Access Control Guide
Manage who can access, when they can access, and how many times they can download.
What is Access Control?
Access control features let you:
- Limit number of downloads
- Restrict to specific email addresses
- Set download windows (start/end time)
- Track detailed access logs
- Revoke access anytime
Download Limits
Setting Download Limits
- Upload file
- Click "Access Control"
- Set "Download Limit" to desired number
- System tracks downloads
- After limit reached, link disabled
Limit Options
| Limit | Use Case | Example |
|---|---|---|
| 1 Download | Ultra-sensitive | Trade secret, one-time delivery |
| 3 Downloads | Limited access | Team of 3 needs file |
| 10 Downloads | Department access | Small group/team |
| 2500+ | Public sharing | Blog post, public assets |
Email Restrictions
Restricted Sharing
Only allow specific people to access:
- Whitelist email addresses
- Only those emails can access
- Others see access denied message
How to Use
- Upload file
- Enable "Email Whitelist"
- Enter allowed email addresses
- Can add multiple addresses
- Recipient must use email to access
Email Whitelist Best Practices
- Use corporate emails (not Gmail/Outlook)
- Include all legitimate recipients
- Re-check list before sharing
- Can modify list before first access
Time-Based Access
Access Windows
Files accessible only within time window:
- Start time: When sharing becomes available
- End time: When sharing expires
- Outside window: No access
Use Cases
- Pre-release media: Available only after announcement
- Event materials: Available during event only
- Time-limited offers: Available during promotional period
- Scheduled releases: Available on specific date/time
Download Statistics
What's Tracked
- Total downloads count
- Time of each download
- IP address of downloader
- Device/browser info
- Download completion status
Analytics Dashboard
View detailed stats:
| Metric | Purpose |
|---|---|
| Total Views | How many accessed link |
| Total Downloads | How many downloaded files |
| Accessed From | Device type: mobile, tablet, or desktop |
| Downloads Left | Remaining downloads (if limited) |
| Last Downloaded | When last person accessed |
| Unique IPs | How many different people |
Revoking Access
When to Revoke
- Employee leaves company
- Project cancelled
- Sensitive information leaked
- Recipient no longer needs file
- Link shared with unintended people
How to Revoke
- Go to share settings
- Click "Disable Share" or "Delete"
- Link becomes inactive immediately
- Recipient sees error on next attempt
- All access to that link stops
Device Identification
Track Device Access
- We track device type only: mobile, tablet, or desktop
- View the link referrer when available
- Use Link Detective™ to see where a link started and where it ended up
Security Best Practices
For Sensitive Files
- ✓ Use download limits (3-5 max)
- ✓ Email whitelist (specific people)
- ✓ Time window (limited duration)
- ✓ Password protection + access control
- ✓ Monitor downloads closely
For Collaboration
- ✓ Moderate limits (10-20)
- ✓ Email whitelist (team members)
- ✓ Longer time window (project duration)
- ✓ Regular access log review
For Public Sharing
- ✓ Higher limits (2500+)
- ✓ No email restrictions
- ✓ Long-term expiration
- ✓ Public links (short URLs)
Compliance & Audit
Audit Trail
Complete record of all access:
- Who accessed (IP/email)
- When accessed
- What they downloaded
- Successful or failed
- How long they kept access
Compliance Meets
- ✓ SOC 2: Access controls + logging
- ✓ GDPR: Data access documentation
- ✓ HIPAA: Patient data access tracking
- ✓ PCI DSS: Sensitive data protection
Troubleshooting
Legitimate User Blocked
- Check email whitelist
- Verify using correct email
- Add their email to whitelist
- Can modify before first access
Download Limit Reached
- Link is now disabled
- Create new share if needed
- Or increase limit (if early enough)
Suspicious Download Activity
- Review access logs
- Check IP addresses
- Revoke if compromised
- Create new link for legitimate recipients