5.0 Planning for User and Group Access to Filr

IMPORTANT:If you haven’t already, we recommend that you review What Is Micro Focus Filr? in the Filr 4.1: Understanding How Filr Works to prepare for planning user access to Filr.

After you have established accounts for your organization’s users and groups in Filr, you must plan how they will access Filr’s services.

Filr lets users access its services using desktops, mobile devices, and web browsers, but only as you allow them to:

  • Desktop Access: Is allowed by default for everyone with the Filr desktop installed. Refer to Table 5-1 and Table 5-2 for more information on:

    • Desktop application availability

    • Who can use the desktop applications to access Filr

    • Various settings, such as synchronization frequency, the maximum size of synchronized files, and which applications are allowed to download files from Filr, and so on.

  • Mobile Device Access: Is also allowed by default for everyone who installs a Filr mobile app (universally available on the web). Refer to Table 5-3 and Table 5-4 for more information on:

    • Who can access Filr using a mobile device

    • Whether file downloading is available

    • Various settings, such as synchronization frequency, which applications can open files downloaded from Filr, and so on.

  • Web Browser Access: Is allowed by default for everyone. Refer to Table 5-5 and Table 5-6 for more information on:

    • Whether browser access is allowed and for whom it is available

    • Whether file downloading is available

    • Whether anonymous (Guest) users can access Filr and whether they are allowed to comment on the publicly-available files that they can view there.

Complete the instructions in the following sections to plan for user and group access to Filr’s services.

Table 5-1 Worksheet 6—Desktop Access - Default Settings

Heading, Label, or Topic:

Information and Instructions:

Allow Desktop Application to: section

  1. Using the information in Desktop Access—Default Settings in the Filr 4: Administrative UI Reference, record information for the following:

    • Access Filr

    • Cache the user’s password

    • Be deployed

      • Locally

        Or

      • Via a URL that you specify

Desktop Synchronization section

  1. Using the information in Desktop Synchronization in the Filr 4: Administrative UI Reference, record information for the following:

    • Synchronize every XX Minutes.

    • Maximum file size that can be synchronized: XX MB

    • Remove cached files after: XX day(s)

    • Allow user to modify cached files lifetime

Application Whitelist/Blacklist section

  1. Using the information in Application Whitelist/Blacklist in the Filr 4: Administrative UI Reference, record information for the following:

    • Mode

      • No restrictions - Ignore the lists

      • Whitelist - Allow only the listed applications to download files

      • Blacklist - Block the listed applications from downloading files

      • Whitelist and Blacklist - Allow and block the listed applications. Prompt users to allow or block unlisted applications.

Table 5-2 Worksheet 6—Desktop Access - Individual Users and Groups

Heading, Label, or Topic:

Information and Instructions:

Preparing the worksheet

  1. Copy the Exceptions to the Desktop Access - Default Settings above section of the worksheet as many times as required to plan for the users and groups that require separate desktop access settings.

Exceptions to the Desktop Access-Default Settings above section

  1. List the users and groups that need the same desktop-access exception settings.

  2. Using the information in Configure Desktop Application (X users) in the Filr 4: Administrative UI Reference, record the exception settings for the following:

    • Use default settings

    • Use user settings to allow the desktop application to:

      • Access Filr

      • Cache the user’s password

Table 5-3 Worksheet 6—Mobile Device Access - Default Settings

Heading, Label, or Topic:

Information and Instructions:

Allow mobile applications to: section

  1. Using the information in Allow mobile applications to: in the Filr 4: Administrative UI Reference, record information for the following:

    • Access Filr

    • Cache the user’s password

    • Allow files to be added to the Downloads area for offline access

    • Force PIN Code

    • Cut/Copy File Content

    • Screen capture (affects Android only)

    • Disable applications on rooted or jail-broken devices

  2. Using the information in Open in: drop-down list in the Filr 4: Administrative UI Reference, record information for the following:

    • Disabled

    • All applications

    • Whitelist

Mobile synchronization section

  1. Using the information in Mobile synchronization in the Filr 4: Administrative UI Reference, record information for the following:

    • Synchronize every XX Minutes

Table 5-4 Worksheet 6—Mobile Device Access - Individual Users and Groups

Heading, Label, or Topic:

Information and Instructions:

Preparing the worksheet

  1. Copy the Exceptions to the Mobile Access - Default Settings above section of the worksheet as many times as required to plan for the users and groups that require separate mobile access settings.

Exceptions to the Desktop Access-Default Settings above section

  1. List the users and groups that need the same mobile-access exception settings.

  2. Using the information in Configure User Mobile Application Settings (X users) in the Filr 4: Administrative UI Reference, record the exception settings for the following:

    • Use default settings

    • Use user settings to allow the desktop application to:

      • Access Filr

      • Cache the user’s password

      • Allow files to be added to the Downloads area for offline access

      • Force PIN Code

      • Cut/Copy File Content

      • Screen capture (affects Android only)

      • Disable applications on rooted or jail-broken devices

    • Open in: drop-down (select one)

      • Disabled

      • All applications

      • Whitelist

Table 5-5 Worksheet 6—Web Browser Access - Default Settings

Heading, Label, or Topic:

Information and Instructions:

Configure Web Application section

  1. Using the information in Using the Configure Web Application dialog in the Filr 4: Administrative UI Reference, record information for the following:

    • Allow Guest access

    • Guest access is read only

    • Disable file downloads

    • Disable web access

Table 5-6 Worksheet 6—Web Browser Access - Individual Users and Groups

Heading, Label, or Topic:

Information and Instructions:

Preparing the worksheet

  1. Copy the Exceptions to the Web Browser Access - Default Settings above section of the worksheet as many times as required to plan for the users and groups that require separate mobile access settings.

Exceptions to the Web Browser Access-Default Settings above section

  1. List the users and groups that need the same mobile-access exception settings.

  2. Using the information in Using the More Options to Control Web Access for Individual Users and Groups in the Filr 4: Administrative UI Reference, record the exception settings for the following:

    • Disable File Downloads

    • Enable File Downloads

    • Use Default File Download Setting

    • Disable Web Access

    • Enable Web Access

    • Use Default Web Access Setting