Need to work on documents with someone who's in another location, or even another city? Cloud collaboration is one of the fastest, most convenient ways to work with another individual or team, even when that team is spread out. To help streamline the cooperative process, FileAssist offers activity and retention settings as built-in feature perfect for multi-user editing.
This group of Activity & Retention features include checkin/checkout, activity logging, version tracking, and disable delete.
Let's Get Started:
1. Login to your account.
2. Select the folder you want to add activity and retention settings to, right-click, select more, then highlight Properties,
3. Under Settings check the box next to Enable File Activity Logging
4. Select the number of File Versions that you want to keep. (Note: Because Activity Logging keeps multiple file versions within your account, additional storage is used to retain each version. )
File Tracking Section
File Activity Logging Check Box- When enabled, file activity logging allows you to keep the number of versions you designate in the Keep dropdown menu. Options are 0-10 and All. You can view file version in the File Activity Log by right-clicking the file, go to more, and then select Version Tracking.
Note: When you delete a file from your account, please note that all versions associated with that file will also be deleted.
Checkin/Checkout Check Box- When enabled, Checkin/Checkout requires other users to "check out" a file to view, edit, or collaborate. This locks the file from being downloaded by another user at the same time. Once a user has completed viewing, editing, or collaborating on a document, it must then be "checked in" to upload it to the account. The Undo Checkouts button allows the account owner to remove the Checkout status of files, unlocking them for other users to download.
Disable Delete Check Box- When enabled, the Disable Delete feature stops any other user from deleting files from the account. Even subaccounts with full access to the designated folder cannot delete files once enabled.
Important Information About Activity & Retention Settings
- Because activity logging keeps multiple file versions within your account, additional storage is used to retain each version.
- Enabling Activity & Retention settings for the parent folder causes all subfolders to inherit those settings.
- When enabling Activity & Retention, no files are changed.
- You may change or remove Activity & Retention settings at any time.
- When using the File Retention LifeCycle rules, all versions of deleted files will be removed from the Version Tracking section.
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