License Management

the license management section for document sharing allows admins to control which users can access the cloudfiles sharing features admins can view license usage, manage user access, invite new users, and adjust the total number of available document sharing licenses each cloudfiles product > document management, document generation, and document sharing has its own license configuration, which can be managed independently cloudfiles also supports partner seats , allowing organizations to invite external implementation partners or hubspot agencies to help configure and manage their cloudfiles account partner seats do not consume the organization’s purchased licenses and are available when enabled for the account accessing document sharing license management document sharing licenses can be managed from settings → license management in cloudfiles at the top of the page, select the document sharing tab to view licenses specific to this product the document sharing licenses page provides a centralised view of license availability and user access at the top of the section, a summary indicates how many document sharing licenses are available below this, the user table lists everyone associated with the document sharing product user list and license status the user table displays the following details for each user name and email, which identify the user license status, showing whether the user’s document sharing license is active or inactive role defines the user’s level of access cloudfiles supports three roles admin – can manage licenses, invite users, and configure the account user – can access the products assigned to them partner – intended for external implementation partners or agencies partner users can access only the cloudfiles products licensed by the account and do not consume paid user licenses note partner seats are currently available by request if you’d like to enable partner seats for your cloudfiles account, please contact the cloudfiles support team users with an active license can access document sharing features, while users marked as inactive do not have access until a license is assigned users with the admin role can manage licenses, invite new users, and add new licenses inviting users the "invite user" option allows admins to invite new users to cloudfiles with access to the document sharing product when inviting a user, the admin specifies the email address and assigns a role once the invitation is accepted, an active document sharing license is automatically assigned if one is available invitations that have not yet been accepted appear under pending invitations, allowing admins to track outstanding invites inviting a partner if partner seats are enabled for your cloudfiles account, admins can invite external implementation partners or agencies using the invite partner option partner users are intended for external collaborators who help configure or manage the cloudfiles account on behalf of the organization unlike regular users, partner users do not consume the account’s purchased licenses when inviting a partner only external email addresses can be invited a partner seat must be available updating roles and license status admins can directly update a user’s role and license status from the license management table each user entry includes editable fields that allow quick adjustments without leaving the page using the edit (pencil) icon, admins can change a user’s role between admin and user, depending on the required level of access similarly, the license status can be toggled between active and inactive, giving admins control over whether a user currently has access to the document sharing product managing document sharing licenses the "manage licenses" option allows administrators to control the total number of document sharing licenses when selected, a modal opens where the license count can be increased or decreased the modal displays the current number of licenses in use along with the updated total after changes are made once confirmed, the updated license count becomes immediately available for assignment license management for document sharing gives admins clear visibility and control over who can access sharing features in cloudfiles by managing licenses, roles, and invitations from a single screen, teams can ensure that document sharing is secure, controlled, and aligned with their subscription note partner seats are managed separately from standard product licenses they do not count toward your purchased license total and are excluded from billing calculations deleting a user admins can permanently remove a user from the cloudfiles account directly from the license management screen this action cannot be undone when a user is deleted, they are completely removed from the cloudfiles account and will no longer have access to any cloudfiles products any files, folder, datarooms, shared link or other resources owned by the user are automatically reassigned to the admin initiating the delete action this ensures that existing resources remain accessible and no data is lost after the user is removed