File link security using HubSpot
CloudFiles offers many security features as settings on its file / folder / dataroom links. These settings can range from basic security such activating / de-activating the link to complex ones such as setting access control and file subscriptions. These settings can be updated anytime by the user manually from the HubSpot record or through a host of automation workflow actions.
In this article we provide an overview of all these settings. The sub-sections below provide basic information and links to more detailed articles on these security settings.
All the CloudFiles link settings are available in HubSpot through the Link Settings Dialog. This dialog has been shown below. The CloudFiles HubSpot integration provides many ways of creating a link or access an existing link such that this dialog opens up. Refer to the sub-section below as applicable to your use-case.
When you associate a file, folder or dataroom from the content library dialog to the CloudFiles widget on the HubSpot record, CloudFiles provides an option to create a sharing link while creating the attachment. This is available as a little checkbox on the content library dialog.
The checkbox only appears when you have a single file, folder or dataroom selected. If you have nothing selected or if you have multiple resources selected, the checkbox is not available.
The checkbox has been shown below -
If you have already created an attachment on the HubSpot record for a resource without creating a link for it, you will see the Share option in the Actions dropdown of the attachment. Clicking on this will create a sharing link for the resource and open the link settings dialog.
Note that if you already have a link created for the attachment, you will see the 'Get Link' option instead of the 'Share' option. The Get link option simply opens the link settings dialog of the existing link.
The Share button in actions dropdown has been shown below -
The Get Link button is also available in the Actions Dropdown of the resource attachment, same as the Share button above. Clicking on this button opens the link settings dialog of the existing link that exists for this attachment.
Note that the Get Link button only appears if you already have a link created for your attachment. If not, then the Share button will appear. Clicking on share creates a new link for the resource and opens the link settings dialog box.
The Get Link button has been shown below -
All the security settings that are offered by the CloudFiles Web App are also available in the CloudFiles HubSpot integration. In the sections below, we give a brief intro of the security setting and a link to an article which covers how this security setting works. While the below articles refer to CloudFiles Web App (https://app.cloudfiles.io), the same settings can also be accessed through the Link Settings dialog discussed above.
Check out details on the security setting which is of most interest to you.
The status feature will give you powers to instantly disable access to your shared links from your recipients by changing Online link status to an Offline link status. You can also read more details in the step by step guide to Toggle Link Offline or Online in CloudFiles.
CloudFiles allows granular control over the download, print and text copy settings of your files. Using the app, you can switch off downloads which automatically turns off printing & copying abilities as well. More details are available in the article on Download, Print & Copy Settings.
CloudFiles can help create password protected links for any type of files, folders, datarooms or even web URLs. When enabled, your files can only be viewed by people having the secret password. Detailed steps on password protection feature offered by CloudFiles can be found in Set password protection on link.
CloudFiles allows you to set an expiry setting on the files you upload into your CloudFiles content library. Even your files uploaded from other storages such as dropbox / box / google drive / one drive etc.. can have link expiry settings. You can pre-set your expiry settings based on both a specific date and time or the number of views. You can check detailed instructions in our article on Link Expiry based on date & views.
With soft-validation, your client will need to enter an email address to access the file. Please note that this email is not verified by CloudFiles (that's why the name soft-validation). If you require email verification, refer to the Hard Validation feature below. You can learn more about this feature in the article on Email Collection & Authentication.
With hard-validation, your client will need to enter and verify an email address to access the file. Verification can be done in a number of ways. Client can either login through Google or Microsoft account or they can get a one-time verification code on their email. You can learn more about this feature in the article on Email Collection & Authentication.
With email access control you can create a list of email ids, that can or cannot access your documents. Along with this you can also block access to email ids from viewing your document. This applies equally well to complete domains as well. This support article on Email & Domain Access Control shows how to enter a list of emails / domains while setting ID Validation.
You can also update the security settings on a link using a workflow action called Update Link Settings Refer to the detailed guide on this workflow action which can be found here in Update Link Settings Action. This is great for enforcing applying security policies on all the shared links from HubSpot.
Following is a screenshot of the settings available in this action.