Configuration on FileCap Documentation

Portal access

Mon, 01 Jan 0001 00:00:00 +0000


E-mail domains	Enter all email domains used by the company here. (Example: if the company email addresses are person@company.nl and person@examplecompany.nl, you should enter: company.nl examplecompany.nl)
Specific e-mails	Enter specific email addresses used by the company here. This is advisable when no custom domain name is used, but a public service instead, such as gmail.com or hotmail.com. This way, files can only be sent to person@gmail.com, but not to unknownperson@gmail.com.
External sender needs invite	If this option is enabled, the FileCap portal will be closed to external senders. The only ways for external persons to send files to the company are by receiving an invite, sent via a FileCap plugin, or by using a “Public invitation” link. Note: Senders are “external senders” if they do not originate from networks defined under “Local networks”.
Sender requires SMS verification	If this option is enabled, senders will only be able to send files once they have successfully entered the code they received via SMS.
Allow reply	If this option is enabled, recipients can reply to the transfer from the download portal.

Attachment settings

Mon, 01 Jan 0001 00:00:00 +0000

Attachment settings


Blocked MIME types	Enter the MIME types to block. The MIME types are checked after uploading. Multiple MIME types can be separated by spaces. (Example: application/exe application/x-msi)
Blocked extensions	Enter the file extensions to block. These extensions will be checked before uploading. Multiple file extensions can be separated by spaces. (Example: exe com bat)
Whitelist mode for MIME types (block all Mime types except those listed)	When enabled, everything is blocked except the extensions you specifically allow (under “Blocked MIME types”).
Whitelist mode for extensions (block all extensions except those listed)	When enabled, everything is blocked except the extensions you specifically allow (under “Blocked extensions”).
Maximum number of downloads	Enter the maximum number of times the files may be downloaded. This value applies per recipient.
Maximum days to store files	Enter the maximum number of days that files are kept before they are deleted from the FileCap server.
Days after invite expire	Enter the number of days an invite link remains valid. The default setting is 30 days. It is also possible to make the link never expire; to do so, set this value to 0.
Send upload notification to sender	If this option is enabled, the sender will receive a notification that the upload has been successfully sent to the specified recipients. This notification also contains a link to revoke the transfer.
Send download notifications to sender	If this option is enabled, the sender will receive a notification when the sent files have been downloaded.
Send notifications to sender when message is opened by recipient	If this option is enabled, the sender will receive a notification when the message has been opened by the recipient.

Public invitations

Mon, 01 Jan 0001 00:00:00 +0000

With the Public Invitations option, it is possible to generate a FileCap link so that people can easily send files to a specific email address linked to that link. This FileCap link can, for example, be placed on a website so that people can quickly send files to a specific department.

Creating a Public Invitation link#

Add-ins and apps

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Also use FileCap for internal domains	When enabled, FileCap is also used for internal domains.
Use FileCap for all attachments	Sends all files attached to an email via FileCap.
Automatically send with FileCap when attachment size exceeds (MB)	Sets a size threshold (MB) at which the Outlook plugin automatically sends the email via FileCap. Example: 3 means the email is auto-sent via FileCap if the combined attachments exceed 3MB.
Send upload notification to sender	Notifies the sender that files were successfully sent via the FileCap Outlook plugin, including a link to block the transfer.
Restore original mail item after sending	Restores the original email and attachments in the Outlook Sent Items folder.
Create folder for restored items	Creates a folder to hold the restored emails if you prefer it to not be stuck inside the regular “Sent Items”.
Put restore folder inside sent items	Places the restore folder inside the Sent Items folder as a sub-folder instead.
Restore folder name	Sets the name of the folder to be created.
Days to store cached files	Cached files are files added via the FileCap Web plugin before the email has been sent. This setting is the maximum number of days these files are kept on the FileCap server until the original email is sent. Once sent, the files are automatically moved to the corresponding transfer and stored for the number of days set for that transfer.
Let user generate FileCap link manually	Lets users generate a link and paste it into their email, preserving message formatting. This can only be done through the add-in after uploading the files in the corresponding add-in UI. Instead of then “sending” the email with FileCap, you transform the attached items into a FileCap link you are given. This link can then be shared outside of the email environment, thereby removing the need to send an email if so desired.
Keep original subject	Allows for the original email subject to be shown in the opening and receiving of the FileCap mail. Recommended on.

Manifest#


Download manifest	Multiple manifest files are available for the FileCap Outlook add-in. Which manifest should be used depends on the Outlook clients within the organization and the use of business rules.
Modern Outlook clients	Use this manifest when business rules are disabled and only modern Outlook clients are used, such as Outlook Web (OWA), the new Outlook for Windows, and Outlook for macOS. This manifest is suitable for most modern Office 365 environments.
Older Outlook clients / business rules	Use this manifest when business rules are enabled and/or when older Outlook clients are (also) used, such as the classic Outlook for Windows or legacy Office installations. This manifest provides compatibility with functionality that is not supported by modern Outlook clients.
Explanation	Why are there multiple manifests? Modern Outlook clients do not support all functionality available in older Outlook versions. This applies, among other things, to certain business rules. To guarantee correct operation and compatibility, FileCap provides different manifest files per scenario. Using the correct manifest prevents compatibility issues and unexpected behavior of the Outlook add-in. Selection guide If you only use modern Outlook clients and no business rules, choose the manifest for modern Outlook clients. If you use business rules and/or older Outlook clients, choose the manifest for older Outlook clients.

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API Key#


API Key	The API key consists of a string of 30 characters made up of uppercase letters and numbers. It usually does not need to be changed. Important: Do not change the API key if applications are already using the current API key. Changing the API key will prevent these applications from connecting to the FileCap server until they are reconfigured.
API registration required	If this option is enabled, the API key can only be used once the user’s email address has been verified. This happens automatically via email when using the FileCap plugins. This prevents the user from using the email address of a person they do not have access to.
Explanation	What is registration of the add-in? When registering the Outlook add-in, the FileCap environment generates a unique code per user, which is provided once to the user at their email address. This process is initiated by the user when they open the FileCap add-in for the first time. A “Register” button appears, and when the user clicks it, they receive an email with a code. This code must be entered in the add-in to complete the registration. After this, the add-in can be used as usual. Registration of the Outlook add-in By default, when deploying and using the FileCap Outlook add-in, users do not need to register the add-in. This makes deployment of the add-ins simple: they can be installed at once, for example via Intune or SCCM, for the entire organization, and everyone can use FileCap immediately. However, it is important to know that registration of the add-in is desirable or even necessary in a number of scenarios. These scenarios are explained below. Security When registration is not enabled, a user can use FileCap immediately, without first verifying themselves with the FileCap environment. This makes it possible, for technically inclined users, to send an email with FileCap on behalf of other people within an organization. \n\nThis is not easy, and when it is done, it is deliberate and possibly even punishable or in violation of company rules. It is possible, however, because the add-in is not linked to a specific user. Loss of FileCap’s ability to use the Outlook address book When no registration has taken place, it is not possible to use the Outlook address book in combination with FileCap. This is because the FileCap add-in is not linked to an email account and therefore cannot retrieve and use contacts, or retrieve mobile phone numbers from the address book for recipients who have previously received a message. In practice, this means that without registration, users will have to manually enter email addresses and, when using SMS verification, mobile phone numbers in the add-in each time, and these are not saved in the add-in or address book. Existing installations with or without registration If registration was first required within a FileCap environment and is then disabled, it may happen that some users, whose registration was already completed, can use the address book, while new users without registration cannot. Conversely, if registration was not required and is then made mandatory, users will be confronted with a registration request when opening FileCap within Outlook. In these kinds of exceptional situations, it is important to communicate clearly with users to prevent unexpected behavior and confusion.

Mail

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Use custom mail server settings	If this option is disabled, Amazon Simple Email Service (SES) is used to send emails. If this option is enabled, a custom mail server can be defined. Do not turn on and leave blank, this will prevent any FileCap mails from being sent.\n
The options below are visible when “Use custom mail server settings” is enabled:
Company name	Enter the company name here; it is used as the sender name of the email.
Mail server hostname/IP	Enter the hostname or IP of the mail server that will be used for sending emails.
Mail server port	Enter the mail server port here.
FileCap system e-mail address	Enter the email address that is used as the sender of the email.
Mail server TLS encryption	Enable this option if TLS is required for the connection to the mail server.
Mail server authentication	Enable this option if authentication is required for the connection to the mail server.
Mail server username	Enter the username to be used.
Mail server password	Enter the password for the username specified above.
Always use FileCap system e-mail address for notifications	If this option is enabled, notifications will always be sent on behalf of the email address specified under “FileCap system e-mail address”. If the option is disabled, notifications will be sent on behalf of the downloader.

Business Rules (DLP)

Mon, 01 Jan 0001 00:00:00 +0000


Apply business rules to internal recipients as well	Apply business rules to both external and internal recipients to ensure consistency when using FileCap.
Also scan attachments	FileCap is automatically activated when an attachment contains sensitive information, for example a Dutch Social Security Number (BSN), international bank account number (IBAN), or credit card number (CC), depending on the configured business rules. FileCap scans the first 1024 Kb of each attachment for the sake of user-friendliness and market conformity.
Automatically trigger FileCap usage when the subject or body of an email contains a Dutch Social Security Number (BSN), international bank account number (IBAN), or credit card (CC) number	Automatically activates FileCap when sensitive personal or financial information is detected in the subject or body. Be aware that this only covers the formatting of these items that are flagged. Discrepencies in formatting will not be included in triggers. \n
Utilize FileCap when specific words are detected in the subject or body of an email	FileCap is activated when specific words are detected in the subject or body of an email, providing additional protection for sensitive content.
Automatically enable FileCap when the sensitivity of the email is set to “confidential.”	When the sensitivity setting of an email is set to “confidential”, FileCap is automatically enabled to ensure the security of the communication.
Use BCC instead of CC when the number of CC recipients exceeds 10 to maintain privacy. Configure a “Never with FileCap” list to prevent messages from being sent with FileCap to specific domains or email addresses.	When the number of CC recipients in an email exceeds 10, the recipients are automatically placed in the BCC field to protect privacy.
Configure a “Never with FileCap” list	Configure a “Never with FileCap” list to prevent messages from being sent with FileCap to specific domains or email addresses. This way, messages can be sent securely without using FileCap functionality.
Configure an “Always with FileCap” list	Set up an “Always with FileCap” list to ensure that messages to designated domains or email addresses are always sent with FileCap. This guarantees consistent secure communication.