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Files extension

The archive that does not turn into a dumping ground

Every week or every month Files flags inactive files: those shared but never opened by any recipient, and those nobody has shared or assigned for a long time. The report arrives by email and in the Control centre. No file is deleted or moved: only flagged.

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Two checks, no action

Files is a workspace, not a historical repository: archive controls exist to remind you of that with data. The first check finds files accessible to someone — by share or assignment, direct or inherited from the folder — but not opened by any recipient in the last N months. The second finds files for which nobody created a share or an assignment in the last M months, neither on the file nor on a folder containing it: probably an archive. The computation runs at night, per company; the result is a report, and the decision stays with a person.

How it works

  1. Enable and choose the rhythm

    In Settings, “Enable archive controls”: weekly or monthly, the months of inactivity for each check, and the scope — the whole company space with exclusions, or only the folders you include.

  2. Include or exclude from the context menu

    On the folder: “Include in Archive controls”, “Exclude”, “Remove”. The scope is built where you work, not in a separate list.

  3. Read the report and decide

    In the Control centre, grouped by folder, and by email to administrators and to those with the privilege to receive it. You can recompute by hand whenever you like.

A file nobody has opened in a year is not an archive: it is a question.

What you can do

  • Never destructive

    The check produces lists. It does not delete, move or archive: the clean-up is done by a person, with the information in front of them.

  • Two distinct privileges

    “Manage archive controls” to configure and recompute; “Receive reports” to read them. Administrators have both by default; a department lead can have only the second.

  • Stated clearly to recipients

    Whoever receives the report sees names and paths of flagged files even in folders they have no direct access to; contents stay protected. The setting states this before enabling.

  • Precise scope

    Everything with exclusions for those who want the full picture; only included folders for those who want to watch “Clients” and leave “History” alone.

  • Browsable snapshot

    The latest computation stays in the Control centre until the next one arrives: no need to look for the email.

Frequently asked questions

Does the check delete flagged files?

Never. It only flags. If you then decide a file has to go, you do it, with the trash and its retention days; if it must be kept by obligation, the Retention extension protects it from deletion.

Which files end up in the report?

Those in the company space within the chosen scope: shared but never opened in the period, or not shared nor assigned for a long time. The personal space is not included.

How often does it arrive?

Weekly or monthly, your choice, at night. And whenever you want, “Recompute now”.

The other Files features

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