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Files extension

An access that ends on its own, at the right date

The March intern, the project consultant, the audit reviewer: accounts that have an end, and that nobody remembers to close. With user expiry every account can have an end date — or suspend itself after a period of inactivity. On expiry access is blocked; data and account remain, and it renews in one click.

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A policy, not a reminder

From Files Settings › User expiry the administrator chooses how accounts stop being valid: never (until someone steps in), at a date decided when the user is created and always renewable, or after a period of inactivity. Expiry can be mandatory for all new users or only for some user types — Collaborator and Guest, typically — with a maximum duration configurable up to twelve months. On expiry the account is suspended automatically: whoever logs in finds the door closed, but nothing is lost, and reactivating is a new date.

How it works

  1. Choose the mode

    At a date, or after a period of inactivity: the two are mutually exclusive. Then decide whether it is mandatory for everyone, only for certain user types, and whether whoever creates a user can declare them “no expiry” as an exception.

  2. The date is born with the invitation

    When you create or invite a user you pick the end, within the maximum allowed — “at most 6 months from today”. You then see it in the members list, next to the name.

  3. It expires, suspends, renews

    At the date the account becomes “suspended by expiry”: access blocked, folders and files intact, shares on hold. A new date reopens it, with everything as it was.

The March intern does not need access in December.

What you can do

  • Per user type

    Mandatory for Collaborators and Guests, optional for Employees: the policy follows the user type, like all other privileges.

  • Maximum duration

    Up to twelve months per product; the administrator can tighten it. Nobody creates a “temporary” access lasting three years.

  • By inactivity

    As an alternative to the date: the account suspends itself when the person has not used Files for a certain time. For those who log in once and vanish.

  • Declared exceptions

    If you allow it, whoever creates a user can declare them without expiry even where the policy would require it. The expiry remains assignable later.

  • No losses

    Suspension, not deletion: personal space, uploaded files, history stay where they were. Renewal reopens everything without rebuilding anything.

Frequently asked questions

What happens to an expired user’s files?

Nothing: they stay where they are, with their permissions. The account is suspended, not deleted. If the person will not return, closing the personal space is a separate, deliberate step.

Can I renew before expiry?

Yes, at any time: the expiry is always editable within the maximum duration. And after expiry a new date reactivates the account.

Is it different from the expiry of a folder access?

Yes. An assignment to a folder can have its own expiry — that person loses that folder. User expiry closes that person’s whole access to Files.

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