Files extension
Who opened what, when and from where
Enable it on a folder and every opening of its files is recorded: person, date, IP address, mode. A badge on the file says how many people opened it; the detail is one click away. For the accountant sending the annual accounts, the tax office handing over a return, anyone who needs to know the client has read it.
Opt-in, per folder, declared
Tracking is switched on folder by folder and applies to subfolders, with the option to switch it off locally; a banner always says which folder it is inherited from. It is a processing of personal data, and Files treats it as such: before enabling it reminds you what will be recorded and that a legal basis is needed; the notice is always visible to whoever accesses the tracked folder, and external recipients — public link, email share — are informed the first time they open a file.
How it works
-
Enable and choose whom to exclude
Right-click the folder → View tracking. Read the notice, then decide the exclusions: the file owner and administrators are excluded by default — the standard case is tracking the client, not yourself — and you can exclude user types or single people.
-
The badge counts
Next to each file appears “Opened by 3 people”. The count separates distinct visitors from total openings; openings within 60 seconds count as one, so flipping through pages does not inflate the numbers.
-
The detail one click away
Who, when, from which IP and how — preview, download, editor. The data lives in the folder’s activity feed and follows its retention.
Tracking is lawful when it is declared. Files declares it for you.
What you can do
-
Inheritance with override
Enabled on “Clients” it applies to every subfolder; on “Clients / Internal” you can explicitly switch it off. The banner always says where the setting comes from.
-
Default for external shares
A tenant setting can switch tracking on by default for everything shared externally, without touching folders one by one.
-
Automatic notice
Whoever enters a tracked folder sees the badge and the notice; external recipients get it on their first opening. There is no way to track someone without them knowing.
-
Fine-grained exclusions
Owner, Files and tenant administrators, whole user types, single people: up to 500 excluded users per folder. Keep the first two on for the advisor/client case.
-
With folder notifications
If you want to be alerted when the client opens, the Folder notifications extension sends the read-receipt email: tracking records, the notification calls you.
Frequently asked questions
Is it GDPR-compliant?
The tool is: notice always visible, alert to external recipients, exclusions, data following the activity feed retention. The legal basis — contract, consent, legitimate interest — is yours to have, and Files reminds you before enabling.
Are public links tracked too?
Yes, if the folder is tracked: the opening from a link is recorded with mode and IP, and whoever arrives from the link sees the notice the first time. If the link asks for an email, that appears in the detail.
How long is the data kept?
As long as your plan’s activity feed: from 30 days to 5 years, set by the administrator. For tax offices, banks and intermediaries at least a year is recommended.
The other Files features
Move your company files to the cloud
Request a demo: we’ll show you how Files makes storage and sharing simple and secure.
Alex