Files extension
Who must know it arrived, and who must say they read it
The client uploads the accounts: the accountant knows at once. The company publishes the regulation: every employee confirms they read it, and it stays on record. On the 5th of the month, whoever has not yet uploaded timesheets gets the reminder, with the list of what is missing. All per folder, no hand-written emails.
Four types, one roster, one proof
On a folder you configure four notification types: upload, download, acknowledgment, and the combined upload + acknowledgment type. Each has its recipients — everyone with access, chosen people, groups — and its channel, in-app or email; the roster shows who has access to the folder and flags who is external to the organisation, before an automatic email goes out. Subfolders inherit; a file can have its own configuration. Acknowledgment is an explicit confirmation — from the app or the public page — recorded with who, when and from where: the company can prove the document was read. Whoever manages the folder can also block notification management for people or groups, so nobody switches them off.
How it works
-
Configure the folder
Right-click → Communications → Notifications: choose the types, the recipients, the channel. The roster shows you who will receive what, externals highlighted.
-
The document arrives, the confirmation goes out
At every upload, whoever must know knows. If the type includes acknowledgment, the file shows “to confirm” to those who must read it, in-app and by email; whoever manages sees the summary of who confirmed and who did not, and can chase.
-
Upload reminders
One-off, weekly or monthly, at the hour you choose — Rome time. With a checklist of expected documents, mandatory and optional: whoever has uploaded everything no longer gets the reminder; the others’ email says what is missing.
“I never saw it” stops being an answer.
What you can do
-
Acknowledgment with proof
The confirmation is an explicit act recorded with person, date, time and address — from a public link too. Whoever manages the folder gets the alert and sees the summary.
-
Download confirmation
For folders where it matters who downloaded: confirmation can be required on a single file, a selection or the whole folder.
-
Inherited and per file
The configuration flows down to subfolders; a file can have its own. Files prevents duplicates: if the folder already notifies on that file, a second rule is not added.
-
Who can switch them off
Managing a notification can be blocked for people or groups: nobody “mutes” the company regulation.
-
Externals flagged
In the roster, people outside the organisation are marked: before automatic emails go out to an external firm, you see it.
-
Upload checklist
“Timesheets”, “Expense notes”, “Medical certificate”: whoever uploads links the file to the expected document, and the reminder knows what each person is missing.
Frequently asked questions
Does acknowledgment count as proof?
It is an explicit declaration recorded with identity, date, time and address, available in the folder summary and the log. For internal regulations and notices it is what you need; for signing a contract there is kSign.
Does someone who cannot upload still get the reminder?
No: whoever has an access level without upload is excluded automatically, and Files tells you when configuring. A reminder asking the impossible does not go out.
Can I get a notification when my files are downloaded from a public link?
Yes: the “download” type also covers access from links and email shares, and Files suggests the right configuration when you create the share.
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