TheSMESpace Blog

We’ve added some new workflow features for cloud files access through SMEStorage. You can now be notified of auto-updates if certain characteristics of a file changes.

The way this works as follow:

First click on the folder that you want to base your worfklow rules on:



Now Click on the Groups Tab and you will see some new icons, one of which lets you add some auto-sharing workflow rules.



Once you click on this you will invoke the workflow editor. From here you can choose to add details about the file(s) that you want to monitor and to which part of the file this applies to i.e. the filename, extension or description. You can see from the screenshot below that the ‘MyDocs’ folder we selected earlier is used as the base container for the rules. Additional to this you can decide whether the rules only apply to this folder or also include sub-folders of ‘MyDocs’.



Whenever any new files or changes to files are made that invoke the rule, you will be notified. For example if you choose to monitor all files that have the extension .doc, when a new doc files is uploaded to a folder you will be notified. Alternatively you could be monitoring any file title that has the word “scan” in it’s title. Again as soon as anything is uploaded in this folder (or sub-folders) that has the word scan then you will be notified.

If you work in teams and want to be notified when others amend files or upload new files then you should find this functionality useful.

We have now added encryption to the platform. This enables you to encrypt your uploaded files using SHA-1 encryption. The way this works is:

Firstly, when you click on upload and you will see a new option to encrypt sensitive files



If you click the encrypt link you will see a screen where you enter a passphrase. This passphrase is used to encrypt the files and is needed to download and view the files. It’s very important you make a note of the passphrase as we do not store it on the server



When you download a file that has been encrypted you will be asked for this passphrase.



We have added this feature at the request of some of our users who handle client data that they want to ensure is secure.