The Hosted Dropzone is a secure file drop that can be shared across a team of users.
Every Dropzone is set up under a single SendSafely account, who is designated as the Dropzone Owner. Additional SendSafely users requiring access to the uploaded Dropzone files are added as Dropzone recipients. Dropzone Owners are typically team alias accounts instead of individual named user accounts (for example secureupload@company.com). This model means the Dropzone Owner account is not tied to a single person and is not impacted by employee movement or turnover within the organization. Dropzone Owners can either be a standard registered user, or a dedicated Service Account (recommended). For step by step instructions for configuring a SendSafely Service Account click here.
SendSafely portal administrators have the ability to manage all Dropzones, regardless of owner in the SendSafely Enterprise Console which centralizes the administration of multiple team-based Dropzones. See help center article Dropzone Management for Portal Admins for more information on this process.
You can set up a Dropzone by following the three easy steps below:
Initial Dropzone Setup
Step 1 - Enable the Dropzone
Navigate to the Dropzone Profile from either the Dropzone menu option or from the account Profile page. By default, the Dropzone is OFF so you will need to set the switch to ON to enable the Dropzone and reveal the Hosted Dropzone URL.
Step 2 - Set File Expiration
You can control how long uploaded files are retained before they are automatically deleted by SendSafely by updating the number of days and clicking "Change Expiration (days)". You can choose from 1 to 365 days.
Step 3 - Configure Additional Recipients
By default only the Dropzone Owner can access files uploaded to the Dropzone. Dropzone Owners have the option of adding additional recipients using the "Add a Recipient" option on the Dropzone configuration screen. Recipients must be registered within your SendSafely portal.
For Dropzones with over 75 recipients, please notify our Customer Success team, so that we can discuss optimizing your Dropzone for large groups!
Additional Dropzone Customization Options
The Dropzone can be further customized to meet your specific needs. The below section details the options available.
Restrict File Type
You can restrict the file type permitted for upload by checking the box next to "Only allow files with certain extensions" and entering the allowed file extensions. Multiple file extensions can be entered, separated with a comma.
Restrict File Download (View Only)
This option blocks the download, saving and printing of PDF and Image files by Dropzone recipients. When enabled, these file types can only be viewed in a preview window on the SendSafely website or system integrations such as Salesforce, Zendesk and Freshdesk. When selected, you will be prompted to optionally restrict permitted file types to PDF and Image files only. Note that if you continue to allow additional file types (e.g. .txt, .xlsx, etc.) these will not be restricted from agent download.
Watermark Files with Recipient Email Address
This option watermarks the email address of the Dropzone recipient across all PDF and Image files uploaded to the Dropzone. Watermarks are applied when an agent downloads or previews the file on the SendSafely website or system integrations such as Salesforce, Zendesk and Freshdesk. When selected, you will be prompted to optionally restrict permitted file types to PDF and Image files only. Note that if you continue to allow additional file types (e.g. .txt, .xlsx, etc.) these will not be watermarked.
Form Input Label
The label associated with the first data entry field on your Dropzone page can be customized. The default value is "Full Name", but this can be changed to any data element you wish to collect from your submitters, such as Ticket ID, Customer Number, Order Number etc.
Notification Method
You can choose how recipients are notified when files are uploaded to your Dropzone. Options are:
- Option 1 - Do Not Notify Recipients - If this is selected, recipients will not be notified and will only be allowed to access uploaded items using browsers that were "trusted" at the time the file is uploaded.
- Option 2a - Notify Recipients via Email - SendSafely will send an email notification on every upload that includes the secure link, which can be accessed from any browser (not just from a trusted browser).
- Option 2b - Notify Recipients via Email, Require a Trusted Browser - Similar to above, SendSafely will send an email notification on every upload, however the secure link is not included in the email, and the uploaded item will only be able to be accessed from a Trusted Browser.
- Option 3 - Use a Webhook for notifications - Instead of SendSafely sending a notification, an external web hook will be called on every upload. Typically, the web hook is one of our "Dropzone Connectors" that can do things like update a specific ticket in Zendesk with an upload notification and a link to download the files.
Allow Encrypted Messages
Under "Other Options" you can allow users to include a secure message in addition to, or instead of uploaded files. This is useful for when your customers need to submit a sensitive data element only, like a credit card number, or if they wish to provide some context for the files they are uploading.
Identity Verification
By default, the Dropzone does not verify the submitter's identity before allowing files to be uploaded. While this makes for a very low-friction user experience, the email entered could be subject to typos or other errors, or may even be fictitious. If you choose "Require users to verify their email address" the Dropzone will validate the sender's email address with a one-time code before allowing files to be submitted.