Egnyte enables admins and Document Room Owners to create Terms of Access for Document Rooms to help facilitate compliance when collaborating on sensitive information. Admins and Document Room Owners can enable, disable, and update those terms as needed. Users must review and accept the Terms of Access before they can access the Document Room, ensuring that access is granted only after the required terms have been acknowledged.
Enable and Create Terms of Access
Disable Terms of Access
Acceptance of Terms of Access
Terms of Access Audit Report
Additional Information
Enable and Create Terms of Access
Admins and Document Room Owners have the capability to enable and create the Terms of Access for other users. By default, the terms acceptance to access the document room is disabled.
- Navigate to the Document Room and click on the Document Room Settings.
- Click on Terms of Access.
- Enable Terms acceptance to access the Document Room.
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Enter the Terms title (mandatory) and define the Terms content (optional).
Egnyte supports RTF Editor but with certain restrictions implemented to enhance security. For example, email addresses and URLs cannot be added.
- Click on Save
The document room settings will be successfully saved.
Disable Terms of Access
Navigate to the Document Room -> Document Room Settings -> Terms of Access. Disable the toggle and click on Save.
Acceptance of Terms of Access
Users will be able to access the document room’s content only when they accept the newly created or updated terms of access.
They will see the document room but the content will not be accessible.
To view and accept the Terms of Access
- Click on the Document Room and read through the terms of access.
- Accept the terms and click on Accept and continue.
- The user will then be able to access the Document Room contents. Also, the document room owners will receive a similar notification.
- A copy of the Terms of Access accepted by the users is attached as a PDF to the email notification. Similarly, the user who accepts the terms of access will also receive the email notification with the attached PDF in the email.
- If the users cancel and do not accept the terms, they will receive a notification and will not be able to access the contents of the Document Room.
Terms of Access Audit Report
Admins and Document Room Owners will be able to access the terms of access audit report.
- Navigate to Reports -> Governance reports -> Terms of Access audit.
- Terms of Access audit report will be displayed. The report comprises of Date, User name, User company, User group(s), Action, Action info, IP Address, and Old Value. Users can apply filters, such as Timeframe, User type, Specific group, Specific user, Specific company, and Action. They can also click on the Export report to CSV to export the report to their system.