4 minute read
You know why you are using Tricent. Now let us show you how. Below we'll run through the basics of the Tricent notification e-mail and web-overlay and get you comfortable with the experience.
The cleanup cycle
Your organization's administrators have configured the so-called cleanup cycles to ensure that files shared with externals are not shared forever.
If a cycle is set up to unshare files that have been shared for more than, say, 180 days, you'll be notified when your shared files are nearing that deadline.
You can extend the sharing period at that point with a few clicks if the sharing is still relevant. If, however, the unsharing makes sense then just don't do anything.
And hey, you can always re-share the file later if you need.
Email notifications when shares are about to expire
The tool interacts with you primarily through email notifications in the days leading up to the expiration of shares.
The number of e-mails you receive and the frequency are both defined by your administrator but will often be seven, three, and one day before share expiration.
The email notifications list the files about to be unshared and the date it will happen.
If you want to extend the sharing of a file or unshare it right now, simply click the blue button Review these files. This will take you to the web-overlay.
Quick action in the web-overlay
When you click Review these files, you will be presented with the overlay interface.
If you want to unshare all files right now, just click the red Unshare all button at the top left.
If you want to extend the sharing of specific files, simply tick them in the list, select the extension period, and click Extend selected, and unshare the rest.
You can extend the shares by a set number of days or a specified date. This date can be set by clicking the date under Expiry date. Please note that your administrator will likely have set a maximum extension period.
Now that you have extended the relevant shares and unshared the rest, you receive a confirmation email from where you can access the Tricent tool in a browser if you want to look at all of your shared files.
You can learn more about the browser version of the Tricent tool right here.
Is that really it?
We have now taken you through the basics of using Tricent, and, yes, it's that simple.
Remember that if you prefer not to take action, that's totally fine. Tricent will run in the background to ensure that you are in a good place compliance-wise.