Compliance & Security

Nexum File Sharing: Folder Permissions, Expiring Links and a Full Audit Log

Shared folders for policies, scripts, forms and reports, with three access levels, expiring download links and a complete activity log.

Share what people need, for as long as they need it, and keep a record.

Summary

File Sharing stores agency files in the agency's own storage; users see only folders shared with them.

Access levels are View & Download, View + Upload, and Manage.

Super admins can see every upload, download, delete, link and share change in the activity log.

Key takeaways

Share folders by role, not person by person, where possible.

Use expiring links instead of emailing attachments.

Set a sharing root folder so the rest of storage is never exposed.

What File Sharing is

File Sharing is where the agency keeps shared files: policies, scripts, forms, reports. Users see only the folders shared with them. Depending on access, they can open and download, upload, or manage a folder. It's included in Nexum Open CRM.

Where files live

Files are stored in your agency's own file storage. The connection is set up with 502ZONE at installation, and its keys are kept in Settings → Service Credentials; nothing about the connection is stored on the File Sharing screen. The settings card shows whether storage is connected, with a test button.

Access levels

Each folder has one of three levels, shown in the Access column:

View & download: open folders and download files.
View + upload: also upload files and create folders.
Manage: also delete, create expiring links and share the folder with others.

Using it

Click File Sharing to see name, size, modified date and access. Click a folder to open it; the path at the top shows where you are, and clicking part of it goes back up.

What managers can do

With Manage access:

Delete a file or folder (confirmation required; it can't be undone).
Create link: a download link that stops working after a set number of hours. Anyone with the link can download until it expires, and creating it is logged.
Share: give other people or roles access.

Admin settings

Sharing root folder: everything shared lives under this folder, so the rest of your storage is never exposed. Leave it blank only if 502ZONE tells you to.
Expiring links: allow managers to create them and set the longest link life in hours.
Shares: a list of folder, shared with, access and added by. A share covers the folder and everything inside it. Someone's access is the highest of all shares that cover a folder. Remove a share from its row.

The activity log

Super admins can open Activity to see every upload, download, delete, link and share change, with the time (UTC), the person, the action, the file and the result. It answers the question every auditor eventually asks: who touched this file?

Why it matters

Email attachments and open links leak. Controlled folders, expiring links and an activity log keep sensitive documents in your control. See how collection agencies protect debtor data.

See it working in your agency

Book a 30-minute guided Nexum demo built around your agency's real bottleneck, or call 502ZONE directly at (786) 524-4252. Nexum Open CRM is free: no license fee, no seat fees, no subscription. Add 502ZONE modules only when you want more recovery.

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