ShareFile - Client Request for Termed Employee

ISSUE:
Client has notified KSM that they have an employee that has been termed. Client wants to make certain that the termed/former employee no longer has access to their portals or email links that have been sent to them. Even if the person is deleted or disabled in ShareFile, they will still be able to click email links within 30 days of being sent and open/download them.

RESOLUTION:

There are several steps to make certain that a termed client employee no longer has access. Steps will be identified as needing to be performed by KSM IT or KSM staff.

KSM Staff Responsibility

Navigate to the client site in DMS where the termed staff has been set up and use client administration
Select Portal Tools > Portal Setup > Client Administration and remove the person from ALL DMS sites
- This will remove the account from ShareFile on the next system reconciliation interval

KSM IT Responsibility

Navigate to ksmcpa.sharefile.com, locate the client email account for the termed staff and select Disable account AND Log this user out
Select View folders and activity logs
- Select Generate Folder Access Report to determine what folders the termed staff has access to
- Select Generate Excel Report to generate the activity log for the last 90 days
Send the Activity Log to KSM staff so they can determine if any sensitive email links need to be terminated
From the Activity Log, identify any emails that have been sent in the last 30 days (our default to expire email links)
- Determine who sent the emails > navigate to their account > select View folders and activity logs
- Navigate to the KSM staff's File Box (click link to Access User's Content) > locate and select the email(s) in Sent Messages > Select Expire Link