Prevent people from sharing files in your spaces

With Pro Pack for Control Hub, you can prevent people from sharing files in your organization's spaces.

This article explains how to manage file sharing settings in Webex spaces. These settings don’t apply to Webex Meetings. For information about file sharing settings in meetings, refer to Collaboration restrictions for Webex Meetings in Control Hub.

1

Sign in to Control Hub, then go to Services > Messaging.

2

In the Collaboration Restrictions section, turn on Restrict external file sharing if you want to allow your users to only share files internally. If you turn this on, Allow file preview, download, and upload for Whiteboards and Annotations is turned on, allowing users to log in to whiteboard.webex.com and access whiteboards in their browser. To turn this setting off, see Disable user access to whiteboard.webex.com.

3

In Collaboration Restrictions > Block file preview and download in space owned by my organization > Block file preview and download for, check the options you want to turn on.

  • Internal users in externally-owned spaces (both group and direct message)—Prevents internal users from previewing files in the externally owned spaces.
  • External users in internal group spaces—Prevents people from outside your organization from previewing files from spaces you own. The default is that external users can preview files.

    This restriction doesn’t apply in one-to-one spaces with external users.

  • Any users on these client types—Check the box, then choose which client types can preview files. The default is No restrictions.
    • No restrictions
    • Mac and Windows app
    • iOS and Android app
    • Webex web client
    • Bots

    Blocking file preview for image files is not yet available (example: JPEG, JPG, PNG, and GIF).

4

In Collaboration Restrictions > Block file preview and download in space owned by my organization > Block file upload for, check the options you want to turn on.

  • Internal users in externally-owned spaces (both group and direct message)—Prevents internal users from uploading files in externally owned spaces.

  • External users in internal group spaces—Check the box if you want to prevent people from outside your organization from uploading files to spaces you own. The default is that external users may upload files.

    This restriction doesn’t apply in one-to-one spaces with external users.

  • Any users on these client types—Check the box, then choose which client types can upload files. The default is No restrictions.
    • No restrictions
    • Mac and Windows app
    • iOS and Android app
    • Webex web client
    • Bots

For information on how to find out who owns the space, see Webex App space policy.

Restrict file sharing by file type

Before you begin

These controls require Pro Pack for Control Hub.

1

Sign in to Control Hub, and go to Services > Messaging.

2

In the Collaboration Restrictions section, scroll to File type restriction and check Allow file upload and download for specific file types.

If you uncheck this box, users can share all file types in spaces.
3

Enter a comma-separated list of file extensions, then click Allow.

For example, enter .jpg,.txt,.png,.doc and click Allow. You see these file types added to the allow list shown below the text field. Users cannot share files with extensions that are not on the allow list. You can also Clear All if you need to change the allow list.

Supported file types include .doc, .docx, .csv, .key, .ppt, .pptx, .gif, .jpeg, .jpg, .pdf, .xls, .xlsx, .mp3, .mp4, .mov, .mpg, and .wmv. Folders and .tif files aren't currently supported.

Prevent groups in your organization from sharing files

With Pro Pack for Control Hub, you can prevent people in specific Active Directory groups from sharing files.

Before you begin

You must be synchronizing your Active Directory groups.

1

Sign in to Control Hub, and go to Users > Groups.

2

Select a group from the list.

3

Configure this group's file sharing policy:

  • Block file preview and download on these clients types—Use the dropdown to choose which client types can preview and download files. The default is no restrictions.

  • Block file upload on these client types—Use the dropdown to choose which client types can upload files. The default is no restrictions.

  • Allow file preview, download, and upload for Whiteboards and Annotations—Enable this if you want your restrictions to also apply to whiteboard and annotations. This is on by default.

If a user is a member of multiple groups and any of these collaboration restriction settings is selected in one or more groups, then that restriction applies to the user.

Prevent people from sharing files outside your corporate network

With Pro Pack for Control Hub, you can include the IP ranges for your organization's network, ensuring that people can't share files in Webex App when people are not on the corporate network.

1

Sign in to Control Hub, and go to Management > Organization Settings.

2

Scroll to Network location > Define your network and enter your IP ranges or addresses, separated by commas. This defines your trusted network(s), strengthening your organization's security and helping to prevent data loss.

You must ensure that you enter your external internet IP ranges or addresses for which you want to allow file sharing.

3

Go to Services > Messaging > Collaboration Restrictions.

4

Turn on Restrict external file sharing. When you turn this on, Allow file preview, download, and upload for Whiteboards and Annotations is turned on, allowing users to log in to whiteboard.webex.com and access whiteboards in their browser. To turn this setting off, see Disable user access to whiteboard.webex.com.

This setting blocks file sharing outside your trusted network, which you created in Define your network.

It also allows you to download meeting recordings via APIs only through your trusted network(s). To enable this feature, contact us.

IP range or address-based restrictions only apply to file preview, download, and upload whiteboards and annotations.

IP range or address-based restriction does not apply to sharing animated GIFs and previews for shared links.

Prevent people in your organization from uploading large files

With Pro Pack for Control Hub, you can set a limit on the maximum file size that users can upload to your Webex spaces. This feature helps you to comply with your organization's file sharing policy.

1

Sign in to Control Hub, then go to Services > Messaging.

2

In the Collaboration Restrictions section, enter a value from 1—2048 MB for your File upload size restriction, then click Save.

2048 MB (2 GB) is the maximum possible file size, and is also the default upload limit.

Your users, and guests in your organization's spaces, cannot upload files that are larger than this value.