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For institutional (branded) instances, several policies can be set as well as additional configuration. In this page the possibilities are listed.

Institute's (technical) contact persons can send specific requests regarding these policies and configuration options via our service desk.

Contents

Policies

NameDescriptionValuesDefault
Account typesThe types of accounts that can be created to authenticate a user. To enable SURFconext logins, your institute's ICT department needs to approve Research Drive to connect to your institute's identity provider.
  • SURFconext & local
  • Local only
SURFconext & local
Federated login

Federated login with SURFconext with or without attributes.

An attribute (e.g. researcher, employee) can be connnected to the login. Only users with the specified attribute can login with their institutional account.

  • SURFconext
  • SURFconext with attributes
SURFconext
Two-factor authentication

Allow the use of two-factor authentication for all institutional users using SURFsecureID.

For guest accounts: option for 2FA in user settings of individual account → cannot be technically enforced, but should be part of (RDM) policy

  • Enabled
  • Disabled

DISABLED

Retention period (trashbin)
The period a file or folder is residing in the trash bin (and can be restored) before it is permanently removed from the system.
  • 30 days
  • 90 days
  • Longer
30 days
Retention period (versions)

The period a file or folder is residing in the versions (and can be restored) before it is permanently removed from the system.

Note that retention logic is in place.

  • 14 days
  • 30 days
  • Longer
14 days
External storageAllow connections to external storage providers or systems such as Google Drive, Dropbox, Amazon S3, SURFdrive, etc. Specific providers can be enabled or disabled.
  • Enabled
  • Disabled

DISABLED

Jupyter NotebookAllow users to run their own Jupyter notebooks and store them in one of the folders in Research Drive.
  • Enabled
  • Disabled

ENABLED

Collaborative editingAllow users to collaboratively work in documents simultaneously using OnlyOffice. This includes Word-like, PowerPoint-like and Excel-like documents.
  • Enabled
  • Disabled

ENABLED

Password policy (general)

Set the policies for the password for local user accounts and public links

  • Enforce n lowercase, uppercase letters, numbers and/or special characters, enforce a minimum and/or maximum length

10 character minimum

Password policy (users)

Set additional password policies for local user accounts

Note: this does not apply to your institutional password policy and thus users that login via SURFconext

  • Last n passwords should not be used
  • Force users to change their password on first login
No policies set
Password policy (public links)Set additional password policies for public links
  • n days maximum until link expires if password is set
  • n days maximum until link expires if password is not set
No policies set

Contact and online resources

NameDescriptionValuesDefault
Helpdesk contactThe contact point for helpdesk-related questions and issues specific for the institute (email address)Your institute's helpdesk email address
Wiki URLThe URL of the wiki where additional and user documentation can be found specific for the instituteYour institute's wiki URL
Terms of Use URLThe URL of the terms of use of the instance defined by the instituteYour institute's terms of use URL
Privacy policy URLThe URL of the privacy policy that applies to the instance defined by the instituteYour institute's privacy policy URL

Greyed-out items are coming soon.

General configuration

It is possible to set specific configuration value for elements within Research Drive, like sharing options. This can be useful to limit sharing of sensitive data or increase security during authentication.

OptionDescriptionValuesDefault
External storage typesDefine the allowed external storage services and protocols to be applied by a user
  • Amazon S3
  • Dropbox
  • Google Drive
  • OneDrive
  • ownCloud
  • SFTP
  • WebDAV
None
Allow sharing of external storage folders
Allow a user to share the folders that are obtained from an external storage service
  • Enabled
  • Disabled

ENABLED

Offer client downloads on first loginShow OwnCloud client download options on first login
  • Enabled
  • Disabled

ENABLED

Sharing configuration

Sharing is an important feature of Research Drive. By default many sharing options are enabled to offer flexibility and usability, but if required some aspects can be turned off for security reasons or institutional policies.

Public links can be used to quickly share data from your instance with people that do not have a user account or specific access to the data.

OptionDescriptionValuesDefault
Allow public linksAllow sharing of files and folders using a public link
  • Enabled
  • Disabled

ENABLED

Enforce public link passwords

Enforce the use of passwords for public links

A distinction can be made between links that are read-only or allow uploads or edits to files and folders.

  • Enabled
  • Disabled

DISABLED

Public link expirationEnforce automatic expiration of public links

Either or both:

  • n days until link expires if password is set
  • n days until link expires if password is not set
No policies set
Allow emailing public linksAllow a user to send a public link directly via email in the Research Drive instance
  • Enabled
  • Disabled

ENABLED

Allow sharing via social mediaAllow sharing public links directly via social media
  • Enabled
  • Disabled

ENABLED

Allow file drop functionalityAllow a public link to provide a file drop zone where users can upload files without seeing other user's uploads
  • Enabled
  • Disabled

ENABLED

Shares

Shares are used to share files or folders with users that are known in your instance or with other ownCloud-based instances such as SURFdrive or another institute's Research Drive.

OptionDescriptionValuesDefault

Automatically accept local shares

Automatically accept new shares coming from your own instance without an accept noticfiation
  • Enabled
  • Disabled

ENABLED

Allow resharing

Allow repeated sharing of files and folders that have been shared with a user
  • Enabled
  • Disabled

ENABLED

Allow sharing with groups

Allow sharing of files and folders with a group (instead of only with a specific user)
  • Enabled
  • Disabled

ENABLED

  • Restrict to users in own groups

Restrict users to only share with users in groups they are a member of

  • Enabled
  • Disabled

DISABLED

  • Restrict to own groups
Restrict users to only share with groups they are a member of
  • Enabled
  • Disabled

DISABLED

Allow mail notification for shares

Allow users to send mail notification for shared files to other users
  • Enabled
  • Disabled

ENABLED

Allow user name auto-completion in share dialog

Always show a list of user names based on the characters typed in the share dialog.

If this is disabled the full user name needs to be entered before an option becomes visible

  • Enabled
  • Disabled

ENABLED

Federated sharing creationAllow sharing of files and folders to users of other instances (e.g. SURFdrive or another institute's Research Drive instance)
  • Enabled
  • Disabled

ENABLED

Federated sharing acceptation
Allow receiving shares of files and folders from users of other instances (e.g. SURFdrive or another institute's Research Drive instance)
  • Enabled
  • Disabled

ENABLED