Tenancy Policies

Tenancy policies apply to all users and Hubs assigned to a Tenancy. To implement more than one policy set, multiple Tenancies should be used. Policies are grouped into six sections in the Tenancy Manager:

If a user is a member of multiple Tenancies, the DekkoCORE application applies the strictest combination of policies to that user. For example, if a Standard (non-SSO) user is in two Tenancies with the following authentication policies:

The user will be made to use the stricter controls from each Tenancy (indicated in bold): 2FA and a 15-character password. Note that a user only has one account with one password.

DekkoSecure typically engages clients in a consultative process to determine the best policy settings for their use case(s). For clients with policy requirements that vary depending on their use cases, multiple tenancies can be set up. Below is the standard tenancy policy configuration:

Controls covering how users authenticate to DekkoCORE and how long sessions remain active.

Sets the minimum number of characters required for user passwords. This applies to Standard (non-SSO) accounts; users authenticating via SSO are governed by their identity provider's password policy.

Default: 12 characters

Sets the period of inactivity after which users are automatically logged out. Users must log in again to resume their session.

Default: 120 minutes

Forces all users in the Tenancy to enable two-factor authentication at their next login if they have not already done so. Users will be prompted to complete 2FA setup before they can continue into the application.

Default: ON

When enabled, new passkeys must be device-bound hardware authenticators with verifiable attestation, checked against the FIDO Metadata Service. Examples include a YubiKey or a platform authenticator backed by a secure element or TPM. Synced or cloud passkeys (iCloud Keychain, Google Password Manager) and software or self-attested keys are rejected. Leave the policy off to accept any passkey.

This policy applies to passkeys registered after it is enabled; it forces passkey storage-binding to hardware only and prevents the use of software-only storage such as password managers.

Default: OFF

Allows Tenant admins to reset user passwords. Each user must log in at least once after the policy is enabled before this takes effect for that user.

Default: OFF

Controls covering file uploads, integrity checking, and file handling features.

Sets the maximum size of a single uploaded file in megabytes. Enter '0' to allow unlimited file sizes. If a limit is set, it also applies to public submissions, preventing uploads that exceed the policy.

Default: 0 (no limit)

When enabled, files uploaded to Hubs in this Tenancy will be scanned for malware. Files containing malware cannot be shared or downloaded. Enabling this policy is recommended when public submissions are allowed, because submissions are anonymous.

Default: OFF

Enables external authenticity and ownership checking for all files in the Tenancy by storing private hashes. This allows a file's authenticity and ownership to be verified independently of the platform.

Default: ON

Turns off the PDF redaction capability for all users in this Tenancy.

Default: OFF

Prevents files from being deleted through the DekkoDrive synchronisation client. Files can still be deleted from the web application, subject to user permissions.

Default: ON

Controls covering how long data is kept and when it is permanently deleted.

Controls how long previous file versions are retained (in days). Once the expiry period is exceeded, previous versions are permanently deleted. The current version of each file is not affected.

Default: 365 days

When enabled, deleted files are moved to "Archive" (listed in the left navigation panel) instead of being deleted immediately. Files are permanently deleted once the expiry period (in days) is exceeded. File owners can restore files from the Archive at any point before permanent deletion. Shared file recipients cannot access archived files until they are restored by the file owner and re-shared.

Default: ON (7 days)

The data clearout function automatically sends all data older than a specified age (in days) to the recycle bin. Use the Open clearout menu button to configure it. The clearout function can only be enabled when the recycle bin policy is enabled, and only data older than 30 days can be cleared. A confirmation window is displayed before deletion is actioned.

[IMAGE: Data clearout menu]

Automatically deletes all data older than a specified age (in days) on a daily cadence. Use the checkbox or the Open expiration menu button to configure it.

Points to note:

Default: OFF

Controls covering content labelling across the Tenancy.

Allows file and folder tagging for all content in Hubs in this Tenancy. Tags appear in the status column and are visible to all users with access to the shared content. Use the Manage tags button to create, edit, and remove tags.

Tags can be added to files that you own (uploaded) or administer (shared with full permissions). Tag changes are captured in the audit log. Note that removing a tag from the tag manager while it is in use will remove it from all associated files.

Default: OFF

Requires classification labelling to be applied to all uploads and messages. When enabled, all users in the Tenancy must select a classification marking each time they upload files and folders. The chosen classification appears next to the file or folder name and is visible to all users with access to the shared content.

One classification scheme can be selected at a time:

Default: OFF

Controls covering how content can be shared with external parties and how new users join the Tenancy.

When enabled, folder owners and admins can enable the public submission feature. Public submission links are per-folder and can be disabled by folder owners and admins at any time. Public submissions are anonymous, so enabling malware scanning is recommended. If a file size upload limit is set, it applies to submissions.

Default: OFF

When enabled, folder owners and admins can publish a folder as a guest link. Anyone with the link can browse, view, and download the folder contents without an account, and upload to it if the folder owner allows that. Guest links always expire (between 3 days and 1 month) and can be revoked by folder owners and admins at any time.

Default: OFF

When enabled, external viewers in this Tenancy's Hubs see alias identities (alias name and email) instead of any internal user's real identifiers. External users can still tell who is who, because each internal user keeps the same alias, but they do not see real profile names or real email addresses. The backend retains the real-to-alias map; only the projection changes.

Two settings control how aliases are generated:

Please see the De-identified sharing article for configuration notes.

Default: OFF

Disables invite via sharing (the "share-and-invite" feature). New users must register via invite and join a Hub in this Tenancy before files can be shared with them.

When this policy is OFF and files are shared with an unregistered address, the file and file key are stored securely by the system and passed to the recipient when they complete registration. When the policy is ON, files can only be shared with existing DekkoCORE users, meaning all content accessed by newly registered users is secured using end-to-end encryption by way of an asymmetric key exchange from the outset.

Default: OFF

Restricts access to the Public Hub for all users in this Tenancy.

Default: ON

Appends custom text to the end of all Hub invites in this Tenancy (maximum 2000 characters). This policy is typically used for legal disclaimers or branding purposes.

Default: OFF

Controls covering who can create Hubs, where Hubs can be accessed from, and Tenancy-wide administrative access.

Restricts Hub creation to specified users or domains. Enter an email address or a wildcard and press Add. A wildcard such as *@yourdomain.com permits all users on that domain, and more than one domain or user can be added. Users not on the list will see the Create a new Hub button disabled.

Default: ON

An access allow-list for all Hubs in this Tenancy. Users outside the regions listed in this policy can log in but cannot access Hubs. Commonly allowed regions (Australia, Canada, New Zealand, United Kingdom, United States) can be added with one click, or you can search for any country by name.

Points to note:

Default: OFF

When enabled, the nominated Central Access Admin is set as a member of all Hubs in this Tenancy and has access to all shared files with full permissions. Central Access Admins cannot be removed by Hub administrators or file owners, only by Tenancy admins. Access is not retrospective; files uploaded prior to activation are not shared with the account.

The Central Access Admin is not a normal user account. It should be treated as a special access role that remains in place once assigned, and only removed under exceptional circumstances.

Things to note about Central Access Admins:

Default: OFF

When enabled, the nominated Central Backup Account is set as a member of all Hubs in this Tenancy and has access to all shared files with download only permission. Central Backup Accounts cannot be removed by Hub administrators or file owners, only by Tenancy admins. Access is not retrospective; files uploaded prior to activation are not shared with the account.

The Central Backup Account is not a normal user account. It should be treated as a special access role that remains in place once assigned, and only removed under exceptional circumstances.

Things to note about Central Backup Accounts:

Default: OFF