Configuring policies | VIA Pro

Applies to: Business Group Coordinators

This article explains how business group coordinators can use the Policies tab in Administration to control access and security.

Video - Overview of policies

Policies can only be managed by a business group coordinator. Watch this detailed walkthrough to learn how to configure policies within a business group in VIA Pro. 

Policies

The Policies tab controls security, communication, and access settings for your entity. Any changes you make here apply to all workspaces in your business group.

How to access Policies

1. Click Administration on the left side of the screen.
2. Click Policies.

Collaboration and communication policies

Change comment settings

This setting controls file comments in workspaces.

1. Click Administration on the left side of the screen. 
2. Click Policies.
3. Select or clear Allow comments on files in workspaces.
   • When the checkbox is selected, users can add comments.
   • When the checkbox is cleared, users cannot add comments.
4. Click Save Changes.

Change email notifications

Invitation messages

This setting controls custom messages in invitations.

1. Click Administration on the left side of the screen. 
2. Click Policies.
3. Select or clear Allow Owners to add custom messages to workspaces and folder invitations.
4. Click Save Changes.

Change default email notifications

This setting controls emails sent to new users.

1. Click Administration on the left side of the screen.
2. Click Policies.
3. Select one option:
   • All email notifications
   • Only workspace and folder invitations
4. Click Save Changes.

Security and access policies

Apply IRM protection

This setting applies IRM protection to workspaces.

Enable IRM protection

1. Click Administration on the left side of the screen.
2. Click Policies.
3. Select All new and existing workspaces will use IRM protection.
4. Click Save Changes.

Enable two-step verification

This setting enables two-step verification for accessing workspaces.

1. Click Administration on the left side of the screen.
2. Click Policies.
3. Select Require Authentication on new and existing workspaces.
4. Click Save Changes.

Change workspace expiration

This setting controls whether new workspaces are required to have an expiration date. This policy applies only to workspaces created after the policy is saved. It does not apply to existing workspaces. Workspace owners can change the expiration to an earlier date, but not a date later than the policy allows.

1. Click Administration on the left side of the screen.
2. Click Policies.
3. Select New workspaces must have an expiration date no more than --- days after workspace creation and enter the number of days.
4. Click Save Changes.

Disable support access

This setting controls whether Intralinks support teams can access your workspaces to help workspace users.

1. Click Administration on the left side of the screen.
2. Click Policies.
3. Select or clear Disable support access to workspaces.
4. Click Save Changes.

Disable mobile access

This setting controls whether users can access workspaces from mobile devices using the VIA iOS app.

1. Click Administration on the left side of the screen.
2. Click Policies.
3. Select or clear Disable workspace access from mobile devices using the VIA iOS app.
4. Click Save Changes.

Configure block or safe list

This setting controls whether external domains or users can access your workspaces.

1. Click Administration on the left side of the screen.
2. Click Policies.
3. Select Enable under Block or Safe list.
4. Select one of the following options:
   • Block List - Block access by people with the following addresses and domains.
     1. In the textbox, enter the required email addresses or domains separated by commas. For supported formats, click info icon.
     2. (Optional.) Select the checkbox Remove existing users with these addresses and domains.
   • Safe List - Allow access by people with the following addresses and domains.
     1. In the textbox, enter the required email addresses or domains separated by commas. For supported formats, click info icon.
     • (Optional.) Select the checkbox Remove any existing users with addresses and domains not on the safe list.
5. Click Save Changes.

Supported formats

The following formats are accepted in the text box.

Note: *example and .example.com are invalid formats.