When someone leaves your organisation, their access to Foldr should go with them. That includes the browser tab they left open and the app on their phone, as well as the link they shared with an agency last year. Foldr takes care of most of this on its own, and gives you one list to tidy up the rest.
Nothing is deleted along the way. If someone is marked as gone by mistake, or comes back, everything works again as it was.
What happens when someone leaves the directory
Each night Foldr checks your directory (Microsoft Entra ID on Foldr Cloud) for users who are no longer in it. The first time it runs, and any night it finds an unusually large number, it asks you before acting. You’ll see a notice in Foldr Settings > Users saying how many accounts are no longer in your directory. Click Review, then Mark these or Dismiss.
Once a user is marked as gone:
- They’re signed out of every browser and app, and their connected apps are disconnected.
- The links they shared stop working. Anyone who opens one is told it can’t be found.
- Their email address is free again, so sharing with that address no longer reaches their old account.
Their account, files and links are kept. Their MaSH scripts stop running until you give each one a new owner in Foldr Settings > MaSH.
Deleted or disabled in Entra
A user you delete or disable in Microsoft Entra ID is signed out of Foldr within about five minutes of their next request, without waiting for the nightly check. If Foldr can’t reach Microsoft (an outage, say), they stay signed in rather than everyone being signed out at once. Once Microsoft hasn’t answered for a user for a day, they’re refused until it does.
The links a leaver shared
Admins who look after Shared items get one email each time users are marked as gone, listing the ones who had links. To turn it off, or to add addresses, go to Foldr Settings > Notifications > Admin alerts and look under Shared items.
To see what each leaver still has, go to Foldr Settings > Users > Left the directory. The list shows when each user left and how many links, checked-out files and MaSH scripts they still have. Click a user to see them all.
Hand them over
- Click the user in Left the directory.
- Under Hand over, pick the colleague who should have their links.
- Click Hand over, then confirm.
The colleague becomes the creator of the links, which then work again, as long as they can open the share each link is on. Files the leaver had checked out are released.
A link opens files as the user who made it. So a folder link shows what its new creator can open in that folder, which may be more than the leaver could.
Links on a personal drive
Links on a personal drive (a home folder, a share whose path includes the user’s name, or their own OneDrive or Google Drive) can’t be handed over. A personal drive opens a different folder for each user, so a new creator would point the link at their own drive instead. These links are marked Personal drive. Copy anything that’s still needed somewhere shared, then close them.
Close everything
Close everything deletes the user’s links and releases their checked-out files. The account itself is kept. To remove the account too, use Remove completely on the user in Foldr Settings > Users.
Signing someone out by hand
You don’t have to wait for someone to leave the directory. For a lost laptop, a leaked password or a suspension, open the user in Foldr Settings > Users and click Sign out everywhere. They’re signed out of every browser and app, and their connected apps are disconnected. Their account isn’t changed, so they can sign straight back in. To keep them out, take away their access as well.
External users who’ve gone quiet
External users (partners, clients and agencies you share with) aren’t in your directory, so the nightly check doesn’t cover them. You can stop them signing in once they’ve gone unused for a while instead.
- Go to Foldr Settings > Users > Left the directory.
- Under External users, choose when to stop them: After 90 days, After 180 days or After a year. Each choice shows how many external users it would stop now.
It’s off (Never) until you choose. The check runs each night. Signing in counts as use, and so does opening a secure link or being sent something new (a link, a document to sign or a form to fill in). Their account and the links shared with them are kept.
Stopped users are listed under Stopped for going unused. Click Let them sign in again to let one back in. Sharing something new with them does the same.
A default expiry for new links
To make new links expire by default, go to Foldr Settings > Shared items > Defaults and choose how long New links expire after: 7, 30 or 90 days, or a year. The date is filled in for whoever makes a link, and they can change it. If a share sets a shorter maximum for its links, the default is never longer than that maximum. Links that already exist aren’t changed.
What Foldr can’t reach
Foldr can only end access that goes through Foldr. It can’t take back a copy someone saved to their own laptop or downloaded through a link, and it doesn’t touch sharing set up directly in SharePoint, OneDrive or Google Drive.