Managing Shared Files – mxHero Help Center

When your organization stores email attachments in mxHERO Shares, the people you email get links instead of attached files. In the End User App you can see those files, check who they were shared with, and, if your organization allows it, change or stop the links. This page explains how.

Before you begin

Sign in to https://app.mxhero.com. See The End User App.
What you can change depends on your organization. Some organizations let you only look at your files. If an option described here is missing, your organization hasn't turned it on.

Find a file

Open the Shared files section.

Your files are organized in folders, the same way your organization's rules store them, for example by date or by recipient.
Click a folder to open it. Large folders are split into pages.
To find a file faster, use search. You can search by file name, or paste a link that a recipient received to find the file it points to.

Preview or download a file

To preview a file, click it. The preview opens in a new browser tab. PDFs, Office documents, images and other common files can be previewed.
To download a file, click the download button . If there is no download button, your organization allows preview only.

See and change how a file is shared

Each time mxHERO stores a file, it creates a share: the link your recipients use. A file sent to several people may have several shares, for example one for each recipient.

Find the file and open its share settings .

If the file was shared more than once, you'll see "This content was shared N times" and a list of the shares. Each one shows:
- Access type: who can open the link. For example, anyone with the link, only people in your organization, or only the specific recipient after they sign in.
- Expiration: when the link stops working.
- Password: whether the link needs a password.
- Download: whether recipients can download the file or only view it.
Change a share as needed. Each share is changed separately. These are the possible changes; you'll only see the ones your organization allows:

Change	What it does
Copy link	Copies the link so you can send it again, for example to a recipient who lost the email.
Change the expiration date	Makes the link work for a longer or shorter time.
Allow or block downloads	Lets recipients download the file, or only view it in the browser.
Change the password	Sets a new password for the link, or adds or removes one. Send the new password to the recipient yourself, in a separate message.
Revoke	Stops the link from working right away. The file stays stored.

Save your changes.

The recipient keeps the same link. The next time they open it, your new settings apply.

Note: A password only applies to links anyone can open. Links that already ask recipients to sign in don't ask for a password as well.

Stop someone from opening a file

To stop a recipient from opening a file you sent by mistake:

Find the file.
Open its share settings.
Click Revoke on the share for that recipient. If the file was shared several times, revoke each share you want to stop.

The recipient now sees "The file does not exist or has expired" when they open the link. To share the file again, send it in a new email.

Important: Revoking stops future access only. If the recipient already downloaded the file, they keep their copy.

Delete a file

Deleting removes the file from mxHERO Shares and stops all of its links.

Find the file.
Click Delete and confirm.

Warning: Deleting is permanent. You can't get the file back from mxHERO afterward. If you might need it, download a copy first.

Files blocked as malware

mxHERO scans stored files. If it finds malware in a file, it blocks the file: nobody can preview, download or share it, and recipients' links stop working. You get an email titled "Malware detected in your files", and a notice in the app's Notifications section. The email has an Open folder in mxHERO link to the folder with the file.

When you open a blocked file in the app, you see its details and the scan result instead of the content.

If you think the file is safe, contact your IT team. An administrator can review the file and release it. Once released, the file and its links work again.

Troubleshooting

Problem	What to do
A file you sent isn't listed	Only files stored in mxHERO Shares appear here. Files stored in Box, OneDrive, Google Drive or other services are managed in that service. Also check the folder: files are stored by your organization's folder rules.
You can't change anything on a share	Your organization allows viewing only. Ask your IT team if you need to change a link.
An option just appeared or disappeared	Your organization changed the settings. Changes can take 5–10 minutes to reach the app.
There is no download button	Your organization doesn't allow downloads from the app. You can still preview the file.
A recipient says the link doesn't work	Check the share: it may have expired or been revoked, or it may need the recipient to sign in. If they need to sign in, send them Opening protected attachments.
A recipient needs the password again	You can't see an existing password. If your organization allows it, set a new password and send it to them. Otherwise ask the IT team.
"File is marked as malware"	The file is blocked. See Files blocked as malware above.