mxHERO Shares Overview

mxHERO Shares is mxHERO's own secure file storage. Rules can store attachments and email content in mxHERO Shares instead of (or as well as) Box, OneDrive or another provider, and replace them with links that recipients open in a browser. Read this page to understand what mxHERO Shares does, where data is stored, and what you need to set up.

Note: mxHERO Shares is sometimes marketed as "mxHERO Secure Share". It is the same product.

What it does

• Stores email content. Rules upload attachments, the email body as PDF, or the whole email to mxHERO Shares. You don't need a third-party storage account.
• Sends links instead of files. Recipients get links on your organization's own address, https://{tenant}.mxherocloud.com.
• Controls access. Links can be public, password-protected, limited to your organization, or limited to one authenticated recipient. See Link Types and Security.
• Scans for malware. Every stored file is scanned. Infected files are blocked for everyone. See Malware Detection.
• Lets users manage their files. Senders see their shared files in the End User App (https://app.mxhero.com) and, if you allow it, change expiration, passwords and downloads, revoke access or delete files. See Managing Shared Files.

A rule stores the files in mxHERO Shares and delivers the email with links; recipients open the links on your tenant address, and senders manage their shares in the End User App.

Where your data is stored

When you set up mxHERO Shares, you choose a Data Storage Region:

The region is fixed at setup. To change it later, contact support@mxhero.com. Files are stored once per organization: if the same attachment is sent many times, mxHERO keeps one copy and creates a separate share for each send.

How long content is kept

The Retention policy in mxHERO Shares › Settings decides how long links last when the link's security setting has no expiration of its own:

• One Year (default): links expire 365 days after they are created.
• No expiration: links don't expire unless the security setting gives them an expiration.

A security setting with its own expiration (for example "7 days expiration public access links") always wins. See Link Types and Security.

Where you use it

mxHERO Shares appears as mxHERO Shares in the Cloud Storage Account list of a rule's Cloud Storage step, once it is set up.

• You don't pick a storage user. mxHERO manages the account automatically.
• New rules start with the security option 7 days expiration public access links.
• Zip Attachments rules can store their ZIP files only in mxHERO Shares.
• Some provider options don't apply: no collaborator ("recipients access") links, no Collaborate Subfolder, and no Do not overwrite existing files option.

See Link Security Options by Provider for a comparison with other providers.

The parts of mxHERO Shares

Administrators see all users' shares in the End User App only if their role has the mxHERO Shares admin view permission. See Users and Roles.

Get started

1. Open mxHERO Shares › Settings and set up mxHERO Shares: subdomain, region, retention and sign-in methods. See mxHERO Shares Settings.
2. Decide which link types to use. See Link Types and Security.
3. Create or edit a rule and choose mxHERO Shares in the Cloud Storage step. See Create a Rule.
4. Send a test email and open the link as a recipient would.
5. Tell users and frequent external contacts what to expect. See Recipient Experience.

Related pages

• mxHERO Shares Settings
• Link Types and Security
• Recipient Experience
• Malware Detection
• Security and Data Handling