Protecting your files with real time membership conditions
July 25, 2024
3 minute read
With more and more data breaches being reported by the day (plenty of which are not even being reported), it’s no surprise that IT is incredibly vigilant when it comes to sensitive data leakage.
So what happens when a file is exposed and you need to take action? But not in a cookie cutter manner?
With real-time membership conditions, you can do just that! In BetterCloud, you can customize workflows to adapt to specific processes for different departments and other specific logic.
Let’s walk through how to create a workflow in BetterCloud that dictates what happens when a file is shared publicly based on groups the user belongs to.
How it works
BetterCloud checks against the security policy for who the file owner is and will take action depending on the group they are a member of.
BetterCloud checks if the file owner is a member of a group of your choosing (typically based off of existing security policies). Depending on the group, a different action can be taken. For example, a member of the security team should take immediate action whereas a member of the sales team can check for approval beforehand.
Just like other IF conditions, real time membership conditions are added to your workflows using specific conditions such as “User’s Group Membership” or “User’s Org Unit Membership”.
Wait for Approval
Because not every file can be treated the same, BetterCloud allows you to include a hold on workflows, called “Wait for Approval”.
A typical scenario that we see is when a marketing team shares materials externally, but needs to wait for approval from a manager. The following example shows the option to email a decision maker and ask for their approval or restrict the file in a BetterCloud workflow.
Depending on the action taken by the decision maker in the email, the workflow will run according to the THEN conditions set in the workflow.
Wait For Response
Another option to customize your response to a publicly shared file is to use the “Wait For Response” action.
This action will send an email to the designated contact with a multitude of options that can be fully customized.
In the following example, the designated sales lead receives multiple prompts to either approve the file, unshare the file, or even notify security.
Workflow Summary
Legal Hold
Keeping track of legal holds can be a challenge for IT. BetterCloud’s real-time membership conditions offer a solution.
The following example shows how BetterCloud checks if a user is part of a “Legal Hold” Google group and allows 90 days before transferring files to the user’s manager.
Real-time membership conditions are a game-changer for IT management. By leveraging BetterCloud’s capabilities, organizations can enhance their security posture, streamline operations, and ensure compliance.
Start exploring the power of real-time membership conditions with BetterCloud today, and take your IT management to the next level!
