Sendent for Outlook empowers Plus/Premium users to create and manage guest accounts for external partners and clients, streamlining collaboration and file sharing. This powerful feature provides a centralized access point for shared files while maintaining robust security measures.
Let’s explore how to leverage guest accounts effectively in your workflow.
Why use Guest Accounts
Guest accounts offer a secure way to collaborate with individuals outside your organization, such as vendors, contractors, or clients. They’re particularly valuable for frequent contacts, providing several key benefits:
- Centralized access: Frequent recipients can access all shared files through a single account, eliminating the need to manage multiple share links.
- Enhanced security: Guest accounts enforce limited access to specifically shared files and folders, ensuring that external partners only interact with content explicitly shared with them.
- Improved efficiency: By centralizing shared resources, guest accounts streamline collaboration and reduce time spent searching for or resending files.
- Better oversight: Easily manage and monitor external access to your organization’s data.
Guest Accounts prove invaluable in scenarios such as:
- Ongoing collaboration with clients through a centralized project folder
- Long-term partnerships with external consultants
- Regular exchanges with vendors or suppliers
- Continuous engagement with external stakeholders on multi-phase projects
Who benefits from Guest Accounts
Guest accounts cater to a wide range of users:
- Project managers collaborating with external stakeholders
- Sales teams sharing proposals and updates with long-term clients
- HR departments managing document exchanges with potential hires throughout the recruitment process
- Support teams working on ongoing issues with customers
- Legal departments sharing case-specific files with external counsel
- Research teams collaborating with external partners on long-term studies
How to create and manage Guest Accounts
1. Compose an email as usual. If you’ve activated the Guest Account function in Settings, the “Create Guest Accounts” window will appear automatically after clicking Send.
2. This window displays all email recipients, with a toggle beside each name. Click the toggle for each user you want to invite via a guest account.
3. A pre-enabled toggle indicates that the user already has a guest account in your Nextcloud instance.
If a recipient already has a guest account in your Nextcloud instance, Sendent will automatically identify and use that existing account, indicated by a pre-enabled toggle.
For new email addresses, Sendent will create a new guest account when you enable the toggle.
How to revoke Guest Accounts
1. Log in as an administrator and navigate to Settings > Guest Settings.
2. The Guest Settings page displays all guest accounts in your Nextcloud instance.
3. To revoke guest access, go to Regular User Administration. Click the three dots beside the user you wish to remove and select “Delete” to remove them from your Nextcloud instance.
Maximizing the power of Guest Accounts
To get the most out of guest accounts:
- Establish clear policies: Define guidelines for when to create guest accounts and how to manage them.
- Regular audits: Periodically review guest accounts to ensure they’re still necessary and revoke access when no longer needed.
- Educate your team: Ensure your staff understands the benefits and proper use of guest accounts to encourage adoption.
- Combine with Secure Mail: For heightened security, use guest accounts in conjunction with Sendent’s Secure Mail feature.
Experience the Sendent advantage
Guest accounts in Sendent for Outlook offer a powerful solution for secure, controlled, and efficient collaboration with external partners. By centralizing access for frequent contacts, enhancing security, and simplifying file sharing, guest accounts transform how your organization interacts with external stakeholders.
Embrace this feature to foster stronger partnerships, streamline workflows, and maintain control over your sensitive data. With Sendent’s guest accounts, you’re not just sharing files – you’re building a secure, efficient ecosystem for external collaboration that grows with your business relationships.
