How to Use the Activity Tracker

The Activity Tracker feature allows users to monitor if their shared documents have been viewed by recipients. It provides real-time insights into document engagement, ensuring users are informed about the status of their shared files.

Additionally, this feature enables users to unshare documents, instantly revoking recipient access when needed. This enhances control over shared content, ensuring sensitive information can be managed securely and effectively.

Here is how you can use the activity tracker feature:

1. Click and open the Sent Items section.

2. From the sent items, click on the email whose activity you want to track.

3. Click on the Apps icon and click on the Sendent option.

On this page, you should see the Activity Explorer ribbon at the top of your email message. For this you have to open the email, this doesn’t work if you access it via the Reading Preview Pane.

6. The Activity Tracker window displays your shared documents' expiration date, status, and actions that you can perfom.

The status "Opened" indicates that the recipient has downloaded the file(s), it does not indicate that they have opened the link. If the email was sent using Secure Mail, the status will show as "opened" when the recipient opens the link, as the email needs to be downloaded for reading.

7. Click on the Actions button. Here, you can view, unshare, or restore secure email.

7. The View button allows you to view the filed on Nextcloud.

8. The Unshare button allows you to revoke access to files by clicking the Unshare button.

9. Click the "Unshare" button to immediately revoke access to the shared files or public folder. This action ensures that the recipient no longer has access to the shared content instantly.

Please note that if you open the activity tracker within a few seconds after sending the email, you might only see the "view" action available. It can take a few seconds for all actions to become visible. If this happens, re-open the screen after a few seconds to access the full range of actions.

The activity tracker can help you manage and monitor your shared documents effectively, providing control over who can access your files and when.