Privacy and Security Setup Checklist for Workspace Admins

Use this checklist to configure sharing, sign-in, and file retention before rolling out Zight to your team.

Before you start

• Sign in as a workspace admin.
• Confirm which security features are available on your plan. Some controls require Scale; Groups is available on Scale only.
• Agree with your IT or security team on who can receive shared content, who needs admin access, and how long files should be kept.

1. Default internal content to organization-only

1. Open Workspace Settings.
2. Select Access and Retention.
3. Under Default Link Sharing, select Anyone in your organization can view instead of Anyone with the link can view.

This is the recommended starting point for internal collaboration. Make external sharing an intentional choice, and review each item's audience before sharing. Do not assume changing a default secures previously shared files; review existing sensitive items separately.

2. Protect sensitive shares individually

Organization-only access may still be too broad for HR, financial, or confidential customer content. On each sensitive item, choose the appropriate sharing option:

• Only emailed individuals can view when access should be limited to specific recipients.
• Anyone with the link and passcode can view when password-protected sharing is appropriate.

Add an expiration date when access is needed only temporarily. For sensitive external content, prefer named recipients when practical.

Important: Zight does not currently offer a workspace default that requires a password on every shared item. Apply password protection individually.

3. Centralize sign-in and offboarding

Where supported by your plan and identity provider:

• Configure single sign-on (SSO) for team sign-in.
• Review Domain Lockdown with your IT team.
• Set up provisioning and deprovisioning using the supported integration. See SCIM provisioning through Okta.

Keep admin access limited to people who need it. Include Zight in your employee offboarding checklist, verify access removal, and periodically test your sign-in integration.

4. Choose a file retention policy

Decide how long your workspace should retain content, not just how long a shared link should remain accessible.

1. Open your workspace's Access and Retention settings.
2. Choose the retention duration appropriate for your organization's policy.
3. Review the post-retention action: moving files to trash or deleting them.
4. Confirm the settings with content owners before applying them, and tell members what will change.

Important: Retention settings apply across the workspace, regardless of file type. Review the impact before enabling or shortening a policy. Do not use link expiration as a substitute for a file retention policy.

See Understanding File Retention Settings and Policies for setup details and recovery information.

5. Use Groups for different team defaults

On Scale, use Members → Groups to create or edit groups, configure their default link privacy and expiration settings, and assign members.

For example, an internal team may need organization-only links, while a customer-facing team may need external sharing with an expiration setting.

Important: Group defaults apply to new files, and members can override them. Treat Groups as a way to establish consistent starting settings, not as an enforced restriction on sharing.

See Manage Team Security Settings with Groups.

6. Teach members to review before sharing

Include this checklist in onboarding:

• Close unrelated windows and hide notifications before capturing.
• Check for credentials, personal information, and confidential customer data.
• Remove unnecessary sensitive information from the capture before sharing.
• Confirm the intended audience and expiration setting.
• Keep the Zight desktop app updated.

Verify your setup

Create a harmless test recording and check the link as a teammate, an external recipient, and a signed-out viewer. Confirm that each viewer receives the intended access. If you use Groups, repeat the test with a new file created by a member of each relevant group.

If an expected control is missing, confirm your admin role and plan availability before proceeding. Contact Zight Support if you need help identifying the right setting.