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Overview

AIBAMS is built on a Zero Trust architecture, but it is up to Admins to configure the policies that enforce security within their specific workspace.
  1. Go to Admin Settings → Security

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Authentication Policies

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Enforcing Two-Factor Authentication (2FA)

By default, 2FA is optional. We strongly recommend making it mandatory for all users.
  1. Locate the Two-Factor Authentication setting.
  2. Select Enforced for all users.
  3. Click Save.
Impact: Next time users log in, they will be forced through the 2FA setup process before they can access the dashboard. They must use an Authenticator App (Google Authenticator, Authy, etc.).

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Password Policy

AIBAMS enforces a baseline strong password policy (12 chars, upper, lower, number, special). Admins can increase these requirements.
  • Password Expiration: Force users to change their password every 90, 180, or 365 days.
  • Password Reuse: Prevent users from reusing their last X passwords.

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Single Sign-On (SSO)

(Available on Enterprise Plans) Enterprise customers can bypass AIBAMS passwords entirely and use their own Identity Provider.
  • Supported protocols: SAML 2.0, OpenID Connect (OIDC).
  • Supported providers: Okta, Microsoft Entra ID (Azure AD), Google Workspace, PingIdentity.
To configure SSO, go to Admin Settings → Security → Single Sign-On and follow the provider-specific setup instructions.

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Session Management

Control how long users stay logged in and how idle time is handled.

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Session Timeout

Set the maximum duration a user can remain logged in without re-authenticating.
  • Default: 30 days
  • High Security Option: 12 hours or 24 hours

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Idle Timeout

Automatically log users out if they are inactive for a specific duration.
  • Default: Disabled
  • Options: 15 mins, 30 mins, 1 hour, 4 hours.
If your team works with sensitive financial or health data, we recommend setting a strict Idle Timeout of 15 or 30 minutes.

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Access Controls

(Available on Professional and Enterprise Plans)

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IP Allowlisting

Restrict access to your AIBAMS workspace so it can only be accessed from approved networks (like your corporate office VPN).
  1. Go to Access Controls → IP Allowlist
  2. Click Add IP Range
  3. Enter the IPv4 or IPv6 CIDR block (e.g., 192.168.1.0/24)
  4. Toggle Enforce IP Allowlist
Ensure your own current IP address is in the allowlist before enforcing it, or you will lock yourself out of the Admin Panel!

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Device Approvals

Require Admin approval before a user can log in from a new, unrecognized device.
  • When a user logs in from a new device, their login is held in a “Pending Approval” state.
  • Admins receive an email alert.
  • Admins must approve the device in Admin Settings → Security → Devices.

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External Sharing Policies

Admins control how users can share data from FileX with people outside the organization.
  1. Go to Admin Settings → Security → External Sharing

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Options:

  • Allow all external sharing: Users can create public links and invite external guests. (Default)
  • Require Passwords: All external links generated by users must have a password.
  • Require Expirations: All external links must expire within X days.
  • Disable external sharing: Users can only share files with other members of the workspace.

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Security Contacts

Ensure AIBAMS knows who to contact in the event of a security incident or critical vulnerability.
  1. Go to Security → Security Contacts
  2. Add the email addresses of your IT/Security team.
These contacts will receive immediate alerts regarding suspicious logins, mass data deletions, or platform security bulletins.