Content & Assets
Learn what happens when you upload a document, how to interpret scanning statuses, and what to do if a file is quarantined.
Document security scanning is an automatic process that runs on every file you upload to your handbook. It protects your account from malware and unsafe content.
When you upload a file to your handbook, the system immediately sends it to a security scanner. The scanner analyzes the file for threats, including malware, unsafe code, suspicious scripts, and other security risks. This process runs automatically without any action needed from you. Most files scan and clear within minutes.
As your document processes, it displays one of these statuses:
- Pending: Your file is in the queue waiting for the scan to begin. Pending files are not yet available to other team members.
- Scanning: The security scan is actively analyzing your file. This usually takes a few minutes. Documents remain unavailable during this phase.
- Cleared: The scan found no security threats. Your document is safe and now available for all users in your handbook to view and download.
- Quarantined: The scan detected a potential security issue. The file is restricted and access is blocked. Quarantined files appear in a separate section so you can review them.
Check your handbook regularly to see scan progress. The status updates automatically as scanning completes.
A quarantine means the scan detected content that may pose a security risk. This can happen with PDF files that contain embedded scripts, Office documents with macros, or files with unusual code structures. Quarantine is a precaution; it does not mean the file is definitely harmful.
If a file you uploaded is quarantined and you believe it is safe, contact your Account Manager immediately. Provide the file name and explain why you believe it should be cleared. Your Account Manager can submit the file for manual security review. A security specialist will examine the file and either clear it or explain the risk. If cleared, the file becomes available in your handbook.
To reduce the chance of quarantine, upload files in standard formats like PDF or Word (.docx). Avoid files with embedded code, macros, or scripts unless necessary. If you must upload a file with complex formatting, compress it first or convert it to PDF.
If you need additional help, reach out to your Account Manager or submit a support ticket from the Support page.
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