LiquidFiles Documentation
This article refers to user limited licenses only. If you purchase an Unlimited User license, you can configure your LiquidFiles system however you want, with no license restrictions.
LiquidFiles licenses are per configured users, not concurrent logged in users.

LiquidFiles licenses aims to roughly follow how a user limited email server might be licensed. We assume that your organization has internal users, i.e. your users, on your payroll. We also assume that there are users outside of your organization, external users, i.e. your customers, suppliers, partners and so on. If this was an email server, you would have accounts on your email server for your internal users, but anyone (external users) can send emails to you.

This is the model LiquidFiles aims to replicate.

In LiquidFiles, we call your internal users "local users" and anyone else are called "external users".

Your Local Users are the ones you need to purchase licenses for. You don't need to purchase licenses for external users that only receive files (and no share write access).

Feature Overview Local vs External Users
Feature Local Users Exteral Users
(w Share Write Access)
External Users
Requires License -
Send Secure Messages Can Send to Anyone Can Only Send to Local Users Can Only Send to Local Users
Shares Read/Write Access Read/Write Access Read Only Access
Can be Filedrop Recipient - -
Can be FTPdrop Recipient - -
Can be Emaildrop Recipient - -
Can create FileLinks - -
Can send File Requests - -

The table above outlines what the license enables you to configure. As an admin, you can still restrict local users to only have access to certain features and only send to certain email domains, and so on. This is configured per LiquidFiles group so you can have different local user groups with access to different LiquidFiles features.

Local and External Users in this case refers to license limitations. You may want to configure a group of technically external users to be a recipient of a Filedrop or Emaildrop, or similar. In those cases you will need to configure that user as a local user.


Lets say that your company has 50 office staff, 200 factory staff, you share files with 20 external users and your office staff send secure files to a further 300 users.

  • Out of the 50 office staff that has access to LiquidFiles, you have only configured 35 users with the ability to send files, but all your own local users with access to LiquidFiles will require a license.
  • The 200 factory staff with no access to LiquidFiles does not require a license.
  • The 20 external users with read/write access to shares you have created will require license.
  • The 300 external users that only receive files or with only read-only access to shares does not require any licenses.

In this case you will need a 50 (Local Users) + 20 (External Users with Share Write Access) = 70 Licensed Users. The closest LiquidFiles license is 75 Users so the minimum license you require in this instance is a 75 User License.

What happens when the license limit is reached?

If you purchase a 75 user license and reach 75 local users or external users with share write access, what happens is that the next local user or external user with share write access will not be able to login.

When you reach the limit, your options are to delete a user or Upgrade your license to more users. When you delete a user, all files, messages, Filedrops, download log and everything in regards to that user is deleted so in most cases you probably don't want to have an aggressive User Delete policy. You can configure LiquidFiles to automatically delete inactive users after a certain number of days (configured in Admin → Configuration → Settings) — recommended values here to delete users that haven't logged on for 180 or 365 days.

Limit logins to LiquidFiles uses LDAP/AD and AD groups

You can also configure LiquidFiles to use LDAP/AD authentication and automatically match an AD group to a LiquidFiles group and limit logins to only members of those LDAP groups. This can be a convenient way to ensure that only the Office staff and not the Factory staff in the example above can login to LiquidFiles.

Feature Overview

Secure Messages

With sending Secure Messages & files, this is what most closely resembles emails and by comparison, local users are your users that can send to anyone, external users can only send to your local users.

When receiving Secure Messages, it is possible to send with permissions that only specified recipients can download, only specified recipients and local users, or that anyone can download. If you send with the permission that only specified recipients and local users — only local users will be able to access this message and files.


Local Users have access to share with read/write access and External Users will only have read-only access.

If for instance you setup a collaboration share with an external group of users, they will need to be configured on your system as local users to be able to have read/write access to a share.


Filedrops is a function that creates a predefined URL where anyone that visits can send files to the pre-defined Filedrop recipient. If your LiquidFiles system is, an example Filedrop would be, where you configure your support team as recipients as receivers for any file droped at this Filedrop URL. Filedrop recipients can only be local users, anyone can send files using Filedrops.


FTPdrop is a function where you can enable FTP/FTPs/SFTP/SCP on your LiquidFiles system and setup a user and password for a FTP/FTPs/SFTP/SCP account. When someone uploads a file to this account, a secure message will be created where this file be attached. Only Local Users can be configured as recipients for a FTPdrop. Anyone (that knows the username and password) can upload files.


Emaildrop is a function where you can enable email/smtp delivery on your LiquidFiles system and setup a recieving email address. If your LiquidFiles system is, an Emaildrop email might for instance be where anything sent to this email address will be delivered to a predefined list of recipients. You can only configure Local Users as recipients for Emaildrops. Anyone can send files to an Emaildrop.


FileLinks are simple links to files without the need to actually attach a file to a message. You just upload a file and will get a link that you can share in an email, instant message, post on a forum, ... Only Local Users can create FileLinks.

File Requests

A File Request is where you send an email from the LiquidFiles system with a one time use link in the email that will enable the recipient to send something back to you. This can for instance be that someone needs to send you a large CAD drawing. And instead of setting something up in their end, you can just send a File Request. The recipient of the File Request clicks on the link, attaches the file and it will be delivered to the sender of the File Request. Only Local Users can send File Requests.


As you can see in the feature list above. The LiquidFiles license scheme is built so that you will only need licenses for your local users, and in the case of shares, users you collaborate with.

When someone sends files to you, or respond to File Requests and similar, they will not require any license.