One-off requests
Confirm the requester and the purpose before assembling files.
Ad hoc secure file transfer
An occasional transfer.
A repeatable process.
Occasional sensitive-file handoffs to external recipients.
Named recipients · Defined access · Recorded activity
MX / CONTROLLED EXCHANGE05
Assemble the approved package.
↗
One-Off-Partner-Exchange.zipIllustrative file package
MXTHE EXCHANGE IN CONTEXT
Give the handoff some context.
An unusual request can tempt a team to improvise a transfer route. Keep a straightforward process available for the occasional sensitive handoff.
MX provides a route for sensitive business files between named recipients. Match access conditions to the purpose of the exchange and use the available activity record to support follow-up. Keep the underlying approval and information-handling decisions in your own process.
WHERE THE WORKFLOW HELPS
The moments that need a handoff.
Specialist support
Send a defined package to an appointed external expert.
Unplanned handovers
Use the approved route when a partner needs material outside the normal cycle.
A HANDOFF, IN PRACTICE
The right files.
The full context.
A colleague receives an unusual request from an external specialist. Pause long enough to verify the requester and scope, then prepare a limited package through the approved route. Give the recipient enough context to use the files without exposing a wider folder or repository.
Illustrative workflow · Adapt to your approved process
Handle an unexpected file request
↗One-Off-Partner-Exchange.zip
A POSSIBLE PACKAGE
- ✓Approved requested files
- ✓Request and purpose reference
- ✓Recipient instructions
INTENDED RECIPIENT
The external specialist confirmed by the request owner
A USEFUL RESULT
The request owner can explain why the package was sent, who received it and how the exchange can be followed up.
MAKE THE FIRST EXCHANGE COUNT
Test the details.
Then repeat with confidence.
Use the example package as a starting point for a small, representative trial. Agree the success criteria with the person who will actually receive the files.
Check completeness
Approved requested files should be easy to identify in the inventory. Open the delivery copy independently of your working folder to catch missing files or local dependencies.
Walk through access
Test with the intended recipient role and receiving environment. Confirm the access conditions, the instructions and the route for getting help.
Agree what success means
The request owner can explain why the package was sent, who received it and how the exchange can be followed up. Record any remaining questions before making the exchange part of routine work.
FROM PREPARATION TO RECEIPT
Give each exchange
a clear sequence.
Use One-Off-Partner-Exchange.zip as an example of a defined package. Replace it with the approved files and instructions for your actual task.
Explore the MX feature set ↗- 01
Confirm the purpose and recipient
Check who is entitled to receive the information. Record the business purpose through your normal approval process before assembling the package.
- 02
Prepare an approved package
Choose the required files, check their versions and remove unrelated information. Include concise instructions so the recipient knows what to do next.
- 03
Apply the access conditions
Confirm authentication, availability and any download conditions for your service. MX's existing features include named access, MFA and configurable expiry controls.
- 04
Review the exchange
Check the recorded activity and follow up through the agreed process. Keep the exchange reference with the project or client record it supports.
DEFINE THE BOUNDARY
Check the fit
before the first file.
Ad hoc describes the frequency, not the approval standard. Apply the same recipient checks and data-handling rules used for routine exchanges.
Assess the controls against a representative package and recipient. Confirm any mandatory capability, contract term or deployment requirement with the MX team before relying on it.
Discuss your exchange requirements ↗PRACTICAL QUESTIONS
What to know
before you begin.
Questions about ad hoc secure file transfer and the exchange workflow.
What should happen if the request becomes recurring?+
Review whether the workflow needs a named owner, a repeatable checklist and a regular recipient review. If it becomes a system-driven transfer, assess automation and integration requirements separately.
Is an ad hoc transfer the same as an automated job?+
No. This page covers people-led exchanges. Scheduled transfers, unattended processing and system integrations need a separate technical assessment.
How should we prepare the files?+
Confirm the requester and the purpose before assembling files. Check the approved version, any required dependencies and the recipient's ability to use the package. Include only the material needed for the purpose.
What should we verify during a trial?+
Test a representative exchange from sender preparation to recipient access. Check authentication, permissions, expiry behaviour and the activity available afterwards. Include the actual file types and recipient environment you expect to use.
Does an access expiry remove downloaded copies?+
Do not assume expiry deletes a recipient's local copy. Agree post-download handling and retention responsibilities, and confirm the precise behaviour of the service configuration you plan to use.
Where can we check product details and commercial terms?+
Use the current MX product information and confirm the proposed service with the team. Review the plans and pricing alongside your actual users, workflow and deployment requirements.
YOUR NEXT EXCHANGE STARTS HERE
Valuable data.
Better protected.
Put better controls around your next sensitive file exchange. See how MX fits your organisation's workflow.
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- Full feature access
- Unlimited file size transfers
- Named recipients and MFA
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