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FileWave Location Tracking (Version 10.1+)

The location reporting feature in FileWave is disabled by default. It is recommended that you; verify that this feature is in accordance with your organization’s policies and AUP (Acceptable Use Policy). Notify your end users before activating location reporting, as enabling the feature will prompt for permission to location information.

Global Location Reporting Disable

If there are any reasons, legal or otherwise, that you do not wish to enable tracking on a global level within your organization, your FileWave license can be adjusted to enable personal mode. This will disable devices from sending application usage as well as location information.
To have verify the current status of personal data collection. From FileWave Admin : Server Menu → "Activation Code..." → There you will see "Allow collection of personal data:" with Yes or No after it. 

To have personal data enabled or disabled on your license, please submit a support ticket with "Personal data License" in the subject.

Only tickets from authorized support agents whose names are on the support contract will be accepted to adjust license personal data settings.


  • FileWave version 10.1+
  • Location Tracking Enabled - Server/Client
  • All devices you want to track are already enrolled into FileWave and currently communicating properly

Things to consider:

  • Different States of Tracking
    • Normal - Tracking is enabled and will update the location at different intervals
    • Missing - Tacking is enabled and will be update around every two minutes. The client also sends location immediately and does not wait for other scans to finish. For supervised iOS devices this option puts the device in Lost mode, has a message/footnote that can set in the FileWave Preferences under the Organization Info tab and locks the iOS device. The device will become usable again once the missing mode is switched off. 
    • Not Tracked - No location is gathered at anytime.
  • The FileWave IPA App Portal needs to be sent out and opened at least once before you will be prompted and allowed to gather location from the iOS device. Once it is sent out, the old FileWave App Portal that gets installed automatically with enrollment will be removed and the new one will be installed.
  • For any updated location from your iOS devices the FileWave App Portal need to be open, whether that be in the background or the current active app.

There are two different types of location tracking in FileWave, Passive Tracking and Lost Mode. macOs, Windows, Chromebooks, and Android devices use the Passive tracking to gather the location of the device without locking it down. Supervised iOS devices set to Missing mode will put the device in Lost mode, which locks down the device making it unusable by the end user.

Lost Mode Setup (iOS):

  1. Right Click on your Supervised iOS device(s)
  2. Select Missing from the Client State menu 
  3. Update Model
  4. Once the iOS device checks in it will be in lost mode and report location.

  5. To take it out of lost mode, select "Not Tracked" in the Client State menu

IMPORTANT:  When the iOS device is in Lost Mode do not reboot it. If the device losses Wifi you will no longer be able to take the device out of Lost Mode since it will not longer be connecting to FileWave.

Note: When the device is in Lost Mode, a new option in the tools menu is available, "Play Lost Mode Sound (iOS  10.3+)"

Passive Tracking Setup macOS, Windows, Chromebooks, Android, iOS:

  1. Check your server license to be sure you have enabled "Allows collection of personal data:"
  2. Make sure location services is enabled on your iOS/macOS/WIN/Android devices 

  3. macOS and WIN devices only - Be sure the Personal Data Collection option in the client preferences of your clients is not checked. This is unchecked by default.

  4. iOS Only - Make sure the FileWave App Portal .ipa has been sent out to all your iOS devices: Can be downloaded from the FileWave Server download page near the bottom  

  5. Right click on your macOS, Windows, Chromebook, and Android device(s) (for multiple devices use the filter options at the top of the client view then select all) and select Normal from the "Client State" option. 

  6. Update the model

  7. iOS and macOS you will have to accept a prompt on the device to allow location to be gathered from FileWave.

  8. Wait a few minutes, can potentially take up to 15 mins but usually quicker. Then simply right click on you device(s) and select the Show Location(s) option to see the map below. This will be accurate within a few hundred feet usually.

Warning: In order to avoid legal issues concerning user location tracking, it is highly recommended that you enable location tracking only on devices when a unique user may authorize the service.

Privacy Policies: Apple/iOS and OS X – Microsoft/Windows – Google/Android

Addition OS Specific Considerations


Any user can agree to tracking, admin or not. Only an administrator can disable location services and/or FileWave's rights to location, as per Apple Inc. policy


Any user can agree to tracking, can disable location services, and revoke FileWave's right to location, as per Apple Inc. policy


The Windows operating system does not prompt the local user for access to location. Later versions of Windows do have a location service that can be turned off.


Upon installing or upgrading the Android FileWave Client to version 10.1 or greater, the user is requested to approve all rights an application needs. This includes location services, running in the background and several other rights.

Order of operation

It is important to note the way a client verifies it is able to ask the system for location information.
For example setting the state to "Missing" but it has a Superprefs file telling it the refresh interval is 0 See the flowchart for reference: 

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