S-Doc User Guide. Instructions on using the Secure Document Online Courier with the CAAT Pension Plan. September 2012

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1 S-Doc User Guide Instructions on using the Secure Document Online Courier with the CAAT Pension Plan Secure solution provided by Accellion September 2012

2 S E C U R E C O L L A B O R A T I O N U S E R G U I D E PROPRIETARY AND CONFIDENTIAL SUBJECT TO CHANGE WITHOUT NOTICE. Version Accellion, Inc. All Rights Reserved.

3 TABLE OF CONTENTS Welcome... 4 Overview... 5 Login Screen... 5 File Manager Tab... 6 Send File Tab... 7 Help Link... 7 Settings Link... 7 Account Info Tab... 8 Preferences Tab... 9 Contacts... 9 Sign Out... 9 Using Accellion Login File Manager Tab Inbox Sent Items Files Sending Files To Subject/Body Text Attachments Send me a copy Notify on Attachment Delivery Non-Confidential Creating Drafts Uploading Files Contacts Creating Groups Inviting Users Secure Collaboration User Guide 2

4 Request a File Link User Types Accellion Resources S-Doc Resources Secure Collaboration User Guide 3

5 Welcome This document contains instructions on how to use the Accellion Secure Collaboration solution. If you experience any difficulties when using Accellion, please contact your company s system administrator. Secure Collaboration User Guide 4

6 Overview This section will familiarize you with the basic layout of the Accellion Secure Collaboration web user interface. This represents the view a typical Standard User would see. Depending on what options the administrator has enabled, not all options and buttons covered here will be available. Login Screen The login screen is where you enter your address and password to log in and use the Accellion Secure Collaboration solution. It has the following options: Forgot Password? Click on this if you can t remember your password. You ll be asked for your address, and a new system generated password will be ed to you. NOTE: If your Accellion deployment is using an LDAP connection, you will be reminded to use your network/ password. Secure Collaboration User Guide 5

7 O v e r v i e w I don t have an account yet (optional) Will walk you through the account creation process. If you re part of the domain of the Accellion server, you will be created as a Standard User. If not, you will be created as a Restricted Sender. Getting Started? This link will take you to the Quick Start guide. Contact Us Indicates who you should contact for further assistance. File Manager Tab The File Manager tab will show all files currently accessible via your Accellion account. Inbox Shows messages and files you have received. Sent Items Shows s and files you have sent. Files and messages can also be resent from here. Files Shows all files you have sent through Secure File Transfer or uploaded directly. Files can be deleted or resent from here. Secure Collaboration User Guide 6

8 O v e r v i e w Send File Tab From the Send tab you can compose s and attach files to be sent. These files will be sent as secure links. You can also create draft s, which can be sent later. Help Link The Help link at the top of the page takes you to the Help Page. Contact Us Shows whom to contact for assistance with the Accellion product. User Guide View or download this guide. Settings Link The Settings link at the top of each page will take you to the Settings page. From here you can modify your account. Secure Collaboration User Guide 7

9 O v e r v i e w Account Info Tab Language Change your default language. If none is selected, it will default to the language the web-browser uses. Time Zone Select your local time zone. If you observe Daylight Savings, check the box so the time will be updated automatically. Personal Info From here you can edit your password. NOTE: You will not be able to edit your password if your company has integrated the Accellion server with your local LDAP or Active Directory server. Secure Collaboration User Guide 8

10 O v e r v i e w Preferences Tab Folder/Large File Applet This allows you to upload files greater than 2 GB and/or to upload entire folders, and if enabled, to encrypt files. Editor Formatting Allows you to switch between Plain and Rich Text formatting. Message Signature Allows you to create a signature to be automatically added to sent s. Contacts Contact Name Shows the list of stored addresses. These can be edited by clicking the, or removed by clicking the. Add new Contact From here you can add commonly used addresses. Add New Group You can create a list of addresses called a Group. When you type the name of the group in the To: box on the Send File tab, it will automatically populate all the addresses in the group. Sign Out Logs you out of the Accellion appliance. Secure Collaboration User Guide 9

11 O v e r v i e w Using Accellion This section will cover using the Accellion Secure Collaboration web interface to share files securely, including uploading of files, commenting on files, sending files, uploading files, and other features. Login Since the Accellion appliance is web based, make sure you are connected to the Internet. If you have received an invitation , click on the link in the invitation to access Accellion Secure Collaboration and register for an account. Otherwise, if you have been provided with the URL to the Accellion web interface, click on New User to register for a new account. File Manager Tab From the File Manager tab you can view files you have received and files you have uploaded. Secure Collaboration User Guide 10

12 U s i n g A c c e l l i o n Inbox The Inbox shows the files you have received. By checking a box next to a file, it can be forwarded or downloaded by clicking on the appropriate button. If the checkbox next to the subject is selected, and then the Forward button clicked, all of the files associated with this will be loaded into the Send File page. The message itself is not displayed. Sent Items Sent Items shows the files sent via the Accellion web user interface. Re-Send File Previously sent files can be resent by checking the box next to the file and clicking on Re-Send File. This will load the files into the Send File page. Withdraw File If enabled by the administrator of the appliance, this option allows you to withdraw a previously sent file. This will invalidate the link the recipient sent, preventing them from downloading the file. This only withdraws the files sent in this particular . Re-Send Message To resend the message with all attachments, click the radio button next to the icon, then Re-Send Message. This loads the message and the files into the Send File page. Sent Items Report Click on the next to the subject to view a report of the recipient activity who has and has not downloaded the files you sent in this message. Secure Collaboration User Guide 11

13 U s i n g A c c e l l i o n Files The Files section shows all the files you have sent through Secure File Transfer or uploaded directly. Send To send a file, check the box next to the file name and click Send. Download To download a file, either click the name of the file (for a single file), or check the box next to multiple files and click Download to use the Multiple File Download (if enabled by the administrator). Delete If enabled by the administrator of the appliance, this option allows you to delete a file by either clicking the, or checking the box next to multiple files and clicking Delete. Report Select a file or files. A report shows the file, recipient, transfer time, and date downloaded for each file selected. Add Files By clicking the Add Files button you can upload files directly to the Accellion server. Secure Collaboration User Guide 12

14 R E S O U R C E S Sending Files From the Send File tab you can upload files and them using the web interface. You will see the following options: To Enter the recipient s address. Use a comma or semicolon to separate multiple recipients. The maximum number of recipients should not exceed 100. The auto complete feature will show addresses that were sent to previously. Click on Add CC and/or Add BCC, to add CC and/or BCC recipients. Subject/Body Text Enter the subject and body text for the . For more formatting options, click the Use Rich Text Formatting link. Attachments The maximum number of attachments per is 10, which can include a mix of new uploads and previously sent files. The total size of all attachments to the or upload should be less than 2 GB. (Alternatively, you may upload individual large files, up to 2 GB, on the File Manager tab using Add Files, then send them using Resend Files.) NOTE: To send files greater than 2 GB, refer to the Folder/Large File section of this guide. To attach a file: 1. Click Choose File to open the Choose File dialog box for your local system OR click Choose from File Manager to select a file already in your account. 2. Highlight the file to attach. 3. Click Open to attach. 4. Click on Choose File again if you wish to upload more files. 5. Click on the if you wish to remove a file. Depending on company policy, Send me a copy, Notify on Attachment Delivery, Encryption, and Non Confidential options may be turned on. Secure Collaboration User Guide 13

15 R E S O U R C E S Send me a copy A copy of the will be sent to your address. This is useful if you want to preserve the in your local program after it has been deleted from the Accellion server. Notify on Attachment Delivery When the recipient completely downloads the sent files, you will be notified. Click on More to enter additional addresses who will also be notified on download of the files. You can enter multiple addresses, each separated by a comma. Non-Confidential Files sent with this option enabled will allow the recipients to download files without authentication. Please note that non-confidential transmissions will not generate return receipts. This option is controlled by the administrator, and may or may not be available. Secure Collaboration User Guide 14

16 R E S O U R C E S Creating Drafts The Accellion web user interface provides you the ability to save drafts of s you are working on, but are not ready to send. To create a draft, click the Save Now button. You ll see the title of the you re working on appear on the left side of the screen. You can save multiple drafts, and return to them later by clicking on their title. Uploading Files While files can be uploaded via the Send File page, the best way to upload many files for later sending is via the File Manager tab Files. From this location, click the Add Files button, browse to the file or files to upload, and shift or control click to select multiple files to upload. Once uploaded, you can resend the file by checking the box next to it, then clicking the Send button. Contacts When a user sends an via the web interface, the recipient s address is saved for faster addressing of future s. The list of contacts on the Settings page shows the addresses that have been saved. From here, s can be edited (if an incorrect one was saved) or deleted. Contacts can also be created from this location. If more than one address should be associated with the contact, click the pencil icon to edit, then +Add more ... link to create another address field. Then, when typing the name of the contact in the Send File To: field, you can choose from all addresses for that. Secure Collaboration User Guide 15

17 R E S O U R C E S Creating Groups Multiple addresses can be made into a Group. This allows you to type the name of the Group in the Send Field TO: field to auto-populate it with all addresses in that Group. Click on Add new Group, name it, add addresses separated with a comma, and click Save. To use Contacts or Groups, start a new in the Send File tab. In the To: field, type the name of the group, or an address, and it will automatically show the available addresses that match. Click on the address or Group to add it to the To: field. Inviting Users If enabled, Standard and Expert Users can send an invitation to use the Accellion appliance to send files. To invite someone, click Invite, enter the invitee s address(es), and click the Invite button to send an invitation. Optionally you can add a personal message to the invitation. The recipient will receive an invitation with a link. The recipient clicks the link to complete the registration process. If they re external to your company, they ll be created as a Restricted Sender able to send back to you or any other Standard or Expert user of the appliance. Request a File Link When enabled, Standard and Expert Users are able to send a link to request a file from someone, as well cc others. Recipients of this link can send files back to the requester. Others on the cc list will also be copied on the response, receiving a link to download the requested file. Click the Request File button to bring up the Request File window. Fill in the recipient and any CC addresses desired. All recipients will be able to send files to via the Request file link to the requestor. The recipients will receive an with a link. Upon clicking the link the recipients will be taken a page where they can send a file back. On this page, the Subject line, To:, and From: addresses cannot be changed. Once sent, the original requestor will receive an with a link to the file. The amount of times the file can be shared and length of time that the secure download links are valid for is set by the administrator of the Accellion system. Secure Collaboration User Guide 16

18 R E S O U R C E S User Types There are four main types of Secure File Transfer users: Recipient Can only download received files. May not upload or send files. Will not show the Send File or File Manager tabs. Restricted Sender Can download, and upload files. Can send files only to Standard or Expert users of that Accellion appliance. Typically an external user Standard User Can download, upload, and send files to anyone. Typically an internal user. Expert User Can download, upload, and send files to anyone. They have more control over settings, and can send files that require no authentication. Expert Users can only be created by the administrator of the Accellion appliance. Typically an internal user with special requirements. Accellion Resources If you have questions that were not answered by this guide, please visit our knowledge base at: For support on technical issues, please visit our support portal at: S-Doc Resources Contact the CAAT Pension Plan at for technical assistance using this product. Secure Collaboration User Guide 17

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