New World Construction FTP service User Guide

Transcription

1 New World Construction FTP service User Guide A. Introduction... 2 B. Logging In... 4 C. Uploading Files... 5 D. Sending Files... 6 E. Tracking Downloads F. Receiving Files G. Setting Download Secret H. Setting Download Access Control List I. Setting Upload Secret J. Copying Links K. Using Outlook Plugin L. Frequently Asked Questions Prepared by MIS, Chris Yuen Page 1 of 29

2 A. Introduction What Is New World Construction FTP service? New World Construction FTP service is a large attachment solution that enables you to send and receive very large files. Why Use New World Construction FTP service? You can send very large files. You can control who can download your files. You can track who has downloaded your files. You can invite recipients to send very large files back to you. What Do I Need? Web Browser: Internet Explorer 6+, Safari 5.0+ Java: Java Runtime Environment You can download and install Java from the login page below: What Do My Recipients Need? Recipients can download your files using any web browser. If you have invited your recipients to upload files to you, they must use a supported web browser and have Java installed. How Does It Work? Sending Big Files: 1. User uploads file to New World Construction FTP server. 2. New World Construction FTP server sends message to recipients. Message contains: - Download Link (recipient clicks to download file). - Upload Link (recipient clicks to upload file to users). 3. User easily tracks who has download the file from download logs. Page 2 of 29

3 Receiving Big Files: 4. Recipient clicks upload link to upload file to users. 5. New World Construction FTP server sends message to user. Message contains: - Download Link (user clicks to download file). Page 3 of 29

4 B. Logging In 1. Using your web browser, go to this URL: 2. To login, enter the User Id and password given to you by your administrator. Click Login. 3. You are now ready to use New World Construction FTP service. Page 4 of 29

5 C. Uploading Files 1. Click Browse Files or double-click the empty space in the upload box. 2. Select the files you want to upload. You can select folders as well. All files and subfolders will be first be compressed into a.zip file before uploading. 3. Click Start Upload to begin uploading your files. 4. The page refreshes to show the uploaded files. You can click OK to immediately send the uploaded files, or click Cancel if you wish to send later. Page 5 of 29

6 D. Sending Files 1. Select the files you want to upload and click Send Files. 2. Compose the message to your recipients. 3. Click Options if you wish to apply additional settings: Save Options As Default Save and apply the same settings the next time you send files. Settings will be saved when you click Send. Page 6 of 29

7 Show Recipients Include all recipients in the To and Cc fields in the message body. Receive Files Include an Upload Link in the to invite recipients to upload files to you. You will be notified by whenever files are uploaded to you. Page 7 of 29

8 Validation Verify recipients addresses before allowing recipients to download or upload files. Download Alert Notify you by whenever someone downloads the file. Download Secret Set a download secret so that only recipients who know the secret can download the file. HTML Attachment Links will be contained in an HTML attachment. Save Address Save addresses of the recipients in the Address Book. These entries will appear in the auto-complete list the next time you compose a message. Send Summary Send a summary to your address. This is useful if you want to keep a copy of the message in your application (e.g. Outlook). Page 8 of 29

9 4. Click Send when you are ready to send the message. 5. The next page shows the results of sending files. 6. Your recipient will receive a message similar to the one shown below. 7. The recipient clicks a Download Link to download the file. Page 9 of 29

10 E. Tracking Downloads 1. In the file list, you will see two columns: Recipients Shows the number of recipients the file has been sent to. Downloads Shows the number of times the file has been downloaded. 2. To see more details, click the link under the respective columns. Page 10 of 29

11 F. Receiving Files 1. Your recipient can click the Upload Link you sent him to upload file to you. To use full uploading features, your recipient must have Java installed. 2. The recipient types in a short message, selects the files he wants to upload, and clicks Start Upload. Page 11 of 29

12 3. After the files have been uploaded, an notification will be sent to you. 4. Click a Download Link to download the file. Page 12 of 29

13 5. You will also see the uploaded files (with blue background) when you log in to New World Construction FTP server. 6. If the address of the recipient is known, the recipient will receive an acknowledgement. Page 13 of 29

14 G. Setting Download Secret You can set a download secret so that only recipients who know the secret can download the file. You can set a different secret (or none at all) for each file. 1. Click the link under the file to go to File Properties page. 2. Click Settings. 3. Enter your secret and click Save. Page 14 of 29

15 4. A lock icon is shown next to the protected file. You can click the icon if you wish to change the secret. 5. Your recipient must enter the secret before he can download the file. You may communicate the secret to him via phone or any other channel. Page 15 of 29

16 H. Setting Download Access Control List You can set up an access control list (ACL) to specify which recipients can download your file. Each file has its own ACL. 1. Click the link under the file to go to File Properties page. 2. Click Settings. 3. Click Configure ACL. Page 16 of 29

17 4. Click Enabled. Enter the addresses of the recipients permitted to download the file and click Save. 6. A double-face icon is shown next to the protected file. You can click the icon if you wish to make changes to the ACL. 7. Your recipient will be prompted to enter his address when he tries to download the file. Page 17 of 29

18 8. A validation with a 10-character Confirmation Code will be sent to the recipient. 9. The recipient needs to enter the Confirmation Code in the input box to complete the Validation. 10. Once Validation is completed, download will begin in a few seconds. Page 18 of 29

19 I. Setting Upload Secret You can set an upload secret so that only recipients who know the secret can upload files to your account. 1. Click Receive Files. 2. Click Settings. 3. Enter your secret and click Save. Page 19 of 29

20 4. Your recipient must enter the secret before he can upload a file to you. You may communicate the secret to him via phone or SMS. Page 20 of 29

21 J. Copying Links If you are unable to use the New World Construction FTP service Outlook Plugin (e.g. not using company PC), you can use the Copy Links function to copy and paste Download Links and Upload Links into the you are composing. 1. Click Copy Links. 2. Select the files you want to get Download Links for. 3. Click Options if you wish to apply additional settings: Save Options As Default Save and apply the same settings the next time you copy links. Settings will be saved when you click Show Links. Receive Files Include an Upload Link in the to invite recipients to upload files to you. You will be notified by whenever files are uploaded to you. Validation Verify recipients addresses before allowing recipients to download or upload files. Page 21 of 29

22 Download Alert Notify you by whenever someone downloads the file. Download Secret Set a download secret so that only recipients who know the secret can download the file. HTML Attachment Download links as an HTML file. You can insert the file as an attachment to your Click Show Links. The links you have selected will be copied to the system clipboard. 5. Switch to your program and paste the links into the message you are composing. Page 22 of 29

23 6. Alternatively, you can also insert the links as an attachment. You can select the option for HTML Attachment, or click download the links as a file. Attach the downloaded file to your . Page 23 of 29

24 K. Using Outlook Plugin The New World Construction FTP service Outlook Plugin enables you to send Download Links and Upload Links directly from Outlook. What Do I Need? Java: Sun Java Outlook: Outlook Plugin 1. You can download the Outlook Plugin from the login page. Please close Outlook before you run the installer. Page 24 of 29

25 2. The next time you start Outlook after installing the plugin, you will see the FTP service tab. 3. When you want to attach a file in the message you are composing, click New World Construction FTP service button on the New World Construction FTP service tab. 4. Click Options if you wish to apply additional settings: Page 25 of 29

26 Save Options As Default Save and apply the same settings the next time you attach files. Settings will be saved when you click Attach Files. Receive Files Include an Upload Link in the to invite recipients to upload files to you. You will be notified by whenever files are uploaded to you. Validation Verify recipients addresses before allowing recipients to download or upload files. Download Alert Notify you by whenever someone downloads the file. Download Secret Set a download secret so that only recipients who know the secret can download the file. HTML Attachment Download links as an HTML file. You can insert the file as an attachment to your Select the files you want to attach and click Attach Files. 6. The Download Links will be inserted into your message. Click Send when you are done composing the message. Page 26 of 29

27 7. If you want to attach the upload link in the message, then click Receive Files. 8. The Upload Links will be inserted into your message. Receptions will able to upload file to you after you send the Upload Link to them. After the files have been uploaded, an notification will be sent to you. Page 27 of 29

28 L. Frequently Asked Questions Q: Are my files safe? A: Various safe-guards are implemented to secure your files: Files stored on the server are encrypted. You can specify download secret for each file (see Section G). You can specify who can download your files (see Section H). Files are automatically deleted from the system after their expiry dates. Q: How many files can I upload to my account? A: There is no limit on the number of files in your account. However, you cannot exceed the disk quota assigned to you. You can see the disk space available to you when you click Upload Files (under Available ). Q: What happens if I exceed my disk quota? A: You will not be allowed to upload if there is insufficient disk space. Q: What happens if I upload files with the same filename? A: Files with the same filename can coexist in your account. Any existing file will not be overwritten when you upload a new file with the same name. Page 28 of 29

29 Q: How long are my files kept? A: Uploaded files are available for 14 days, after which they are automatically deleted. You will be notified when an expired file is deleted from your account. End Page 29 of 29