RMFT Desktop Client User Guide

Transcription

1 RMFT Desktp Client User Guide Sftware Versin 2.5 Nvember 24, 2011 RepliWeb, Inc., 6441 Lyns Rad, Ccnut Creek, FL Tel: (954) , Fax: (954) Supprt:

2 Nvember 24, 2011 Cpyright by RepliWeb, Inc. The infrmatin in this dcument has been cmpiled with care, but RepliWeb makes n warranties as t accurateness r cmpleteness, as the sftware described herein may be changed r enhanced frm time t time. This infrmatin des nt cnstitute cmmitments r representatins by RepliWeb, and is subject t change withut ntice. The sftware described in this dcument is furnished under license and may be used r cpied nly in accrdance with the terms f this license. N part f this dcument may be reprduced r transmitted in any frm r by any means, electrnic r mechanical, fr any purpse, withut the express written cnsent f RepliWeb Ltd. Any trademarks, trade names, service marks, r service names wned r registered by any ther cmpany and used in this dcument are prprietary t that cmpany. Please direct crrespndence r inquiries t: RepliWeb, Inc Lyns Rad Ccnut Creek FL Phne: (954) Fax: (954) inf@repliweb.cm Supprt: Web Site: RepliWeb, Inc. ii

3 Table f Cntents Intrductin Creating Prfiles... 5 Editing and Remving Prfiles Sending Files frm Windws Explrer Sending Files frm a Micrsft Applicatin Sending Files frm Micrsft Wrd, Excel r PwerPint Chsing Recipients frm the Address Bk Searching fr Recipients RepliWeb, Inc. iii

4 Intrductin Intrductin RMFT is a managed file transfer platfrm that facilitates secure file exchange between an rganizatin's internal users, external users, and business partners. RMFT Desktp Client enables yu t easily send any number f files t ther RMFT users, by simply selecting the files r flders and clicking Send t Recipients in the Windws Explrer right-click menu. Yu can als send dcuments directly frm supprted Micrsft applicatins (Wrd, Excel and PwerPint) using the RMFT Desktp Client Send Menu Add-In. Files are sent as a package, which greatly reduces the pssibility f files getting lst in transit while enabling endt-end auditing f the transfer. After sending files yu can lg in t RMFT Web Client t verify that the files yu sent have reached their intended recipients (by lcating the package in yur Sent flder). Fr mre infrmatin n RMFT Web Client, please refer t the RMFT Web Client User Guide. This dcument prvides step-by-step instructins fr sending files using RMFT Desktp Client. There are tw chapters in the dcument: Chapter 1. Creating Prfiles explains hw t create RMFT Desktp Client Prfiles. Yu need at least ne Prfile t be able t send files. A default Prfile may have already been included in yur RMFT Desktp Client installatin. In this case, yu d nt need t create any additinal Prfiles unless specifically instructed t by yur RMFT administratr. Chapter explains hw t send files using RMFT Desktp Client. RepliWeb, Inc. 4

5 1. Creating Prfiles 1. Creating Prfiles A Prfile cntains RMFT Server cnnectivity infrmatin such as: The IP address, hstname r URL f the RMFT Server machine Yur credentials fr accessing the RMFT Server machine (if required) IMPORTANT: The infrmatin that yu are required t enter in yur Prfile shuld be prvided by yur RMFT administratr. Yur installatin f Desktp Client shuld include at least ne Prfile. If yur installatin f Desktp Client des nt include any Prfiles, then yu will need t create at least ne Prfile befre yu can send files. Yu can check whether any Prfiles were included in yur installatin by right-clicking any file and then selecting Send Using RMFT. If the Send As > submenu item is present, yur installatin already includes a default Prfile and yu can start sending files immediately (Fr mre infrmatin n selecting Prfiles and sending files, see. If the Send As submenu item is nt present, yu need t create a Prfile. Yu nly need t create a Prfile nce; after that, RMFT Desktp Client will use the infrmatin in the default r selected Prfile every time yu send files. If yu have several user accunts n ne RMFT Server r accunts n different RMFT Servers, yu can create several different Prfiles (ne fr each accunt). Files will be sent using yur default Prfile unless yu specify therwise. RepliWeb, Inc. 5

6 1. Creating Prfiles T create a Prfile: 1. Right-click n any file and select Send Using RMFT > Prfiles -OR- Select Prgrams > RepliWeb > RMFT Desktp Client > RMFT Desktp Client Prfiles frm the Windws Start menu. The Prfiles windw pens. 2. Click - OR - Right-click anywhere in the windw and select New frm the ppup menu. RepliWeb, Inc. 6

7 1. Creating Prfiles The Edit Prfile windw pens (shwn filled in fr illustratin purpses). Nte: When yu create a Prfile, any errrs will be indicated by a yellw warning triangle. Fr infrmatin abut the errr, hver the muse cursr ver the yellw triangle. A tltip will explain what caused the errr (usually a missing value). 3. Create a Prfile as fllws: Prfile Name Specify a unique Prfile name. This will enable yu t select the Prfile if yu d nt want t use yur default Prfile (see belw). Default Prfile Select this check bx if yu want the current Prfile t be used when n specific Prfile is selected. Shared Prfile Select this ptin if yu want t make the prfile available t ther users n yur cmputer. Shared prfiles are indicated by a icn in the Prfiles windw. If yu d nt select this ptin, the prfile will nly be available t yu, even if RMFT Desktp Client is installed fr all users. Nte: Yu can change the default Prfile at any time by right-clicking a Prfile and selecting Set as Default frm the ppup menu. RepliWeb, Inc. 7

8 1. Creating Prfiles RMFT Server Select either Server Details r Server URL accrding t the instructins that yu received frm yur RMFT administratr. Server Details If yu select this ptin, specify the IP address r hstname f the RMFT Server machine (as prvided by yur RMFT administratr). Prt The prt thrugh which RMFT Desktp Client cmmunicates with RMFT Server. D nt change unless instructed t d s by yur RMFT administratr. Cnnectin The methd RMFT Desktp Client uses t cnnect t RMFT Server. Only chse methds which have been apprved by yur RMFT administratr. If yu are nt sure which methd t chse, cntact yur RMFT administratr. Server URL If yu select this ptin, specify the RMFT Server URL (as prvided by yur RMFT administratr). Prxy Chse ne f the fllwing ptins as apprpriate: Nne If yu select this ptin, RMFT Desktp Client will cnnect directly t RMFT Server Aut-Detect If yu select this ptin, RMFT Desktp Client will cnnect t RMFT Server as specified in yur Windws settings (either directly r using a prxy server). Manual Select this ptin t cnnect t RMFT Server via yur rganizatin's prxy server. Prxy Server Specify the IP address r hstname f yur prxy server. Prt The prt thrugh which RMFT Desktp Client cmmunicates with yur prxy server. D nt change unless yu are sure that yu prxy prt is different. Use my Windws credentials Select this ptin if yu nrmally lg in t RMFT Server using yur Windws credentials. Nte that this methd uses Integrated Windws Authenticatin (als knwn as NTLM) t authenticate yur identity t RMFT Server. Use my RMFT credentials Select this ptin if yu nrmally lg in t RMFT Server using yur RMFT credentials r if yu nrmally lg in t RMFT Server using yur Windws credentials but are currently lgged in t yur cmputer as a different user. Nte: If yu are nt sure which credentials t use, please cntact yur RMFT Administratr. RepliWeb, Inc. 8

9 1. Creating Prfiles 4. Click Save. Username Specify yur RMFT username. Passwrd Specify yur RMFT passwrd. Save passwrd Select the check bx if yu d nt want t be prmpted fr yur passwrd each time yu send files. Leave the check bx unselected If ther peple have access t yur Windws accunt and yu d nt want them t be able t send files using RMFT. Dmain Only applicable if yu are an Active Directry RMFT user and did nt select Use my Windws credentials. Specify yur Active Directry dmain name. Test Cnnectin Click t test the cnnectin t RMFT Server. The Prfile is added t the Prfiles list. The icn t the left f the prfile name indicates the prfile type: private ( ), shared ( ) r shared read-nly ( ). Shared read-nly prfiles are prfiles that have been installed n yur cmputer by yur RMFT administratr. Nte: The Versin clumn displays the versin f the RMFT Desktp Client server-side cmpnent. If yu encunter any issues while using RMFT Desktp Client, make sure t include the versin number when yu reprt the prblem t yur RMFT administratr. 5. Click Clse. RepliWeb, Inc. 9

10 1. Creating Prfiles In Windws Explrer, a Send As submenu is added t the Send Using RMFT menu. Any Prfiles that yu created will appear in the Send As submenu. Fr mre infrmatin n using different Prfiles t send files, see. Editing and Remving Prfiles T edit a Prfile: Select the Prfile that yu want t edit and then click the Edit buttn. -OR- Right-click the Prfile that yu want t edit and select Edit frm the drp-dwn menu. T delete a Prfile: Select the Prfile that yu want t delete and then click the Remve buttn. -OR- Right-click the Prfile that yu want t edit and select Remve frm the drp-dwn menu. RepliWeb, Inc. 10

11 After creating a Prfile yu can nw start sending files. There are tw ways f pening the RMFT Desktp Client file-sending interface: a. Use the Windws Explrer right-click menu (explained in steps 1-3 belw). This methd is prbably the mst cnvenient methd since yu can send files using yur default Prfile r yu can select anther Prfile. Additinally, using this methd, RMFT Desktp Client pens with the files/flders that yu selected ready t send. -OR- b. Select Prgrams > RepliWeb > RMFT Desktp Client > RMFT Desktp Client frm the Windws Start menu and then cntinue frm step 4 belw. All files will be sent using yur current default Prfile. Sending Files frm Windws Explrer T send files: 1. In Windws Explrer, select the files and/r flders that yu want t send. 2. T send files using yur default Prfile, right-click the files and/r flders and select Send t Recipients: 3. T send files using anther Prfile, right-click the files and select Send Using RMFT > Send As. Then select the Prfile that yu want t use (RMFT A in the example belw). The New Package windw pens, displaying the files and/r flders that yu selected. RepliWeb, Inc. 11

12 4. Fill in the fields as described belw: T Specify at least ne RMFT recipient. Recipients can be users r distributin lists. Yu may als be able t send packages t Ad Hc users, depending n yur accunt settings (which are determined by yur RMFT administratr). An Ad Hc user accunt is an accunt that is autmatically created when a package is sent t an address that des nt belng t an existing RMFT user. This enables authrized users t exchange packages with anyne wh has a valid address. T send a package t an Ad Hc user, specify the recipient s address in the T field. Ad Hc usernames are displayed in green fnt. Yu can either chse recipients frm the address bk (recmmended) r type them separated by a cmma. In the case f RMFT users, files can either be addressed t the user s username r address. RepliWeb, Inc. 12

13 Any errrs will be indicated by a yellw warning triangle. The prblematic username(s) will als be displayed in red fnt. Fr infrmatin abut the errr(s), hver the muse cursr ver the yellw triangle. A tltip will appear detailing the precise nature f the errr. An errr will be indicated if yu: Specify an ambiguus user name (in this case, aut-cmplete will nt knw which user yu meant) Specify a nn-existing user name Leave the T field empty See als Chsing Recipients frm the Address Bk. Nte: Assuming that the recipient s RMFT accunt infrmatin als includes his/her address, then there is n difference between sending t a recipient s address r sending t a recipient s user name. The address will be used by RMFT Server t identify the intended recipient. Allw recipients t dwnlad files withut lgging in Select this ptin t allw recipients t dwnlad files withut lgging in. This ptin will nly be displayed if it is has been enabled by yur RMFT administratr. Nte: Selecting this ptin makes it easier fr the recipients t dwnlad the files, but it will als allw anyne with access t the recipients cmputers t dwnlad the package files (since lgin is nt required). Therefre, it is advisable t nly select this ptin if the files that yu are sending d nt cntain any cnfidential infrmatin. Hide recipients frm each ther Select this ptin t hide the package recipients frm each ther. This is useful if yu d nt want each recipient t knw that the package was als sent t ther recipients. Ntify me when package is pened r dwnladed Select this ptin t be ntified whenever any f the recipients pen r dwnlad the package. Yu will als be sent a summary f all recipient activity when the package expires (fr example, which recipients pened and/r dwnladed the package and which files were dwnladed by each recipient). Subject Optinally, type a subject (recmmended). The subject shuld prvide the recipients with sme idea f the package cntents. Message Optinally, cmpse a message. Files Optinal. A list f all the files that yu want t send. Yu can add files t the Files list using the Files and Flders buttns - r - by dragging the files and/r flders frm Windws Explrer t the Files list. RepliWeb, Inc. 13

14 Click t add files t the Files list. Click t add flders t the Files list. Yu can add any number f flders. All files in the selected flders will be added t the Files list. If the selected flders cntains subflders, the subflder files will als be added t the list. When yu add a flder, the flder structure is replicated t the Files list. This enables yu t drag and drp files frm Windws Explrer t the flders in the Files list as well as enabling yu t drag and drp files (that have already been added) between different flders within the Files list. 5. Click Send. T remve files/flders, select the files and/r flders that yu want t remve and then click Remve. The Transfer Prgress windw pens. The fllwing table describes the infrmatin and ptins in the Transfer Prgress windw. RepliWeb, Inc. 14

15 Optin/Infrmatin Status Prgress Bar Estimated time left Details Descriptin Displays the current status f the package, fr example, Sending, Sent r Errr. The Sending message cntains the subject f the current package being transferred (New Accunts in the figure abve). Shws the transfer prgress. The transfer prgress in terms f percentage f ttal package size is prvided at the end f the prgress bar. The estimated time remaining until the transfer ends. Click Details during r after the transfer t see additinal infrmatin abut the transfer such as hw many ut f the ttal number f files have been transferred and the transfer lg. Cancel (switches t Dne when clicked) Dne Clse this windw when transfer cmpletes Click Cancel t abrt the transfer. Click Dne t clse the Transfer Prgress windw. Clses the Transfer Prgress windw n successful cmpletin f the transfer. RepliWeb, Inc. 15

16 Sending Files frm a Micrsft Applicatin If pted t install the RMFT Desktp Client Send Menu Add-In, then yu will be able t send files frm supprted Micrsft 2007 applicatins. Currently, the fllwing applicatins are supprted: Micrsft Wrd, Excel and PwerPint. Yu can either send files using yur default sending Prfile r using anther Prfile (if yu have several Prfiles). Fr mre infrmatin abut Prfiles, see 1. Creating Prfiles. Nte: When sending Micrsft Wrd dcuments, yu will be prmpted t save unsaved dcuments befre RMFT Desktp Client pens. If yu agree t let RMFT Desktp Client save the dcument, it will be saved t a temprary flder and deleted (frm the temprary flder) after it is sent. Alternatively, yu can manually save the dcument in its current lcatin and then send it. Sending Files frm Micrsft Wrd, Excel r PwerPint T send files using yur default Prfile: 1. Click the (Office) buttn. The Office menu pens. 2. Hver yur muse cursr ver the Send item. The Send menu pens displaying the RMFT sending ptins: 3. Click ne f the fllwing items as apprpriate: Send t RMFT Recipient t send the file as a Wrd file. Send as PDF t RMFT Recipient t send the file as a PDF dcument. Nte: The Send as PDF t RMFT Recipient ptin requires the Save as PDF r XPS Add-In fr Micrsft Office 2007 t be installed n yur cmputer. If any f the supprted Office prgrams is pen when yu install the Add-In, yu will need t clse and then repen the applicatin t see the Send as PDF t RMFT Recipient item in the Send menu. RMFT Desktp Client pens. 4. Cntinue frm Step 4 f Sending Files. RepliWeb, Inc. 16

17 T send files using a different Prfile (nt the default): 1. Fllw steps 1-2 abve. 2. Hver yur muse cursr ver ne f the fllwing items as apprpriate: Send t RMFT Recipient t send the file as a Wrd file. Send as PDF t RMFT Recipient t send the file as a PDF dcument. A sub-menu pens displaying the available Prfiles. 3. Click the Prfile that yu want t use. RMFT Desktp Client pens. 4. Cntinue frm Step 4 f Sending Files. RepliWeb, Inc. 17

18 Chsing Recipients frm the Address Bk Chsing recipients frm the address bk is recmmended since it eliminates the pssibility f mistyping the recipient s name. It is als mre cnvenient t chse the recipients frm the address bk when sending files t multiple RMFT recipients r if yu cannt remember a recipient s user name (r address). T chse recipients frm the address bk: 1. Click the buttn. The Address Bk pens. 2. Frm the Recipient type drp-dwn list, select Users t see a list f users t whm yu are permitted t send files r select Distributin Lists t see a list f distributin lists t which yu are permitted t send files. 3. T select a single recipient: a. Duble-click the recipient. RepliWeb, Inc. 18

19 The recipient is added t the Recipients field at the bttm f the Address Bk windw. b. Click Dne. 4. T select multiple recipients: a. Hld dwn the [Ctrl] r [Shift] keys while selecting the recipients. b. Click Add t Recipients. The recipients are added t the Recipients field. c. Click Dne. 5. T select recipients frm yur Micrsft Outlk 2007 address bk, click Imprt frm Outlk. Select the recipients t which yu want t send the package and then click OK. The recipients are added t the Recipients field at the bttm f the RMFT Desktp Client Address Bk windw. RepliWeb, Inc. 19

20 Searching fr Recipients There are tw types f search: Basic search and Advanced search. Basic search enables yu t find recipients by typing the first few letters f ne f the recipient s prperties (fr example, typing st will find all recipients whse user name, first name, last name, cmpany name r address begins with st ). Advanced search enables yu t find recipients by using specific search criteria (fr example, find all RepliWeb emplyees). Basic Search In the example belw, the user can nly remember that the recipient s last name begins with sm. The user types sm in the Find recipients field and the list f recipients is dynamically updated t shw nly thse recipients with at least ne prperty that matches the prefix sm. Recipient Fr34 is a match because his first name is smiley and recipient mike is a match because his last name is Smith. RepliWeb, Inc. 20

21 Advanced Search T use the advanced search ptins, click Advanced. In the example belw, the user knws that the recipient s last name begins with the letter S. He therefre uses the advanced search ptin t quickly find the recipient. Nte that the list is dynamically updated t display matches fr the inputted text. Cntinuing with the example, as sn as the user types the letter s all recipients whse last name begin with s are displayed (in this case, nly ne). RepliWeb, Inc. 21