Version 4.4. User Guide

Transcription

1 Version 4.4 User Guide

2 S-Filer/Portal, User Guide Version 4.4 Copyright Okiok Data Ltd, All rights reserved S-Filer Portal is a registered Trademarks of Okiok Data Ltd. All other Trademark are the property of their respective owners ii

3 Table of Contents CHAPTER 1 1 Welcome to S-Filer Portal... 1 What is S-Filer Portal... 2 This Manual... 3 CHAPTER 2 5 Using S-Filer Portal... 5 Logging on as an invited user... 6 Logging on to S-Filer Sharing files History report Logging Out CHAPTER 2 29 Delegated administration Administration Concepts Administering a User group Administering a Community CHAPTER 4 42 Using FTP, SFTP, and FTPS transfers FTP Transfers FTPS Transfers SFTP Transfers CHAPTER 5 55 The S-Filer Portal Send To Application Using SendTo Configuration CHAPTER 6 61 Using the command-line interface (CLI) CHAPTER 7 63 The Sync Client Using the Sync Client ANNEXE 1 66 Configuring Internet Explorer for SSO ANNEXE 2 71 Installing the JRE to use the Java Applet TABLE OF FIGURES 73 iii

4 S-Filer/Portal, User Guide Version 4.4 iv

5 Chapter 1 Welcome to S-Filer Portal S-Filer Portal is a complete, robust, Enterprise File Synchronization and Sharing (EFSS) and Managed File Transfer (MFT) solution designed to facilitate and secure all your information movement requirements including automated system to system file transfers, community based collaboration and person to person document sharing through synchronized folders. This chapter introduces you to some S-Filer Portal concepts: What is S-Filer Portal This Manual 1

6 S-Filer/Portal, User Guide Version 4.4 What is S-Filer Portal S-Filer Portal is a complete, robust, Enterprise File Synchronization and Sharing (EFSS) and Managed File Transfer (MFT) solution designed to facilitate and secure all your information movement requirements including automated system to system file transfers, community based collaboration and person to person document sharing through synchronized folders. S-Filer Portal is a dynamic, interactive solution that can be tailored to meet your specific file transfer and sharing requirements. Documents can be easily exchanged through a browserbased interface, a multi-platform command-line interface, a Windows application, synchronised folders under My Documents as well as from mobile devices using secure standard protocols such as FTPS, SFTP, HTTPS. S-Filer Portal combines ease of use for end users with corporate policy enforcement. Communities offer corporate teams and partners a robust, controlled managed file transfer and file sharing environment while Shares are designed for professionals who dynamically create self-administered collaboration and sharing spaces with their clients or partners. A lightweight, ad hoc mode allows for easy and fast infrequent transfers. S-Filer Portal takes advantage of multiple sources such as Active Directory (AD), LDAP directories and databases for authenticating and managing corporate and external users. When AD is used for authentication, single sign-on can be provided to corporate users. Beyond simple file synchronization and sharing, S-Filer Portal includes powerful extensions and API s providing full business process integration such as event driven processing, automation and anti-virus scanning. S-Filer Portal is an enterprise grade solution built on a strong security backbone offering a familiar end user experience. Documents and files are fully encrypted in motion and at rest in all collaboration modes. 2

7 This Manual Chapter 1 Welcome to S-Filer Portal The purpose of this manual is to get users up and running as quickly as possible. If you are an administrator, then you may want to read every chapter. If you are a user, you will only need to read the next chapter 3

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9 Chapter 2 Using S-Filer Portal This chapter describes the operations that can be performed by all users in non-administrative mode. In this chapter, the word file can refer either to a file or to a folder (directory). The following sections describe the functions available to the all users: Logging on as an invited user Logging on to S-Filer Sharing files History report Logging Out 5

10 S-Filer/Portal, User Guide Version 4.4 Logging on as an invited user This section covers the steps you will go through as an invited user. You should read this section if you received an invitation to join S-Filer Portal and recover important documents. You received this because somebody requested that a user account be created for you. When your account is created, the system automatically sends you a notification containing your username, a temporary password, a domain name, as well as a link to the S-Filer Portal web site. Click the link to get started. In the following example Mike Smith received an with his username msmith, a temporary password 3TdNE(Y6, and a Domain Name Okiok Data. Note: all three fields are needed to logon and they are bolded in the received. Figure 1 - S-Filer-Welcome- 6

11 Chapter 2 Using S-Filer Portal To log on to S-Filer Portal, go to the S-Filer Portal web address specified in the sent when your account was created. A login page will appear, it will probably look similar to the one below but since S-Filer can be completely customizable, the host organisation may have change the logos, colors. Make sure you select the Domain Name received in the in the Domain drop down field. Enter your supplied username in this case msmith and the password 3TdNE(Y6 Note: username and password are case sensitive. Figure 2 - Logging in with temporary password AS this is the first time you log in, the system prompts you to change the password. A dialog box similar to the following will open requesting you to enter information in the following fields: 7

12 S-Filer/Portal, User Guide Version 4.4 Figure 3 Password change Temporary or expired password: Enter the password you received by , in the example 3TdNE(Y6. New Password: Enter a new password. The S-Filer Portal administrator has defined password rules (e.g., the minimum number of characters) that you must follow. These rules will be displayed if the password you entered in the New Password field does not meet them. Retype New Password: Enter the same password that you entered in the New Password field. Validation: Enter the validation information (CAPTCHA image) in the example below it will be d4phy. The validation information is not case sensitive so d4phy or D4PHY will work. This requirement is a protection against anyone using automated tools to try to break into the system. Click Login to change your password and continue with your session. 8

13 Chapter 2 Using S-Filer Portal If the new password you selected does not meet corporate password policy, you will be prompted to pick a better password. In this case, a new window displaying the Password Policy requirements will be displayed. Figure 4 - Password policy Requirements Lost password Password Expired In your future logins, if you ever forget your password, click the Lost Password link. You will receive a new temporary password by . You will then proceed with the same sequence as described above. Password have a lifetime set by the S-Filer administrator. If you are notified that your password expires, the new password dialog box shown in Figure 3 above will open, simply follow the same steps as for your first login to select a new qualifying password. 9

14 S-Filer/Portal, User Guide Version 4.4 Changing your password Your My Profile at the top right corner page has a Change Password link, unless your Administrator has set the option not to permit you to change your password. Simply click the link, this will bring you to the Change Password dialog box. Then follow the instructions above. Figure 5 - My profile Change password You are now logged on As an invited user, you can now go directly to the section entitled Sharing files 10

15 Chapter 2 Using S-Filer Portal Logging on to S-Filer To connect to S-Filer Portal 1. Launch a browser session 2. Type the S-Filer Portal URL. This URL address was supplied to you by your administrator in the invitation you received originally when your account was created. 3. Select the appropriate authentication domain. 4. Enter you ID and Password in the corresponding fields If your authentication domain is the corporate Active Directory domain, you must enter your Windows ID and current password. If the Authentication dialog box offers using Single Sign-on (SSO) and you are a member of the AD domain and not an invited user, simply click on the SSO link without entering your ID and password. You may need to configure some security options in your browser if you are using Internet Explorer. In this last case, go to Configuring Internet Explorer for SSO for the procedure. Notice the Lost Password link. This feature is not available to users authenticated through AD or using SSO. You cannot change your password on other domains (AD for example) from the S-Filer Portal application. This feature is only available to Invited users who are not part of the Windows Active Directory domain. Managing your profile From time to time, you may wish to update your account details (i.e., your user profile). Click My Profile in the top right corner to view and update your account details. Your Administrator may restrict your profile to simply view it and not be able to modify it. 11

16 S-Filer/Portal, User Guide Version 4.4 Figure 6 - Profile Update Here are the fields that you can change: Full Name: Normally, this is your real given name and family name. It will appear with your Login Name (i.e., the username you provide when you logon to S-Filer Portal) in the group lists and community lists. The address that S-Filer Portal uses to send you a notice each time that you or someone in your community uploads, downloads, or deletes a file (providing that you have selected Notification, below). This is also the S-Filer Portal will use to send you a new temporary password should you have forgotten your password. Notification: Select whether or not you wish to receive notifications. Language: Select the language to be used by S-Filer Portal. Inbox Alias: The label used to identify your Inbox. If you leave this field empty, the label Inbox will be used. Transfer Type: If this group of buttons is available, it allows you to choose the transfer type: Applet uses a Java applet. This option is more secure and can resume transfers.. This option is recommended for large transfers where communication can be interrupted often and transfers will be resumed from the last checkpoint instead of from the beginning. HTTPS transfers, where the file is encrypted by the browser. Use this option if your enterprise network uses a proxy server, or if your organization does not permit Java applets. 12

17 Chapter 2 Using S-Filer Portal Changing your password This link appears in the top right corner of you My Profile panel. This feature is not available to users authenticated through AD or in SSO. To change your password voluntarily or if it is expired, refer to the Windows procedure on how to change your Windows password. 13

18 S-Filer/Portal, User Guide Version 4.4 Sharing files S-Filer Portal is used to share files securely between all members of a community, Share or to in some cases directly to someone as an ad hoc operation. Applet versus HTTPS transfers S-Filer Portal can be configured to support two kinds of file transfers. By default, the system transfers files uses the Applet. This means that the file is encrypted by the applet on your workstation before the file is uploaded to the S-Filer Portal server. If your user profile is configured to use the Applet, you will see a page like the following where you must select the file(s) to transfer: S-Filer Portal supports many protocols but the most basic ones offered by the interface are Applet and HTTPS. These settings are selected in your user profile. Managing your profile Using the Applet offers more flexibility as you can act on many files at once and is more secure and can resume transfers.. This option is recommended for large transfers where communication can be interrupted often and transfers will be resumed from the last checkpoint instead of from the beginning. HTTPS will be used when you may not be able to use The Java Applet because a (JRE) Java Runtime is not installed on your workstation. In this case, the file is encrypted by the browser. If you are configured to use the Java Applet and your browser pops a message similar to this on your first transfer: The page you are viewing uses Java. More information on Java support.. It means that there is no JRE(Java Runtime Environment) installed on you workstation You then have 2 options. You modify your profile to change the Transfer type property from using the Java Applet to using HTTPS transfers Or you install the needed Java JRE if your organisation permits. In this case see procedure in Annexe 2 at the end of this manual In both cases you will need to restart your transfer. If you are using Java and it is properly installed, you may also from time to time receive a message saying: your Java version is out of date., then you should update Java before continuing. 14

19 Chapter 2 Using S-Filer Portal Understanding the Home Page After you have logged in to S-Filer Portal, you will see a home page that looks like this: Figure 7 - The S-Filer Portal Home Page This page has seven sections, shown above in red. Section 1: Lets you search for a community or share by name, this is helpful when you have many communities or your community is not displayed on the home page. Section 2: Displays the inbox, communities and Shares containing shared files and folders. Inbox contains your own files, communities contain files for each of the communities to which you belong followed by Shares. Click on any of these containers to see details. Section 3 Displays the various files and folders available to you. Click on a file to download it to your computer (providing you have the necessary rights). Click Delete to erase any files or folders that you no longer wish to share in S-Filer Portal. Use the Search button (the button with the magnifying glass) to filter the file list according to the contents of the adjacent text box. The filter is applied on the from column and the File column. Section 4: Contains all action buttons applicable to files listed below.. Section 5: Offers a link to view and update your S-Filer Portal profile, to generate activity reports as CSV files or PDF files. Your Administrator may restrict your profile to simply view it and not be able to modify it. Section 6: Displays the last few completed operations. This section starts clean on every new session. Section 7: Displays the navigation bar. You can use these links to go up in parent folders. 15

20 S-Filer/Portal, User Guide Version 4.4 Understanding the tree view Figure 8 - The tree view Depending on the system configuration and according to your rights and user settings, you may see all or only some of these objects: Administration: If you are an administrative user you will see under this label all communities, shares and user group you are responsible for. Refer to sections below for more information on administering these objects. Inbox: This is where incoming transfers will be sent if files and folders were sent specifically to you and not to a community or share. Community: You then have a list of all communities of which you are a member of. Communities are created by administrative users. In the example above we have Marketing Shares: These items are Shares, which are similar to communities but these shares can be created by non-administrative users. These shares will only be available if the administrator has configured S-Filer to allow shares. The allows creation of a new share. In the Example above, one can see an existing share called AcmeShare. All these containers once selected offer the same transfer options via buttons in Section 4. 16

21 Chapter 2 Using S-Filer Portal Understanding advanced functions In the main screen area, one can notice at the far right of each file listed, up to 3 icons. Figure 9 - Advanced functions Versions: If the versioning feature is enabled, the files uploaded to the community will be maintained with the upload dates and a version ID. To get a list of the different version of a file click on this icon and a new window will open listing all existing versions of the file. You can then select the appropriate version to download. Time to Live: This function lets you change the default time-to live settings for a specific file. Rename: To rename the file or folder to the left Understanding Action buttons Figure 10 Action buttons If you do not see these buttons on your screen, that means you do not have the access rights needed or that some options are not configured. 17

22 S-Filer/Portal, User Guide Version 4.4 Downloads Download Download All From the action buttons, you can see 2 possibilities for downloads. From the home page, you can download (if you have the right) any of the files displayed. Click on the file that you wish to download. To download several files at a time, use the checkboxes to select the files and then click the Download button. You can only download several files at a time if you are using the Java Applet. If you want to download all files without having to tag each file on the current page and all pages you can click on Download ALL button. Note: If you are configured to using HTTPS transfers, S-Filer will switch to use the Java Applet to perform these downloads. Please be sure that a JRE (Java Runtime Environment is installed on your workstation before using this option) Download using a Java Applet After you click any of the Download button, the following dialog box will appear if you are configured to use the Java APPLET. Otherwise simply go to Download in HTTPS mode. Figure 11 New download dialog box Browse: to open a dialog box that allows you to select a destination folder for the download, and then click the Open button Download Folder: you can enter the destination path directly Start: To initiate download. Files and Folder are decrypted automatically. 18

23 Chapter 2 Using S-Filer Portal Section 4: Displays a Progress bar for each file in the list. Each stage of the transfer has a specific color code. Green: The item is being downloaded. Gray: The item is being decrypted. Yellow: The item is being de-compressed and signature validated. Red: An error has occurred in the transfer process. A green progress bar indicates that the transfer has been completed successfully. To remove a file from the list of files to be transferred, click the red button at the right of the Progress bar. Section 5: Displays the number of files transferred as well as the total number of files in the transfer queue. Section 6: Click this hyperlink to use HTTPS (HTTP Secure connections) for the file transfer. You may not be able to use The Java Applet because a (JRE) Java Runtime is not installed on your workstation. For more information, see HTTPS transfers. S-Filer Portal send a notification after the successful completion of a file transfer (providing that notification is activated for the target community). Download in HTTPS mode Using the Java Applet requires a (JRE) Java Runtime to be installed on your workstation. You may not be able to use the Java Applet because a (JRE) Java Runtime is not installed on your workstation. This may be the case if your organization s security policies forbid using applets or if Java has not been installed on your workstation. If a JRE is not available, click this hyperlink to switch to HTTPS file transfers for the rest of your session. If you are not performing a transfer with the Java Applet, then your browser controls how the transferred files are received. It may display the file as a web page, or it may ask you whether you wish to save the file. Here is one way that Internet Explorer 9 handles an HTTPS transfer: Figure 12 - Https Destination Selection You can open the file immediately, save it on your computer, or even cancel the operation. In this case, since the browser handles the transfer, S-Filer Portal cannot display the transfer progress. Moreover, if a transfer is interrupted for any reason, there is no way to restart it. Accordingly, we do not advise using HTTPS transfers for very large files where there could be communication failures 19

24 S-Filer/Portal, User Guide Version 4.4 Uploads and Sends Upload Drag and Drop transfers To upload or send files you have 4 options. All 4 can initiate APPLET or HTTPS transfers. As explained above HTTPS is not available for multiple files. To upload files to all members of a community. When you click on upload, the context will determine where you are uploading the file. You can see in the top navigation bar where you currently are. In this case, we are in Marketing. So if you click on Upload, you will upload files to the community called Marketing. Your Administrator may have setup a default community so when you log in the context will set to that default community and not you re Inbox. For any upload that uses the web interface, start by clicking Upload in the detail section of the current object of the S-Filer Portal home page: After you click Upload, a new dialog box will open offering to include a text message to recipients. If left empty, the notice won t include any extra paragraph and will only include the recipient and file name. To upload to specific community members, you need to select the community in the left hand side navigation tree. Once this community active, you will use the button in the button bar with the label send and prefixed by an arrow pointing to an avatar. Select the members of the community to whom you wish to send the file and move them to the right hand selection box. These members will receive the file in their Inbox, rather than in their folder for that community. You will also be able to include a text message to recipients. To upload to a specific user that is not part of an S-Filer community, you have a button in the button bar with the label send and prefixed S-Filer Portal will send an to the recipient. The message will contain a link which, when clicked, will start an HTTPS file transfer. Once the file is downloaded, it will be deleted from the S-Filer Portal server and cannot be downloaded again unless the time to live properties are changed for this file to be retained for a longer period of time or a number of download. Files that are not downloaded after a period of time (determined by the system administrator) are automatically deleted. If the address is not valid, you will be automatically notified by , and the file will be deleted from the S-Filer Portal server. Optionally, you can set a password for the file. The person who receives the and clicks the link must then enter that password in order to start the download. The password is not included in the . You must find some other way to send the password to the recipient. You also have access to the time to live advanced options. Drag and Drop upload can be used with browser supporting HTML5. Browsers that support HTML5 are Internet Explorer 9 and above on Windows and any current version of Chrome or Firefox and Safari 5.1 and above on a Macintosh. Drag and drop is only supported for file uploads 20

25 Chapter 2 Using S-Filer Portal Open your file explorer and select and drag files to your Inbox, community or share. Figure 13 - Drag and drop transfers Storage properties There is an indicator in green to show the progress of the transfer. All uploads and send offer advanced options in the new window. Figure 14 - Storage Properties Storage properties : from a new window you will be able to select Time to live or number of downloads. See example below Cancel : Cancel operation. Envoyer : Launches the upload or Send command. 21

26 S-Filer/Portal, User Guide Version 4.4 Figure 15 - Storage properties These parameters are self-descriptive except for the first one that refers to the default set by S-Filer Portal administrator. The time to live properties can also be modified if the file was sent to a community. Simply select the community and click the icon to the right of the desired file. Upload using the Java Applet If you are configured to use the Java Applet, once the transfer is started, you will see beside each file or folder a horizontal bar that serves as a progress indicator for the transfer. Each step in the transfer process has its own color code: Yellow: The item (file or folder) is being compressed. Blue: The item is being signed. Gray: The item is being encrypted. Green: The item is being uploaded. Red: An error has occurred in the transfer process. A progress bar that is completely green shows that the transfer has been completed successfully. S-Filer Portal send a notification after the successful completion of a file transfer (providing that notifications are activated for the target community). Upload using HTTPS transfers If your user profile has been configured for HTTPS, you will see the following File Selection as part of the upload slide down panel: 22

27 Chapter 2 Using S-Filer Portal Figure 16 - HTTPS transfer Unlike using the Java Applet, you cannot use an HTTPS transfer to upload several files at the same time, nor can you upload a folder (directory). Click Browse... The Choose File to Upload dialog box will open: Select a file and click Open. You will return to the File Selection dialog box, where you click Upload to start the transfer. You can follow the progress of the file transfer at the bottom of the dialog box: Figure 17 - Transfer Progress While the transfer is in progress, you will see Http file transfer started. Do not leave or refresh this page while transfer is in progress in the top slide down yellow status bar. Once the transfer is finished, the yellow bar will close and a message will be added to the bottom left hand message box: Figure 18 - Transfer Complete Because your browser is managing the transfer, there is no way to know more about its progress. Moreover, if a transfer is interrupted for any reason, there is no way to restart it. Accordingly, we do not advise using HTTPS transfers for very large files where there is frequent communication failures. 23

28 S-Filer/Portal, User Guide Version 4.4 Resuming an interrupted file transfer While S-Filer Portal is transferring a file, it saves the file part by part. Accordingly, if the transfer is interrupted for any reason, a fragment of the file is retained on the server for 30 days (or a period defined by the system administrator) The file will then be listed next to the incomplete icon as shown below, this is a partially transferred file. Figure 19 - Partially transferred file icon You may then resume transfer or the next time that you will start a transfer with the Applet, the partially transferred file available dialog box will open: Figure 20 - Resume Transfer dialog box You have three options: Overwrite Resumes the file transfer from the beginning. This overwrites the section of the file that had already been transferred. Resume Appends the remainder of the file to the section that had already been transferred. Cancel Cancels the file transfer. 24

29 Chapter 2 Using S-Filer Portal Deleting a file You can delete files that reside on the server if the Delete button is available. You may not have access to this action button if your administrator has not given you the right to delete files or if you are not the administrator of the community or if you are not the owner of the Share. To delete a file, select the check box to the left of the filename, and then click Delete. Figure 21 - Select files to delete Creating folder Moving files or folders To create a new folder in the tree shown below. To move a file or folder to a new community or Share or in another folder. 25

30 S-Filer/Portal, User Guide Version 4.4 History report You can use the History Report dialog box to generate reports of your uploads (transfers to the server) and downloads (transfers from the server). The reports shows your actions (uploads, downloads, and deletes); the names of the files; the date and time that each file was uploaded, downloaded, or deleted; and the file attributes. To produce these reports, click the Report button on the S-Filer Portal home page. The History Report dialog box will open: Figure 22 - View History report Field Start Date End Date Action Type Report Type Description The first date that will be included in the report. Default: the first day of the current month. The last date that will be included in the report. Default: the last day of the current month. Select one or more of the following: Uploads completed successfully Downloads completed successfully Files deleted successfully Two report formats are available: PDF CSV (comma-separated variable). This format can be imported into Microsoft Excel and other programs. 26

31 Chapter 2 Using S-Filer Portal Logging Out You can end your session with S-Filer Portal by clicking Logout, which appears at the top right of each page: Figure 23 - Logout To protect your files, we suggest that you logout from S-Filer Portal whenever you leave your computer. If you do not use S-Filer Portal for a period of time (determined by an administrator), you will be logged off automatically. Note: It is important that you DON T close the windows by using the X button before logging out because any actions done during the session will be forgotten. 27

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33 Chapter 2 Delegated administration An S-Filer Portal administrator may wish to delegate some administrative privileges to users. If so, those users become delegated administrators who can then use the web interface to administer specified groups or communities. This chapter explains how delegated administrators can administer S-Filer Portal. The following sections introduce the functions available to the different S-Filer Portal administrator: Administration Concepts Administering a User group Administering a Community 29

34 S-Filer/Portal, User Guide Version 4.4 Administration Concepts S-Filer Portal administration is based on 2 levels of administration. Master Administrator: Only the master administrator can create groups and communities. S-Filer Portal users use S-Filer Portal to transfer files interactively. Users belong permanently to one or more groups. These groups can be based on the more permanent administrative divisions of a company such as Finance, Human Resources, and so on. Users can also be members of communities. These communities can be based on commercial or business requirements such as individual projects or comities. S-Filer Portal users can be given administrative privileges: Group administrators: As a group administrator, a user can manage the group membership as wells as options and permissions assigned to the group. Community administrators: As a community administrator one can appoint users from different groups to be members in their community. A user can belong to zero, one or more communities. One or more community administrators manage the community. Figure 24 - Administrative Concepts 30

35 Chapter 2 Delegated administration User groups Communities A user group is a set of users (i.e., people who will use S-Filer Portal). The group grants its members certain rights with regard to S-Filer Portal. You can configure four rights for each group: Uploads permitted: This right, if enabled for a group, allows any member of the group to upload files. Otherwise, uploads are not permitted. Downloads permitted: This right, if enabled for a group, allows any member of the group to download files. Otherwise, downloads are not permitted. Uploads to an address permitted: This right, if enabled for a group, allows any member of the group to upload a file to an address. Note: if the S-Filer Portal administrator has deactivated uploading to addresses, then enabling this right for a group has no effect. IPs permitted: In this option, you can specify a list of IP addresses. Each address must be in nnn.nnn.nnn.nnn format. Only users whose IP addresses appear in this list can interact with S-Filer Portal. You can also use a mask to specify a range of IP addresses. For example, a mask of 192.*.*.* allows any user whose IP address begins with 192 to access S-Filer Portal. Users whose IP addresses are not specified in the list cannot interact with S-Filer Portal. A user (or more precisely, a user account) can belong to one group, several groups, or no group at all. If a user is not a member of any group, he or she cannot upload or download files. If a user is a member of one group, he has all the rights that were granted to the group. If a user is a member of two or more groups, his rights may be inclusive or exclusive, depending on the configuration of S-Filer Portal. For example, if a user is a member of one group that permits receiving files and another group that does not, then the user may not be able to receive files. To change the configuration, contact the S-Filer Portal administrator. A community is a group of users who can exchange documents with each other. When you create a community, you assign one or more user groups to it. The members of these groups are then potential members of the community, but they do not automatically become members. After you create a community, you can select the members of the community from the users who are potential members. Shares A Share is similar to a community. A share can be created and administered by a user where as a community must be created by the Super-administrator. Once created, a community can be administered by an admin user. 31

36 S-Filer/Portal, User Guide Version 4.4 File Transfer Notification S-Filer Portal can be configured to automatically send notification when a community member uploads, downloads, or deletes a file. Enabling Notification For a community member to receive notification the feature must be enabled both in the community and the community member s user profile. Understanding Notification Once notification is enabled, S-Filer Portal sends notifications according to the rules summarized in the table below. Action Target Notification Upload to Community folder All community members One or several community members Your own My Documents folder Address Those community members who received the file None Recipient Download from Community folder The community member who uploaded the file My Documents folder, where another member uploaded the file My Documents folder, where you uploaded the file The community member who uploaded the file None Delete from Community folder All community members My Documents folder, where another member uploaded the file My Documents folder, where you uploaded the file None 32

37 Administering a User group Chapter 2 Delegated administration You can become a delegated administrator of any user group to which you belong. You can be granted this right either by the S-Filer Portal administrator or by a delegated administrator of that group. If you are a user group administrator, your home page will display something like this: Figure 25 - Administration Click User Groups Management to view the list of groups that you administer: Figure 26 - User Group Administration As a delegated administrator, there are three things that you can do: Change the properties ( User Group Details ) of a group. Add a new user to a group. Grant membership in a group. 33

38 S-Filer/Portal, User Guide Version 4.4 Change the properties of a user group To see the properties of a user group, click on its name in the list of user groups. The User Group Details dialog box will open: Figure 27 - User Group Properties You can change the following properties: Description: Text that describes the group. Download Permitted: Grant or revoke the right of the group s members to download files. Upload Permitted: Grant or revoke the right of the group s members to download files. Upload to Address Permitted: Grant or revoke the right of the group s members to upload files to an address. IPs Permitted: A list of IP address from which the group s members can connect to S-Filer Portal. If the list is empty, users can connect from any IP address. You can use an asterisk to specify a range of IP addresses. For example, enter *.* to permit the group s members to connect from any IP address that begins with

39 Chapter 2 Delegated administration Add a new user to a group Figure 28 - Add a New User As a user group administrator, you can create an account ( user profile ) for a new internal user (typically, a new employee/partner). However, since you are a delegated administrator, you cannot change or delete an account. This means that you must be very careful whenever you enter data for a new account. The new user is automatically a member of the group in which his or account was created. Here are the fields in the New User Profile dialog box: Login Name: The username used to login the user. Full Name: The user s real full name. The user s address. S-Filer Portal will send the user s password to this address. Role: as a group administrator you cannot change the user s role. Language: Select the language that the user prefers. Non-Editable by user: Enable or disable if a user can modify their profile. If unchecked the user can modify their profile. If checked the user will be able to see their profile but not modify it. Inbox Alias: Optionally, you can create an alias (e.g., My Documents ) for the user s personal Inbox. This alias will be used in place of Inbox on the user s home page. Upload permitted to inbox: This field can be used to limit the size of the inbox to prevent users from using S-Filer Portal to keep copies of personal items like photos 35

40 S-Filer/Portal, User Guide Version 4.4 Expiration date: you can set the expiration for a user account. If left blank the software will add by default 60 days to the expiration date when the user first logs in. Account locked: this box will be checked if the users tries to login and had more than 3 failed attempts (the default is 3 failed attempts but this can be changed by a system administrator). As a group Administrator you can check this box to prevent a user from logging in. Notification: Enable or disable notification for this user. notification can be used when a new file is uploaded to the user, for example. Transfer Type: Either Applet (using the Java applet) or HTTPS (using browser-based encryption). If a user does not have a Java Runtime (JRE) installed on their PC or Mac then switch the transfer type to HTTPS. Default community: You can set the community in which a user will point to when they login. If not set the focus will be on the user s Inbox. Reference ID: a general field you can use, is not used during transfers. User quota (in MB): This parameter is used to limit the size of shares created by this user. SSH key: When doing transfers in SFTP this will be the public key to be used for SSH authentication. When using the SSH key no password is required for authentication Password Never Expires: This option can be used for batch users where we do not want to have to change passwords in a script. The S-Filer CLI (Command-Line-Interface) has a function that generates an encrypted password to use in a script. User cannot change password: if this option is enabled the user will not be able to modify their password. User must change password at next logon: This option is on by default and will require that the user change their password on their first logon. Password reset and Confirmation: This option permits a Group Administrator to choose a password for the user. Usually passwords are sent by mail when a user is created, but if they have problems receiving their password by mail a Group Administrator can set the user s password and send it using a different method. 36

41 Chapter 2 Delegated administration Grant or revoke membership in a user group As a delegated administrator of a user group, you can add S-Filer Portal users to your group. Figure 29 - Grant or revoke membership in a user group Use the + (1) button to select to add a new user to the group, use (2) button to remove a user from the group. You can also remove group administrators from the Group Administrator(s) list Group Administrators will have a check mark beside their user name. You cannot, however, remove yourself from the Selected Administrator(s) list. Only a master administrator can delete a user from the application. View or modify a user profile in a user group As a delegated administrator of a user group, you can view or modify a user s profile in your group. Just click on the highlighted user to open the user profile. 37

42 S-Filer/Portal, User Guide Version 4.4 Administering a Community You can become a delegated administrator of any community to which you belong. You can be granted this right either by the S-Filer Portal administrator or by a delegated administrator of that community. If you are a community administrator, your home page will display something like this: Figure 30 - Administering a community Click Communities Management to view the list of Communities that you administer: Figure 31 - Managing Communities As a delegated administrator, there are two things that you can do: 1. Change the properties ( Community Details ) of a community. 2. Generate reports about the file-transfer activities of the community. 3. Assign or Revoke membership to users 38

43 Chapter 2 Delegated administration Change the properties of a community To see the properties of a community, click on its name in the list of communities. The Community Details dialog box will open: Figure 32 - Community Properties You can change the following properties: Description: Text that describes the community. Security Profile: The type of encryption used for file transfers. Compression Profile: The type of compression used for file transfers. Transport Profile: The protocol used to transport data. Notification: Notifications used by this community. Transfer Option: If enabled, community members can only send files to the entire community. If disabled, community members can also send files to individual members. Display Option: If disabled, community members who do not have download rights can nonetheless view the list of files. Collaboration: This option if checked will keep different version of a file. To always replace the file leave this option box unchecked. Quotas: The Quota field will restrict the total amount of megabytes allowed for the community. Maximum file size: will restrict the size in megabytes that a user is allowed to upload the community. If the quota is attained the user will receive an informing them that they have exceeded the quota for the community. 39

44 S-Filer/Portal, User Guide Version 4.4 Time to Live: The default time to live for a community can be set by number of days, number of hours or number of downloads before the file is deleted. Generate Reports The Community Audit Transfer Report dialog box allows you to generate reports of the file-transfer activities of all community members. The reports show file-transfer actions, the date and time of the actions, and the names, size and properties of the transferred files. To generate reports, click the Report icon (2) in the Communities dialog The Community Audit Transfer Report dialog box will open: Figure 33 - Report Parameters Start Date: The first date that will be included in the report. Default: the first day of the current month. End Date: The last date that will be included in the report. Default: the last day of the current month. Action Type: Select any of the following: Uploads completed successfully, Downloads completed successfully, Files deleted successfully, Show advanced action types to have the complete list of action types Report Type: Two report formats are available: PDF, CSV (comma-separated variable). This format can be imported into Microsoft Excel and other programs. 40

45 Chapter 2 Delegated administration Grant or revoke membership in a community As a delegated administrator of a community, you can add S-Filer Portal users to your community, and you can also remove them from your community. Figure 34 Grant or revoke membership in a Community Use the + (1) button to select to add a new user to the community, use (2) button to select a user to remove from the community. You can also search for a user to add to the community. Community Administrators will have a check mark beside their user name. You can also remove other community administrators. You cannot, however, uncheck yourself as the Community administrator while logged in. For a user to be available or appear in the User(s) list, a user must be a member of a user group that is associated with the community. 41

46 Chapter 4 Using FTP, SFTP, and FTPS transfers S-Filer Portal supports the standard FTP, SFTP, and FTPS file transfer protocols. As a result, you can use client applications that support these protocols to access your S-Filer account and to transfer files. The following section describes the different communication protocols available in S-Filer Portal: FTP Transfers FTPS Transfers SFTP Transfers 42

47 Chapter 4 Using FTP, SFTP, and FTPS transfers FTP Transfers S-Filer Portal supports FTP, but we don t recommend its use: this protocol is not secure. All data including your username, your password, and the files you transfer are transmitted without encryption. This allows a third party snooping on the network to intercept them. On the other hand, you can use FTP if you are using a network that you know has been secured. You cannot use FTP unless the S-Filer Portal administrator has configured it. By default, port 21 is used. You should check with your administrator if the default ports were used. The following example shows how to use the FTP client of Windows 7. If your multi-protocol S-Filer server is, for example, on a machine named you can access your S-Filer account by entering ftp:// in the Address field of Windows Explorer. The Log On As dialog box will open: Figure 35 - Authentication for FTP Transfers You must enter the username and password that you use for S-Filer Portal. If your username belongs to a domain external to S-Filer Portal (such as Active Directory), and the domain name after your username. For example, if your username is jsmith and you use the okiok.com domain, then you must enter jsmith@okiok.com in the User name field. It s very important to use the Domain name that is in the drop down list on the logon screen 43

48 S-Filer/Portal, User Guide Version 4.4 Figure 36 - Authentication for Active Directories Users It s very important to use the Domain name that is in the drop down list on the logon screen. In our case its okiok.com. Once you login in this manner, you can access your own files as well as those of the communities to which you belong. You can upload and download these files using FTP. Figure 37 - FTP Transfers Note: When using FTP, only the short name of each community appears (and not the description). 44

49 Chapter 4 Using FTP, SFTP, and FTPS transfers FTPS Transfers S-Filer Portal supports FTPS, which is an FTP protocol that runs over a secure communication channel. We strongly recommend that you use FTPS rather than FTP. You cannot use FTPS unless the S-Filer Portal administrator has configured it. By default, port 990 is used for implicit and port 21 for explicit FTP over TLS. You should check with your administrator if the default ports were used. The following example is based on FileZilla, a FTPS client for Windows. Here is how to configure a connection to the S-Filer server: Figure 38 - FTPS Configuration You must enter the username and password that you use for S-Filer Portal. If your username belongs to a domain external to S-Filer Portal (such as Active Directory), and the domain name after your username. For example, if your username is jsmith and you use the okiok.com domain, then you must enter jsmith@okiok.com in the User field. Once authenticated, the user will have access to his files and those of the communities of which he is a member. It should be noted that the names of the communities used in FTPS mode are the short names of the community and not the content of the description field in the Web interface. It is now possible to send and receive files using the FTPS protocol. 45

50 S-Filer/Portal, User Guide Version 4.4 Note: Check with the FTP configuration to be sure you use the correct domain name. All FTP and FTPS transfers must use the Passive Transfer mode. Below is an example of setting the Transfer mode to Passive for the FileZilla client Figure 39 - FTPS Passive configuration If your Inbox or community contains accented characters you should configure your FTPS client to use UTF8 to be sure the names are displayed properly. 46

51 Chapter 4 Using FTP, SFTP, and FTPS transfers Figure 40- FTPS Charset configuration The first time you login you will receive a warning for the FTPS certificate that S-Filer is using. You can trust this certificate and it will be the one used for all FTPS transfers. 47

52 S-Filer/Portal, User Guide Version 4.4 Figure 41 - FTPS Unknown certificate Once you login in this manner, you can access your own files as well as those of the communities to which you belong. You can upload and download these files using FTPS. Note: When using FTPS, only the short name of each community appears (and not the description). 48

53 Chapter 4 Using FTP, SFTP, and FTPS transfers Figure 42 - FTPS Main Panel 49