OpenText Managed File Transfer

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1 OpenText Managed File Transfer Technical Overview Abstract The -integrated Manage File Transfer solution from OpenText provides an extensive and well-balanced solution to file-transfer problems. Unbound by file size, widely compatible, and secure, this solution is engineered to streamline file exchange and bolster productivity. This document provides a general overview of OpenText Managed File Transfer (OpenText MFT) and its functionality. Practical examples illustrate the wide ranging applicability of OpenText MFT to different industries and business processes. TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER

2 Contents Introducing OpenText Managed File Transfer... 3 As Simple as Sending and Receiving s... 5 Two Familiar ways to Send Files with OpenText Managed File Transfer... 5 Receiving Files sent with OpenText MFT... 8 Feature Highlights... 9 Unlimited Size Capabilities... 9 Ultra-Fast File Transfer... 9 Transfer Rules Checkpoint Restart Security and Compliance User and Task Management Registered User Activity Dashboard Open Text MFT Administration Console V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 2

3 Introducing OpenText Managed File Transfer Organizations need to transfer information between local employees, across global departments, to partners, customers, legal service providers, and more on a daily basis. The files they transfer, however, continue to grow in size, making the sharing of information increasingly inefficient and restricted. Information is critically important. By extension, information transfer should be not only easy but efficient, secure, and auditable. With the introduction of OpenText Managed File Transfer, OpenText resolves the challenges organizations now face in their attempts to send, receive, and track vital information. Capabilities of OpenText MFT file-exchange solution OpenText MFT enables you to send high-volume files to one or more recipients quickly and securely. This file exchange software provides: Ability to send, receive, and track files in real time Different sending methods (on the Web, or using the Microsoft Outlook software) Administration features that enable you to manage how file transfers are conducted and who may send or receive files OpenText MFT uses client/server architecture, and a proprietary protocol, to perform, manage, and track file transfers. Benefits of the OpenText MFT file-exchange solution Increased productivity Avoid time-consuming workarounds to current file-transfer limitations, including file size restrictions, unstable transfer protocols, and geographical logistics Improved business agility Maintain business momentum by preventing workflow interruption caused by currently available transfer technologies. Reduced risk Achieve compliance with industry security standards and government regulations V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 3

4 OpenText Managed File Transfer takes advantage of people s familiarity with widely used systems, extending people s ability to send and receive large files without increasing the burden on the system itself. This whitepaper offers a concise view of the workflow involved in using OpenText Managed File Transfer. V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 4

5 As Simple as Sending and Receiving s Regardless of whether it s a two-page memo or a 500MB video ad proposal, people instinctively click the icon when they have to send a file. Often, they are disappointed to discover their files are too big for the system to handle, and panic. This scenario gives tremendous intrinsic value to a managed file transfer solution that is tied to habitual workflows. OpenText Managed File Transfer allows users to initiate large file transfers in the manner most familiar and habitual to them: right from their clients. But ultimately, the heavy lifting, the work of transferring the file, is offloaded from the system to the OpenText MFT solution. The handover is seamless. The file size limitation is no longer an issue with respect to both server-based restrictions and to file transfer speed and stability. Two Familiar ways to Send Files with OpenText Managed File Transfer You can send files with OpenText MFT in two ways: OpenText MFT for Microsoft Outlook This component installs as an add-in. If you currently use Microsoft Outlook, you know what to do. OpenText MFT Web Client All you need is a browser. If you ve used other webbased clients, you know what to do. The method you use will depend on your situation. Maybe you re at a client site, working on a tablet with only a browser available to you, or maybe you re in the office and the Outlook addin has been installed on your workstation. In either case, the workflow is a familiar one. Workflow from within Microsoft Outlook Microsoft Outlook users have the option to integrate OpenText MFT directly into their Outlook client by installing two small components: A small piece of software embeds OpenText Managed File Transfer functionality directly in the Microsoft Outlook interface as an add-in V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 5

6 A separate file transfer engine called Transfer Manager runs independently to handle all of the file transfer activities you initiate in Outlook. The OpenText MFT Client installation offers two components. Because the engine may be installed to work in conjunction with OpenText Web Client, the integration client listed on the Custom Setup page is an optional installation. The OpenText MFT add-in for Microsoft Outlook places a new option group on the Outlook new message ribbon You can use this Attach File button instead of the native Microsoft button to attach files. Use the Options button to configure your attachment preferences if permitted. V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 6

7 You can use this Attach File button instead of the native Microsoft button to attach files. Use the Options button to configure your attachment preferences if permitted. When you attach a file this way and send the , the rest of the process is offloaded to OpenText MFT, which ensures that none of the limitations of file transfer apply. When you send the , OpenText MFT completes this task as follows: 1. The attachment is removed from the message. 2. OpenText MFT Transfer Manager, the file transfer engine installed with the addin, uploads the file to the OpenText MFT repository on the network. 3. A URL is automatically placed in the Outlook , which directly routes the recipient to the attachment. 4. The is sent to the specified recipient. The Web Client Workflow A user who does not use Microsoft Outlook, does not use Microsoft Windows at all, or simply does not have access to their office computer at the moment, can send files via a web interface akin to popular online providers, such as Gmail or Yahoo Mail. Log into an account on the OpenText MFT webpage and proceed as you would in any other Web-based client. The attachment is loaded directly to the OpenText MFT repository, and an attachment-specific URL is automatically placed in the . V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 7

8 Receiving Files sent with OpenText MFT If you are the recipient of files sent by OpenText MFT, the arrives in your Inbox like any other. You can download your attachments by clicking on the link(s) in the message. When you do, the sender gets a delivery receipt. Depending on the configuration and options set on the OpenText MFT server, the receiver may be required to authenticate before downloading the attachment. This added security ensures that only the intended recipient can download the attachment you sent. Follow a day in Andrew s life Andrew works as marketing coordinator. He is sending 500MB of video files to Betty from a PR promotional company. Using Microsoft Outlook, Andrew attaches those video files in an and clicks the SEND button. He receives no warnings or errors from Outlook--in fact the is sent to Betty without so much as a hiccup. In actuality, attachments are replaced by URLs, which point to the OpenText Managed File Transfer Server where those attachments reside. As far as Andrew is concerned, the exchange of information is trivial and transparent. V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 8

9 Feature Highlights OpenText MFT offers: unlimited file-size capabilities, acceleration technology, customizable transfer rules, checkpoint restart, advanced security and compliance. Thus, OpenText MFT solution generates productivity through reliability and efficiency. The following section will explain the software and its benefits to the business user. Unlimited Size Capabilities Unlike many file transfer solutions in the market where file sizes are often limited to a few MB (an example would be ) to 2GB (typically associated with web-based or cloud-based solutions), OpenText Managed File Transfer has no limitation on the size of file that can be transferred thanks to the advance communication protocol that is developed specifically for this solution. Therefore, the sender will never endure a failed upload due to size. The real benefit is that it allows the file exchange process to become internalized by the user. It integrates the process of file exchange into a process they are already familiar and comfortable with. This is an enabling feature that empowers users to independently execute file transfers without hesitation or involvement of the IT community. Thereby streamlining the file exchange process and enhancing productivity through consolidation of a difficult process into a familiar medium, their . Ultra-Fast File Transfer A feature of OpenText Managed File Transfer that contributes to boosting productivity is the acceleration technology embedded in the protocol used for file transfer. This technology not only increases speed of transfer but optimizes efficiency based on the available bandwidth, and adheres to corporate bandwidth usage policy thanks to the support of Quality of Services (QoS) mechanism. The time the user saves from the expediency of the transfer generates seamlessness to the process of file transfer. Not only does this free up time but also allows the user to focus on V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 9

10 transitioning immediately to the next task. The empowering attribute of this feature is that it makes file transfer fit into the user s schedule rather than vice versa. Transfer Rules The transfer rules of the OpenText MFT solution refer to the management of send and receive behaviors. There is a distinction between system-wide and user-specific transfer rules. System-wide transfer rules manipulate deeper technical features and they are reserved for Administrative users only. Settings such as bandwidth consumption are a domain in which the business user should have no control. Various corporate-brand related templates, such as template are also controlled by the administrator. Users are allowed to control message specific transfer rules; however these permissions have to be permitted by the administrators. Certain features can be left to the discretion of the user granting autonomy and intelligence to the business process. Notifications Users can choose to be alerted of the status of a file transfer; when a file is uploaded successfully, or when a user has downloaded one or all attachments in an , etc. Notifications are configured in OpenText MFT Admin Console. Legal Template When dealing with external companies, such as vendors, partners, or customers, users can select a specific legal template to satisfy Service Level Agreements with the targeted recipient s organizations. Template usage is configured in OpenText MFT Admin Console. File Retention While OpenText Managed File Transfer allows administrators to control the life cycle of files stored by the solution, users can shorten the file retention when exchanging highly sensitive documents in order to enhance security. V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 10

11 Checkpoint Restart Checkpoint-restart is a feature that is designed to maximize efficiency and safeguard against variables that could hinder progress of the upload. With OpenText Managed File Transfer one can stop and resume the transfer at any point with no loss to the progress of the upload. This feature encompasses both accidental and intentional interruptions, thereby nullifying the risks associated with poor Internet connection, or technical difficulties. A file transfer is never futile because it can be resumed from the point of interruption at the next available interval. Furthermore, for the user s convenience they are granted the ability to interrupt the process in the event a task with a higher priority arises. For example, after Andrew started a lengthy upload he needed to attend a meeting, Andrew could pause the file transfer temporarily, unplug his laptop, and continue the transfer after he was settled in the boardroom. This feature allows users to better prioritize their work process. Similarly to acceleration, the checkpoint restart feature allows the user to focus on other tasks rather than monitor the transfer process. Security and Compliance Two major security concerns are addressed by OpenText Managed File Transfer solution: achieve high level of security to protect files in motion and provide a detailed trail for auditing purposes. The first security feature is encryption protection on attachments that are being sent. An attachment is stripped at the beginning of the sending process and loaded directly to the server from which it will be downloaded. In order to protect the file, OpenText Managed File Transfer employs FIPS validated cryptography to encrypt and protect the information while it is in transit. Thus, if Andrew was sending sensitive information he would not have to be concerned about the security of the attachment. Preventing the possibility of leaks or tampering. The audit trail keeps a record of all user interactions that occurs every authentication attempt, every file that is sent and received, the results of every file transfer, V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 11

12 and every change to the system is recorded with time, date, as well as the user s information that is associated with the particular action. This feature provides the organization with complete transparency and tractability in all events related to file transfers. It allows a user to hold and be held accountable for the exchange of intellectual property, not to mention the fact that it helps create a greater respect for due dates and timelines. With the encryption and traceability, OpenText Managed File Transfer protects sensitive information and creates an audit trail so that a company may best serve their clients, partners and internal compliancy demands. It is compliance made simple and easy with no worry of employee work around due to problems or inconvenience. Andrew s Life Continues Andrew is amazed that he can send 500MB worth of attachment with his client without triggering any complaint from the system. What amazes him even more is the fact that he receives an notification from OpenText MFT Server letting him know that Betty has already downloaded all video files successfully. In the past, he would work with IT to set up an FTP site for Betty to download the large files, entailing him to chase after Betty for half a day to find out if she has successfully downloaded the videos. Upon learning that Betty accessed the files, Andrew must then go back to IT to remove this sensitive and confidential information from the FTP site. Now, with OpenText MFT, the exchange of files is quicker, it involves less people, the transfer is more secure because of the built-in encryption, and Andrew is notified in a timely fashion when the files are received! Without wasting a minute, Andrew can now call Betty and start organizing the upcoming marketing campaign. V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 12

13 User and Task Management Registered User A registered user is an individual that has volunteered identifying information that allows their interaction with the OpenText MFT solution to be fully tracked and controlled. These registered users can be an existing user in the corporate Microsoft Active Directory, or an identity created and stored in a local user directory which is maintained by the solution solely for the purpose of exchanging files using OpenText MFT. The latter applies in the case of a third party vendor, business partner, supplier, or contractor -- those who do not have identities defined in the internal corporate directory service. Administrators can grant each registered user with access to different functions based on their roles: send s, access the dashboard, administer the system, or perform audits. Activity Dashboard The activity dashboard is the source of organization and management offering complete transparency to the file exchange process. Registered users who are granted with the dashboard privileges may access the dashboard upon logging onto the web interface. The user will have a number of tabs available to them depending on their roles. Those with Send privileges have access to Home, Send, and Files tabs. Higher privileged users may have access to Admin or Audit tabs, which are the access points for IT to manipulate the program and auditors to perform system audits. From the dashboard the user has access and abilities to manipulate some of the discretionary features of the solution to fulfill all their file transfer needs. Home This is the tab that users will enter upon logging into the system. This tab provides the overview for everything that a user needs to know about his file transfer related activities that demand attention -- files that have recently been received, file transfers that are paused, and attachments that are about to be expired by the built-in retention policy. Send The send tab allows registered users to craft an and send attachments. Web send is an act of direct interaction with OpenText Managed File Transfer similar to that of using an provider like Yahoo or Gmail. It is also the tab that houses options for users to change transfer rules, such as retention time, notifications, and the legal template. V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 13

14 Files This page displays the history of every transaction that is related to the user that has occurred in the past: s and the corresponding attachments that the user has sent in the past, and s with attachments that have been received. Information is conveniently assembled by activity type and is fully searchable. The end of a productive day for Andrew As a registered user, not only can Betty receive files from Andrew but she can also send updated version of those video files back to Andrew by using the web interface. Betty enjoys the same high-speed transfer as Andrew along with all the security and productivity features that comes with OpenText MFT. With OpenText MFT, Andrew and Betty can exchange large files whenever they need to. The high-speed and secure transfer is a game changer that boosts team collaboration. By the end of the day, Andrew and Betty manage to finalize the promotional video clips after sending back and forth a number of edits and revisions. The campaign is heading towards a good start and that is more than what Andrew can ask for. V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 14

15 Open Text MFT Administration Console Administrative tasks are performed in the OpenText MFT Admin Console. Administration details, such as server information or files-in-progress in information may be viewed in the OpenText MFT Web Client, on its Admin page. Access to this page requires that the user account has the Administrator user role. Functionality Feature File transfer profile You can add, edit or delete a file transfer profile. A profile is a collection of properties that define a file transfer. The profile enables you to: User management, authentication, and account provisioning select templates for file transfer s select agreements that recipients need to acknowledge before they can download select whether and when a sender receives a notification that a file has been received (downloaded) select whether and how often the recipient is reminded that a file awaits a download (is available) set bandwidth limits for specific daily time slots define how many times and in which time interval OpenText MFT needs to attempt to complete a failed file transfer enable security (encryption and MAC algorithms) You can also add, edit, or delete a rule. A rule triggers the use of an associated profile. When a rule is deployed, files are transferred as the profile specifies. OpenText MFT enables the administrator to: add, edit, or delete new OpenText MFT user accounts, in the OpenText MFT Administration Console assign the user roles and manage their user permissions validate requests from file recipients who are not current OpenText MFT users and create these new user accounts V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 15

16 Functionality Security and Compliance Feature create and manage access to OpenText MFT based on a request sent by the file recipient who is currently not in the user pool. OpenText MFT enables the administrator to: Configure the user's account so that the user can audit history of transaction performed by OpenText MFT Enable tracing of file transfers Configure whether tracing may be overridden by the end user (sender) Note: A proprietary protocol is used to optimize and secure file transfer rates over the network. NAGLE algorithm is available for additional optimization. V1.1 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 16

17 About OpenText OpenText is the world s largest independent provider of Enterprise Content Management (ECM) software. The Company's solutions manage information for all types of business, compliance and industry requirements in the world's largest companies, government agencies and professional service firms. OpenText supports approximately 46,000 customers and millions of users in 114 countries and 12 languages. For more information about OpenText, visit Sales Customer Support TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 17 Visit online.opentext.com for more information about OpenText solutions. OpenText is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC) Copyright 2011 by OpenText Corporation. Trademarks or registered trademarks of OpenText Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved.

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