Secure File Transfer Training Guide. Secure File Transfer Training Guide. Author: Glow Team Page 1 of 15 Ref: GC265_v1.1

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1 Secure File Transfer Training Guide Internet Explorer Version Ref: GC265_v1.1 Author: Glow Team Page 1 of 15 Ref: GC265_v1.1

2 Contents Introduction... 3 Prerequisites for this guide... 3 What is Secure File Transfer?... 3 Why use Secure File Transfer?... 4 An overview of Secure File Transfer within Glow... 4 Logging on to Glow... 6 Transferring files securely within a community... 7 Prerequisites for this activity... 7 To transfer a file... 7 To download a file Appendix 1: To add the Secure File Transfer web part Author: Glow Team Page 2 of 15 Ref: GC265_v1.1

3 Introduction Glow is a website that can be accessed via a web browser from wherever the user happens to be: at school, at home or in some other location. The term 'site' is used as an abbreviation for either a web site or a subsite of a web site. It is a set of related web pages published in a particular location interconnected through hypertext links. Each user has a Single Sign On to the Glow portal. This means that they log on once using their username and password, and all the sites, resources and services that they have been given rights to see, will be available to them. This training guide provides an overview of Glow Secure File Transfer and its potential use in establishments. There are instructions on setting up a secure file transfer and on exploring its functionality. Prerequisites for this guide To complete any of the tasks in this guide you must be logged on as a user with the appropriate rights to manage secure file transfers within Glow. These levels of right will vary depending upon the level of transfer that is taking place and the permissions required are outlined at the start of each task. All the screenshots in this booklet are based on Internet Explorer 6 and Glow theme 6. What is Secure File Transfer? Secure File Transfer is one of the applications integrated into Glow. It is a powerful, secure, web-based data transfer solution for schools, Local Authorities (LA), Scottish Government Education Department (SGED) and various stakeholders for example the. Scottish Qualifications Authority (SQA). It allows users to securely manage their own data transfer services by electronically encrypting files before sending them to other users in the system. Author: Glow Team Page 3 of 15 Ref: GC265_v1.1

4 Why use Secure File Transfer? The service enables the user to create and manage both statutory and LA specific data transfer services, for example, ScotXed collection and financial data exchange. Through a web-based user interface the user can define: Schools which will use each service The format of data to be exchanged Data import and export locations Data routing direction e.g. school to LA, LA to school, school to SGED or school to school. Searchable file auditing, alerts and data transfer reports all help to ensure that both sender and recipient have a clear view of each transaction they are involved in. The system also complies with the requirements of the Department for Education and Skills (DfES) for data exchange between educational establishments i.e. be carried out electronically and securely. An overview of Secure File Transfer within Glow In Glow Secure File Transfer communities have to be established to allow the file transfer to take place. These communities can be: LA to LA LA to school School to LA School to school Scottish Executive to LA LA to Scottish Government School to Scottish Executive Scottish Government to LA Author: Glow Team Page 4 of 15 Ref: GC265_v1.1

5 The steps are: Communities are created by National Level Accounts and Services Administrators, and LA and school Accounts and Services Administrators. Establishments and users are then subscribed to a community. The establishments and the users visible to the administrator vary and depend upon the level of administrator. Users can transfer files. Note: The process for transferring files is the same for all types of community. For a user to complete a Secure File Transfer they must be given the rights to the Secure File Transfer service by their Accounts and Services Manager (ASM), and they must have the Secure File Transfer web part in their My Glow area. Author: Glow Team Page 5 of 15 Ref: GC265_v1.1

6 Logging on to Glow 1. Open your web browser and in the address bar enter the Glow web address: The Glow logon screen will appear. 2. Enter your username and password into the appropriate boxes. 3. Click on the arrow icon or press the Enter key to log in. 4. If this is the first time that you have logged into Glow, a list of terms and conditions will be displayed. Once you have read the terms click on Accept, if you wish to continue. Your Staff home page will open. The screenshots in this guide use Glow theme 6. If you wish to change your Glow theme (the look and feel ) to match, then: Scroll down the home page until you can see Glow settings Click on Change Theme From the drop-down menu select Theme 6 Click on Apply. Author: Glow Team Page 6 of 15 Ref: GC265_v1.1

7 Transferring files securely within a community Prerequisites for this activity To complete this activity: A community at the appropriate level must exist. The user must have permission to use secure file transfer; The secure file transfer web part should already exist on the users My Glow area. Note: The administrator will be unable to add a user to a Secure File transfer community until the user has the web part on their My Glow area. For more information on adding web parts refer to To add the Secure File Transfer web part in Appendix 1. To transfer a file 1. Log on to Glow at as a user with Secure File Transfer rights. 2. In the left-hand navigation bar click on My Glow. My Glow link Author: Glow Team Page 7 of 15 Ref: GC265_v1.1

8 3. In the Secure File Transfer web part click on Go to Secure File Transfer. 4. From the Your Communities list select the name of the community you wish to use. 5. Select File Transfer. 6. If you have not used Secure File Transfer before the screen below will appear. Tick the Always trust content from this publisher box then click on Run. Author: Glow Team Page 8 of 15 Ref: GC265_v1.1

9 7. From the list of Available files select a file. Note: this is a list of files in the default out folder. (The location of this is shown next to the Browse button). You can use this Browse button to navigate to any other location on your computer. List of available files 8. Click the Select button. This will move the file down into the lower pane. 9. Click the Select Destination(s) button. The Address Book window will open. 10. Click the name of the destination location for the file then the Select button. Author: Glow Team Page 9 of 15 Ref: GC265_v1.1

10 11. Once all the destinations are selected, select Upload. 12. A warning window similar to the one below will be displayed. Click Yes. 13. An information window will appear telling you that a copy of the file is now being stored in a sent folder. Click OK. 14. The File Transfer Progress window will appear. Once the file transfer is completed click on Close. Author: Glow Team Page 10 of 15 Ref: GC265_v1.1

11 To download a file 1. Log on to Glow at as a user with Secure File Transfer rights in an establishment that a file has been transferred to. 2. In the left-hand navigation bar click on My Glow. 3. In the Secure File Transfer web part click on Go to Secure File Transfer. 4. From the Your Communities list select the name of the community you wish to use. 5. Select File Transfer. 6. If you haven t used Secure File Transfer a warning sign will appear. Tick the Always trust content from this publisher box then click on Run. Author: Glow Team Page 11 of 15 Ref: GC265_v1.1

12 7. Select the Download Files tab. 8. Select the file(s) from the list of Available Files and then click on the Select button. This will move the file down into the lower pane. Note that you can use the Browse button to navigate to any other location to store the downloaded file. Select button 9. Select Download. Author: Glow Team Page 12 of 15 Ref: GC265_v1.1

13 10. A warning window similar to the one below will be displayed. Click Yes. 11. The File Transfer Progress window will appear. Once the file transfer is completed click on Close. The file is now downloaded to the area specified. Author: Glow Team Page 13 of 15 Ref: GC265_v1.1

14 Appendix 1: To add the Secure File Transfer web part 1. Log on to Glow at as a user with the appropriate rights. 2. In the left-hand navigation bar click on My Glow. 3. From the right hand side of the page select Modify Shared Page. 4. Select Add Web Parts, then Browse. 5. The Add Web Parts menu will appear. Click on Virtual Server Gallery. 6. Click Next at the bottom of the menu to move through the pages of the Web Part List to find Secure File Transfer. 7. Select Secure File Transfer. Drag and drop the web part into one of the areas of the page indicated by grey outlines. Author: Glow Team Page 14 of 15 Ref: GC265_v1.1

15 8. The Secure File Transfer web part will appear on the page. 9. Click on the cross to close the Add Web Part menu. Author: Glow Team Page 15 of 15 Ref: GC265_v1.1

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