A FOSTER WHEELER (THAILAND) LTD PROOFPOINT SECURE FILE TRANSFER SERVER USER DOCUMENTATION

Transcription

1 Rev 01, 15/11/2012 A FOSTER WHEELER (THAILAND) LTD PROOFPOINT SECURE FILE TRANSFER SERVER USER DOCUMENTATION CONTENTS 1.0 INTRODUCTORY INFORMATION EVERYONE TO READ I HAVE BEEN SENT A DOCUMENT, WHAT NOW? HOW DO I RETURN A DOCUMENT TO THE SENDER? I AM AN EMPLOYEE OF FOSTER WHEELER. WHAT CAN I DO? HOW DO I SEND A DOCUMENT? APPENDIX A: ERROR SCREEN SHOTS; REASONS AND RESOLUTIONS Document deletion Message withdrawal Forward message APPENDIX B: FOLDER/LARGE FILE APPLET CERTIFICATE SAMPLE Throughout we use a convention of Sender@Address.com as the person who sends the file; the Receiver@Address.com is the recipient and the document is marked Sample Document.docx. was chosen for easier reading and Foster Wheeler are not affiliated in any way with the real company If, after reading this document, you have any questions or concerns, please contact: The Foster Wheeler employee who requested you use this system.

2 1.0 INTRODUCTORY INFORMATION EVERYONE TO READ Welcome to the Proofpoint secure transfer service based on Accellion technology. You will have received an which contains a document link. Before you use the system there are a few points that need to be understood. All documents are deleted after 14 days. Documents cannot be recovered once deleted/purged. Document links sent to you are restricted to you. The system will only allow these links to be forwarded onto FW Employees who are marked at the Standard access level. An ID that is not used for 90 days will be automatically removed from the system and you will need to register an account again Passwords must be 8 characters in length. If the password is incorrectly entered 6 times it will cause the account to lock out for one hour. You will need Java 1.6.0_05 or higher installed to take advantage of the Large File Transfer utility. This utility allows for document downloads greater than 2GB and will resume interrupted downloads. This utility also allows multiple files to be uploaded in one step. Sun Java can be downloaded from The system will advise you if an update is required. FW Staff have the option to download this if they have Run Advertised Programs available. The first time the Java Applet is loaded it will require you to accept a Certificate. A sample image of the certificate is provided in Appendix B. Please accept and select ALWAYS when prompted. Authentication is persistent across the Internet Browsing session. If the Internet Browser is closed it may request you re-enter your Proofpoint credentials to access the system. If you are working on a shared or public computer, ensure you log off or close all copies of the Internet Browser once work has completed.

3 2.0 I HAVE BEEN SENT A DOCUMENT, WHAT NOW? 1. When a link contained in the is followed, it takes us to the Foster Wheeler File Transfer server. To proceed either click on the Document name or choose the (Large File Transfer) Applet link. 2. We will need to verify you are the recipient. Please enter your address.

4 3. Once you have clicked on Submit, a check is made to see if you have a registered account. If not, an is sent containing a Verification Code and a Verification Link. Copy the Verification Code into the next prompt and click on Verify The next screen will also be presented if you chose to follow the Verification Link in the rather than enter the Verification Code. Please enter a password here.

5 5. Now that your account has been created we will be taken back to the download page. You may be prompted to re-enter your and password.

6 3.0 HOW DO I RETURN A DOCUMENT TO THE SENDER? When you first registered an account on the system you will have been automatically created as a Restricted User. This level of access allows you to: Reply to the sender. Send new documents to FW Employees. A restriction is that the recipient must be a Standard level access user. Upload up to 4.88 GB of data. Audit who received your document and when it was downloaded. Delete the document you sent. Particular attention must be given to who you are able to send documents to. You cannot send to all Foster Wheeler employees. You can send documents only to licensed Standard users; the following message will advise you if the receiver is a Restricted user. As a rule, the person who sent you a document will be a Standard user and you can send documents to them. On a Project there will be a set of named individuals and it will be the Projects responsibility to advise who these are. Refer to the section 5.0 How do I send a document? on the actual steps in sending a document.

7 4.0 I AM AN EMPLOYEE OF FOSTER WHEELER. WHAT CAN I DO? There are two levels of access you will have. If you have been officially created in Proofpoint then you are now a Standard User and have the rights stated below. If instead you have been sent a document and registered your own account then you are a Restricted User and are under the limitations mentioned in the previous section. Due to licensing and security considerations on the roles, not all FW employees will have Standard access. If you want to elevate your access or require a new account, please raise a request through e-helpdesk system for a standard user account which is required your project manager approval If ICT created your account, you will have received an with login details. Your login id will be your address (forename_surname@fwuk.fwc.com) with your normal network login password. Restricted accounts use a separate password maintained in the Proofpoint system. One caveat is that if you change from a Restricted to a Standard account, the password will remain under Proofpoint control and will not change to use your network password. As a Standard user you will be able to: Send documents to anyone anywhere. There is (currently) no hard limit on the size of uploaded documents. Be aware that the receiver may be on a slow link and what takes 5 minutes to upload from the network may take several days to download. As a rule of thumb, large sets of data over 1GB should be considered as a candidate for courier on an encrypted DVD. You can forward links to other Standard users. This allows you to share a document that has not been explicitly sent to another user. Audit who received your document and when it was downloaded. Delete/Withdraw the document you sent. Invite users into the system (as a Restricted User); this method allows for their setup in Proofpoint without the need to send an initial document. By sending a document to someone you will be responsible for creating them as a Restricted account. Request a user return a document without their need to register. This method provides a one time link that the recipient can use to upload a document without their authentication being required. Refer to the section 5.0 How do I send a document? on the actual steps in sending a document.

8 5.0 HOW DO I SEND A DOCUMENT? 1. Enter the Foster Wheeler Proofpoint home page into an Internet Browser:

9 2. The default page once logged in is the SEND FILE page. NOTE: The tick box next to Files in the above image toggles between the Single File Upload option and the Multiple/Large File Upload option. We recommend you use the Ticked option unless technical issues prevent this. Single File Upload Uses the Internet Browser to perform the document upload. No changes made to the machine. Can choose only one file to be uploaded; can be repeated to include multiple files. The largest single file allowed is 2GB. Folder/Large File Applet Use Java to perform the document upload(s). It requires Sun Java or higher to work and downloads an Applet to the local machine. Some machines may not allow this. This is available to Foster Wheeler staff who are in an SCCM site (Control Panel > Run Advertised Programs). Can upload a single file greater than 2GB. If size restrictions are in effect, these will be visible on the Send File screen; if no size restriction is seen then upload sizes are restricted to available space on the Proofpoint server. Up to four files can be selected for upload at the same time. Once completed, another four can be selected and attached. You can select a Folder to upload. This will zip the contents of that folder and attach the compressed folder/file to the Proofpoint server.

10 3. The File Manager tab records three types of information: What documents you have uploaded [CABINETS tab]. What documents you have received [INBOX tab]. What documents you have sent [SEND HISTORY tab]. Each is worth exploring a little further as you can not only audit documents yet also perform further tasks, such as withdrawing a document sent in error. FILE MANAGER > CABINETS tab This area stores documents that have been uploaded into Proofpoint. Note that these documents may or may not have been sent: they may have been uploaded for use in future s. Options exist to Send a document from this page, produce a Delivery Report, and Upload a document for future use. The option exists that you can delete a document from Proofpoint in this page. If you do, any recipients of this attachment will not be able to download it. They will see an error message (Error 6.1 in Appendix A).

11 FILE MANAGER > INBOX tab Here, you can see the list of Documents sent to you and perform a download from the links. Note the Forward Files option. You can forward links to STANDARD users only. All other accounts will be denied with Error 6.3 in Appendix A. FILE MANAGER > SEND HISTORY tab Documents can be resent to the original recipient with two choices. Resend Message requires a message to be selected using the leftmost column. Resend Files requires the File Name (column) to be selected and this option allows for multiple files to be selected and placed into a new message.

12 The Withdraw Files option allows you to withdraw a message or document from use. The Recipient, if they follow the original link will receive an error message (Error 6.2 in Appendix A). The withdrawn document is no longer available to the recipient yet is still available in the CABINET for resending. The alternate option is that in the CABINET tab, the file can be deleted yet this physically removes it. There are two symbols in the above screenshot that have the same meaning whether in this page or in your Inbox. The Paper with red diagonal line signifies that the document has been withdrawn. The Trash bin icon signifies that the document has been deleted.

13 6.0 APPENDIX A: ERROR SCREEN SHOTS; REASONS AND RESOLUTIONS 6.1 Document deletion Reason Document has been deleted by the Sender from their FILE MANAGER > CABINET page. Resolution Sender will need to Upload the document and Resend. 6.2 Message withdrawal Reason Sender has withdrawn the Download Request from Recipient. Resolution Sender will need to resend original Download file or Send a new Download.

14 6.3 Forward message Reason User has performed a link Forward to another user who is not a member of the STANDARD or EXTENDED rights group. Resolution Send to an authorised user. Download file and send to user via non-proofpoint means.

15 7.0 APPENDIX B: FOLDER/LARGE FILE APPLET CERTIFICATE SAMPLE The first time the Java Folder/Large File Applet is loaded it will prompt for a certificate to be loaded. Please accept and select Always.