Contents First Time Setup... 2 Setting up the Legal Vault Client (KiteDrive)... 3 Setting up the KiteDrive Outlook Plugin Using the Legal Vault

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3 Contents First Time Setup... 2 Setting up the Legal Vault Client (KiteDrive)... 3 Setting up the KiteDrive Outlook Plugin Using the Legal Vault Outlook Plugin Using KiteDrive to Send Large Files via Windows Legal Vault Web Portal Sharing Folders within Your Kitedrive Mobile Device Setup & Usage Applie ios Products (iphone / ipad) Android (KitKat) Further Help

4 First Time Setup (1) Open the entitled Invitation to use Legal Vault Secure File Sharing (2) Click on the Legal Vault Link (vault.legalcloud.com.au) (3) Enter in your address and the password provided in the . This is a temporary password and will need to be changed in the next step. (4) You now need to setup a new password for the service. Firstly, enter in the password you received in the mail and then create a new password, verifying it in the third box. Please ensure you remember this password, as it is used for logging into the service from your devices. (5) If entered correctly, you will be notified on the screen. Click the OK button. (6) You are now logged into the web portal for Legal Vault. 2

5 Setting up the Legal Vault Client (KiteDrive) In your original from Legal Vault, there were a number of links to applications to install KiteDrive. KiteDrive is the synchronisation application which will allow you to see & save your files in Legal Vault. To install KiteDrive, do the following: (1) Click on the link in the , under Desktop Access select PC KiteDrive Setup (2) Click on the link Accellion KiteDrive Setup.exe, and save it somewhere you ll remember (such as the desktop). (3) Run the installer and follow the wizard: 3

6 The application will now launch. Continue to follow the steps as follows: (4) Click on Get Started 4

7 (5) On the next screen, leave choose sync location as the default path and enter in the following hostname below and then click on the LOGIN link. vault.legalcloud.com.au (6) A new window will appear. Enter in your Address and Password (the new password that you set for yourself on the initial setup). Click on the Login button. 5

8 (7) The system will perform its first setup, and bring you into a quick 5 slide guide for KiteDrive: (8) Click on Done on the final slide. (9) You will see the main KiteDrive settings screen. Note the connected notification in the bottom left of this screen. Click on Advanced 6

9 (10) Ensure Start on System Startup, remove the tick next to Show Desktop Notifications and then click on More Options. (11) Under More Options, and put a tick next to Auto Sync Every and leave it set to 1 hour. If there are other Workspaces, ensure they are ticked. Click OK. 7

10 (12) You will now see the setting screen. Click on Sync Now, and then click the cross in the top right corner of the screen. KiteDrive is now installed. You can get into your KiteDrive by either: (a) Click on the KiteDrive logo in the task tray and select Open Sync Folder 8

11 (b) Through Windows Explorer, selecting the KiteDrive folder IMPORTANT NOTE The KiteDrive is a personal storage area on Legal Vault. If you have Work Spaces setup (discussed later), you will see these folders under this directory. To save into your KiteDrive folder, ensure it is saved WITHIN the KiteDrive folder shown with the Blue Tick, also ensuring the file path is as below (from Windows Explorer): IMPORTANT NOTE SYNCRONISATION TIMES Please be aware of the following in regards to when files are synchronised. KiteDrive Folder: Files saved within the KiteDrive folder are synchronised IMMEDIATELY to Legal Vault. Work Spaces: Any files synchronised to a Work Space will synchronise after 1 hour. This is the minimum time for synchronisation and is in place to help ensure no corruption when working on big files. If it is necessary to synchronise files (within a Work Space), you can simply click on the KiteDrive logo in the task tray and select Sync Now. 9

12 Setting up the KiteDrive Outlook Plugin (1) Open the second and click on the appropriate download for your system (32bit or 64bit). A Web Browser will open to the download site. Click on the link AAOutlook.exe, and save it somewhere you ll remember (such as the desktop). (2) Run the installer and follow the wizard 10

13 (3) Click on finish IMPORTANT NOTE SYNCRONISATION TIMES You should close down all Microsoft Office applications and then re-open them. (4) Open Outlook. Outlook will open, and then you will be present with a screen to Enable the Accellion Outlook Plugin Click on the button. 11

14 (5) Enter the information from the Legal Vault Outlook Plugin in the window which opens up Click on OK. Host Name: vault.legalcloud.com.au Account Number: ** from the Outlook Plugin ** Username: ** Your Legal Vault Login ** Password: ** Your Legal Vault Password ** (6) The Accellion Outlook Plugin will now launch and configure Outlook. Once setup, you will see a screen as below. Click OK. (7) An activity monitor will be open, you can simply press the X in the top right corner of the monitor. This will send it to the task tray. (8) Close Outlook and open it again. This will activate the plugin in Outlook. The Legal Vault Outlook Plugin is now installed and configured. 12

15 Using the Legal Vault Outlook Plugin One of the benefits of using Legal Vault is the ability to send large files to anyone. Mail Server limitations are a thing of the past, as the file is made available through Legal Vault, rather than passing through mail servers. This provides an additional layer of security as the files you attach are held within the Legal Vault. To send attachments through Outlook using the Legal Vault service, do the following: (1) Create a new within Outlook (2) In the Toolbar, you will see some Accellion icons as per below. Click on Attach File. (3) Select the file you would like to attach, as you normally would in Outlook. Once selected, you will see a specially formatted attachment in the 13

16 (4) Complete your and click on Send. The Accellion Outlook application will then start working. You will see a screen similar to below pop up. This is showing the status of the attachments being prepared and securely stored within the Legal Vault for the recipients to be able to access: The recipient/s will now receive an , with the body of the message and a link to download the file. A sample of this is below: 14

17 Using KiteDrive to Send Large Files via Windows You can send files from Windows, simply by Right Clicking on a file! The great thing is that the file is not actually going through mail servers the system simply provides the recipient with a SECURE link to the file which is SECURELY stored in Legal Vault. To send a file from Windows, do the following: (1) Locate your file and right click on it. Select Accellion and Send File from the menu. (2) A new window will open. Simply complete all the information in the form and click on Send. This may take some time, as the file is uploading to a secure section on the Legal Vault. 15

18 (3) Once sent, you will see a window below. Your message and link to the securely stored file will be sent to the recipient/s. Click OK. The recipient will receive an once the file has been securely stored. The will contain content similar to below: The recipient simply clicks on the link which will take them to Legal Vault, and give them the option to download the file: Finally, you will also be notified when the recipient has received the . 16

19 Legal Vault Web Portal As well as being able to access your Legal Vault files from your computer (using KiteDrive) and on mobile devices, you can also view (and manage) your files from within a web browser. Simply open a web browser and go to the following address: vault.legalcloud.com.au Enter in your username and password, and you will see your folders and any workspaces which you have setup. The left hand side of the portal shows a number of different areas within your Legal Vault. The main part of the screen will show you your files stored in Legal Vault. 17

20 The Transfers section relates to messages sent and received via Legal Vault. Clicking on these folders will show the relevant items within. The Kitedrive section is your Personal Storage Folder Section within Legal Vault. Files and folders stored in here will not be accessible by others (unless you share them out). The Workspaces section shows shared workspaces. Workspaces are typically shared to people who also have access to Legal Vault (more specifically your staff). Note: Workspaces only synchronise automatically every hour. If you need files to synchronise to a workspace faster, you will need to manually synchronise the file) 18

21 Sharing Folders within Your Kitedrive Folders which are within your Kitedrive can also be shared out to other users. This can only be managed through the Legal Vault portal. To set permissions and sharing: (1) Click on Kitedrive when logged into the Legal Vault portal. (2) Click on the folder name you wish to share out, so it shows the contents of it. (3) Click on Options and select Manage Users 19

22 (4) In the next screen, enter the addresses/usernames of those you wish to share the folder with. Further select the permissions you wish to grant the user (View and Download or Manager). View and Download only lets the selected user/s View and Download content, where as a user with Manager permissions can also make changes to files, delete, etc. Click on Add user. (5) Enter some information in the Body section. This will be part of an which will be sent to the people you are sharing with. (6) Click on Save Changes. Once synchronised with the Legal Vault servers, and users perform a manual synchronisation, they will see the shared folder outside of their Kitedrive. 20

23 Mobile Device Setup & Usage Applie ios Products (iphone / ipad) These instructions are based around the latest version of ios, v7.1 (at the time of writing). Downloading the App (1) Open the ios AppStore (2) In the search section, enter ACCELLION (3) Download the app called Accellion This is the Accellion KiteDrive application, which is used to access Legal Vault. (4) Once installed you will see the Accellion app on your ios device. 21

24 Running Accellion for the First Time The Accellion App is your gateway to Legal Vault on your Android device. To access Legal Vault, launch the Accellion App. You will need to perform some tasks to initially access Legal Vault. (1) In the Service URL section, type in the Legal Vault address: vault.legalcloud.com.au then tap on Login. (2) On the next screen, you will need to enter your Legal Vault Username ( Address) and password. 22

25 (3) Next, you will need to create a 6 digit PIN for future access. Tap on the OK button, and enter your new PIN. (4) You have now successfully logged into Legal Vault on your Android device. In the future, you will be able to access Legal Vault with your PIN number on the Android device. 23

26 Using Accellion for Legal Vault The Interface for Legal Vault through the Android Accellion application is very straight forward. On the left hand side, you will see all your files and folders. On the right, your content will appear. Within a workspace or your Kitedrive folder, you can create additional folders and files & open documents already within these areas. To create folder & files, do the following: (1) Within either a workspace or your Kitedrive, tap on the PLUS icon: (2) You will be given a number options including create workspaces, downloading folders/files or creating files. When creating a folder, you will be given the option to enter a name for the folder. When creating a new document, you will be given the options of the document type you wish to create: (3) Select the file type, give the file a name and tap on create. Your file will now appear to the left, ready to be selected and edited. 24

27 Selecting Files and Options Files can be selected by simply tapping on the blue arrow next to the file. A menu will open providing you with a number of options: Comments: Allows you to add comments to a file, viewable by all who have access to the file. Send: Allows you to send the document to recipient/s via . Download: Allows you to save the download the file onto your device. Upload: Allows you to upload a file to Legal Vault. Delete Local File: This option will delete the locally stored file on your Android device. View Content: This will allow you to view the actual file selected. Edit Content: This option will allow you to edit the file in a simple interface. Lock File: This will lock the file, so no changes can be made to it. Print: Allows you to print the file selected. Note: Depending on the file type, other options may become available. 25

28 Android (KitKat) These instructions are written based on a generic install of Android (known as KitKat). Your Android device may have a different version. Although the screens and instructions may be slightly different, they should help with using Legal Vault on your Android device. Downloading the App (1) Open the Google Play Store App (2) Do a search for Accellion. There will be a number of choices select Accellion and tap on Install. 26

29 (3) You will be prompted for a set of App Permissions. Click on Accept. (4) The Accellion App will now install. Once installed, you will see the Accellion App on the screen. 27

30 Running Accellion for the First Time The Accellion App is your gateway to Legal Vault on your Android device. To access Legal Vault, launch the Accellion App. You will need to perform some tasks to initially access Legal Vault. (1) In the Service URL section, type in the Legal Vault address: vault.legalcloud.com.au then tap on Login. (2) On the next screen, you will need to enter your Legal Vault Username ( Address) and password. 28

31 (3) Next, you will need to create a 6 digit PIN for future access. Tap on the OK button, and enter your new PIN. (4) You have now successfully logged into Legal Vault on your Android device. In the future, you will be able to access Legal Vault with your PIN number on the Android device. 29

32 Using Accellion for Legal Vault The Interface for Legal Vault through the Android Accellion application is very straight forward. On the left hand side, you will see all your files and folders. On the right, your content will appear. Within a workspace or your Kitedrive folder, you can create additional folders and files & open documents already within these areas. To create folder & files, do the following: (4) Within either a workspace or your Kitedrive, tap on the PLUS icon: (5) You will be given a number of options including create workspaces, downloading folders/files or creating files. When creating a folder, you will be given the option to enter a name for the folder. When creating a new document, you will be given the options of the document type you wish to create: (6) Select the file type, give the file a name and tap on create. Your file will now appear to the left, ready to be selected and edited. 30

33 Selecting Files and Options Files can be selected by simply tapping on the blue arrow next to the file. A menu will open providing you with a number of options: Comments: Allows you to add comments to a file, viewable by all who have access to the file. Send: Allows you to send the document to recipient/s via . Download: Allows you to save the download the file onto your device. Upload: Allows you to upload a file to Legal Vault. Delete Local File: This option will delete the locally stored file on your Android device. View Content: This will allow you to view the actual file selected. Edit Content: This option will allow you to edit the file in a simple interface. Lock File: This will lock the file, so no changes can be made to it. Print: Allows you to print the file selected. Note: Depending on the file type, other options may become available. 31

34 Further Help Android/iOS: Wthin the application menu, there is a link for help. Under this are a number of Frequently Asked Questions. Windows: Left Click on the Kitedrive icon in your task tray and select help. This will take you to a help PDF (which can also be accessed via: Legal Vault Portal: From within the Legal Vault Portal, simply select the HELP link in the top right of the portal. This also has all the guides relevant to all the Legal Vault services. 32

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