Deliver file sharing and synchronization services using Citrix ShareFile Self-paced exercise guide
Table of Contents Table of Contents... 2 Overview... 3 Exercise 1: Setting up a ShareFile Account... 6 Exercise 2: Installing Receiver with ShareFile for Windows... 11 Exercise 3: Sharing Files with Users... 15 Exercise 4: ShareFile Account Administration... 20 Exercise 5: ShareFile User Administration... 24 Exercise 6: Reporting... 27 Exercise 7: Device Management... 30 Exercise 8: Active Directory Integration and Single Sign-on... 32 Page 2
Overview Introducing Citrix ShareFile Enterprise The use of consumer-grade data sharing tools by employees is a huge threat and challenge for organizations. IT is struggling to ensure that intellectual property is secure while enabling the mobility, data sharing and collaboration requirements of the workforce. ShareFile is easy to use, with powerful tools to easily integrate into your workflow. With ShareFile, you can be confident that your data is sent securely and in compliance with legal regulations regarding the privacy and security of confidential information. ShareFile has integration with Receiver and CloudGateway to provide users with a single, unified enterprise appstore and administrators with AD integration capabilities for enterprise-wide provisioning and deployment. In this lab, you will learn how to set up a ShareFile account and install Receiver with ShareFile for Windows. You will also learn about account and user administration as well as device management. You will also see the rich reporting and audit trails available in ShareFile first-hand. Hands-on Training Module This training module has the following details: Objective Provide hands-on experience with configuring Citrix ShareFile Audience Primary: Citrix Partners and System Administrators Page 3
Lab Citrix Environment Virtual Details Classroom This section is used to describe the lab environment and the virtual machines that are used. Machine AD.training.lab SQLServer XA1 XA2 Win7Endpoint Details Windows Server 2008 R2 Domain Controller, DNS and DHCP Windows Server 2008 R2, SQL Server, and Receiver StoreFront XenApp 6.5 on Windows Server 2008 R2 XenApp 6.5 on Windows Server 2008 R2 Windows 7 endpoint device NOTE: This is a shared lab environment image and not all virtual machines will be used. NOTE: If prompted with a dialog to restart on any virtual machine, always select Restart Later. Required Lab Credentials Below are the login credentials required to connect to the workshop system and complete the lab exercises. Domain/Machine Username Password Training Administrator Citrix123 All local machines Administrator citrix Page 4
How Citrix to log into Virtual the lab environment Classroom The self-paced lab environment is hosted on a cloud-based Citrix XenServer. Connecting to your server from the portal page is as easy as 1-2-3. Step-by-step login instructions Step Action 1. Once logged in at the self-paced portal, click Launch XenCenter to open the lab environment. 2. When XenCenter loads, right-click the XenCenter node and select Add. 3. On the Add New Server screen enter the XenServer IP address provided on the portal and in the Password field enter the password provided on the portal. The user name will always be root. Page 5
Exercise 1: Setting up a ShareFile Account Overview In this exercise we will set up a new trial ShareFile account and download a test document. Step-by-step guidance Follow the steps below to complete the task. Estimated time to complete this lab: 5 minutes. Step Action 1. Start by powering off the SQLServer2, VDA, Win7Client, and XD virtual machines as they will not be used for this lab. 2. Power on the Win7Endpoint virtual machine and logon as training\administrator with password Citrix123 3. Launch Internet Explorer and browse to http://www.citrix.com/lang/english/lp/lp_2324434.asp. 4. Click on the Sign-up free button to setup a new ShareFile trial account Exercise 1: Setting up a ShareFile Account Page 6
Citrix Action Virtual Classroom Step 5. Fill-in the required fields with your business contact information and click Submit. 6. You should receive the confirmation screen below. Click the X to close the dialog. 7. Browse to http://www.sharefile.com and click the User Login button towards the top right. Exercise 1: Setting up a ShareFile Account Page 7
Citrix Action Virtual Classroom Step 8. Login with the email address and password that you used for the account creation step. 9. You will need to provide a security questions for your new account and then you will be taken to the ShareFile portal. Exercise 1: Setting up a ShareFile Account Page 8
Citrix Action Virtual Classroom Step 10. Once in the portal, you will see a folder has already been created for your user account (if you add more users they will each get their own folder. To upload a new document, just click on the Upload Files button and select one of the PDF files on the Desktop. 11. You can click on the magnifying glass icon to preview the newly uploaded document, or you can click on the file type icon or file name to download the document. 12. Take a moment to explore the web portal before continuing on to the next exercise. There is an excellent overview of what ShareFile is capable of at http://www.sharefile.com/industries/business/features.aspx END OF EXERCISE Exercise 1: Setting up a ShareFile Account Page 9
Summary Key Takeaways The key takeaways for this exercise are: ShareFile provides easy and secure access to all your files from anywhere The ShareFile web portal is an easy-to-use interface for accessing and uploading files Exercise 1: Setting up a ShareFile Account Page 10
Exercise 2: Installing Receiver with ShareFile for Windows Overview In this exercise we will go through the process of installing Receiver with ShareFile for Windows and see how easy it is to synchronize your documents from within it. Step-by-step guidance Follow the steps below to complete the task. Estimated time to complete this lab: 5 minutes. Step Action 1. From the Win7Endpoint virtual machine, double-click the ShareFile_PluginForReceiver on the desktop. Accept the License Agreement and click Install. 2. Proceed through the installer. Click Finish when it completes. 3. Minimize the Internet Explorer window. Exercise 2: Installing Receiver with ShareFile for Windows Page 11
Citrix Action Virtual Classroom Step 4. The configuration process will prompt you for your email address and password. Provide the email address and password that you used in exercise 1 and click Log On. 5. Accept the default location for the local ShareFile folder and click Next 6. At this point we are ready to add files to our account per the dialog; however, we won t do that now so just close the window. 7. Right-click the black Receiver icon in the system tray and select About. Click the dropdown arrow next to Advanced. Exercise 2: Installing Receiver with ShareFile for Windows Page 12
Citrix Action Virtual Classroom Step 8. Click on Citrix ShareFile plug-in for Receiver Settings. Notice that we now have a new set of ShareFile options available. NOTE: If the new options are not shown, close Receiver and re-launch it from the Start menu. END OF EXERCISE Exercise 2: Installing Receiver with ShareFile for Windows Page 13
Summary Key Takeaways The key takeaways for this exercise are: ShareFile is integrated with Receiver for seamless access to documents along with your apps and desktops. Exercise 2: Installing Receiver with ShareFile for Windows Page 14
Exercise 3: Sharing Files with Users Overview In this exercise we will go through the process of sharing a file with a user through email. Step-by-step guidance Follow the steps below to complete the task. Estimated time to complete this lab: 10 minutes. Step Action 1. From the Win7Endpoint in Internet Explorer, browse to http://www.sharefile.com. Click the User Login link at the top right corner of the ShareFile page and login with the credentials you created in Exercice 1. 2. Click the My Settings link on the right side of the top toolbar 3. From the options on the right, select Desktop Tools Exercise 3: Sharing Files with Users Page 15
Citrix Action Virtual Classroom Step 4. Scroll down to the Microsoft Outlook Plugin and click the Download button. 5. Choose to run the file and proceed through the installer. 6. Launch Microsoft Outlook 2010 from the Desktop. It is currently configured for use with a test email account. 7. You will be prompted to enter your ShareFile email address and password 8. Select Advanced to Use ShareFile for all attachments and click Next Exercise 3: Sharing Files with Users Page 16
Citrix Action Virtual Classroom Step 9. Take the default options on the screen below and click Finish Minimize the Internet Explorer window. 10. In Outlook, click the New E-mail button towards the top left to create a new message and notice that there is a ShareFile section in your toolbar on the far right Exercise 3: Sharing Files with Users Page 17
Citrix Action Virtual Classroom Step 11. Click on the Send from ShareFile button to select one of the documents in your ShareFile account and send it to someone else. Notice that the link is generated and put in the body of the email message for the recipient to access the file. Note: This screenshot is used as an example. Please select one of the.pdf files on your desktop. 12. You can also send local files in the same manner. Click on Send a File to attach a local file from the Desktop. ShareFile will automatically upload the file and make it available to the recipient. The file is added to the existing one in the included message banner. 13. It is possible to request recipients to send you files in return as well. To do this, click on Request a File. This will add an additional link in the email body for the recipient to securely send you files that will be added directly to your ShareFile account. 14. Close Outlook when done exploring END OF EXERCISE Exercise 3: Sharing Files with Users Page 18
Summary Key Takeaways The key takeaways for this exercise are: ShareFile integration with Outlook allows you to easily send and receive files without actually needing to attach potentially large files to the email messages themselves Exercise 3: Sharing Files with Users Page 19
Exercise 4: ShareFile Account Administration Overview In this exercise we will use the web admin console to explore options for managing the overall experience from branding to feature support. Step-by-step guidance Follow the steps below to complete the task. Estimated time to complete this lab: 10 minutes. Step Action 1. On Win7Endpoint, click on Internet Explorer from the task bar. (You should still be logged into your ShareFile account. If not, login with the credentials you created earlier.) 2. Click on the Admin link in the top right portion of the page and notice that the main page provides an overview of bandwidth, storage, and user licenses for the account as well as information on billing when applicable. 3. Now we will look at the options available for branding your account. Click on the link on the right side of the page called Edit Custom Branding. Exercise 4: ShareFile Account Administration Page 20
Citrix Action Virtual Classroom Step 4. Next we will click on the Masthead Branding section to add a logo. You will need an image that is no bigger than 400x80, so for purposes of this lab you may want to select one that is already available via search in the correct size (using the Google Image Search saved favorite in Internet Explorer). Save the link to the image of your choice to the Desktop and then click on the Choose File button next to Logo Image. Browse to the image link saved to the desktop and click Save. 5. Feel free to explore and experiment with some of the other branding options available in this section before continuing on. 6. Next we will click on the Advanced Preferences link on the right portion of the page to see the options available for managing how users access their account. 7. If you scroll nearly to the bottom of the list you will find a section called File Versioning. Ensure that Enable Versioning is set to Yes. 8. Click the link to go back to the Home screen 9. Click the folder link with your email address 10. Click the Upload Files button 11. Browse for a file that you have previously uploaded and upload it again 12. You will now have two versions of that file in your history and you can verify this by the following icon next to the file: Click on that icon to view the list of all versions and download a previous version or remove versions from your history. 13. Feel free to experiment with this feature by disabling the feature and then viewing the folder. You will note that all versions were made files to avoid data loss, but if you delete one of the copies, and upload a duplicate file now it will replace the original without storing a version. 14. Finally, we will add a more personal sub-domain name for accessing this account. This will be useful in a subsequent lab on mobile devices. From the Admin page, click on the Edit Subdomains link on the right portion of the page. Exercise 4: ShareFile Account Administration Page 21
Citrix Action Virtual Classroom Step 15. You will notice that the first sub-domain is pre-populated with an auto-generated trial account name. You can add a second name for accessing this account that will be easier to remember and shorter to type. In the second text box enter your first and last name to create a new alias for this account. If you receive a message that the name is used by another company, you will have to make the name more unique. Note: If you hit Save, you may find that a Billing message appears stating it is a demonstration account. 16. To verify that you can login using this new name, click the Log Out link at the top right of the page and then navigate to the new URL you entered and login again. END OF EXERCISE Exercise 4: ShareFile Account Administration Page 22
Summary Key Takeaways The key takeaways for this exercise are: Administration for ShareFile is web-based, easy to use, and offers rich controls over account branding, user permissions, and file access controls. Exercise 4: ShareFile Account Administration Page 23
Exercise 5: ShareFile User Administration Overview For this exercise, we will use the web admin console to explore options for creating additional users and managing user permissions. Step-by-step guidance Follow the steps below to complete the task. Estimated time to complete this lab: 10 minutes. Step Action 1. On Win7Endpoint, open Internet Explorer to http://www.sharefile.com and login to your account. 2. Click on the Manage Users link in the top left portion of the screen. 3. There are two types of user accounts employee and client. Employee users take up a license and can be assigned varying administrative permissions. Client users do not take a license and cannot be assigned administrative permissions; however, they can have access to shared files and can create and share files themselves. 4. First we will create a new Employee user by clicking the Create New Employee button. 5. For Step 1: Enter an email address for this user. We won t be logging in as this user in the lab so you can use any email address you want. If you would like to explore some of the user management options further, you can enter an email address you have access to as long as it is different than the one you used to create the account with. 6. For Step 2: You will have to enter a first and last name for the user to be able to continue, but more importantly take note of all the permissions available to assign to this user. Exercise 5: ShareFile User Administration Page 24
Citrix Action Virtual Classroom Step 7. For Step 3: You can assign this user varying levels of access to a folder or set of folders so that when they login for the first time their account already has access to shared documents. You can click Skip this step to move on to the next step. 8. For Step 4: This final step allows you to send an email to this new user notifying them their account was created and providing them with login instructions. For purposes of this lab you can click Finish Without Sending. 9. You have now created your first employee user and seen all the options available to assign to them. Next, click on Manage Users again and create a client user. The steps are the same, but you will see that there are less permissions available to the client user. 10. Now that there are additional users in the account we can explore sharing files with other users. Click on the Home link to view the list of folders and navigate to the folder containing the Welcome.pdf file. 11. You will notice that underneath the files section is a Folder Access section. Click the Edit button in this section to edit the user permissions for this folder. 12. Click on Add Users at the top of the dialog and then click on Add From Personal Address Book. This will list the users you just created and you can select one of them to add them to this folder. Once added, you will be able to set their permissions for Download, Upload, Delete, or Admin rights as well as configure notifications. 13. You can also share files or groups of files publicly or with existing users by sending a link as well. Select the Welcome.pdf file and click Send to view this option. Feel free to explore the permissions section and create links or email this document with the variety of options available. END OF EXERCISE Exercise 5: ShareFile User Administration Page 25
Summary Key Takeaways The key takeaways for this exercise are: User administration is a simple yet powerful way to control access to files and folders stored and shared within ShareFile. Exercise 5: ShareFile User Administration Page 26
Exercise 6: Reporting Overview In this exercise we will review the rich reporting and audit trails available in ShareFile. Step-by-step guidance Follow the steps below to complete the task. Estimated time to complete this lab: 10 minutes. Step Action 1. On Win7Endpoint, open Internet Explorer to http://www.sharefile.com and login to your account. 2. Click on the Admin link at the top of the page and then click Reporting on the right portion of the page. 3. You will notice that the reporting section provides an overview of storage and bandwidth for the account at a glance. Click on the Create Report button to create your first detailed report. 4. You can choose the type of report that you want to create. Usage, Access, Bandwidth, Messaging, and Storage reports are all available, but for the purposes of this lab we will select the Usage Report to view the detailed logs for the files we have uploaded or downloaded during the course of this lab. Click on Next Step to continue. 5. Each report has various filters you can select. For this report, we will accept the defaults to view all data in the last 30 days for the entire account. Click on Next Step to continue. 6. There is an automated reporting feature built-in to ShareFile to allow you to schedule reports to be run automatically based on a schedule that you select. We want the report to run immediately, so click on Create Report to start the report generation process. Exercise 6: Reporting Page 27
Citrix Action Virtual Classroom Step 7. You will notice that a Usage Report has been created and is available (nearly immediately) for access on the bottom section of the page. The report is available in Html, Excel, CSV, and PDF formats. Click on the link labelled Html to view your first report. 8. You will find all file activity listed in the report. Feel free to explore these reporting features and see the capabilities and formats of each report type. END OF EXERCISE Exercise 6: Reporting Page 28
Summary Key Takeaways The key takeaways for this exercise are: Reporting is a simple, yet powerful feature that enables account administrators to audit all activity on the account. Exercise 6: Reporting Page 29
Exercise 7: Device Management Overview In this exercise we will explore additional ways to access ShareFile via mobile devices. This lab will require a personal mobile device (iphone, ipad, Android phone, Android tablet.) If you do not have a personal device with you, then skip ahead to Exercise 8. Step-by-step guidance Follow the steps below to complete the task Estimated time to complete this lab: 15 minutes. Step Action 1. There are native apps available for ios and Android devices in the App Store or Marketplace. Search for ShareFile to find and download the latest app for your device. 2. The account you created in Exercise 1 has a long, difficult to type name, but in Exercise 4 you added a shorter alias for the account. You can provide this new alias when logging in on the mobile app. 3. Once you have installed and logged in to the mobile app, you will notice that the same folders and files are available there for access. Next we will explore the administrative control over this device using the website. 4. From Win7Endpoint, open Internet Explorer to http://www.sharefile.com and login. 5. Click on My Settings in the top portion of the page and then click on the My Devices link on the right of the page to access your devices. 6. You should now see an entry for the device where you logged in. With this page, you can select the wipe checkbox to the right of the device and then click Wipe Selected Devices at the bottom to force a wipe of the data stored for this account on your device. This only affects the device storage of ShareFile data and will not affect other apps running on your personal device. As an admin, the same functionality is available from the Manage Users page so that you can manage other user s devices. Note: If the wipe message does not appear, than you can exit the application and reopen to view the message. END OF EXERCISE Exercise 7: Device Management Page 30
Summary Key Takeaways The key takeaways for this exercise are: ShareFile supports a broad range of devices and provides administrators with controls to manage those devices and prevent IP leakage. Exercise 7: Device Management Page 31
Exercise 8: Active Directory Integration and Single Sign-on Overview In this exercise we will review options for connecting your ShareFile account with your existing Active Directory accounts. Step-by-step guidance Follow the steps below to complete the task. Estimated time to complete this lab: 5 minutes. Step Action 1. From Win7Endpoint, open Internet Explorer to http://www.sharefile.com and login. 2. Click on the Admin link at the top of the page and then click on the Configure Single Sign-on link on the right portion of the page. 3. ShareFile has built-in support for SAML 2.0 federation. If you deploy Citrix CloudGateway Enterprise Edition, it will automatically configure these settings and provide single sign-on access to users using their AD accounts. If not, you can configure an existing Identity Provider using these administrative settings. Since these settings are specific to every organization, we will not walk through the process of configuring it in this lab. A detailed blog post is available to help you with configuration using Microsoft ADFS as an example: http://blogs.citrix.com/2012/03/19/saml-authentication-with-sharefile-using-ad-fs-2-0/ 4. IMPORTANT! This is the last exercise for this lab. Please go back to the self-paced training web site and do the following before you go: Complete the web survey by selecting the feedback link in step number 5 on the lab details page. After completing the survey, select Logout at the top right of the self-paced training site. Key Takeaways END OF EXERCISE The key takeaways for this exercise are: ShareFile can be configured to work with existing Active Directory accounts so that user accounts/passwords do not need to be managed within ShareFile. Exercise 8: Active Directory Integration and Single Sign-on Page 32
Please complete this survey We value your feedback! Please take a moment to let us know about your self-paced lab experience by completing a brief survey. Complete the web survey by selecting the feedback link in step number 5 on the lab details page. Exercise 8: Active Directory Integration and Single Sign-on Page 33
Revision History Revision Change Description Updated By Date 1.0 Original Version WW Technical Readiness October 2012 About Citrix Citrix Systems, Inc. designs, develops and markets technology solutions that enable information technology (IT) services. The Enterprise division and the Online Services division constitute its two segments. Its revenues are derived from sales of Enterprise division products, which include its Desktop Solutions, Datacenter and Cloud Solutions, Cloud-based Data Solutions and related technical services and from its Online Services division's Web collaboration, remote access and support services. It markets and licenses its products directly to enterprise customers, over the Web, and through systems integrators (Sis) in addition to indirectly through value-added resellers (VARs), value-added distributors (VADs) and original equipment manufacturers (OEMs). In July 2012, the Company acquired Bytemobile, provider of data and video optimization solutions for mobile network operators. http://www.citrix.com 2012 Citrix Systems, Inc. All rights reserved. Page 34