FTP-Stream Module: InstantShare End User Guide
InstantShare Overview InstantShare is an easy way to quickly share large files to external partners and to request them to send files back to you. But unlike consumer based file sharing tools InstantShare provides logging, tracking and a full audit trail both for you and central administration. InstantShare transfers are encrypted and are compliant with international security and data protection standards. Your form URL Your administrator will provide you with a link to your InstantShare form. Remember the link is personal to you and should not be shared. The buttons at the top of your form toggle between the share files page and the Contact Manager. Sharing Files Mail Composition The top pane on the InstantShare form sets up the advice email. Add one or more recipients and CC addresses, add your subject line and optional message text. Click CC to me to ensure you get a copy of the message. Mail addresses you enter are remembered for future shares. August 2015 Author: Maytech Version: 1.2 2 of 5
Optional Settings Open the Options pane to set some useful options: Expiry - By default download links never expire. To set an expiry untick the checkbox, click on the calendar icon and choose and expiry date and time. Download links are permanently inactive after the set time. Release date - Use the same method to set a date and time to release your files. You can upload your files and send out the links but download links are inactive until the chosen time. Password Protect Downloads - To password protect downloads tick the checkbox and the system will provide a generated password by default. Optionally you can choose to send the password for the download in a separate email. Notify me on download - Tick this checkbox to receive a notification email when the files are downloaded. Include ShareToMe link - If ticked, the notification email will contain a link to a page where your partners can send files back to you. Message signature - Enter your signature this appears below the file listing and is followed by any footer / disclaimer text set by your administrator. All settings and your signature text are remembered for future shares. Queue Files for Upload Either: Click on the Add Files button, to select files using your Windows Explorer or Finder on the Mac. You can select multiple files using shift-click or control-click. If supported by your browser you will see a drop zone to drag files or folders from your desktop or file browser. If you drag a folder all files in the folder and sub-folders will be queued for upload. August 2015 Author: Maytech Version: 1.2 3 of 5
Contact Manager At the top of your InstantShare form click on Contact Manager to manage your contact list and request your partners to share files with you. New outgoing contacts are automatically added, and any contacts you add here will be included in the quick select list when typing email addresses. To request files click on the icon in the Request column. You can send a message right there in the popup, or press More Options to copy the link to your clipboard or to send a message using your default mail software. Your remembered contacts will be listed. On each row you can: Click on the email address to send an email containing a link to the InstantShare form for sending files to you. Click on the mail icon to display the link. If a contact is not already listed you can create a new entry at the top of the page. August 2015 Author: Maytech Version: 1.2 4 of 5
A couple of things to note: Your contacts can not edit the recipient address so can only send files to you. The links are unique connecting you with a specific sender, so normally you would see that each of your contacts is registered and receives the correct link. This ensures correct tracking. As soon as your contact uploads files you will receive an email notification. Tracking All InstantShare traffic is logged. Open the My InstantShare pane to see your activity. You can then click through three levels of detail: Level 1 Groups InstantShare activity by date. Level 2 Lists each InstantShare instance for the day showing recipient and subject line. Level 3 Lists files shared in the instance, click on the Details icon for download information. August 2015 Author: Maytech Version: 1.2 5 of 5