OpenText Managed File Transfer Technical Overview October 2011 Abstract The Email integrated Manage File Transfer Solution from OpenText is a comprehensive file exchange medium that provides an extensive and well balanced solution to file transfer problems. Not bound by size, compatible and secure, this solution was engineered to streamline file exchange and bolster productivity. The following is a general work flow analysis of OpenText s email integrated MFT solution. Using some practical examples to illustrate the various aspects of the solution, it will become apparent that OpenText Managed File Transfer is well suited for any line of business regardless of the industry. TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER
Contents Introduction... 3 The Basics: Sending and Receiving Emails... 4 Sending... 4 Receiving... 5 Features Highlight... 6 Unlimited Size Capabilities... 6 Ultra-Fast File Transfer... 6 Transfer Rules... 7 Checkpoint Restart... 7 Security and Compliance... 8 User and Task Management... 10 Registered User... 10 Activity Dashboard... 10 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 2
Introduction Files continue to grow in size and the sharing of information is increasingly more complex. Organizations currently transfer information not only between local employees but global departments, partners, customers, legal providers and more on a daily basis. This transfer of information needs not only to be easy but efficient, secure, and auditable. OpenText has developed a solution to resolve the increasing number of transfer challenges with the introduction of OpenText Managed File Transfer solution. OpenText Managed File Transfer solution aims at satisfying the increasing demand for high volume data exchange while providing organizations and their users with: Increased Productivity send large files quickly and easily Improved Business Agility maintain the business momentum to prevent flow interruption by the inconvenience of file transfers Reduced Risk Achieve compliance with industry security standards and government regulations OpenText Managed File Transfer takes advantage of business users familiarity with ubiquitous email systems, yet complements the system with the ability to send large files quickly and securely to recipients inside and outside of the organization without increasing the burden on the email system itself. This whitepaper offers readers a concise view of the workflow involved in using OpenText Managed File Transfer. TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 3
The Basics: Sending and Receiving Emails The most trivial medium for a typical business user to share a piece of information with their co-workers or business partners is to send an email regardless of whether the information is only a two page PDF document or a 500MB video clip, people instinctively reach for the email icon. Often, they are disappointed upon discovering their files are too big for the email system to handle, and panic. Hence, there is a tremendous intrinsic value to tie a managed file transfer solution to the habitual email workflows. OpenText Managed File Transfer allows users to initiate large file transfers right from their email clients but ultimately offload the heavy lifting of the actual file transfer from the email systems to the MFT solution. The handover is seamless, efficient and effective. Sending Sending a file with OpenText s MFT solution can be done in two ways; depending on the option the user selects or the environment available to the user. Outlook Integration Microsoft Outlook users have the option to integrate the MFT software into their Outlook. A small piece of software is installed on Windows machines. This software serves two functions: it ties the OpenText Managed File Transfer directly to the email client with the Microsoft Outlook Add-in; and there is an actual engine, running independently that handles all file transfer activities. By selecting this option, the user can send large files in an identical fashion to that of a normal email attachment. In Outlook, they will be provided with the option to attach a file using OpenText Managed File Transfer solution, which can handily bypass any file size restrictions imposed by the email server. Attaching a file with this option initiates the MFT software to: TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 4
1. Automatically strip attachments from the email 2. Transfer attachments to OTMFT using the transfer engine 3. Place a URL in the email, which directly routes the recipient to those attachments 4. Send the email to the specified recipients Web Client For a user that does not use Microsoft Outlook, does not use Microsoft Windows at all, or simply does not have access to their office computer at the moment, they can send files via a web interface. Akin to popular online email providers, such as Gmail or Yahoo Mail, OpenText Managed File Transfer solution also provides users a friendly web interface. The user merely logs onto an account on OpenText s MFT webpage. From this point the process of sending is identical to that of a normal email, the attachment is loaded directly to the MFT server, and an attachment-specific URL will be placed in the email. Receiving Emails will arrive in the receiver s inbox as it would any normal email. However, instead of an attachment the receiver is presented with a URL, by clicking on this web link the user is able to download the attachment directly from the OpenText Managed File Transfer server. The sender gets a delivery receipt which acts as an official record of the time and date the file was ascertained by the receiver. Depending on the configuration and options set on the MFT server, the receiver may be required to authenticate before downloading the attachment for added security. Follow a day in Andrew s life Andrew works as marketing coordinator. He is sending 500MB of video files to Betty from a PR promotional company. Using Microsoft Outlook, Andrew attaches those video files in an email and clicks the SEND button. He receives no warnings or errors from Outlook--in fact the email is sent to Betty without so much of a hiccup. In actuality, attachments are replaced by URLs, which point to the OpenText Managed File Transfer Server where those attachments reside. As far as Andrew s concern, the exchange of information is trivial and transparent. TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 5
Features Highlight There is an assortment of benefits that are provided by the MFT solution beyond the ease of use. These features include: unlimited size capabilities, acceleration technology, customizable transfer rules, checkpoint restart, security and compliance. These comprehensive features contribute to this solution s ability to generate productivity through reliability and efficiency. The following section will explain the software and its benefits to the business user. Unlimited Size Capabilities Unlike many file transfer solutions in the market where file sizes are often limited to a few MB (an example would be email) to 2GB (typically associated with web-based or cloud-based solutions), OpenText Managed File Transfer has no limitation on the size of file that can be transferred thanks to the advance communication protocol that is developed specifically for this solution. Therefore the sender will never endure a failed upload due to size. The real benefit is that it allows the file exchange process to become internalized by the user. It integrates the process of file exchange into a process they are already familiar and comfortable with. This is an enabling feature that empowers users to independently execute file transfers without hesitation or involvement of the IT community. Thereby streamlining the file exchange process and enhancing productivity through consolidation of a difficult process into a familiar medium, their email. Ultra-Fast File Transfer A feature of OpenText Managed File Transfer that contributes to boosting productivity is the acceleration technology embedded in the protocol used for file transfer. It is up to 30 times faster than that of traditional transfer methods over any type of network connection regardless of bandwidth, latency and connection quality. If a file would normally require 90 minutes in order to upload, the process would now only take as little as 3 minutes. This technology not only increases speed of transfer but optimizes efficiency based on the available bandwidth, and adheres to corporate bandwidth usage policy thanks to the support of Quality of Services (QoS) mechanism. The time the user saves from the expediency of the transfer generates seamlessness to the process of file transfer. Not only does this free up time but also allows the user to focus on TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 6
transitioning immediately to the next task. The empowering attribute of this feature is that it makes file transfer fit into the user s schedule rather than vice versa. Transfer Rules The transfer rules of the OpenText MFT solution refer to the management of send and receive behaviors. There is a distinction between system-wide and user-specific transfer rules. System-wide transfer rules manipulate deeper technical features and they are reserved for Administrative users only. Settings such as bandwidth consumption are a domain in which the business user should have no control. Various corporate-brand related templates, such as email template are also controlled by the administrator. Users are allowed to control message specific transfer rules; however these permissions have to be permitted by the administrators. Certain features can be left to the discretion of the user granting autonomy and intelligence to the business process. Notifications Users can choose to be alerted of the status of a file transfer; when a file is uploaded successfully, or when a user has downloaded one or all attachments in an email, etc. Legal Template When dealing with external companies, such as vendors, partners, or customers, users can select a specific legal template to satisfy Service Level Agreements with the targeted recipient s organizations. File Retention While OpenText Managed File Transfer allows administrators to control the life cycle of files stored by the solution, users can shorten the file retention when exchanging highly sensitive documents in order to enhance security. Checkpoint Restart Checkpoint restart is a feature that is designed to maximize efficiency and safeguard against variables that could hinder progress. With OpenText Managed File Transfer one can stop and resume the transfer at any point with no loss to the progress of the upload. This feature encompasses both accidental and intentional interruptions, thereby nullifying the risks associated with poor Internet connection, or technical difficulties. A file transfer is never futile because it can be resumed from the point of interruption at the next available interval. TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 7
Furthermore, for the user s convenience they are granted the ability to interrupt the process in the event a task with a higher priority arises. For example, after Andrew started a lengthy upload he needed to attend a meeting, Andrew could pa 41955 use the file transfer temporarily, unplug his laptop, and continue the transfer after he was settled in the boardroom. This feature allows users to better prioritize their work process. Similarly to acceleration, the checkpoint restart feature allows the user to focus on other tasks rather than monitor the transfer process. Security and Compliance There are two major security concerns that are addressed by OpenText Managed File Transfer solution: achieve high level of security to protect files in motion and provides a detailed trail for auditing purposes. The first security feature is encryption protection on attachments that are being sent. An attachment is stripped at the beginning of the sending process and loaded directly to the server from which it will be downloaded. In order to protect the file, OpenText Managed File Transfer employs FIPS 140-2 validated 1 cryptography to encrypt and protect the information while it is in transit. Thus, if Andrew was sending sensitive information he would not have to be concerned about the security of the attachment. Preventing the possibility of leaks or tampering. The audit trail keeps a record of all user interactions that occurs every authentication attempt, every file that is sent and received, the results of every file transfer, and every change to the system is recorded with time, date, as well as the user s information that is associated with the particular action. This feature provides the organization with complete transparency and tractability in all events related to file transfers. It allows a user to hold and be held accountable for the 1 Pending approval. TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 8
exchange of intellectual property, not to mention the fact that it helps create a greater respect for due dates and timelines. With the encryption and tractability, OpenText Managed File Transfer protects sensitive information and creates an audit trail so that a company may best serve their clients, partners and internal compliancy demands. It is compliance made simple and easy with no worry of employee work around due to problems or inconvenience. Andrew s Life Continues Andrew is amazed that he can send 500MB worth of attachment with his email client without triggering any complaint from the system. What amazes him even more is the fact that, within half an hour, he receives an email notification from OpenText MFT Server letting him know that Betty has already downloaded all video files successfully. In the past, he would work with IT to set up an FTP site for Betty to download the large files, entailing him to chase after Betty for half a day to find out if she has successfully downloaded the videos. Upon learning that Betty accessed the files, Andrew must then go back to IT to remove this sensitive and confidential information from the FTP site. Now, with OpenText MFT, the exchange of files is quicker, it involves less people, the transfer is more secure because of the built-in encryption and, in a timely fashion, and Andrew is notified when the files are received! Without wasting a minute, Andrew can now call Betty and start organizing the upcoming marketing campaign. TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 9
User and Task Management Registered User A registered user is an individual that has volunteered identifying information that allows their interaction with the MFT solution to be fully tracked and controlled. These registered users can be an existing user in the corporate Microsoft Active Directory, or an identity created and stored in a local user directory which is maintained by the solution solely for the purpose of exchanging files using OpenText MFT. The latter applies in such case of a third party vendor, business partner, supplier, or contractors -- those whom do not have identities defined in the internal corporate directory service. Administrators can grant each registered user with access to different functions based on their roles: send emails, access the dashboard, administer the system, or perform audits. Activity Dashboard The activity dashboard is the source of organization and management offering complete transparency to the file exchange process. Registered users who are granted with the Dashboard privileges may access the dashboard upon logging onto the web interface. The user will have a number of tabs available to them depending on their roles. Those with Send privileges have access to Home, Send, and Files tabs. Higher privileged users may have access to Admin or Audit tabs, which are the access points for IT to manipulate the program and auditors to perform system audits. From the dashboard the user has access and abilities to manipulate some of the discretionary features of the solution to fulfill all their transfer needs. Home This is the tab that users will enter upon logging into the system. This tab provides the overview for everything that a user needs to know about his file transfer related activities that demand attention -- files that have recently been received, file transfers that are paused, and attachments that are about to be expired by the built-in retention policy. Send The send tab allows registered users to craft an email and send attachments. Web send is an act of direct interaction with OpenText Managed File Transfer similar to that of using an email provider like Yahoo or Gmail. It is also the tab that houses options for users to change transfer rules, such as retention time, notifications, and the legal template. TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 10
Files This tab displays the history of every email transaction that is related to the user that has occurred in the past: emails and the corresponding attachments that the user has sent in the past, and emails with attachments that have been received. Information is conveniently assembled by activity type and is fully searchable. The end of a productive day for Andrew As a registered user, not only can Betty receive files from Andrew but she can also send updated version of those video files back to Andrew by using the web interface. Betty enjoys the same high-speed transfer as Andrew along with all the security and productivity features that comes with OpenText MFT. With OpenText MFT, Andrew and Betty can exchange large files whenever they need to. The high-speed and secure transfer is a game changer that boosts team collaboration. By the end of the day, Andrew and Betty manage to finalize the promotional video clips after sending back and forth a number of edits and revisions. The campaign is heading towards a good start and that is more than what Andrew can ask for. TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 11
About OpenText OpenText is the world s largest independent provider of Enterprise Content Management (ECM) software. The Company's solutions manage information for all types of business, compliance and industry requirements in the world's largest companies, government agencies and professional service firms. OpenText supports approximately 46,000 customers and millions of users in 114 countries and 12 languages. For more information about OpenText, visit www.opentext.com. http://connectivity.opentext.com Sales connsales@opentext.com +1 905 762 6400 1 877 359 4866 Support connsupport@opentext.com +1 905 762 6400 1 800 486 0095 TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 12 Visit online.opentext.com for more information about OpenText solutions. OpenText is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC) Copyright 2011 by OpenText Corporation. Trademarks or registered trademarks of OpenText Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved.