S-Doc User Guide
Instructions on using the Secure
Document Online Courier with the
CAAT Pension Plan
Secure solution provided by Accellion
September 2012
SECURE COLLABORATION USER GUIDE
PROPRIETARY AND CONFIDENTIAL SUBJECT TO CHANGE WITHOUT NOTICE.
Version 9.1 .94
© 2011 Accellion, Inc. All Rights Reserved.
TABLE OF CONTENTS
Welcome............................................................................................................... 4
Overview .............................................................................................................. 5
Login Screen ....................................................................................................................................................... 5
File Manager Tab .............................................................................................................................................. 6
Send File Tab...................................................................................................................................................... 7
Help Link ............................................................................................................................................................. 7
Settings Link....................................................................................................................................................... 7
Account Info Tab .................................................................................................................................................. 8
Preferences Tab .................................................................................................................................................... 9
Contacts .................................................................................................................................................................... 9
Sign Out .................................................................................................................................................................... 9
Using Accellion .................................................................................................... 10
Login .................................................................................................................................................................... 10
File Manager Tab ............................................................................................................................................ 10
Inbox ....................................................................................................................................................................... 11
Sent Items ............................................................................................................................................................. 11
Files.......................................................................................................................................................................... 12
Sending Files .................................................................................................................................................... 13
To .............................................................................................................................................................................. 13
Subject/Body Text ............................................................................................................................................ 13
Attachments ........................................................................................................................................................ 13
Send me a copy ................................................................................................................................................... 14
Notify on Attachment Delivery ................................................................................................................... 14
Non-Confidential ............................................................................................................................................... 14
Creating Drafts ................................................................................................................................................ 15
Uploading Files................................................................................................................................................ 15
Contacts.............................................................................................................................................................. 15
Creating Groups .............................................................................................................................................. 16
Inviting Users................................................................................................................................................... 16
Secure Collaboration User Guide
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Request a File Link ........................................................................................................................................ 16
User Types ........................................................................................................................................................ 17
Accellion Resources ............................................................................................. 17
S-Doc Resources .................................................................................................. 17
Secure Collaboration User Guide
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Welcome
This document contains instructions on how to use the Accellion Secure Collaboration solution.
If you experience any difficulties when using Accellion, please contact your company’s system
administrator.
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Overview
This section will familiarize you with the basic layout of the Accellion Secure Collaboration web
user interface. This represents the view a typical Standard User would see. Depending on
what options the administrator has enabled, not all options and buttons covered here will be
available.
Login Screen
The login screen is where you enter your email address and password to log in and use the
Accellion Secure Collaboration solution.
It has the following options:
Forgot Password? – Click on this if you can’t remember your password. You’ll be asked for your
email address, and a new system generated password will be emailed to you.
NOTE: If your Accellion deployment is using an LDAP connection, you will be reminded to use your
network/email password.
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Overview
I don’t have an account yet (optional) – Will walk you through the account creation process. If
you’re part of the email domain of the Accellion server, you will be created as a Standard User. If
not, you will be created as a Restricted Sender.
Getting Started? – This link will take you to the “Quick Start” guide.
Contact Us – Indicates who you should contact for further assistance.
File Manager Tab
The File Manager tab will show all files currently accessible via your Accellion account.
Inbox – Shows messages and files you have received.
Sent Items – Shows emails and files you have sent. Files and messages can also be resent from
here.
Files – Shows all files you have sent through Secure File Transfer or uploaded directly. Files can
be deleted or resent from here.
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Overview
Send File Tab
From the Send tab you can compose emails and attach files to be sent. These files will be sent as
secure links. You can also create draft emails, which can be sent later.
Help Link
The Help link at the top of the page takes you to the Help Page.
Contact Us – Shows whom to contact for assistance with the Accellion product.
User Guide – View or download this guide.
Settings Link
The Settings link at the top of each page will take you to the Settings page. From here you can
modify your account.
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Overview
Account Info Tab
Language – Change your default language. If none is selected, it will default to the language the
web-browser uses.
Time Zone – Select your local time zone. If you observe Daylight Savings, check the box so the
time will be updated automatically.
Personal Info – From here you can edit your password.
NOTE: You will not be able to edit your password if your company has integrated the Accellion
server with your local LDAP or Active Directory server.
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Overview
Preferences Tab
Folder/Large File Applet – This allows you to upload files greater than 2 GB and/or to upload
entire folders, and if enabled, to encrypt files.
Editor Formatting – Allows you to switch between Plain and Rich Text formatting.
Message Signature – Allows you to create a signature to be automatically added to sent emails.
Contacts
Contact Name – Shows the list of stored email addresses. These can be edited by clicking the
or removed by clicking the
.
Add new Contact – From here you can add commonly used email addresses.
Add New Group – You can create a list of email addresses called a Group. When you type the
name of the group in the To: box on the Send File tab, it will automatically populate all the email
addresses in the group.
Sign Out
Logs you out of the Accellion appliance.
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,
Overview
Using Accellion
This section will cover using the Accellion Secure Collaboration web interface to share files
securely, including uploading of files, commenting on files, sending files, uploading files, and
other features.
Login
Since the Accellion appliance is web based, make sure you are connected to the Internet.
If you have received an invitation email, click on the link in the invitation email to access Accellion
Secure Collaboration and register for an account. Otherwise, if you have been provided with the
URL to the Accellion web interface, click on “New User” to register for a new account.
File Manager Tab
From the File Manager tab you can view files you have received and files you have uploaded.
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Using
Accellion
Inbox
The Inbox shows the files you have received.
By checking a box next to a file, it can be forwarded or downloaded by clicking on the appropriate
button. If the checkbox next to the email subject is selected, and then the “Forward” button
clicked, all of the files associated with this email will be loaded into the Send File page. The email
message itself is not displayed.
Sent Items
Sent Items shows the files sent via the Accellion web user interface.
Re-Send File – Previously sent files can be resent by checking the box next to the file and clicking
on “Re-Send File”. This will load the files into the Send File page.
Withdraw File – If enabled by the administrator of the appliance, this option allows you to
withdraw a previously sent file. This will invalidate the link the recipient sent, preventing them from
downloading the file. This only withdraws the files sent in this particular email.
Re-Send Message – To resend the email message with all attachments, click the radio button
next to the email icon, then “Re-Send Message”. This loads the email message and the files into
the Send File page.
Sent Items Report – Click on the
next to the email subject to view a report of the recipient
activity – who has and has not downloaded the files you sent in this email message.
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Using
Accellion
Files
The Files section shows all the files you have sent through Secure File Transfer or uploaded
directly.
Send – To send a file, check the box next to the file name and click “Send”.
Download – To download a file, either click the name of the file (for a single file), or check the
box next to multiple files and click “Download” to use the Multiple File Download (if enabled by the
administrator).
Delete – If enabled by the administrator of the appliance, this option allows you to delete a file by
either clicking the , or checking the box next to multiple files and clicking “Delete”.
Report – Select a file or files. A report shows the file, recipient, transfer time, and date
downloaded for each file selected.
Add Files – By clicking the “Add Files” button you can upload files directly to the Accellion server.
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RESOURCES
Sending Files
From the Send File tab you can upload files and email them using the web interface. You will see
the following options:
To
Enter the recipient’s email address. Use a comma or semicolon to separate multiple recipients.
The maximum number of recipients should not exceed 100. The auto complete feature will show
email addresses that were sent to previously. Click on “Add CC” and/or “Add BCC”, to add CC
and/or BCC recipients.
Subject/Body Text
Enter the subject and body text for the email. For more formatting options, click the “Use Rich
Text Formatting” link.
Attachments
The maximum number of attachments per email is 10, which can include a mix of new uploads
and previously sent files. The total size of all attachments to the email or upload should be less
than 2 GB. (Alternatively, you may upload individual large files, up to 2 GB, on the File Manager
tab using “Add Files”, then send them using “Resend Files”.)
NOTE: To send files greater than 2 GB, refer to the Folder/Large File section of this guide.
To attach a file:
1.
Click “Choose File” to open the Choose File dialog box for your local system OR click
“Choose from File Manager” to select a file already in your account.
2.
Highlight the file to attach.
3.
Click “Open” to attach.
4.
Click on “Choose File” again if you wish to upload more files.
5.
Click on the
if you wish to remove a file.
Depending on company policy, Send me a copy, Notify on Attachment Delivery, Encryption, and
Non Confidential options may be turned on.
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RESOURCES
Send me a copy
A copy of the email will be sent to your email address. This is useful if you want to preserve the
email in your local email program after it has been deleted from the Accellion server.
Notify on Attachment Delivery
When the recipient completely downloads the sent files, you will be notified. Click on “More” to
enter additional email addresses who will also be notified on download of the files. You can enter
multiple email addresses, each separated by a comma.
Non-Confidential
Files sent with this option enabled will allow the recipients to download files without authentication.
Please note that non-confidential transmissions will not generate return receipts. This option is
controlled by the administrator, and may or may not be available.
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RESOURCES
Creating Drafts
The Accellion web user interface provides you the ability to save drafts of emails you are working
on, but are not ready to send. To create a draft, click the “Save Now” button. You’ll see the title of
the email you’re working on appear on the left side of the screen. You can save multiple drafts,
and return to them later by clicking on their title.
Uploading Files
While files can be uploaded via the Send File page, the best way to upload many files for later
sending is via the File Manager tab  Files. From this location, click the “Add Files” button,
browse to the file or files to upload, and shift or control click to select multiple files to upload. Once
uploaded, you can resend the file by checking the box next to it, then clicking the “Send” button.
Contacts
When a user sends an email via the web interface, the recipient’s email address is saved for faster
addressing of future emails. The list of contacts on the Settings page shows the addresses that
have been saved. From here, emails can be edited (if an incorrect one was saved) or deleted.
Contacts can also be created from this location. If more than one email address should be
associated with the contact, click the pencil icon to edit, then “+Add more email... “ link to create
another email address field. Then, when typing the name of the contact in the “Send File To:”
field, you can choose from all email addresses for that.
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RESOURCES
Creating Groups
Multiple email addresses can be made into a Group. This allows you to type the name of the
Group in the “Send Field TO:” field to auto-populate it with all addresses in that Group. Click on
“Add new Group”, name it, add email addresses separated with a comma, and click “Save”.
To use Contacts or Groups, start a new email in the Send File tab. In the To: field, type the name
of the group, or an email address, and it will automatically show the available addresses that
match. Click on the address or Group to add it to the To: field.
Inviting Users
If enabled, Standard and Expert Users can send an invitation to use the Accellion appliance to
send files. To invite someone, click “Invite”, enter the invitee’s email address(es), and click the
“Invite” button to send an invitation. Optionally you can add a personal message to the invitation.
The recipient will receive an invitation email with a link. The recipient clicks the link to complete the
registration process. If they’re external to your company, they’ll be created as a Restricted Sender
able to send back to you or any other Standard or Expert user of the appliance.
Request a File Link
When enabled, Standard and Expert Users are able to send a link to request a file from someone,
as well cc others. Recipients of this link can send files back to the requester. Others on the cc list
will also be copied on the response, receiving a link to download the requested file.
Click the “Request File” button to bring up the Request File window. Fill in the recipient and any
CC addresses desired. All recipients will be able to send files to via the Request file link to the
requestor. The recipients will receive an email with a link. Upon clicking the link the recipients will
be taken a page where they can send a file back. On this page, the Subject line, To:, and From:
addresses cannot be changed. Once sent, the original requestor will receive an email with a link to
the file.
The amount of times the file can be shared and length of time that the secure download links are
valid for is set by the administrator of the Accellion system.
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RESOURCES
User Types
There are four main types of Secure File Transfer users:
Recipient – Can only download received files. May not upload or send files. Will not show the
Send File or File Manager tabs.
Restricted Sender – Can download, and upload files. Can send files only to Standard or Expert
users of that Accellion appliance. Typically an external user
Standard User – Can download, upload, and send files to anyone. Typically an internal user.
Expert User – Can download, upload, and send files to anyone. They have more control over
settings, and can send files that require no authentication. Expert Users can only be created by
the administrator of the Accellion appliance. Typically an internal user with special requirements.
Accellion Resources
If you have questions that were not answered by this guide, please visit our knowledge base at:
https://support.accellion.net/
For support on technical issues, please visit our support portal at:
http://www.accellion.com/support
S-Doc Resources
Contact the CAAT Pension Plan at [email protected] for technical assistance using this
product.
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