Large File Transfer System user guide

1. Large File Transfer System User Guide
Re:Sources Information Technology

2. Table of Contents
Introduction ...............................................................................................................................3
Logging into the LFTS ..............................................................................................................3
Publicis Groupe Employees:................................................................................................................ 3
Non-Publics Groupe Employees (clients and customers): .................................................................. 3
Resetting Your Password.........................................................................................................4
Navigating in the LFTS .............................................................................................................5
Working with “My Contacts”....................................................................................................5
Adding People to Your Address Book: ................................................................................................ 6
Creating an Account for Someone Outside of Publicis Groupe ........................................................... 7
Creating Groups .................................................................................................................................. 7
Removing People from your Address Book ......................................................................................... 8
Working with “My Folders” ......................................................................................................8
Creating and Editing Folders ............................................................................................................... 8
Folder Security..................................................................................................................................... 9
Editing Folder Settings Later ............................................................................................................... 9
Creating Sub Folders ......................................................................................................................... 10
Uploading Files to Folders .....................................................................................................10
Uploading a Single File ...................................................................................................................... 10
Uploading a Group of Files ................................................................................................................ 11
Working Inside the Folder View .............................................................................................11
Sending files to people without LFTS accounts ..................................................................12
Trouble Shooting and Training ..............................................................................................14
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3. Introduction
The Large File Transfer (LFT) System allows you to moves large files to and from co-
workers and customers using a website interface. The system gives you the ability to be
the administrator and manage your own folder without needing to contact IT.
Maximum file size 20 gigabytes
Number of days files are available 7 to 60 days (user adjustable)
File Types Accepted All computer file types such as jpeg, mpeg, gif,
doc, axles, ppt and zip are accepted
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Software requirements Web browser and internet connection
All Publicis Groupe employees have access to the LFT System. E-mail is unable to
handle many of the larger file sizes we work with every day. The LFTS is the solution to
move those files to our clients and co-workers.
In order to utilize the LFTS, you need to understand some of its functionality. The
functions are divided into two broad categories:
1. Working with your address book and contacts (people you want to send files to).
2. Working with folders and files (the files you will be sending them).
Logging into the LFTS
Publicis Groupe Employees:
All Publicis Groupe employees with a Lion Login account can use the LFTS system
immediately. Just log in with your Lion Login account.
If you do not have a Lion Login account, and you are a Publicis Groupe employee, the
LFTS system will use your full e-mail address to verify who you are. Enter you e-mail
address and your password to get started with the registration process. You will need to
fill out a short form. LFTS will send you an e-mail to finalize your account.
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The LFTS has been tested with Internet Explorer 5.5 and 6, Mozilla, Firefox 2.0, and Safari. It works with the standard
browsers for both Macintosh and Windows. A fast internet connection is recommended.
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4. If you are a Publicis Groupe employee and you are having problems logging into the
LFTS, contact the Publicis Groupe Service Desk at 312-220-4440 or toll free 866-222-
4440.
Non-Publics Groupe Employees (clients and customers):
If you are a client or customer of the Publicis Groupe, you must first have an account
created in order to access the LFTS. Publicis Groupe employees can do this for you.
You will receive e-mail from the LFT system asking you to validate your account. Follow
the instructions carefully.
Due to firewalls and SPAM filters, some clients may not receive LFTS registration and
notification e-mails. The intended receiver will need to work with their internal technical resources
and apprise them of the incoming LFTS e-mail.
If you are expecting an LFTS e-mail and do not see it, make sure to check any junk mail folders.
Folder owners can review who has been able to validate their LFTS account by going to their “My
Contacts” page.
Resetting Your Password
Non-Publicis Groupe Employees and employees who are not currently using Lotus
Notes can reset their password by clicking on the “Lost Password” link on the home
page. E-mail will be sent to the address associated with your account, which contains a
reset code.
Use this reset code and then create a new password on the Password Reset page.
If you are a Publicis Groupe employee using your Lotus Notes e-mail address and
password to access LFTS, you must reset your password through Lotus Notes. Contact the
Publicis Groupe Service Desk.
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5. Navigating in the LFTS
Once you have logged into the LFTS, you will see your folder view and the navigation
bar near the top. In the navigation bar, you will see three links:
• My Folders
• My Contacts
• Logout
My Folders: Allows you to see what folders you have access to, manage folder access,
upload and download files, and other administration associated with working with files.
My Contacts: Acts as your address book, lets you manage who has access to the files
and folders you create, and allows you to create groups of people.
Logout: Takes you out of the LFTS system.
Icons: The LFTS has several icons to help with navigation.
Delete Edit Settings Create Subfolder Download
When you first log in, you will start by seeing a quick view of your folders. You can
quickly expand the folders to look at their files by clicking the “+” symbol directly to the
left of the folder.
If a folder has a set of icons to the right, this means you have some administrative rights
to that folder (which is addressed later in this guide).
Working with “My Contacts”
The newest version of LFTS allows you the send files to people without them needing
an account. This is Anonymous Downloading. Using it does not offer many of the
advantages a full LFTS account. It is preferable to create an address book of contacts
so that you can manage your files a little more closely.
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6. In “My Contacts,” you will be able to add people to your address book, create groups of
people, and even create LFTS accounts for people who do not work within Publicis
Groupe.
Adding People to Your Address Book:
Start by going to the My Contacts page, and conduct a search for the user. You can
perform four types of searches:
1. First Name
2. Last Name
3. E-Mail address
4. Wildcard search
You can use % to function as a wildcard if you do not know the full name. For
example, “Brande%” returns a search of individuals who have “brande” in their first or
last name.
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7. If the person you are looking for is in the LFTS system already, their name will appear in
a list following your search. Find the correct person, and click the ADD button next to
their name.
If you want to add a Publicis Groupe employee to your address book, use their e-
mail address for more accurate results. You can even use the wildcard. For example,
“alan.gentry%” results in the only Alan Gentry within Publicis Groupe. You do not have to
include all of the information following the @ sign in his e-mail address.
Creating an Account for Someone Outside of Publicis Groupe
If the person you want to add to your address book does not show up in the list, you can
create an account for them. Underneath the search results, is the “Create New User”
area? Enter in the person’s information and click the “Create User” button. They will
receive instructions via e-mail on how access the LFTS.
Due to firewalls and SPAM filters, some clients may not receive LFTS registration and
notification e-mails. The intended receiver will need to work with their internal technical resources
and apprise them of the incoming LFTS e-mail.
Folder owners can review who has been able to validate their LFTS account by going to their “My
Contacts” page.
When the person receives the e-mail, they are asked to enter their e-mail address and
validation code. They can copy and paste this information directly from the e-mail.
Creating Groups
If you work with a team of people on one project, you can create groups within your
address book. From the “My Contacts” page, type in the name of the new group, and
then click the “Create New Group” button.
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8. Select the people you want in the group from your address book, and click the ADD
button.
If you click on the pencil and paper icon, you can edit the group’s settings.
Removing People from your Address Book
You can remove people from your address book by going to the “My Contacts” page
and then clicking on the trashcan icon next to their name. This will remove the person
from both your address book and any groups they may are in.
Removing someone from your Address Book does not delete his or her account
from the LFTS system. If you need to add them back to your address book later, you can
simply do a search.
Once accounts are created for outside people, they cannot be deleted. This
is because of auditing and tracking. If you have given someone access to a
folder, you are responsible for removing that access if the person leaves the
company.
Working with “My Folders”
Creating and Editing Folders
From the “My Folders” page, the last folder in you list says “Click Here to Create New
Folder.” When you click on that link, you will be prompted for a folder name. The Parent
Folder name “Top Level” cannot be changed.
You are prompted to set up the folder settings. When you are done updating the
settings, click the “Update Settings” button.
Retention Days: This is the number of days before the files are automatically deleted
from the LFTS. The default is seven days, but it can be set anywhere from one to sixty
days.
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9. Files uploaded to the LFTS are deleted automatically based on the folder settings. Once
erased, files are not recoverable. Files on the LFTS are not backed up, so it should never be
used to archive files or folders.
Allow Anonymous Downloads: If you allow anonymous downloads, each file within
the folder will have a special website address that anyone can use to download the file,
even if they do not have an LFTS account. You can e-mail or instant message them this
address (discussed later).
File Expiration Notification: The LFTS system will e-mail everyone who has access to
the folder when it is about to automatically delete the files within the folder. This serves
as a warning to those users, so they can go get the files.
Show User Info to Users: This allows all users of a folder to see whom the other users
are.
Logo Image: The logo image is a graphics file that serves as a logo for this particular
folder.
Folder Security:
Download, Upload, Manage: When you add a person or a group to the security
settings of the folder, you have to decide if they can simply download, upload, or
manage the folder you are working with. When you select a user or group, click on what
functions you want to give them, and then click the “insert” button.
Folder Security By User: This shows a list of who has access to the folder. You can
control who has access by using the drop down menu of the people within your address
book. Your address book is the best way to manage users. The list of existing LFTS
users is available to you, but it is very long and not recommended.
Folder Security By Group: You can give groups in your address book access to the
folder. This makes things even easier if you want to give access to everyone on your
team.
Giving people or groups the ability to manage a folder allows them to delete files or change
security settings, including encrypting and password protecting files.
Editing Folder Settings Later
You can edit a folder’s settings at any time by clicking on the Paper and Pencil icon next
to its name from the “My Folders” page. Remember to click the “Update Settings” button
in order for the changes to be set.
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10. Creating Sub Folders
You can create sub folders within a master folder if you wish. First, create the main
folder (outlined above). Then on the “My Folders” page, click on the icon that looks like
a page with a star on it. Set the security settings for the sub folder, just as you would for
the main folder.
Uploading Files to Folders
In order to upload files to the LFTS, start by clicking on the name of the folder you want
the files to go into. You will see two choices. You can upload a group of files, or a single
file.
Uploading a single file
Click on the link to upload a Single File to the folder. You see the “Chose File” button
and some options.
Chose File: Click on this button and then navigate to the location of the file you want to
upload on your computer.
Description: You can enter a description of the file that you are uploading. This will
help the users of the folder know what they are downloading.
Send Notification: When you chose yes, everyone who has access to the folder
receives an e-mail when something is uploaded.
Encryption: For added security you can encrypt the file with a password. The LFTS will
not notify users what this password is. You need to do that using e-mail or another
method.
Encryption passwords are not recoverable. If the password is lost, then file will become
useless.
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11. Once you have gone through all the options, click the “Upload” button. The system will
show you a progress bar while the file is uploading. Once the file is complete, it will
show up in the list of folder contents.
Uploading a Group of Files
You can upload a group of files to the LFTS by dragging and dropping the files. Start by
clicking on the “Upload a Group” link. Enter a description of the files, and send a
notification to anyone who has access to the folder. (Just like a single file).
Find the folder that contains the files you wish to upload and drag the files directly onto
the window. Alternatively, you can also click on the “File” button and navigate to the
folder containing the files you wish to upload.
If you are having problems uploading a group of files, you may wish to upload them one
at a time.
Working inside the Folder View
You have a couple of options available to you when you are looking at a folder’s
contents.
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12. View Type: Normal View allows you to see a simple list of files. Image Preview allows
you to see a thumbnail of any image files uploaded to the folder.
Downloading Single Files: To download a single file, you can click the Green Arrow
icon next to the file name.
Downloading Multiple Files: Click the boxes to the left of the files that you wish to
download. Then click the “Download” button.
Previewing Image Files: If you wish to see a larger version image files, click the box
next to the file name, and then click the “Preview” button.
Sending E-mail to Folder Users: You can also have the LFTS system send an e-mail
message to the people who have access to the file.
Deleting Single Files: Click on the red trashcan to the right of the file.
Sending files to people without LFTS accounts
You can send files to people who do not have LFTS accounts. This is Anonymous
Downloading. This is ideal for when you need to send a large file to someone who does
not need access the LFTS system later.
The Anonymous Download function can be a security risk. You should not use this feature
for business critical or confidential information. By using the Anonymous Download function, you
are assuming responsibility for downloaded files.
Preparing Files for Anonymous Download:
Within the “My Folders” page, find the folder that contains the files you wish have
downloaded. Click on the Pencil and Paper icon to edit the folder settings.
Click “Yes” on the setting for “Allow Anonymous Downloads” and then click the “Update
Folder” button.
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13. E-mail People the Link for the Anonymous Download
Open the folder that contains the file you wish to have downloaded.
Click on the check box next to the file, and then click the “send e-mail” button towards
the bottom of the page. Insert the e-mail address for the people you want to download
the file in the “Additional E-mail Addresses” box. Then click the send e-mail button.
Alternative notification method:
When using the Anonymous Download function,
each file has a web address associated with it
(URL). When you open the folder, you will see the
first portion of this web address directly underneath
the file name. You can copy and paste this URL into
your own e-mail.
You could also send the web address to someone
via Instant Message. This is not recommended. IM
programs are not as secure as e-mail. Within the
Publicis Groupe, we do not recommend clicking on
any links sent to you via IM.
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14. Trouble Shooting and Training
Publicis Groupe employees that are having issues with the LFTS should contact the
Service Desk at 312-220-4440 or toll free 866-222-4440. Customers of Publicis Groupe
companies should contact their account representative to have a Service Desk ticket
created.
If you are interested in more formal training on how to use the LFTS, please contact
your company’s IT Relationship Manager.
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