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Large File Transfer System user guide

Transcript of Lfts user guide_v7

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Large File Transfer System User Guide Re:Sources Information Technology

2 LARGE FILE TRANSFER SYSTEM USER GUIDE

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

LARGE FILE TRANSFER SYSTEM USER GUIDE 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

Software requirements Web browser and internet connection1

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.

1 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.

4 LARGE FILE TRANSFER SYSTEM USER GUIDE

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.

LARGE FILE TRANSFER SYSTEM USER GUIDE 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.

6 LARGE FILE TRANSFER SYSTEM USER GUIDE

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.

LARGE FILE TRANSFER SYSTEM USER GUIDE 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 persons information and click the Cr