Instruction Manual "Schaeffler FileExchange" Solution. Instruction Manual: "Schaeffler FileExchange" Solution

Transcription

1 Instruction Manual "Schaeffler FileExchange" Solution Instruction Manual: "Schaeffler FileExchange" Solution

2 Brief Description This instruction manual describes how you can use the Schaeffler FileExchange (SFX) to safely and traceably carry out file transfers. The following areas will be dealt with Logging in Exchanging files via "AdHoc" Exchanging files via "SharedFolder" Resetting your password You will find short instruction manual, frequently asked questions as well as further information about Schaeffler FileExchange as Schaeffler employee at the following link: SFX on SchaefflerCONNECT Page 2 of 47

3 Contents 1 Glossary Logging in to the Schaeffler FileExchange Website Exchanging files via AdHoc Sending files via AdHoc Receiving files via AdHoc Downloading files by logging on (standard) Downloading files without logging on Downloading files with security question Exchanging files via "SharedFolder" Creating a SharedFolder Configuration of an existing SharedFolder Deleting a SharedFolder Uploading files via SharedFolder Downloading files via SharedFolder Resetting your password Page 3 of 47

4 1 Glossary A licensed user: is assigned a specific Schaeffler employee Windows login name (team users are not possible) must be ordered in advance by SRM, SRM Light, or the respective local IT support services (access data are sent by ) can send messages with a file attachment to anyone by using the AdHoc function has the option of creating a new SharedFolder and of sharing it with other people generates monthly costs that are charged to the respective cost center via the IT product charging A unlicensed user: is assigned a specific address is automatically generated by the system (access data are sent by ) can receive AdHoc messages from a licensed user and, if necessary, can reply to the message once can use the generated SharedFolder of a licensed user (upload, download) incurs no monthly costs with regard to the IT product charging Page 4 of 47

5 2 Logging in to the Schaeffler FileExchange Website In order to use Schaeffler FileExchange, you must open the following page in your internet browser: For Schaeffler employees: For external personnel: Enter your user data in the available fields and confirm by clicking on the "Sign In" button (1). Page 5 of 47

6 1 Figure 1: Schaeffler FileExchange login page Page 6 of 47

7 After the first login has been successfully completed, you will automatically be asked to change the password you were assigned. Please observe the stated password guidelines when doing this (2). 2 Figure 2: Schaeffler FileExchange password change Click "Save" to confirm the password change Page 7 of 47

8 3 Figure 3: Confirming the password change Then click "Here" (3) and enter your data again. Figure 4: Schaeffler FileExchange login screen Please note that the password you have just set must now be entered. Page 8 of 47

9 You will then be forwarded to the Schaeffler FileExchange start page. Figure 5: Schaeffler FileExchange start page after login Page 9 of 47

10 3 Exchanging files via AdHoc The AdHoc function allows you to send files to people directly, both internally and externally, without the need for configuration. This is especially useful if you wish to exchange files with alternating partners on an irregular basis. Using AdHoc is similar to using an program such as Outlook or a Webmail. You write a message in the system with the subject line to the recipient and load the required files as an attachment to the message on the Schaeffler FileExchange Server. The recipient of your message then receives this in the form of an . The files you have uploaded can be downloaded by the recipient via a link contained in the . Page 10 of 47

11 3.1 Sending files via AdHoc Note: Sending files using the AdHoc function is exclusively reserved for licensed users of the Schaeffler FileExchange system (see Glossary Section 1). In order to use the AdHoc function to send files with a licensed Schaeffler FileExchange user account, click on "Compose Mail" (4) in the left-hand menu. 4 2 Figure 6: "Compose" menu (AdHoc) Page 11 of 47

12 This will open the user interface shown in the figure below Figure 7: Compose details menu (Adhoc) The user interface is the same interface for writing an . The "To", "CC", and "BCC" fields perform the same function with regard to the message recipients. Please enter the e- mail addresses of the recipients to whom you wish to send the file. As with an , it also contains the field "Subject" and a free text field for additional information to the recipient. Page 12 of 47

13 To select the files you wish to send, click "Attach" (5) below the free text field, select the relevant file, and confirm your selection with the "Open" button. Figure 8: Selecting files to send If you wish to send several files, repeat this process as many times as necessary, until you have attached all the files you wish to exchange. By entering a value in the "Expiration" field (6) you are confirming the length of time the file(s) will be archived on the Schaeffler FileExchange Server. After this has expired, the files are automatically deleted. Please factor in any days your partner may be absent. The standard setting is 7 days. Page 13 of 47

14 In addition, you can select the type of AdHoc transfer using the "Access" selection box (7). Three different options are available Figure 9: Type of AdHoc file transfer "Send attachment link only (9) The recipient receives a download link by and can download the file(s) without further inspection. Note: Please note that anyone who has the link can download the files. "Protect attachment link with security question (10) The recipient receives a download link by and can download the file(s) after answering a security question. You must set the security question and the corresponding answer yourself. "Allow recipients to enroll as restricted users (11) This option is the standard setting. An unlicensed user account is automatically set up for all recipients, who are not yet enrolled. In this case, the recipient can download the file(s) and reply once to your message with an attached file. For information on the exact procedure for doing this, please refer to Section When all the required information has been entered, send the composed including the file(s) by clicking "Send" (8) see Figure 7. Page 14 of 47

15 The recipient will now be notified by and receive all the required information. You will then receive confirmation that your message has been sent (12). All messages which were sent by yourself can be seen in the Sent directory (13) Figure 10: File sending status Page 15 of 47

16 3.2 Receiving files via AdHoc Receiving files depends on the type of AdHoc transfer selected by the sender (see Section 3.1). Downloading files by logging on to the Schaeffler FileExchange system is the standard variant ("Allow recipients to enroll as restricted users (receive and reply to messages only) ). In doing so, a new unlicensed user account is created with which you can log on to the system. The access data are sent to you in a separate . In addition, you can also download files directly via a download link without logging on ("Send attachment link only"). The attachment link can also be protected with a security question ("Protect attachment link with security question"). Page 16 of 47

17 3.2.1 Downloading files by logging on (standard) If the sender has not explicitly selected a type of transfer or has entered the option "Allow recipients to enroll as restricted users (receive and reply to messages only)" (11, see Section 3.1), you will receive an with the subject line and free text composed by the sender as well as the download links to the available files Figure 11: Excerpt from the received for the download of files with login You can either download the file directly via the download link (14) or once you have logged on to the Schaeffler FileExchange system via the login URL (15). Page 17 of 47

18 If you log on via the login URL on the Schaeffler FileExchange system, you will see after the selection of the tab Mailbox in the navigation bar and click on the directory Inbox an overview of all the messages for your users. 16 Figure 12: File download after AdHoc transfer using the login URL In order to read the content of a specific message, please click on the corresponding subject line (16). Page 18 of 47

19 18 Figure 13: Once-only reply for AdHoc account 17 Click on the name of the attached file to download it. Click "Save" (17) and select the location to which the file should be saved. You can reply only once to this message. To do this, click "Reply" (18), enter free text if desired, then attach the file you wish to send. To complete the process, click on "Send" (18). After this action has been carried out, it is no longer possible to send another reply to this message. The reply function can only be used again when a new message is received. Please Page 19 of 47

20 note that you can only reply to the sender. No other or additional person can receive your message. If you wish to download the file directly using the link contained in the (see Figure 10), you will not have the option of replying to the sender's message. In this case, you will be forwarded directly to the download page after logging in, and the download begins immediately. A detailed description of how this download takes place is provided in the following section. Page 20 of 47

21 3.2.2 Downloading files without logging on If the sender of the file explicitly selects the option "Send attachment links only" (9), see Section 3.1) before sending the message, it is also possible to download files without previously logging on. You will receive an with the subject line and free text composed by the sender as well as the download links to the available files Figure 14: Excerpt from the received for the download of files without login Page 21 of 47

22 By clicking on file names contained in the Direct download links line you have received (19), you will be forwarded to a website and the download will start automatically. If this does not happen, click on "Download File". Then click on "Save" (20) and select the location to which the file should be saved. Figure 15: File download using the direct download link 20 Page 22 of 47

23 3.2.3 Downloading files with security question Once the sender has sent you the file with the option "Protect attachment link with security question" (10, see Section 3.1), you will receive an with the subject line and free text composed by the sender as well as the download links to the available files. In this case, go to the line "Direct download links" in the you have received, and click on the names of the received files (21) to download them Figure 16: Excerpt from the received for the download of files with security question You will now be automatically forwarded to a website. Page 23 of 47

24 Before the download begins, you will be asked to answer the security question. After you have entered the answer, click on "Download File". If the answer is correct, click on "Save" (22), then select the location to which the file should be saved in order to start the download. Figure 17: Safety question before file download 22 Page 24 of 47

25 4 Exchanging files via "SharedFolder" The SharedFolder function is an additional method within the Schaeffler FileExchange system of exchanging files with external persons. In contrast to the AdHoc function, the focus of using this method is on a long-term exchange of files with fixed partners. In order to use this function a folder must be created. The creator of this folder then releases the folder as a so-called "SharedFolder", whose configuration requires the addresses of the people, who are also to have access to the "SharedFolder". As soon as configuration is complete, all the persons involved have access to a joint view of the released folder and can exchange files with one another using this folder. For people who do not yet have a Schaeffler FileExchange user account, a new unlicensed user account is automatically created, with which you can log on to the system. The corresponding access data are sent in a separate . Page 25 of 47

26 4.1 Creating a SharedFolder Note: Creating a folder and releasing it as a SharedFolder is exclusively reserved for licensed users of the Schaeffler FileExchange system (see glossary, Section 1). As soon as you have a licensed Schaeffler FileExchange account, you have the option of creating a SharedFolder. To do this select the tab Your Files in the navigation bar, click "Actions" and then on "Create folder. Figure 18: Creating a new folder Page 26 of 47

27 Then highlight the newly created folder and click the menu item "Share" (23). 23 Figure 19: Defining folder as a SharedFolder Page 27 of 47

28 A new window opens to configure the SharedFolder: Figure 20: Configuration menu for creating a SharedFolder Within the field Type in an you can add or delete users with whom you wish to share your created folder (24). In order to configure which access rights the added user should have, select a corresponding option under the "Access" tab (25). The standard setting here is the download, upload and overwriting of files. Page 28 of 47

29 Furthermore, you have the option of selecting whether you and the added users should receive an notification as soon as a new file has been uploaded to the SharedFolder (26, 27). These notifications are usually activated for you and for your added partners. The last point in the configuration menu serves as a way of controlling what the added users can see (28). This allows you to control whether the users can see with whom the files are shared. Note: The files within the SharedFolder can still be seen and remain unaffected by this configuration setting. As soon as you are happy with all the configuration settings, click "Share" (29) to share the folder. The folder symbol will then change so that you can see that this is a SharedFolder (30). 30 Figure 21: Newly created SharedFolder Page 29 of 47

30 4.2 Configuration of an existing SharedFolder In order to change the configuration of a SharedFolder, you must have previously created the folder yourself (see Section 4.1), in other words, you must be the owner of the folder. Among other things, you can recognize this on the folder name which does not contain an e- mail address in brackets. If this is the case, highlight the corresponding folder and click "Share". 31 Figure 22: Configuring a SharedFolder Page 30 of 47

31 A new window opens to configure the SharedFolder. 32 Figure 23: Configuration menu for making changes to an existing SharedFolder Here you can adjust the settings for the existing users, with whom you share the SharedFolder. You can also add new users or delete existing users. For more details on this, please refer to Section 4.1. Once the configuration changes have been made, click "Share" (32) to save any changes. Page 31 of 47

32 4.3 Deleting a SharedFolder In order to delete a SharedFolder, you must have previously created the folder yourself (see Section 4.1), in other words, you must be the owner of the folder. Among other things, you can recognize this on the folder name which does not contain an address in brackets. If this is the case, highlight the corresponding folder and click "Share". (33). 33 Figure 24: Deleting a SharedFolder Page 32 of 47

33 Then click "Unshare" (34) to cancel joint access to the folder. 34 Figure 25: Configuration menu for deleting a SharedFolder Page 33 of 47

34 The folder symbol will then change so that you can see that this is a normal folder (35) Figure 26: SharedFolder after deleting Page 34 of 47

35 If desired, you can also then delete the normal folder. To do this, highlight the folder and select "Delete" under the menu item "Actions" (36). 36 Figure 27: Deleting a folder Page 35 of 47

36 Confirm you wish to delete the folder by clicking "Remove" (37). 37 Figure 28: Confirming deletion Note: Only empty folders can be deleted. If there are still files or folders within the folder you wish to delete, you will receive the following error message: Figure 29: Error message when deleting a folder that is not empty Page 36 of 47

37 4.4 Uploading files via SharedFolder In order to upload a file to a SharedFolder, you first of all require the relevant authorization, which is previously set by the person who created the folder. If you are only authorized to download files ("Collaborator with download files permission"), it is not possible to upload files to the desired SharedFolder. In all other cases, you can open the corresponding folder by clicking on the folder name (38): 38 Figure 30: Open SharedFolder Page 37 of 47

38 Then click "Upload" (39) to select a file you wish to upload to the SharedFolder. 39 Figure 31: Uploading a file to a SharedFolder Page 38 of 47

39 A menu will open allowing you to select the file you wish to upload. Select the relevant file and click "Open" (40). 40 Figure 32: Selecting the desired file for uploading Page 39 of 47

40 As soon the uploading has started, you can monitor the file upload by using the Uploads Monitor at the lower edge of the screen. Figure 33: Upload monitor to monitor file uploads Page 40 of 47

41 This allows you to control the uploading process, if necessary Figure 34: Detail view of the Uploads monitor This is particularly useful when uploading large files as the uploading process can be interrupted by selecting the corresponding line and clicking "Pause" (41). You can then log out of the Schaeffler FileExchange system, if necessary, and continue the process the following day, for example, by selecting the desired line and then clicking "Resume" (42). The upload is successful, as soon as the status changes to "Completed" (43). Page 41 of 47

42 4.5 Downloading files via SharedFolder The process for downloading files is similar to that of uploading files to a SharedFolder. First of all, open the corresponding folder by clicking on the folder name (44): 44 Figure 35: Open SharedFolder Page 42 of 47

43 Then click on the file name to open the dialog for saving the file (45). 45 Figure 36: Downloading files from a SharedFolder Page 43 of 47

44 Select the location to which the file should be saved and click "Save" (46) to start the download. 46 Figure 37: Selecting the location to which the file should be saved Page 44 of 47

45 5 Resetting your password The password reset function can be found on the Schaeffler FileExchange login page. Click on the icon next to "Forgot Your Password?" (47) and enter your address of your Schaeffler FileExchange account (e.g.: Figure 38: Resetting your password Then click on "Reset Password" (48). Page 45 of 47

46 You will now receive an with the subject line "Schaeffler FileExchange - Passwort Reset Confirmation". The will contain a link (49), via which you can request a new password. Once you have clicked on this link, you will be forwarded to a website confirming that you will shortly receive a new password via . max.mustermann@schaeffler.com 49 Figure 39: Excerpt from the received to reset your password Page 46 of 47

47 You will now receive a further with the subject line "Schaeffler FileExchange - New Password Notification" containing your new password (50). 50 Figure 40: Excerpt from the containing the new password Open the Schaeffler FileExchange login page and log in using your new password. For safety reasons, you must change the password after logging in. (see Section 2) Page 47 of 47