File Uploader Application

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1 File Uploader Application Contents Introduction... 1 Opening File Uploader... 2 Logging In... 2 The Menu Screen... 2 Uploading Files... 3 Sending Files... 4 Opening a Download... 5 Temporary Logins... 5 Logging Off... 6 Introduction The File Uploader Application was designed to give users the ability to easily and securely transfer large files to other users, both inside and outside of the District. The application allows a District user to upload multiple files and send them to a list of recipients. The recipients will then receive an containing a URL to download the file, along with a password required to start the download. District users can also create temporary logins for outside users, such as vendors and consultants. This allows an outside user to login to the program, upload, and send files in the same fashion as a District user. The only restriction is that temporary logins cannot create other temporary logins and can only send files to District addresses. It is important to remember that any file uploaded to the server is stored for a temporary amount of time. The amount of time a file upload or temporary login is available can be found after logging in to the application. Since File Uploader is a file transport mechanism NOT a file repository, users should employ their regular document repository / retention procedures and they may want to document the metadata regarding the sending of files including contents sent, recipient(s), date/time sent, etc.

2 Opening File Uploader The File Uploader application can easily be accessed through the District employee portal or by directly navigating to the application s URL. District Employee Portal o Click on the magnifying glass in the upper left of the screen and type File Uploader in the search box. Then click on the tile that appears. Application URL o URL to directly access the application Logging In Before file uploads can take place, you must login to the program. All District employees have access to login to the application using their regular Active Directory username and password. If you enter via the District employee portal, you will automatically be logged into File Uploader when you click the tile If you enter via the application URL, enter your password into the Password field and click on the Login button The Menu Screen After logging in, you will see the application s menu screen. There are two options here: Upload and Login. The Upload option will allow you to begin uploading and sending files the main function of the application. The Login option allows users to create temporary logins for users outside of the District. Choose the Upload option to begin uploading files Choose the Login option to create a new temporary login o NOTE: You are bound by the board policy as displayed under the Login button Throughout the application, these navigation options are available in the top navigation bar, as seen below in Figure 1. Also, note that the amount of time file uploads and temporary logins are available is displayed on this screen, as seen in Figure 2.

3 Uploading Files After choosing the Upload option, you will be directed to the Upload Files page. On this screen, you have the ability to choose the files you wish to upload and send to your recipient(s). The maximum file size for an individual file is 2 GB. 1. Click the Browse button to choose a file to upload 2. Click the Upload button to begin uploading the file o The progress bar will show the status of the transfer o The file will appear in the file list when the transfer is complete (Figure 3.) o You can cancel an upload in progress by clicking the Cancel button 3. Repeat these steps to upload multiple files Any uploaded file can be deleted by clicking the corresponding check box and clicking the Delete Selected Files button (Figure 4.) When all files have been uploaded, click the Next (arrow) button (Figure 5.) to continue.

4 Sending Files After clicking the Next button, you will now be able to choose your recipients and send your files. You will also be able to include a message to your recipients. 1. Enter an address or employee last name o Click Add to enter a valid address to the list o Click Lookup to search for an employee s address by last name Choose Select by the employee s name you wish to add in the results listing (Figure 6.) A search that returns a single match will automatically be added to the recipients list Click Cancel to exit the search results without choosing an employee o Select a name from the To listing and click the Delete button to remove the address from your recipients list (Figure 7.) 2. Add the text for the message that will be included with the your recipients receive (optional) 3. When ready, click the Submit button to send the files to the recipients o Click the Previous (arrow) button if you need to go back to the Upload screen (Figure 8.) o Files are virus scanned and placed into a zip file o Your recipients will receive with a link and password needed to access the file o You will receive a confirmation message NOTE: This application depends on the District s SMTP servers for sending messages. If there is an SMTP outage, this application will be unable to send messages.

5 Remember, since File Uploader is a file transport mechanism NOT a file repository, users should employ their regular document repository / retention procedures and they may want to document the metadata regarding the sending of files including contents sent, recipient(s), date/time sent, etc. Opening a Download When you receive a download message, there are two pieces of information needed to begin the download; the URL for the download and the password. 1. Click on the URL in the message to open the download 2. In the password field, enter the password contained in the download s message and click the Go button o Remember, the password is case sensitive! 3. After successfully entering the password, a list of files contained in the download will appear 4. Click the Download button to start the download o Choose the location on your computer where you would like to save the file o You may choose to rename the file to any name you wish (it will be named files.zip by default) Remember that downloads are only available for a certain amount of time. The download will be available for the amount of time specified in the message, starting from the time the message was sent. After this time, the download URL will become invalid and the files will be deleted from the server. Temporary Logins Temporary logins allow any non-district employee user (vendors, consultants, etc.) the ability to login to the system, and upload/send files to recipients. As the name implies, temporary logins are only active for a predetermined amount of time. This value can be found from within the application (see Figure 2.). Creation and use of temporary accounts must be within the bounds of District policy. Temporary logins can only send files to District addresses. 1. After logging in, choose Login from the main menu screen (or choose Create Vendor Login from the top navigation bar) 2. At the Vendor Upload ID Creation screen, enter the address of the user that will receive the access in the Vendor s Address field 3. In the Confirm Address field, enter the address once again 4. Click the Submit button If the two addresses are valid and match, the recipient will receive an containing a username (their address), a password, and a URL to login to the application. You will receive a confirmation message to your address. Remember that temporary logins cannot create other temporary logins only upload and send files.

6 Logging Off A user can log off at any time by clicking the Log Off button from the top navigation menu. District users can log back in by choosing the Log In option from the top navigation menu; temporary login users will need to refer to the URL in their login to log back in to the system.