What s New in IntraLinks Winter 2011 Release?

Transcription

1 What s New in IntraLinks Winter 2011 Release? IntraLinks Winter 2011 release intrduces a number f custmer requested enhancements, and new fferings that lead the way t extended enterprise cllabratin. New Functinality and Enhancements Extending Prductivity with upgraded features and perfrmance: Streamline the additin f new users and grups with the imprved Add User Wizard. Mre efficiently add multiple users with a user-friendly Add User interface and perfrmance tuning via the redesigned Hub and Exchange Add User feature. Save time by adding multiple files simultaneusly with the new Multi-file Uplad Optin. Navigate smaller, highly rganized exchanges better with the ability t expand / cllapse flders, and imprved All Dcument view with New Flder and All Dcument Navigatin ptins. Extending Insight with plug-in free prtected dcument access: Prtect all MS-Office file types with the additin f secure PwerPint file view and access. Added prtectin and imprved user interfaces with added cmment prtectin, dcument rtatin, and lcal language supprt. Extending yur Netwrk with imprved ad hc cllabratin and alerts: Imprve cntent access with dcument alerts that prvide direct link t flders in alerts. Streamline cmmunicatins with the ability t prmte Curier packages t an Exchange via IntraLinks Curier Exchange integratin. Cnduct secure messaging with additin f secure alerts and discussin threads with r withut attachments. Extending Platfrm accessibility with imprved integratin and imprt: Reduce imprt errrs and benefit frm greater flexibility when editing dcument alerts with IntraLinks Designer. Als adds prhibited character management. Reduce bulk user imprt errrs and reslutin time with IntraLinks Integratin Adapter (ILIA). Features include aut prhibited character replacement, a new prfile change cmparisn reprt, expanded cuntry supprt, and exchange meta-data update. Read n t learn abut these enhancements and ther new functinality in this prduct update. IntraLinks Winter 2011 Release PAGE 1

2 IntraLinks Platfrm Grups nw can be created when yu add users t yur exchange The enhanced Add Users Wizard nw enables yu t add users and new grups in a single prcess. Previusly, adding users and new grups were addressed separately. A Create Grup buttn has been added t the Assign t Grups step f the Add Users Wizard. When yu click this buttn, the Add Grup Wizard appears, and yu can add a grup as yu d tday. The Add Users Wizard remains pen in the backgrund and becmes active again when yu clse the Add Grup Wizard. This enhancement is available t all IntraLinks Platfrm users wh have access t the Add Users Wizard. Why this feature is imprtant: This simplifies the prcess f adding users and grups and reduce errrs when perfrming these tasks. The prcess fr adding many users frm the Hub has been simplified, and its speed has been imprved Perfrmance imprvements and changes t the prcess fr adding users frm the Hub enables yu t add hundreds f users t multiple exchanges at ne time. The Add Users Wizard displays mre quickly, and yu can search yur cntacts quickly by name r rganizatin, n matter hw many cntacts yu have n IntraLinks Platfrm. Frm the Hub, yu als can add new users wh have never used IntraLinks Platfrm and d nt have a recrd in IntraLinks Glbal User Directry. When yu add users frm the Hub, yu can assign user rles, assign users t grups and add a custm nte t the Welcme t Exchange alerts that are sent t the new users. These enhancements are available t all IntraLinks Platfrm users wh have the ability t add users t exchanges. Why this feature is imprtant: This addresses a frequently requested enhancement t streamline and imprve new user and grup additins and management, especially fr situatins requiring the additin f large number f users. Add multiple files at nce The Set Prperties step f the Add Dcument Wizard has been redesigned t enable yu t add up t 20 dcuments at nce t yur exchange. In earlier versins f IntraLinks Platfrm, yu culd add nly ne dcument at a time; if yu wanted t uplad multiple dcuments at nce, yu had t use a tl such as IntraLinks Designer r Multi-File Uplader. In the new versin, a Chse Files buttn displays a standard Windws Select File dialg bx that can be used t select files. Once the files have been selected, they will appear in a list at the tp f the Set Prperties screen, and yu can enter a new title fr each file if yu like. A Replace link will appear next t each file, allwing yu t replace the existing file with an updated versin. Once yu have selected the files that yu want t add, yu can select a lcatin n yur exchange fr them. Nte: The cmbined size f the files being upladed cannt exceed 20GB. Any dcument permissins, alerts, and ntes will be applied t all f the selected dcuments. An Add Placehlder buttn enables yu t add a dcument placehlder t the list. Yu can enter a name fr the placehlder r use the Replace link t replace the placehlder with an actual file. This enhancement is available t all IntraLinks Platfrm users wh are allwed t add dcuments t exchanges. Why this feature is imprtant: This functin streamlines and simplifies the prcess f uplading files t yur exchange. Usability imprvements have been made t the flder list and All Dcuments smart filter Tw new exchange settings give yu greater flexibility in determining hw yur exchange s cntents are displayed, particularly if the exchange is small in size and uses a highly structured flder scheme. The new expand/cllapse flders exchange setting can be used t enable a pair f tggles abve the smart filters n the Dcuments List. These tggles, Expand All and Cllapse All, can be used by exchanges users t shw and hide all the subflders n yur exchange. A secnd exchange setting, expand flders by default, can be used t shw all the flders n yur exchange autmatically when the Dcuments List is displayed. IntraLinks Winter 2011 Release PAGE 2

3 In additin, the fllwing changes have been made t the Dcuments List: When the All Dcuments smart filter is selected, the Flder Lcatin appears as the leftmst clumn n the Dcuments List, imprving its visibility. It is clearly identified as a hyperlink, allwing yu t view the flder cntents with a single click. If yu hver the muse ver a flder name in the Flder Lcatin clumn, a tl tip appears shwing the full path f the flder. Fr example, if the flder lcatin is Q2 and that flder is lcated within a tp-level flder named 2012 Financials, the tltip displays 2012 Financials > Q2. When the All Dcuments smart filter is selected, the flder panel that appears belw the smart filters is cllapsed autmatically. This change was made t reduce cnfusin abut what is being displayed in the Dcuments List. These changes are available t all users and d nt require any changes t exchange settings. Nte: Enabling the exchange settings is nt recmmended fr larger exchanges. Why this feature is imprtant: These changes are designed t make the navigatin f cntents in small, highly rganized exchanges easier. Additinal changes have been made t supprt Debt Capital Markets (DCM) exchanges, including: Custm alert definitins have been enabled at the industry template level, ensuring that DCM clients wh migrate frm IL5 t IntraLinks Platfrm receive alerts that are familiar t them. Custm alert definitins that are applied at the industry template level ensure that alerts will be standardized fr specific industry segments, but they can be further custmized fr individual client templates and alerts. Archive cpies f DCM exchanges include supprt fr public/private declaratins and ther DCM-specific functinality. Visibility f the Recmmend User cmmand n the Hub and within individual exchanges has been imprved. Ntes that were entered n the Set Prperties screen f the Add Dcument Wizard r the Prperties screen fr dcuments that are being updated can be inserted int the alerts fr the new r updated dcuments. When IntraLinks Platfrm users display the IL5 Hub, a warning message n lnger appears. Clear messaging is prvided t users whse access t an exchange has been blcked by an Access Gatekeeper. The message identifies the persn wh blcked the user s access and explains the user s next steps. Dcument alerts nw include links t the flders in which dcuments are stred Flders in IntraLinks Platfrm exchanges are assigned a URL (web address) that allws users t pen the flders directly. These URLs appear in the alerts that are sent t users when dcuments are added r updated. The alerts cntinue t have a link t the dcuments themselves, as well. This URL can be cpied and pasted int a web brwser, r saved as a bkmark that can be clicked later t give direct access t the flder. Users wh d s will have t lg int IntraLinks Platfrm, and they must have access t at least ne dcument in the flder. This feature is available t all IntraLinks users. Why this feature is imprtant: Sme IntraLinks Platfrm users prefer t view the flder in which a dcument is stred, rather than the dcument itself. This change was made t accmmdate that need. IntraLinks Viewer The fllwing changes have been made fr IntraLinks Viewer: Supprt fr prtected and unprtected PwerPint dcuments: IntraLinks Viewer nw supprts bth prtected and unprtected Micrsft PwerPint dcuments. This functinality must be enabled by an IntraLinks administratr and may nt be available n all the exchanges yu use, depending upn the exchange manager s wishes. PDF reslutin has been imprved: Bth images and text are clearer in scanned and generated PDF dcuments. The time needed t prepare dcuments fr view has been reduced: Users will see imprved perfrmance when pening PDF, Excel, Wrd, and PwerPint dcuments. Excel files will be available fr immediate viewing. IntraLinks Winter 2011 Release PAGE 3

4 Imprved cmment handling: Previusly, curtaining bscured a dcument s cntent, but nt the cmments assciated with that dcument. With the Winter 2011 release, bth a dcument s cntent and cmments are bscured when the user navigates away frm the IntraLinks Viewer windw. This prtects bth cntent and cmments frm screen capture tls and imprves verall dcument security. Dcument rtatin: Yu can rtate dcuments clckwise and cunter-clckwise when viewing a dcument, imprving yur ability t view scanned dcuments with landscape images. Viewer Lcalizatin: The IntraLinks Viewer user interface nw reflects the user s selected language preference f their IntraLinks Platfrm prfile. Enhanced tlbar: The tlbar at the tp f the IntraLinks Viewer screen has been redesigned t be mre attractive and easier t use. Capture Viewing Statistics: IntraLinks Viewer nw supprts the capture and reprting f specific usage statistics, such as the versin f the dcument that is being viewed, the specific pages that are viewed, the length f time each page is viewed, and the ttal time spent viewing a dcument. This change is part f a lnger-term effrt t prvide greater insight int hw yur dcuments and exchange cntent are being referenced. This is relevant fr a number f scenaris, including tracking deal activity, understanding investr interests, and reducing risk in certain legal and regulatry applicatins. Please nte: With the Winter Release, access t these statistics will require that a reprt be requested frm IntraLinks Supprt Team. Direct access t these statistics via the IntraLinks Viewer interface is planned fr a future release. Als nte that statistical infrmatin will be cllected nly fr dcuments viewed using IntraLinks Viewer; detailed page-level and ttal time statistics are nt yet available fr dcuments viewed using ther tls such as via Adbe Acrbat Reader r Micrsft Office prducts. Multi-File Uplader and Dwnlad Wizard The fllwing changes have been made t Multi-File Uplader and Dwnlad Wizard, which are part f IntraLinks Platfrm and IntraLinks Designer: The amunt f time needed t pen Multi-File Uplader has been reduced significantly. If yur rganizatin uses IntraLinks Access Mnitring Service (AMS) and yu attempt t dwnlad the cntents f an exchange that yu cannt access because it was blcked by an Access Gatekeeper, a message appears explaining why the dcuments are nt available. Access Gatekeepers typically are cmpliance fficers wh are respnsible fr ensuring that users cmply with regulatry restrictins. IntraLinks Secure Mbile SM fr ipad and iphne With this release, the IntraLinks Secure Mbile fr ipad and iphne nw supprts: Permissining using the All Users Current and Future ptin. Public/private-enabled exchanges. View f all users and grups that have been added t an exchange. Uplad f dcuments t Exchanges fr which custm fields have been enabled and defined. Nte: Bth the ability t ppulate custm fields via Mbile uplad and the uplad f dcuments t Exchanges with required custm fields is planned as a future release. System Perfrmance Onging changes supprt system perfrmance and stability Many changes have been made as part f IntraLinks cntinuing cmmitment t imprving system perfrmance and stability. These infrastructure and architecture upgrades ensure rbust perfrmance with minimal dwntime. Users will see imprvements in perfrmance as a result f these changes, but n changes t the way yu use IntraLinks Platfrm are required. IntraLinks Winter 2011 Release PAGE 4

5 Other Enhancements Additinal changes that have been made t IntraLinks Platfrm include: Archive cpies in the United Kingdm: Yu can generate archive cpies f exchanges in the U K, rather than the United States. Fr exchanges that are based in the UK, archive cpies are generated in the UK autmatically. This change was made t supprt clients wh require their data t be hsted in the UK. Mre access reprting ptins: Yu have mre ptins when entering the criteria fr Access Reprts printed frm the Hub. These ptins allw yu t refine the cntents f these reprts befre they are generated. In additin, infrmatinal messages are displayed when the reprt results will be very large, alerting yu that the reprts may take a significant amunt t be generated. In additin, these reprts nw are available t all industry segments; previusly they were available nly n Life Sciences exchanges. Expanded cuntry lists: Additinal cuntries have been added t cuntry lists thrughut IntraLinks Platfrms. Mre than a dzen small cuntries that did nt appear previusly have been added. A new English (Internatinal) lcale: When this lcale is selected, dates will be displayed in the DD/MM/YY (day/mnth/year) frmat that is standard in English-speaking cuntries ther than the United States. Security Enhancements: Changes t further enhance verall platfrm and exchange cntent security have been made. Russian language supprt: Russian nw is ne f the supprted languages n IntraLinks Platfrm. IntraLinks Designer When yu imprt users and grups, yu can specify hw prhibited characters will be handled When yu add users and grups t an exchange using the imprt prcess, errrs ccur if the names cntain characters that are nt allwed. It can be very time cnsuming t fix these errrs. With the December release, a new setting in IntraLinks Designer allws yu t specify a character that will replace the prhibited characters and allw the imprt t be cmpleted withut errrs. If yu specify a substitute character, that character will be used in place f the prhibited character. Characters will be replaced in users first and last names, rganizatin names, phne numbers and grup names. The default character fr users, rganizatins and grups names is an underscre (_). The default character fr phne numbers is a hyphen (-). Yu can chse any ther allwed character if yu like. Yu als can specify that the character be remved and nt replaced by anther character. Nte: The setting affects nly users and grups added thrugh the imprt prcess. If yu enter users and grups manually, a message will appear t alert yu when yu ve entered a prhibited character. Why this feature is imprtant: This change eliminates a time-cnsuming surce f errrs in the imprt prcess, imprving IntraLinks Designer users prductivity. Additinal changes have been made t IntraLinks Designer, including: Ability t add r change splash screens and fter infrmatin using the View/Update Exchange Settings screen within IntraLinks Designer. In previus versins, yu were required t lg int IL5 t add r change splash screen and fter infrmatin. Yu can edit the subject and bdy f the alerts that are sent t alert users abut new and updated dcuments, giving yu cntrl ver the messages being received by dcument reviewers. Yu have the ability t update custm fields fr multiple grups at the same time. In previus versins, yu culd select nly ne grup at a time, but with the Winter 2011 release yu can use the SHIFT and CTRL keys t select multiple grups in the grups list and then click the Custm Field Values buttn t display the Edit Custm Fields screen; any changes that yu make t the grups custm field values are applied t all the selected grups. IntraLinks Winter 2011 Release PAGE 5

6 IntraLinks Curier Packages sent via IntraLinks Curier can be prmted t an IntraLinks Platfrm exchange With the December release, yu can transfer the cntents f an IntraLinks Curier package directly t an IntraLinks Platfrm exchange. This prcess is knwn as prmting a package. Yu can select the specific files that will be prmted. In additin, yu can add the package s recipients as members f the exchange that will hst the prmted files. Nte: This feature is available t all IntraLinks Curier users wh als have the ability t add files t an IntraLinks Platfrm exchange. Why this feature is imprtant: This functin allws yu t seamlessly transfer infrmatin frm IntraLinks Curier t IntraLinks Platfrm, allwing Curier t be used in mre frmal cllabratin effrts. It als supprts effrts that may begin as ad hc dcument distributins but later becme mre structured prcesses; fr example in the M&A market, this functinality will be useful when teaser distributins evlve int M&A deals. Additinal changes have been made t IntraLinks Curier File prtectin visibility: When yu set prtectins fr the files within a package, the files that can be prtected will be clearly identified. Secure package messaging and alerts: Cnduct secure messaging with additin f secure alerts and discussin threads with r withut attachments. IntraLinks Integratin Adapter Aut replacement f prhibited characters When yu add r synchrnize users and grups t an exchange using the imprt prcess, errrs ccur if the input XML file cntain characters that are nt allwed. It can be very time cnsuming t fix these errrs in yur XML file. With the December release, the Cnfiguratin Manager has been mdified t allw yu t specify a character that will replace the prhibited characters and allw the imprt t be cmpleted withut errrs; yu als can specify that prhibited characters will simply be remved and will nt be replaced. If yu specify a substitute character, that character will be used in place f the prhibited character. Characters will be replaced in users first and last names, rganizatin names, phne numbers and grup names. The default character fr users, rganizatins and grups names is an underscre (_). The default character fr phne numbers is a hyphen (-). Yu can chse any ther allwed character if yu like, r specify that prhibited characters be remved altgether. Nte: This functinality is disabled by default but can be enabled by any user fr any installed instance f the IntraLinks Integratin Adapter. Why this feature is imprtant: This change eliminates a time-cnsuming surce f errrs in the imprt prcess, imprving IntraLinks Integratin Adapter users prductivity. Additinal changes will be made t IntraLinks Integratin Adapter (ILIA): Expanded cuntry supprt: Supprt mre than a dzen additinal cuntries that are nw supprted by the IntraLinks Platfrm. Custm field supprt: Assign values t exchange-level custm fields and update cnfiguratins fr exchange, grup, and dcument custm fields fr existing exchanges. Yu als can publish custm field sets. In additin, yu can change the exchange phase. Previusly these functins were available with the IntraLinks Integratin Adapter nly when yu created a new exchange. Identifiers t aid in mnitring cmmand results: Include additinal identifiers fr dcuments, flders, and grups in yur input XML file. These identifiers are returned in the utput file regardless f whether the assciated item was prcessed successfully, allwing yu t mnitr the results f each cmmand fr each item that was prcessed. IntraLinks Winter 2011 Release PAGE 6

7 IntraLinks Web Parts fr SharePint IntraLinks Web Parts fr SharePint 3.0 is scheduled fr delivery in January New functinality in this release includes: A new IntraLinks Search Web Part, prviding the fllwing capabilities: The ability t perfrm a search and display the results The ability t use bth user-determined and pre-determined search criteria Supprt fr the fllwing file peratins: pen, uplad, replace, get access reprt, and view prperties. Supprt fr branding cnfiguratin, including fnts, clrs and ther design elements A refresh functin In the Cntent Web Part, yu can view infrmatin abut dcuments by hvering the muse pinter ver a dcument s name r icn. The IntraLinks Web Parts administratr can select whether t use the tltip and what infrmatin will be displayed there. The IntraLinks Web Parts administratr can select a new name fr the Flder Name/ Dcument Title clumn and can specify the rder this clumn appears in the Cntent List Web Part. An IntraLinks Web Parts user can see the "Yu are here" breadcrumb in the Cntent List nly when flder navigatin is enabled by the system administratr. The IntraLinks Web Parts administratr can chse whether t display the Prtected and Nte clumns in the Cntent List Web Part. These clumns can als be renamed and their rder f appearance specified. The IntraLinks Web Parts administratr can specify the text that appears within an IntraLinks Web Part when there is n data t display. Users can view a large amunt f data acrss multiple pages and can navigate t the next page r the previus page. If there are fewer rws returned than can fill a page, then paging cntrls are nt shwn in the web part. Users can view, check ut and edit IntraLinks exchange dcuments and placehlders appearing in the IntraLinks Web Parts Cntent List. Dcuments that are checked ut cannt be edited by ther users. The IntraLinks Web Parts administratr determines whether these functins are available. The IntraLinks Web Parts administratr can chse which IntraLinks metadata and custm fields are shwn t users. Fr each metadata field selected fr display in the web part, the name f the clumn used t display this data can be selected. T Learn Mre Fr mre detailed infrmatin abut the IntraLinks Winter 2011 Release and its capabilities, cnsult the IntraLinks Platfrm User Guide fr Managers and Publishers, which is available in the IntraLinks Answer Library. The Answer Library als prvides a range f tpics t aid yu in trubleshting prblems that may arise, answer questins and prvide access t training materials and ther resurces. Yu can display the Answer Library by clicking the Help icn in the upper right crner f the IntraLinks Platfrm screen. If these resurces d nt prvide the infrmatin yu want, cntact IntraLinks Custmer Service. Cntact infrmatin can be fund in the left clumn within the Answer Library. IntraLinks Winter 2011 Release PAGE 7