EN Engineering s File Transfer System Client User Manual

Transcription

1 EN Engineering s File Transfer System Client User Manual 05/30/2017 1

2 Contents 1. Introduction & Purpose User Access User Accounts Logging In to ENsured Changing a Password Changing a Temporary Password Changing a Password Password Lockout (External Users) Using ENsured Creating Folders Uploading Documents Uploading Multiple Documents & Documents with Folders Uploading Documents with folders Uploading Large Documents (Over 2 GB) Downloading Documents Downloading Individual Documents Downloading Multiple Documents Downloading Large Documents (Over 2 GB) Document Expiration Policy Miscellaneous Functions Alerts Setting Alerts Modifying and Removing Alerts Renaming Files & Folders... Error! Bookmark not defined. 5. Technical Support /30/2017 2

3 1. Introduction & Purpose ENsured is EN Engineering s FTP site intended for the secure transfer and tracking of documents between EN Engineering and external users (client, vendors and/or subcontractors) via the internet. This manual is intended to provide information and guidance for ENsured users to successfully use the ENsured site. 2. User Access 2.1. User Accounts To ensure security and confidentiality, all users are required to have an ENsured account. A unique user name and temporary password is assigned to each user to log in, access, upload and download documents Logging In to ENsured In order to access and view documents housed in ENsured, users will need to login with their account credentials on the ENsured login page ( Fig. 1 Non-ENE employees should select I am not an ENE Employee (Fig. 1 above). 05/30/2017 3

4 You will be redirected to a new webpage to sign in with your login credentials (Fig. 2). Fig. 2 Note: User names are NOT case sensitive. Passwords ARE case sensitive. For quick access in the future, make sure the box is checked next to. If this box is checked upon initial login, you can bypass this screen as you will stay logged in to ENsured Resetting a Password In the event your password has been forgotten, it can be reset by clicking the hyperlink next to Forgot your Password? on the login page (Fig. 3). Fig. 3 05/30/2017 4

5 You will be redirected to a password recovery page to submit your ENsured user name or address associated with your account (Fig. 4). Fig. 4 Answer the basic security question correctly to receive an with your temporary login password. Once logged in, temporary passwords should be changed immediately to something you can easily remember Changing a Password Changing a Temporary Password In the new account received, click the link to be taken to the ENsured login page. After successfully logging in to ENsured (see section 2.2 above for instructions) with the user name and temporary password provided in your new account , you will be asked to change their passwords (Fig. 5). Fig. 5 05/30/2017 5

6 New passwords should follow the requirements set forth on the right side of the page and be something easily remembered or retained for future use. Note: Passwords ARE case sensitive Changing a Password If you are logged in to ENsured, you can change your current password with one of two options: 1) Click your user name in the top right corner of the homepage and select Change Password from the drop down list. (Fig. 6) Fig. 6 Or 2) Click Password Change under the Member Maintenance section of your ENsured homepage (Fig. 7). Fig. 7 With either option, enter your existing (or temporary) password followed by your new password. Passwords must meet the requirements on the right side of the page (Fig. 8). Fig. 8 05/30/2017 6

7 If the information entered is matching and follows the password requirements, a confirmation will appear indicating the password change was successful. By clicking the Continue button, you will be taken back to your ENsured homepage (Fig. 9). Fig Password Lockout (External Users) For security measures, after 5 unsuccessful attempts to log in to ENsured, users will be locked out from further log in attempts. If this occurs, your user account will need to be unlocked by an ENE SharePoint Administrator before any further login attempts can occur. Please direct requests for unlocking user accounts to either an ENE Document Control representative or the SharePoint helpdesk. See section 5. Technical Support of this manual for contact information. 3. Using ENsured 3.1. Creating Folders To assist with organization, users have the option to create folders within a Project site to separate documents. Folders can be created by two methods: 05/30/2017 7

8 Users can click on and select from the options given. A pop up will then prompt users to enter a folder name and click Save. Using the second method, folders can also be created by using the Files tab in the upper left corner of the page and selecting New Folder from the ribbon (Fig. 10). Fig. 10 Note: Do not include special characters in the folder names Uploading Documents to ENE ENsured is able to handle most common file types, including CAD related files. There are multiple ways to upload documents which can vary depending upon the number documents being transferred, whether or not files need to be maintained in an organized folder structure, the size of the transfer, etc. The different methods are detailed in the following sections Uploading Individual Documents There are three ways to upload individual documents to ENsured: Dragging and dropping files; browsing for a file location; and using Windows Explorer. Drag and Drop: Select the file(s) you want to upload, and drag and drop your files in the designated area under Documents from [your client name] (Fig. 11). Drag and Drop allows you to upload a single file or multiple individual files at once. Fig /30/2017 8

9 Note: This method does NOT work when folders are involved. See section below. Browsing for a file location: Under the section titled Documents from [Your client name], click the tab and a selection of items will appear in a pop up. Click Upload Existing File (Fig. 12). 05/30/2017 9

10 Fig. 12 Click the Browse button (Fig. 13). Navigate to your saved file location, select the file, and then click OK. Please note this method only allows one individual file to be uploaded at a time. Fig Uploading Multiple Documents & Documents with Folders If you need to upload a folder containing multiple documents (as a package ), you will need to use Windows Explorer, as dragging and dropping will not work in this situation. Using Windows Explorer: There are two ways to open a windows explorer view. 1) Follow the initial steps as browsing for a file location (see previous section) however, Or instead of clicking Browse, click the 13 above). link (Fig. 2) Click on the Library tab in the upper left corner of the page. From the ribbon, select in the Connect & Export section (Fig. 14). 05/30/

11 Fig. 14 A windows explorer box will open to drag/drop or copy/paste your files into (Fig. 15). Fig. 15 Drag and drop (or copy/paste) folders from their saved location into this box (Fig. 16). Fig /30/

12 Note: File names that contain special characters will cause an error when attempting to copy/paste or drag/drop in windows explorer. If you receive an error, check your file name and update without using special characters. A status bar showing the progress of the upload will appear (Fig. 17). Once the upload is complete, the status bar will disappear and the associated folders/documents will now appear in the windows explorer box (Fig 18). Fig. 17 Fig. 18 Note: The upload is not complete until the status bar has disappeared and the files are visible within Windows Explorer. If you hit cancel on the status bar before the upload is finished, only the files that had time to successfully upload will appear. If finished, close the windows explorer box and refresh your page in ENsured to display the successfully uploaded documents. 05/30/

13 Uploading Documents with folders It is common to utilize folders to separate and organize files. In order to upload those files and maintain your folder structure/organization, the windows explorer method must be used. In the example below (Fig. 19), the Test folder contains multiple documents that need to be separated by discipline. Using the Windows Explorer method (see section above), the Test folder would be dragged and dropped (or copied and pasted) into the windows explorer box to maintain the organization by folders. Fig. 19 Once the files have uploaded and are displayed in your Windows Explorer box, close the box and refresh the ENsured page for the files to appear Uploading Large Documents (Over 2 GB) The ENsured (SharePoint) site is designed to handle transferring files up to 2 GB in size. Files that are over 2 GB are handled by a separate web application. Files uploaded with this method will be stored as.aspx files. If an error is displayed (Fig. 20) while trying to upload files as noted in sections 3.2.1, and above, try uploading the files via the method below. Fig. 20 When uploading more than 1 large file and/or folders (2 GB and larger), it is recommended to zip the selected files before the upload is attempted. Zipping files will compress the size of the transfer as well as make it easier for the intended recipient to download. 05/30/

14 Under the Files tab in the upper left corner, select Upload Large Documents from the New section of the ribbon (Fig. 21). Fig. 21 A window will appear (Fig. 22) to either browse or drag and drop individual files (no folders) and zip files. Fig /30/

15 Once files have been selected for the upload or dragged into the designated area, they will appear in the window. Click OK to begin the upload. (Fig. 23) Note: Using the Upload Large Documents method, files do not automatically upload once selected. The upload will only begin once OK is clicked. Fig. 23 Progress of the upload will be shown for each file as well as the overall upload. Due to the nature of larger file sizes, it is typical for uploads to be slow and might take up to 30 minutes to fully upload to ENsured. Please be patient and do not cancel the upload during this time. 05/30/

16 Note: Do not close the window even if the progress bar shows 100% (Fig. 24). Once the upload is complete, the window will close on its own. Closing the window prematurely will result in an incomplete upload. Fig. 24 After successfully uploading, the designated files will appear in ENsured (Fig. 25) and are available for ENE personnel to download and use. Note: Files used with the Upload Large Documents function will be displayed with the following icon next to the document name:. Fig /30/

17 3.3. Downloading Documents ENE will notify stakeholders when documents are available for download on ENsured. There are multiple ways documents can be downloaded which are detailed in the following sections Downloading Individual Documents There are three (3) methods available to download individual documents (no folders) from ENsured: Drag and drop files; using the ribbon; and using Windows Explorer. Drag and Drop: Select the files to be downloaded by clicking in the column to the left of each file. Once file(s) have been selected, a checkmark will appear and the file will be highlighted in red (Fig. 26). Fig. 26 Left click and hold over the document name and drag into a local folder. As files are dragged, a pointer symbol with a plus sign indicates the files will be copied to the selected location. The selected files will appear in the designated location once the download is complete (Fig. 27). Fig /30/

18 Using the Ribbon: Select the documents you want to download as noted in the Drag and Drop section above, (Fig. 26 above). In the upper left corner of the ENsured page, click the Files tab and select Download a Copy from the Copies section of the ribbon (Fig. 28). Fig. 28 At the bottom of the screen, a prompt will appear asking what to do with the file (Fig. 29). Select saving the file to a default location with Save or choose a specified location with Save as. Once the download is complete it will be stored in the selected location. Fig. 29 Using Windows Explorer: In the upper left corner, click the Library tab and select from the Connect & Export section of the ribbon (Fig. 30). Fig. 30 A windows explorer box will open with the documents available for download (Fig. 31). Documents can be downloaded by copying and pasting or dragging and dropping files to a selected local location. 05/30/

19 Fig. 31 Note: Using Cut/Paste with the windows explorer method will remove the documents from ENsured rather than just download a copy. Only use Copy/Paste or Drag/Drop Downloading Multiple Documents There are three (3) methods available to download multiple documents (no folders) from ENsured: Drag and drop files; using Windows Explorer; and using Bulk Download from the ribbon. Drag and Drop: Follow the same instructions as in section above for downloading individual documents with this method. Using Windows Explorer: Follow the same instructions as in section above for downloading individual documents with this method. Using Bulk Download: Using this option, all selected documents will be downloaded into a.zip file and stored at a specified local location. Click the Files tab and select the Bulk Download icon from the Copies section of the ribbon (Fig. 32). Fig /30/

20 Bulk Download without Files Selected If no files are selected in the current library, clicking Bulk Download will open a window displaying all files available for download (Fig. 33). By default, no documents are selected. Fig. 33 By clicking the empty checkbox next to the parent folder, all documents will be marked with a next to the document name indicating they are now selected for download (Fig. 34). This dialog box also allows files not desired for download to be unchecked and excluded from the download (Fig. 35). Fig. 34 Fig. 35 Once desired files have been selected, click on (Fig. 36) to specify a name or title for your.zip file and hit Apply to close the window (Fig. 37). 05/30/

21 Fig. 36 Fig. 37 Note: If you do not click on to specify a.zip file name, by default the.zip file name will either be the parent folder title, or the section of ENsured (Documents from ENE, etc.) It is recommended to select the Keep folder structure box, and then click Download to begin the download process (Fig. 38). Fig. 38 A prompt will appear at the bottom of the screen asking to open, save or save as (Fig. 39). Fig. 39 Once files finish downloading, they will be available as a.zip file for extraction. (Fig. 40) 05/30/

22 Fig. 40 Bulk Download with Files Selected If you have specific files selected ( ), clicking Download from the Bulk Download icon (Fig. 41) and will download the selected files quickly to a.zip file. A user will not have the opportunity to assign a specific name to your.zip file ahead of the download, but you can always rename it once the download is complete. Fig Downloading Large Documents (Over 2 GB) As with uploads, files over 2 GB to be downloaded are handled by a web application within SharePoint. To download files over 2 GB, select the file and click on the ellipses ( ) to the right of the document name. A small pop up window with file details and options will appear. Select the ellipses again from that details window to open a pull down tab and select Large File Details (Fig. 42). 05/30/

23 Fig. 42 A new window titled StoragePoint Large File Details will open. In the Item line will be the name of the selected file with next to it (Fig. 43). Click, followed by selecting Save as from the prompt at the bottom of the screen and selecting a location to save the file. (Fig. 44). Fig. 43 Fig /30/

24 3.4. Document Expiration Policy As projects progress and change daily, information and documents can quickly become outdated and obsolete. In an effort to ensure the most current and accurate is provided to stakeholders, EN Engineering has a 2 week expiration policy on documents posted to ENsured. A document uploaded to ENsured from ENE will remain accessible to stakeholders for a period of two weeks from the upload date and time. Once the two week mark has been reached, documents will expire and automatically be deleted from the ENsured site. Any folders created to separate uploads, etc. will remain but stand empty. If documents were not downloaded within the two week period, the content will need to be reposted (uploaded) to the site by ENE. In this occurrence, please contact your ENE project representative or Document Control. 4. Miscellaneous Functions 4.1. Alerts Setting Alerts Alerts can be set up to monitor when ENE has added, modified, or deleted documents from a project site in ENsured. To set up an alert on the Documents from ENE page in a project, navigate to the Library tab in the upper left corner and click Alert Me in the Share & Track section of the ribbon (Fig. 45). Select from the drop down menu available. Fig. 45 A window will open with options to choose: a name for the alert; who should receive the alerts (if anyone other than the requestor); the method of receiving the alert (Fig. 46); the event(s) that trigger the alert; and the frequency of alerts received (Fig. 47). 05/30/

25 Fig. 46 Fig. 47 After selecting the desired triggers, click OK to finish setup. An will immediately be received confirming the alert has been created. 05/30/

26 Modifying and Removing Alerts If at any point a user wishes to remove or modify an alert, settings can be managed by choosing from the drop down tab under Alert Me in the ribbon. You will be redirected to a page where you have the ability to modify your alerts (Fig. 48). Fig Technical Support For assistance with any ENsured related matters, please contact ENE s SharePoint Help Desk or Document Control. Find the related contact information below: SharePoint Help Desk Contact the help desk at sharepoint@ene.assist.com for any technical issues experienced. Document Control Document control representatives are also available to help with technical support including (but not limited to): login and password assistance, file upload/download assistance, etc. For immediate assistance contact your Document Control representative directly: Abby Ali (Document Controls Specialist): aali@enengineering.com or (630) Ashley Lopez (Manager of Document Controls): alopez@enengineering.com or (630) LaShawn Dantzler (Document Controls Specialist) ldantzler@enengineering.com or (630) For general suggestions and improvements to ENsured, Document.Control@enengineering.com or contact ENE s Manager of Document Controls directly. 05/30/

27 DOWNLOADED AND/OR HARD COPY UNCONTROLLED Verify that this is the correct version before use. REVISION HISTORY Revision Description of Change Author/Editor Effective Date 0 Initial Release A. Lopez 11/08/ Changes for this revision include updating the login process in section 2.2 to reflect current procedure and adding a document control contact in section 5. A. Lopez 05/31/2017 The information contained in this document is intended for the confidential use of the recipient only and is the property of EN Engineering. If the reader of this information is not the intended recipient, or an employee or agent responsible for delivery of this document to the intended recipient, you are hereby notified that any use, dissemination, distribution, copying, or forwarding of any part of this document is strictly prohibited. This document is for the benefit of the Client to whom it is delivered and/or for the services performed. Nothing in this transfer should be construed to provide an express warranty or guarantee that implies the review and approval by EN Engineering of any future use. Any future use of this procedure beyond an EN Engineering project specific application is at the sole risk and liability of the user. 05/30/