Intralinks VIA Version 3.3 Startup Guide for ipad and iphone Intralinks 24/7/365 support US: 212 543 7800 UK: +44 (0) 20 7623 8500 See the Intralinks login page for international numbers support@intralinks.com February 2017 intralinks.com/via 2017 Intralinks, Inc. All rights reserved. Intralinks and the Intralinks logo are registered trademarks of Intralinks, Inc. in the United States and/or other countries.
Welcome to Intralinks VIA for ipad and iphone Intralinks VIA for ipad and iphone makes it easy for you to view and update your Workspaces. Read this guide to get acquainted with the key tasks that you can perform with the Intralinks VIA app. Important! Intralinks gives Intralinks VIA administrators the flexibility to determine how individuals in their organizations can use Intralinks VIA. Depending upon the policies set by your organization s Intralinks VIA administrators, some of the functions described in this guide may not be available to you. Getting started Requirements: In order to use Intralinks VIA for ipad and iphone, a Touch ID-enabled device is recommended. ios 9.0 or later is required. Installing the Intralinks VIA app Step 1. Using your ipad or iphone, launch the App Store. Step 2. Search for Intralinks VIA. A listing for the Intralinks VIA app appears. Step 3. Tap the listing. A page describing the app appears. The Intralinks VIA icon. Step 4. Read the information provided, then tap the Get button. The Get button is replaced by an Install button. Step 5. Tap the Install button. Enter your Apple ID password when asked to do so. The installation process begins, and in a few moments an icon for Intralinks VIA appears on your device s Home screen. Starting Intralinks VIA The first time that you start Intralinks VIA, your ipad or iphone must be connected to the Internet. After you have set up a passcode (described in the next section), you can use the passcode to log in quickly. If your ios device has Touch ID capability, you also can use Touch ID to log in. Step 1. Tap the Intralinks VIA icon to start the app. The Login screen appears. Step 2. Enter your email address and password, then tap Log In. The last screen you used appears. If your organization uses Single Sign-On (SSO), tap the Single Sign-On tab, then enter your email address and tap Go. If you have not signed into your organization s network, you will be redirected to your company s sign-on page. After you have logged in, you can create a six-digit passcode to speed your login. If your device supports Touch ID, you can set that up as well. Using a passcode to log in If your device is not Touch ID enabled, when you log in the first time, a message appears instructing you to create a six-digit passcode. In the future, you will use this passcode instead of your email address and password when you log in. This passcode is required. Be sure to remember your passcode! 1
Note: Your passcode will be invalidated if you enter it incorrectly more than three times. You will have to enter your email address and password again; you will have the opportunity to enter a new passcode after you log in. You can enter a new passcode at any time. For more details, see Entering a new passcode on page 7. Using Touch ID to log in If your ios device has Touch ID capability, you can use it instead of your passcode to log in quickly. If you choose not to use Touch ID, you will have to enter your email address and password every time you open the Intralinks VIA app. If you have not set up Touch ID on your device yet, you can do so by opening Apple s Settings app, then tapping Touch ID & Passcode. Follow the instructions on the screen to enroll your fingerprint. Important! Anyone whose fingerprint is enrolled on your device will be able to log into Intralinks VIA and view or change the contents of your Workspaces. Getting around You will spend most of your time working with Workspaces that you have created or have been invited to use. At times, though, you may need to view notifications about changes that affect your Workspaces or change the settings you selected for Intralinks VIA. You can use the row of icons along the bottom of the Intralinks VIA screen to display Workspaces, notifications, files that you have downloaded, and app settings. On the ipad, you can use the icons at the top of the screen to change way the information is displayed on the current screen, and to add Workspaces, files and folders, depending upon the screen you are viewing. On the iphone, tap the ellipsis icon in the upper right corner to view the options that are available to you. Some options that are available on the ipad may not be available on the iphone. The Workspaces list. Swipe left to view more options. You can see more options for individual Workspaces, folders and files by swiping either left or right on them. Getting help If you would like to view a short video tutorial or get help from the Intralinks customer service team, tap the Settings icon. Options for viewing the demo video, sending an email or chatting with a customer service representative are located in the Help section of the Settings screen. 2
Viewing your Intralinks VIA Workspaces If you have many Workspaces, you can filter and sort them to find the Workspaces that you want to use. You also can display the Workspaces either as a list or as cards. Three predefined filters are available: All Select this option to view all of the Workspaces that you currently have access to. Created By Me Select this option to view all the Workspaces for which you are a Workspace owner. Expired Select this option to view all the Workspaces for which you are an owner that have expired. (You cannot view expired Workspaces for which you were a viewer or editor.) If you know the name of the Workspace you want, you can find it quickly by tapping the Filter field and typing a few characters of the Workspace name. Files within a Workspace. Swipe left or right to view more options. To change the sorting order of the Workspaces that are currently displayed, tap the Sort icon. You can sort by name or by date last modified. On ipad, you also have the option to change the way the selected Workspaces are displayed. Tap the icon in the upper right corner of the screen to switch between a list view and a card view. The same information is displayed regardless of your selection. When you have located the Workspace you want, tap it to view its contents. Viewing Workspace details To view the Details screen for a Workspace, swipe left on the Workspace name and tap the Details option. You can view and change the Workspace name and description. You also can view the date the Workspace was created and when it was last updated; you can view whether an expiration date has been set for the Workspace; you can choose to leave the Workspace; you can delete the Workspace if you are an owner. You also can apply IRM protection to the Workspace, or remove previously applied protection. If you have made changes, tap Save to save them. When you have finished, tap Close. The Workspaces screen will reappear. Viewing Workspace or folder participants To view a list of people a Workspace or folder has been shared with, swipe left on the Workspace or folder name, then tap Shared with. Each participant and his or her role is displayed. Tap the Sort option at the bottom of the screen to change the order in which names appear. If you want to change a person s role, tap her name. If you want to remove someone altogether, swipe left and then tap Delete. 3
Viewing and editing files To open a file within a Workspace, tap on the file s name. Depending upon how your Workspace is set up, you also may be able to view and edit files in other compatible applications such as Word, Excel or ibooks. You also can edit PDF forms. To do this, tap the Open In icon to display a list of applications that can be used to open the file. Viewing protected files Some of the files in your Workspaces might be protected and cannot be printed, downloaded or opened in other apps. Workspace owners determine whether to protect documents. If you see a shield icon next to a Workspace or folder, all of the Microsoft Office and PDF files in the Workspace or folder are protected. Other types of files are not protected. An open document in Intralinks VIA. Viewing and adding comments to files To view or add comments about a file in a Workspace, swipe left on the file name and tap the Comments option. The Comments screen appears, listing previously added comments. To add a comment, tap the comment box at the bottom of the screen. The keyboard appears. When you have finished your comment, tap Add to add it. Annotating PDF files While you are viewing PDF files, you can add notes, highlight text and add other editing changes using Intralinks VIA s annotation tools. If you are a Workspace owner, you can annotate any PDF file. If you are an editor or a viewer, you can annotate unprotected PDF files only. The Comments screen. Your first and last name will be added to each of your annotations. When you finish making annotations and close the file, the changes are uploaded to the Workspace, and the annotations will be visible to everyone who is allowed to view the file. Annotations can be edited, moved and deleted by others. The name of any person who modifies an annotation is attached to the annotation. To annotate a PDF file, tap the file to open it, and then tap the Annotation icon to display a toolbar with annotation options. You can use the following tools: Highlight/Underline/Strikethrough Tap this tool and then drag your finger over the text you wish to highlight. To underline or strike through the text, tap it. A toolbar appears. Tap Type and select the option you want. You can use the toolbar to change the color and opacity of the highlight, add a note, and copy your changes. You also can select the tool you want by placing your finger over the icon in the Annotation toolbar and pressing until the options appear. Free text/signature Tap this tool to place text directly on the page; the text will not appear in a note box. To add a signature, place your finger over the icon in the Annotation toolbar and press until the options appear; select the pen icon. You have the option to add a standard signature ( My Signature ) or a custom signature. The first time you select My Signature, you will be Annotation tools. 4
asked to draw your signature. After that, you can tap the signature to place it in the document. Each time you select Custom Signature, you must draw the signature again; no copy of the signature is kept for you. Notes Notes appear within a Note box, which is closed until you tap the icon associated with it. You can change the color of the note box and icon, and the shape of the icon, by tapping Edit in the Note box. Pens Two pen tools allow you to make freehand drawings. You can use the Ink tool to change the color, width and opacity of the lines made by the pen tools. You can use the Eraser tool to erase lines made with the Pen tools. You can use the Marquee tool to select a number of annotations; you can then move them or delete them. The Undo and Redo tools allow you to undo your actions or redo them if you change your mind. Viewing files when your device is offline Note: Depending upon the policies set by your organization s Intralinks VIA administrators, this capability may not be available to you. You can download important files for viewing when your ipad or iphone is unable to connect to the Internet or mobile network. To download a file for offline viewing, swipe right on the file s name, then tap Download. (Note that IRM-protected files cannot be downloaded for offline use.) To view the files that you have downloaded, tap the Download icon at the bottom of the screen; the Downloads screen will appear. Tap on the file you want to view. To remove a downloaded file, swipe right and tap the Download icon again. Depending upon how your Workspace is set up, you also may be able to view and edit unprotected files in other compatible applications such as Word, Excel or ibooks. To do this, swipe right on the file name and tap the Open In icon to display a list of applications that can be used to open the file. To download a file, swipe right and tap Download. Updating downloaded files Downloaded files may be updated automatically if changes are made to the original versions in the Workspace. If your device has a data plan, updates may consume a significant amount of its data usage allotment. If this is a concern, you can set the Intralinks VIA app to perform downloads only when your device is connected to a wireless network, or you block automatic updates altogether. To view or change your download settings, tap the Settings icon. On the Settings screen, disable the Auto-Sync option if you do not want files to be updated automatically. You can update all downloaded files manually at any time by displaying the Downloads screen and swiping downward. To update a single file, swipe left, then tap Sync. 5
Removing a downloaded file from your device If you no longer need offline access to a file, you can remove it from your device. The original version of the file will not be affected. To remove a file from the Downloads screen, swipe right on its name, then tap the Download icon. Moving files from one folder to another To copy files from one folder to another, complete the following steps: Step 1. Open the folder containing the files. Step 2. On the ipad: Tap the icon in the upper right corner of the screen. Tap on the files you want. On the iphone: Tap the ellipsis icon in the upper right corner of the screen. A list of options appears. Tap Select and then tap on the files you want. Step 3. Tap Move in the lower right corner of the screen. A list of folders in your Workspace appears. Step 5. Navigate to the location where you want to copy the files, then tap Select Location. Copying files from one Workspace to another To copy files from one Workspace to another, complete the following steps: Step 1. Open the folder containing the files. Step 2. On the ipad: Tap the icon in the upper right corner of the screen. Tap on the files you want. On the iphone: Tap the ellipsis icon in the upper right corner of the screen. A list of options appears. Tap Select and then tap on the files you want. Step 3. Tap Copy in the lower right corner of the screen. A list of Workspaces appears. Step 4. Navigate to the Workspace and folder where you want to copy the files, then tap Select Location. Adding Workspace files to an Intralinks exchange If you are using an ipad and the Intralinks app is installed on it, you can copy files from Workspaces to Intralinks exchanges. To do this, open the file and tap the Open In icon, then tap the Intralinks icon. The Intralinks app will open. Log in and then select the exchange and folder where the file will appear. 6
Adding files from another app You can add files that are stored in your Photo Library, icloud or another app, such as Box or Google Drive, to your Workspace. While using Intralinks VIA: If you are viewing your Workspace on an ipad, tap the icon at the top of the screen. If you are viewing the exchange on an iphone, tap the ellipsis icon in the upper right corner of the screen, then tap Add Files. A list of apps appears; choose the app where the files are stored, locate the file and tap it to add it to the current location in your Workspace. While using another app: If you are working in another app, select the file you want and tap the Open In icon, then select Intralinks VIA. Files can be viewed using Intralinks VIA only if they have been added to a Workspace. You can add up to 100 files at a time; the selected files must be smaller than 500MB in size. If you choose to receive notifications from Intralinks VIA, notifications about added files will appear on your device s Notifications screen. They also will be included in the number on the badge on the Intralinks VIA icon that indicates the number of notifications that have been received since you last opened Intralinks VIA. If you use Microsoft Office or iworks to edit files that are stored in an Intralinks VIA Workspace or that you have downloaded for offline use, you can save them back to Intralinks VIA. Files that you have changed in Office or iworks will be added as new files in Intralinks VIA; they will not appear as new versions of the existing files. Sharing a link to a file You can copy a link to a file, which can be pasted in a text message, email or other note. Swipe left on the file s name, then tap the Details option. Then tap Share File Link and select the app you want to use to share the link. Viewing, adding and removing participants in a Workspace or folder To view the people who have access to a Workspace or folder, swipe left on the Workspace or folder name. Select the Shared with option. A list of people who are using the Workspace is displayed, along with the role that has been assigned to each person. If you are a Workspace owner, you can add people to the Workspace or folder. First tap the Edit option at the top of the screen, then tap the Add User option at the bottom of the screen; the Share Workspace screen or Share Folder screen appears. Enter the names or addresses of the people you want to add. Be sure a comma (,) or semicolon (;) appears between names. If you have allowed the Intralinks VIA app to access your device s Contacts list, a list of people who match your entry will appear, and you can tap on the name you want. Next, select a role for the new participants. Note that everyone will be assigned the role you select. If you want to assign multiple roles, you must repeat these steps for 7
each role. You can include a message in the invitation alert that will be sent to the new participants if you like. Tap Share to add the new participants and send invitation alerts to them. If you are a Workspace owner, you can remove a participant s access to the Workspace. First tap the Edit option at the top of the screen, then tap the person s name to select it. Finally, tap the Delete option at the bottom of the screen. Viewing notifications You are notified whenever you are invited to a Workspace or another Workspace participant makes a change to a Workspace that you have created or already participate in. Tap the Notifications icon at the bottom of the screen to see your notifications. The newest notifications are at the top of the list. Tap a notification to see the document, comment or other item that was added or updated. Tap Filter if you want to view a shorter list of notifications. You can use filters to show notifications only for files and folders; comments; or Workspace participants. Viewing notifications for a Workspace, folder or file You can view the notifications for a particular Workspace, folder or file if you like. Swipe left on the Workspace, folder or file, then tap the Details option. Then tap Activity. Only the notifications for the selected item will be displayed. Creating folders If you are a Workspace owner or editor, you can create folders within your Workspaces. To create a folder, tap the Create Folder icon at the top of the screen. The Create Folder screen appears. Name the folder, then tap Add. The new, empty folder opens automatically. You can create additional folders inside it if you like. Renaming files and folders If you are a Workspace owner or editor, you can rename files and folders within your Workspace. Swipe left on the file that you want to rename. A number of options appear; tap on Details. In the screen that appears, tap on the file name and make your change, then tap Save. Deleting files and folders If you are a Workspace owner, you can delete any file within your Workspace. If you are an editor, you can delete any file that you have added to the Workspace. Swipe left on the file you want to delete. A number of options appear; tap Delete. A message appears asking you to confirm your action; tap Delete. 8
Adding a Workspace To create a new Workspace, display the Workspaces screen. On the ipad, tap the Create Workspace icon at the top of the screen. The Create Workspace screen appears. On the iphone, tap the ellipsis icon in the upper right corner of the screen, and select Create Workspace from the list of options that appears. On the Create Workspace screen, enter a name for the Workspace. You can add a description of the Workspace, as well, if you want. If you want to limit the amount of time that a Workspace is available, slide the Expiration Date switch to the right, then select the last date on which the Workspace will be available. Note: Depending upon the policies set by your organization s Intralinks VIA administrators, an expiration date may be required. The Create Workspace screen. When you have finished making entries, tap Add to create the Workspace. You can begin adding folders and files and inviting people to use the new Workspace. Deleting a Workspace If you no longer need a Workspace or its contents, you can delete it. Keep in mind that this action cannot be undone, however. If you think you may need any of the files stored in the Workspace, download them to a computer before deleting the Workspace. Swipe left on the Workspace that you want to delete. A number of options appear; tap on Details. In the screen that appears, tap Delete Workspace. A message appears asking you to confirm your action; tap Delete. Removing yourself from a Workspace If you are an editor or viewer, you can remove yourself from a Workspace that you have been invited to if you no longer need access to it and do not plan to contribute to it any longer. Swipe left on the Workspace that you want to leave. A number of options appear; tap Details. In the screen that appears, tap Leave Workspace. A message appears asking you to confirm your action; tap Leave. The Settings screen. Entering a new password If you are not using Touch ID, you can change the six-digit passcode that you use to log into Intralinks VIA for ipad at any time. Tap the Settings icon to display the Settings screen. Tap Change Passcode. The Enter New Passcode screen appears; enter your new passcode. 9
Changing your password You can change your Intralinks password using the Intralinks VIA app. Keep in mind that your new password will be required for all Intralinks services that you use. Be sure that you remember the new password. On the Settings screen, tap Change Password. The Change Password screen appears; enter your new password and then tap Save. Registering mobile phone numbers Registering a mobile phone number enables Intralinks to send a security code by text message (SMS) to your mobile phone upon request so that you can reset your password quickly. You can register up to three mobile phone numbers. Standard text messaging rates may apply. On the Settings screen, tap Registered Phones. Select your country, then enter your mobile phone number. Tap Add & Verify, and Intralinks will send a code by text message to the number you entered. Enter the code in the field on the Enter Verification Code screen to confirm the mobile phone number. The new number is added to the Registered Phones screen. Logging out of Intralinks VIA When you have finished working with Intralinks VIA, tap the Settings icon tap Log Out. to display the Settings screen, then intralinks.com Reach your closest Intralinks office: intralinks.com/mylocation 2017 Intralinks, Inc. All rights reserved. Intralinks and the Intralinks logo are registered trademarks of Intralinks, Inc. in the United States and/or other countries. 10