FileExchange · 2018-01-26 · cally by FileExchange. Once you have logged in to the system, you will be given rights to access areas which have been released for you. If you login

FileExchange

Contents:

1 Preface ................................................................................................................ 2

2 Forgotten your password? Creation of a new password ............................... 2

3 Start and Login ................................................................................................... 2

4 Area overview ..................................................................................................... 3

5 Creating an area ................................................................................................. 4

5.1 Creating an area ........................................................................................... 4

5.2 Issuing area rights to users ........................................................................... 5

5.3 Searching for users ....................................................................................... 5

5.4 Creating a user ............................................................................................. 7

5.5 Adding files to the area ................................................................................. 7

5.6 Completing the area ..................................................................................... 8

6 Managing the area ............................................................................................. 9

6.1 Managing users ............................................................................................ 9

6.2 Managing data ............................................................................................ 10

6.3 Manage expiration date .............................................................................. 10

6.4 Managing area logs .................................................................................... 11

7 Finish area creation ......................................................................................... 12

FileExchange Version 2.0

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1 Preface FileExchange is a tool for secure web-based data exchange. FileExchange saves files in a central storage location in FileExchange Areas. The files are available in the area for download for a defined period. The originator and administrator of the areas can issue access rights for in-house and external users, and save files in the area.

2 Forgotten your password? Creation of a new password

If you log in to FileExchange with an external login, you can request a new password from the system if you have forgotten your original one.

To be sent a new password, please click the "Did you forget your Password" link on the login page.

After this, enter your e-mail address and click the "Reset" button. You will now receive an e-mail with your new password.

3 Start and Login Once you have opened FileExchange in your web browser, you will be automatically passed on to the login. If you already have a user account within your company, you can also log in using your Windows login name or your e-mail address and your Windows password. Authorized persons from out-side the company can login using their e-mail address and the password generated automati-cally by FileExchange.

Once you have logged in to the system, you will be given rights to access areas which have been released for you. If you login using a DMG MORI login, you can create areas yourself and release any files contained there.


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4 Area overview If you click on the "My areas" menu command, you will see all areas which have been allocated to you. If you are the area administrator, you will also see the following menu command under "Man-age area".

- Manage Area o (see Point 5) - Delete Area o (deletes the area) - Inform users about changes

o An e-mail will be sent to all users allocated to this area to inform them about

changes to the area. (The text is stipulated by the FileExchange administrator)


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5 Creating an area To create an area, click the "Create an area" menu command. By creating an area, you define an area in which data can be saved for exchange with other users. In the area settings, the following parameters are defined:

- The area validity period. After an area has expired, all data saved in the area will be deleted. - The maximum file size for upload to the area. - The maximum memory space available on the server for the area. - User rights for access to the area.

Area creation takes place using a wizard which guides you through individual stages. If the as-sistant is interrupted during creation of the area, you can complete creation by using the "Finish Area Creation" button under "Manage Area".

5.1 Creating an area

In the first stage of creating an area, you define the name of the area in the "Area name" field and add a description in the "Description" field. Furthermore, you should select a configuration set from the "Area setting" list.

The "Area setting" defines the following settings. - the area validity period - the maximum file size - the maximum area size

-

Click the "Next" button to go to the next stage.


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5.2 Issuing area rights to users

In the next stage, you can issue other users rights to access files in the area. You can search for existing users or create new external users. Go to the next stage by clicking the "Next" button.

5.3 Searching for users

To search for a user, enter part of the user name or the user's e-mail. During the search, both internal and external users will be considered. The first 100 results are displayed in the search results. If there are more search results, you can restrict your search by entering a more precise search character string.


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To issue rights to a user, click the checkbox in the "Select" column for the corresponding user and then click the "Add" button.

To delete a user from the rights list, click the "Delete User" icon . If you activate the checkbox in the "Write access" column for a user, the user will be given the rights to delete data and to upload data to the area.


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5.4 Creating a user

To create a new external user account, click the "Create User" button.

The following fields must be filled out with values to create a user: - First name - Last name - E-mail - Company

To save the data for the new user, click the "Create" button. Once the user's data has been saved, it and an automatically generated password will be sent to him by e-mail.

area

5.5 Adding files to the area

In the next stage, you can upload individual files to the area. To select a file, click the "Select Files" button. Once you have selected the required file, click the "Add this file" button. You can select multiple files and click on Upload when you are done. If the file size or area size is ex-ceeded while uploading a file, an error message will be output.


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To delete a file, click the "Delete" button.

Click the "Next" button to continue to the next stage.

5.6 Completing the area

The last stage in the wizard is completion of the area. Here, the authorized users will be sent information about the area via e-mail.


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6 Managing the area To manage an area, click the "Manage area" icon in the area overview. This symbol is only visible if you are the owner of an area, or have logged in to the area with administrative rights. The "Manage area" column is not visible to external users. The area status is shown far right with a red dot (area creation in progress) and a green dot (area creation finished).

You can select from the following menu commands in the Area Management: - Area logs - Delay - File management - User management - Finish area creation

In addition, the basic information for the area and the allocated users together with the files that have been uploaded will be displayed here. You can edit this data in the appropriate sub-menu.

6.1 Managing users

You can find the area user management in the "User management" menu command. The mask set up and range of functions is identical to that of user management when creating an area.


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6.2 Managing data

You can find file management under the "File Management" menu command. The mask set up and range of functions is identical to that of data management when creating an area.

6.3 Manage expiration date

To extend an area validity period, select the "Validity Period" menu command. At first you will be shown the following information from the area settings:.

- Creation date - Expiration date - Max. file size in MB


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- Max. area space in MB

To extend the "expiration date", click the "Renew" button. The expiration date is calculated from the original expiration date plus the area validity period, which are taken from the area settings.

6.4 Managing area logs

If you select the "Area logs", you will be shown an overview of the actions which have been carried out in the area. The following events are logged:

- Upload/ download of a file - Acceptance/rejection of access declaration - Deletion of a file - CleanUp service error - Deletion of a user - Creation of a user - E-mail sendings of information

The following information is output in the display: - Login name (e-mail address or username) - Filename - Area name - Area owner - Date - Action (download, upload, etc.)


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7 Finish area creation If you click the "Finish Area Creation" button, creation of the area will be concluded, and any e-mails not yet sent (e.g. if a new user has been created during creation of the area) will be sent. If the area creation process has already been concluded, this button is greyed out.

Documents

FileExchange · 2018-01-26 · cally by FileExchange. Once you have logged in to the system, you will be given rights to access areas which have been released for you. If you login