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LeapFILE Secure File Transfer Comprehensive User Guide

Anthony Magliulo
posted this on March 2, 2010, 10:45 AM

 

The LeapFILE Secure File Transfer Service can be used in 2 ways: Using the Web Application or using the Desktop Client. The desktop client and Outlook plug-in are included with every subscription.

Web Application

 

Web Application has a very easy to use and feature rich interface. It can be used via browser on any platform (Windows, Mac or Linux). No additional software is required.

Logging In 

If you are a new user to the account, you will receive an automated email message from LeapFILE indicating your initial account password as well a link to the secure file exchange website where you log in. If you are a returning or existing user, just login into the LeapFILE site directly.

 

  1. Go to your company's secure file exchange site, which is typically, http://(companyname).leapfile.com. Alternatively, you can also go to www.leapfile.com and click on "Account Login"
  2. Click on Employee Login at the bottom of the page if you are logging in through your company's secure file exchange site or click on "Account Login" on the top right of the page if you are logging in through the LeapFILE website
  3. Enter your full email address and password. You will be taken to the "Start" page of your account.

 

File Transfers 


Sending File(s) 

  1. Once you are logged in to your account, click on either the Transfers link in the menu bar across the top of the page, or click on Send files in the body of the "Start" page.
  2. Fill out the necessary info in the input boxes:
  3. On the "Send Files" page, enter the email addresses of the intended recipient(s) of your file(s) to be transferred.
  4. Enter a subject title in the "Subject" line as you would in any email application.
  5. You can type in a message under the "Subject" line if desired.
  6. If you would like an additional security measure, you can designate a receiver authentication question by choosing Enable security question and selecting an appropriate question and answer.
  7. Select whether you would like to automatically send the recipient(s) an email with download instructions, or if you would like to do that manually.
  8. The automatic expiration date of your transfer is set to 7 days by default. LeapFILE admin can change this setting under account setup "Define file delivery options".
  9. If you want to upload file(s) individually, click on Add File(s) near the bottom of the page.
  10. After you have uploaded all your file(s) for transfer, click Upload & Send Now to send the files, or Upload & Review Draft to get a detailed view of your transfer before you send it.
  11. If you would like to add multiple files or folders, click on Add File(s) & Folder(s). With this option, you can click Add and select multiple files and/or folders in the pop-up window, or you can simply drag and drop the selected file(s) and/or folder(s) into the file list. To remove any files you do not want to transfer from the list, either select each one individually and click Remove, or click Remove All.
  12. If you do not want to send the file(s) at this point, you can choose to "Save as Draft" for transferring the file at a later time.
  13. After you send the files, you will receive a "Transfer Confirmation" email.
  14. Your recipients will then receive an email notification that a file is being transferred to them. All they need to do is to follow the instructions in the email to download the file.


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Canceling a Transfer 

  1. If you have sent out a file transfer that you want to cancel, you can do so by:
  2. Going to the Transfers section in your account.
  3. Click on Outgoing Transfers.
  4. Find the transfer that you want to cancel and click on details next to it.
  5. Click Cancel Delivery.
  6. The transfer will be canceled for all recipients who have not yet downloaded the file(s). The files that have already been downloaded by recipients cannot be recalled.

 

Receive Files from Clients

 Ask the client to visit your LeapFILE webpage. For example - http://www.leapfile.com

  1. Click 'Upload Files" and type your email as the recipient email address.
  2. Sender will type in his details and upload files to you.
  3. You will receive email notification about incoming files. You can also check incoming files under your LeapFILE account -> Transfers-> Incoming Transfers.
  4. You can download, forward, delete or copy them to repository or portal as well.


receive_files_wa_video.jpg

 



Adding Contacts

  1. Go to the Transfers page after you login to your account.
  2. Click on Contacts in the menu bar near the top of the page.
  3. Click on the Add Contact button
  4. Enter the new contact info
  5. Click Save or Save & Add Another Contact or Cancel

 

 

Repository

 

Repositories are essentially a file storage space for your internal users that have been granted access by the account administrator. Unlike sending a file, files shared through a repository do not expire. Each user will only see the repositories they have permission to access

Adding a Repository

  • Login to your account.
  • Click on Repositories on the menu bar near the top of the screen.
  • Click on Add Repository to create a new repository.
  • Enter the Name and Description of the repository.
  • Click Save or Save & Add Another Contact or Cancel

Deleting a Repository

  • Locate the repository you would like to delete in your Repository page.
  • Click the Delete option below the repository that you would like to delete.
  • You will receive a pop-up window asking for confirmation of the delete. Press OK to accept or Cancel.
  • Deleting a repository will delete all the files and contents within that repository.

Changing the Name and/or Description of a Repository

  • Locate the repository you would like to view in your Repository page.
  • Click Edit below the repository that you would like to change.
  • Enter the desired name and/or description of the repository and click Save.

Viewing Contents in a Repository

  • Locate the repository you would like to view in your Repository page.
  • Click on the icon next to the repository you would like to view, or alternatively, click on the File Explorer option below the repository that you would like to view.
  • Click on a particular file within the repository to view the details of the file. To open the file, however, you will need to download it by clicking the Download button.

Adding, Removing, or Changing User Access to a Repository

  • Locate the repository you would like to view in your Repository page.
  • Click User Access below the repository that you would like to view.
  • To grant/revoke Write or Admin access for users already added to the repository, or to remove a user, select the users by checking the boxes next to the names, and click on either the Grant/Revoke Write, Grant/Revoke Admin, or Remove buttons respectively.
  • To add a user, click on the Add Users button.
  • Find the user to be added by click on the letter corresponding to the user's last name, or click All to view all the contacts in your "Contact" list.
  • Select the users you would like to add to the repository by checking the boxes, and then click on the Add button.

Adding Folders to a Repository

  • Locate the repository you would like to view in your Repository page.
  • Click on the icon next to the repository you would like to view, or alternatively, click on the File Explorer option below the repository that you would like to view.
  • Click Add Folder to create a new folder within the repository.
  • Enter the name and description of the new folder.
  • If you do not want the users who have access to this repository to have the ability to add or delete files (only access to download the files), then click on the box that says "Don't allow other users to add or remove files".
  • Click Save or Save & Add Another or Cancel

Adding Files to a Repository

  • Locate the repository you would like to view in your Repository page.
  • Click on the icon next to the repository you would like to view, or alternatively, click on the File Explorer option below the repository that you would like to view.
  • Click Add Files to add file(s) individually.
  • Click on Browse to locate the files that you want to upload to the repository from your computer's hard drive.
  • After you have selected the file(s) you would like to upload to the repository, click on Upload to add the files.
  • If you would like to add multiple files to the repository, click on Add File++. With this option, you can click Add and select multiple files and/or folders in the pop-up window, or you can simply drag and drop the selected file(s) and/or folder(s) into the file list. To remove any files you do not want to transfer from the list, either select each one individually and click Remove, or click Remove All.
  • Click Upload to add the selected files to the repository.

Delete File(s)/Folder(s) in a Repository

  • Locate the repository you would like to view in your Repository page.
  • Click on the icon next to the repository you would like to view, or alternatively, click on the File Explorer option below the repository that you would like to view.
  • Check the boxes next to the files you would like to delete.
  • Click on the Delete button to delete the files selected.
  • You will receive a pop-up window asking for confirmation of the delete. Press OK to accept or Cancel. 

Sending Files from a Repository

  • To send a file(s) from a repository, select the file(s) within the repository that you would like to send and click on the Send button.
  • Then, fill out the information and follow the instructions as if you were sending a file(s) from the "Transfers" page. Please refer to the "Sending File(s)" instructions above for more detailed instructions.


wa_repositories_video.jpg

 



Portals

 

A portal is a file storage space for your external guests that have been granted access by the account administrator. Portals are essentially the same as repositories except that portals are for external guests and repositories are for internal users. Unlike sending a file, files shared through a portal do not expire. Portals are accessible to guests via your file exchange site at is http://(companyname).leapfile.com. Each guest will only see the portals they have permission to access.
The instructions on how to use the portals are basically the same as those for repositories, so please refer to the instructions there.
*Please note that the term users is defined typically as people who use LeapFILE within your company, whereas guests are typically your customers, vendors, and partners.


Adding a Guest to the Portal Contact List

  • Login to your account.
  • Click on Portals on the menu bar near the top of the screen.
  • Click on Guest Accounts to add a new guest to the contact list for the portals.
  • Click the Add Guest Account button.
  • Enter your guest's information.
  • Click Save or Save & Add Another Contact or Cancel
  • Adding a guest does not give that particular guest access to any of the portals. You must explicitly grant your guests access to a particular portal.


Granting Guest Access to a Portal

  • Locate the portal you would like to view in your Portals page.
  • Click on Guest Access below the portal you would like to grant access to.
  • Click on Add Existing Guest Account to select from your current guest contact list, or click on Add New Guest Account to add a new guest to the contact list as well as access to that portal.


Deleting, Activating, or Deactivating a Guest

  • Login to your account.
  • Click on Portals on the menu bar near the top of the screen.
  • Click on Guest Accounts.
  • Check the boxes next to the names of the guests you would like to delete, activate, or deactivate.
  • Click on Delete, Activate, or Deactivate. If you are deleting a guest, a pop-up window will appear to confirm your request. Press OK to accept.


wa_portal_video.jpg

 



Changing Your Password

  1. Login to your account.
  2. Click on Account on the menu bar near the top of the page.
  3. Click on Change Password.
  4. Enter your current password.
  5. Enter your new password and confirm it by entering it again in the box below it.
  6. Click Save.

 

LeapFILE Secure File Transfer Administration

The administrative features are located in the Account section of the application. To get to this section, login to your account and click on Account at the menu bar near the top of the page.

As the administrator (or admin), you will have access to options on this page that users will not - users will only see the options to change their Personal Setup and Change password. Below is a description of the features only available to the administrator of the account.

Account Setup

Service Plan

This is where you can find details of your current service plan, such as when you signed up for the service and what features are available to you based on your plan.

Account Information

This is where you can find general information about your account, such as the account name, the info for the administrator, etc.

Account Setup

To change your account settings and options, click on Account Setup. In this page, you can change a number of things:

  1. Change the URL of your secure file transfer site. Typically, it is http://yourcompanyname.leapfile.com. You cannot use spaces or any of the following symbols: @#$!%&*+='
  2. Define file delivery options. You can choose to have download notification emails to be sent from no_reply@leapfile.com or from the user's email address, as well as set the maximum number of days for a file transfer before it expires, and set the default number of days for a file transfer before it expires.
  3. Define file expiration policy. You can choose when the files in both outgoing and incoming transfers expire, or when they will be deleted and permanently removed from LeapFILE's servers.
  4. Incomplete Transfer Notifications. You can enable or disable notifications to receivers and senders in the case where transfers are not successfully completed.
  5. Receiver Authentication Options. You have the ability to choose which authentication options will be available to the sender when creating a transfer.
  6. Define upload security option. If you enable this option, then only registered guests can send files back to your users.
  7. Create standard security questions (optional), by typing in the question(s) directly into the input box.
  8. Create standard message footer. You may use HTML to create a footer message in the outgoing transfers.
  9. Enable/disable the repository and/or portal features for your users. If the repository and/or portal are disabled, then the users will not be able to see the Repositories and/or Portals links across the top of the menu bar.
  10. Set the password expiration policy. The number that you enter will be the default number of days that each user account will have before the current password expires and that user will be prompted to select a new password. Entering -1 will disable this feature...i.e., passwords will never expire.
  11. Disable inactive accounts after a certain number of days.
  12. Archive all transfers by including an email as a BCC.

If you made any changes to the settings and options, you must click Save in order for the changes that you made to be in effect.

Branding & Secure File Exchange

In this section, you can brand and customize the look and feel of your file exchange website (http://yourcompanyname.leapfile.com). On the left hand side of the page, you will see a Preview button and a menu of the parts of the file exchange site that you would like to modify. Here is a breakdown of each of the items:

Preview button: You can press this button anytime to get a current view of what your file exchange site looks like. Pressing this button will open up another browser window and take you directly to your file exchange website.

Configuration: The options in this section allow you to change the text and configuration of the pages in your file transfer site.

General:

  • Initial Page - You can select the default page as the one shown when you go to the file exchange website, or you can change it so that the Upload page, Portal page, or the Download page is the default page.
  • Site Footer - You can choose to have a minimal footer, which contains "Copyright ©2007 LeapFILE. All rights reserved." Or you can select the Complete footer, which includes links for Employee Login, our Privacy Policy which is located on our main LeapFILE website, or our Security Statement, which is also located on our main website.
  • Powered By LeapFILE - You can choose between the text only version or the small logo version of "Powered By LeapFILE" that will be included at the bottom of your file exchange site, below the Site Footer.
  • Home Page Title - The title that you type into the input box will be shown as the first line of text below your company's logo or name.
  • Home Page Welcome Message (HTML) - You can include or modify the message that viewers will see below the Home Page Title. You have the ability to format the message as you would in a standard text editor, including changing the font, color, font size, add bullets, etc.

Portal:

  • Portal Title - You can change the title that is shown on your Portal page.
  • Portal Message Area - You can include or modify the message that viewers will see below the Portal Title. You have the ability to format the message as you would in a standard text editor, including changing the font, color, font size, add bullets, etc.
  • Guest user designation - You can change the designation for your guests (ex: client, partner, etc.)

Upload:

  • Upload Title - You can change the title that is shown on your Upload page.
  • Upload Message Area - You can include or modify the message that viewers will see below the Upload Title. You have the ability to format the message as you would in a standard text editor, including changing the font, color, font size, add bullets, etc.
  • Upload Page Default - You have the option of selecting the method for your guests to transfer files to users in your account. You can prompt them to enter their recipient's email address, provide them a list of all the users they can send the transfer to, set a default email address for the guests to send files to, or list out the users they can send to via a directory.

Download:

  • Download Title - You can change the title that is shown on your Download page.
  • Download Message Area - You can include or modify the message that viewers will see below the Download Title. You have the ability to format the message as you would in a standard text editor, including changing the font, color, font size, add bullets, etc.

***Please be aware that you must click Save on each of the sections that you have made changes to in order for your changes to take effect. ***

All the features highlighted in the Secure File Exchange Setup allow you to self-customize your file transfer site. For accounts that are on Business plans and above, LeapFILE can do all the customization and branding for you.

Account Maintenance

User Accounts: In this section, you can add, update, and/or delete users to your account. Upon entering this section, you will see a list of the current users on the account. 

  • Edit User Accounts - To edit an individual user account, click on the name of the user account you would like to edit. Click on the Edit button, and then make the desired changes to the account, such as changing the name, email, data/file expiration policies for that particular user, and user permissions.
  • Grant/Revoke Administrator Access - Go to User Accounts, click on the user's name, click on the Edit button, then check the box next to "Administer account" under the "Permissions" section. Granting administrator access to a user will allow him/her to utilize the features under the Account section, such as Account Setup, Account Maintenance, Reports, and Billing.
  • Grant/Revoke Send/Receive Access - Go to User Accounts, click on the user's name, click on the Edit button, then check the box next to "Send files" and/or "Receive files" under the "Permissions" section.
  • Grant/Revoke Repository and/or Portal Access - Go to User Accounts, click on the user's name, click on the Edit button, then check the box next to "Create repositories" and/or "Create portals" under the "Permissions" section. Un-checking the box(es) will not remove the Repository and/or Portal from the top menu bar; it only denies the user permission to use the repository and/or portal feature.
  • Grant/Revoke Access To Add/Delete Portal Guests - Go to User Accounts, click on the user's name, click on the Edit button, then check the box next to "Manage portal guest users" under the "Permissions" section.
  • Grant/Revoke Ability to Manage User Accounts - Go to User Accounts, click on the user's name, click on the Edit button, then check the box next to "Manage user accounts" under the "Permissions" section.
  • Grant/Revoke Access To Account Reports - Go to User Accounts, click on the user's name, click on the Edit button, then check the box next to "View account reports" under the "Permissions" section.
  • Grant/Revoke Access To Account Setup Settings - Go to User Accounts, click on the user's name, click on the Edit button, then check the box next to "Manage account setup" under the "Permissions" section. Granting the user permission to manage account setup settings will allow him/her to change the secure file exchange setup, for example.
  • Resetting A User Password - To reset a user's password by randomly generating a new temporary password to that user, go to User Accounts, click on the user's name, then click on the Reset Password button. A new temporary password will be emailed to the user.
  • Enabling A Disabled User Account - Go to User Accounts, select the disabled users you would like to enable by checking the boxes next to their names, and click on the Enable button.
  • Disabling An Active User Account - Go to User Accounts; select the active users you would like to disable by checking the boxes next to their names, and click on the Disable button. Disabled user accounts will not count toward the total number of users you can have on your account.
  • Adding A New User - Go to User Accounts, click on the Add User button near the top, and enter the information for the user. Be sure to click on Save or Save & Add another after you have entered the user's information.
  • Importing New Users - Go to User Accounts and click on the Import Users button near the top. You will need to export your contact list from your email client into a comma separated value (.csv) file with the following format: firstname, lastname, email. Then, you must choose a synchronization option, such as adding the new imported users only, add the new imported users and disabling the users that are currently in the account, or adding the new imported users and deleting the users that are currently in the account. After you have selected the password generation option and the welcome email notification, you can import the .csv file by clicking on the Browse button at the bottom of the page and locating the .csv file. Click on Submit to import.
  • Search/Filter Users - You can search/filter users by first or last name in the search box near the right side of the page.

Reports

As an administrator, you have access to several reports for your account, such as Capacity Utilization, Transfer Utilization, Transfers In Progress, Transfer History, and User Access.

  • Capacity Utilization: In this report, you can view your total capacity allowed for your account, the total capacity that is currently in use and the amount available for new files. Pending transfers take up capacity while waiting to be downloaded, while downloaded files do not count towards your current capacity.
  • Transfer Utilization: This report gives you current and past transfer usage in the account. You can view all the transfers in a given month by selecting the month and year desired near the top of the page. All the transfers within that given month will be displayed, including information such as time and date of each transfer, the description of the transfer, and the size of the file(s) that was transferred.
  • Transfers in Progress: This report shows the currently pending transfers, including the date, description, and size of each transfer. You can see the total amount of the pending transfers at the bottom of the list. As mentioned previously, pending transfers take up capacity while waiting to be downloaded. Clicking on details next to each transfer will take you to a detailed view of that particular transfer, which can also be found in the "Outgoing Transfers" section.
  • Transfer History: This report allows you to view the entire transfer history on the account. You can filter the report by selecting transfer status in the first drop-down menu at the top. Transfer status filters include: All status, Pending, Partially Complete, Complete, Expired, and Cancelled. Additionally, you can filter transfers with a short term view by selecting the first radial button next to the second drop-down menu, which allows you to see transfers within the last 7 days, last 14 days, or last 30 days. Or, you can filter transfers within a specific time frame by selecting the second radial button and entering the dates you would like to filter your search. Information of each transfer is provided, such as date/time, who did the transfer, who was the transfer sent to, the subject line of the transfer, and the status of the transfer. Clicking on details next to each transfer will show you additional information including delivery tracking and audit trails.
  • User Access: This report provides a report of when each user in the account has logged into the system, including the time/date, what type of account access that user has, the login ID, and the IP address the user logged in from. You can also filter the user log to the last 7, 14, or 30 days, or search between a particular time-frame.

Billing

  • Billing History: You can view the billing activity for accounts that are billed to a credit card only. The information provided includes the date, description, amount, and balance of each activity in the account.
  • Credit Card Information: Update credit card billing information in this section.

 

Administrator tools for LeapFILE Secure File Transfer Video:

wa_admin_video.jpg

 




Desktop Client & Outlook Plug-in

 LeapFILE Desktop client is a locally installed, very powerful and reliable application for transferring large files. In order to use Outlook, Thunderbird or GroupWise add-ons, desktop client must be installed on the computer. The Outlook/MS Office plug-in will be installed automatically once the desktop client is installed. As of now, the installer is available for Windows based computers only.

 

Desktop Client Features:

  • Send files of ANY size (2GB+) and type
  • End-to-end encryption
  • "Right-click" to send files from your desktop/Explorer
  • Pause, resume and recover file transfers
  • Accelerated upload for faster performance
  • Easily drag-n-drop files and folders
  • Command line scripting
  • Centralized IT management for company-wide configuration
  • Microsoft Office Integration
  • Outlook, Thunderbird and GroupWise Plug-in

 

Desktop Client Installation

The following section describes how to acquire and install the LeapFILE Desktop Client on a stand-alone Windows based computer. If you want to deploy it on multiple computers using MSI push, please contact support@leapfile.zendesk.com to get the latest MSI file.

Minimum Requirements:-

  1. Base OS Windows XP/Server 2003 and above.
  2. Microsoft .NET Framework 2.0 or above.
  3. MS Office 2003 and above (for MS Office Integration)

 

Please close MS Office applications before installing the desktop client.

 

Step 1 - Login to your LeapFILE account via your company URL (like http://webdemo.leapfile.com). Do not type www in the address.

You can find your company's web site address (URL) using an email address here-> https://secure.leapfile.com/fts/drop/Lookup.jsp

login2.jpg

 

If "Employee Login" is not listed, you can go to www.leapfile.com and click Account Login.

 

Step 2 - After successful logon, download the LeapFILE Desktop Client. If you don't see this link, please contact your LeapFILE Administrator as it may be disabled.

 

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Step 3 - Ignore the Internet Explorer Warning and choose Run to continue with installation. You may also save the file for later use.

 

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Step 4 - Enter User Name and Organization name.

 

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Step 5 - Choose install location. We recommend default installation folder location.

 

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Step 6 - Follow the onscreen instructions to continue with installation

 

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Step 7 - If you get this error message, please download .NET Framework from Microsoft website. Setup will exit and you will have to run the setup wizard again after installing .NET Framework.

 

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Step 8 - Search Microsoft website for .NET Framework and install it. If you have 64 bit computer, please download "Microsoft .NET Framework Version 2.0 Redistributable Package (x64)"

 

Follow Step 1 through Step 6 after successful installation of .NET Framework.

 

Step 9 - You have successfully installed LeapFILE Desktop Client.

 

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How to login to Desktop Client?

Step 1 - Open LeapFILE Desktop Client application from Start menu

Step1.JPG.
 
Step 2 - Login to Desktop Client


 
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Step 3 - Enter the your LeapFILE URL. Contact your LeapFILE admin for URL or you can also login to your account at www.leapfile.com to get the URL.


 
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Step 4 - Enter your ID and Password. Contact your LeapFILE Admin for ID and Password.
 

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Step 5 - Login Confirmation.

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Step 6 - Use LeapFILE system tray icon for making any changes later.

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Desktop Client Options and Settings

LeapFILE Desktop client is a very powerful and reliable application for transferring large files. In order to use Outlook, Thunderbird or GroupWise add-ons, desktop client must be installed on the machine. This section explains the various features of the desktop client.

Note - Administrators can control the desktop client from web application. Please refer to Administrator section for Desktop Client Management.

Desktop Client tabs

  • Menu
  • New Transfer
  • Pause
  • Resume
  • Cancel
  • Delete

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New Transfer -

  • New Transfer - Send new transfer without using Web application or email client.
  • Pause - Pause a transfer and resume later.
  • Resume - Resume a paused transfer. Files can be resumed with 24 hours of pause.
  • Cancel - Cancel a transfer
  • Delete - Delete transfer from the list

Menu Options - These options can also be accessed from LeapFILE tray icon.

 

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  • About LeapFILE - Gives you the version and build information about LeapFILE.
  • Check Update - Check for new version/build of desktop client.
  • New Transfer - Explained above.
  • Options - It is divided into three sections: General, Transfer and Connection
  1. Preferences - Pop up close advice when you close desktop client
  2. Automatic Updates - Enable/disable automatic updates and check for new updates
  3. Upload Acceleration - Control file chunk size, number of streams and retries
  4. Security Defaults - Choose receiver authentication mode. This feature is controlled by LeapFILE admin, so few options may be grayed out. This option is not controlled by email client add-on like Outlook, Thunderbird or GroupWise. To make any changes to recipient authentication options, please use this feature.
  5. Message Privacy - With this option checked, message will not be included in transfer notification email.
  6. Proxy - Enter proxy details here.
  • Logout - Logout from the LeapFILE Desktop Client, however, application will still be running.
  • Exit - Exit the application.

 

Security Features & Options Settings

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Desktop Client Use

Sending files using LeapFILE Desktop Client

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Outlook Plug-in Configuration

LeapFILE Outlook 2003/2007 Add-in user guide - This guide describes how to use LeapFILE to send files from Outlook 2003.

Step 1 - Make sure LeapFILE Desktop Client is installed on the computer and you are logged in.

Step 2 - Open Outlook 2003 and check if you have LeapFILE send button and options tab displayed.

Step 3 - Now configure LeapFILE Outlook plug-in.

leap_opt.png

 

Step 4 - On this screen you can control the behavior and usage of LeapFILE service.

config_plugin.png

 

Use threshold - This feature allows you to decide if you want to send attachments via LeapFILE or Outlook based on the size. For example, if threshold is 10MB then all files lea than 10MB will be sent via Outlook (just like a regular email). If the attachment size is more than 20MB then they will be sent via LeapFILE.

Enable Domain Exclusion List - This feature allows you to exclude domain names that you do not want to use with LeapFILE service. For example if you don't want to send files to yahoo or hotmail accounts via LeapFILE. Simply add yahoo.com, hotmail.com to the domain exclusion list and LeapFILE will not send files to users with these domain email addresses.

Best Practice - Do not combine excluded domain names with other domains while sending out an email.

 

Show Confirmation dialog - It shows the dialog box that file will be sent via LeapFILE.

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Hide LeapFILE send button - It will hide the LeapFILE Send Attachment button when you compose a new message.

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Redirect Attachments - The email will be sent via Outlook and attachments will be sent through LeapFILE. Recipient will receive 2 emails - original email sent by you and attachment link email sent by LeapFILE.

Redirect entire email - This will send both email and attachment through LeapFILE. Email will be shown under Outlook sent items without time stamp (as it is not sent via Outlook).

Save Attachments - This feature is available if you redirect entire email and want to save attachments along with email. This will be shown under sent items.

 

Outlook Plug-in Use

Screencast - LeapFILE Outlook plugin

 

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Desktop Client & Outlook Plug-in Administration

This guide will help the IT administrators to centrally control the settings of LeapFILE Desktop Client and Outlook plugin. The advantages of using console are:-

1.       Easily manage and enforce desktop client settings across all user accounts.

2.       Standardize the desktop client usage across all users.

3.       Settings that can be controlled -

Desktop Client:

  • Automatic Updates - Download and install desktop client updates
  • Proxy settings- Enter proxy details

Email Client Outlook Settings: for more info refer to Outlook user guide 

  • Threshold size
  • Domain exclusion list
  • Confirmation dialog
  • Hide LeapFILE Send Button
  • Transfer method

Note - Email client settings feature is not available for GroupWise or Thunderbird.

Steps to use "Desktop Client Management" console

1.      Login to your LeapFILE web application account with administrator rights and click "Account" and then click "Desktop Client Management".

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2.      Uncheck "Allow desktop client users to change settings"

3.      Enter the settings as per your requirements

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4.      Click "Save" at the bottom.

5.      These settings are pushed automatically to all logged in users in 4 hours. If any user is logged out of the desktop client, these settings will not sync for that user. For best results, change these settings overnight and make sure all computers are ON and users are logged into their desktop client.

6.      To push these settings immediately, on the user machine, right click the LeapFILE tray icon and choose exit. Do not choose logout. Launch the application again and all settings will be synced immediately. You can also write scripts that will exit and re-launch the LeapFILE Desktop Client.

 

Best Practices -

  1. To force the user to send files via LeapFILE, reduce the threshold limit and check "Hide the LeapFILE send button"
  2. Uncheck "Use Threshold" and uncheck "Hide the LeapFILE send button" if you want user to decide whether to send file using regular email or send button or LeapFILE
  3. Enable domain exclusion list and include you company domain name if you do not want to use LeapFILE for internal file transfer.
  4. You can also use domain exclusion list to include domain names like yahoo.com or gmail.com to avoid users to send files to personal email addresses.
  5. Do not mix domain names with excluded domain names while doing a transfer. Domain exclusion list feature only works if the transfer is made to users@excludeddomain.com

If you are following your own best practices that are not listed here, please share them with us. These may be helpful to other clients.

 

 


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