Secure Share
Revision as of 09:36, 31 March 2016 by Jtwaddle(talk | contribs)(→‎Message)

Secure Share provides 鶹Ƶ employees with the ability to send and receive files in a secure manner with other 鶹Ƶ users and those external to 鶹Ƶ. All current 鶹Ƶ employees have a Secure Share account that can be accessed by logging in with their email address (user@gustavus.edu).

Secure Share uses email to send notifications to users that a file or a secure message has been shared with them, but it will never send files over email. Email is an insecure method of sharing information. After receiving the notification via email, a user must log in to Secure Share to access the information.

Learn more about sharing files in a secure manner

Send Secure File

Secure share functions similar to a simple webmail client with some additional settings for controlling access to the secure files.

Message Security

  • Below are the Access Restriction options in the order of security level provided:
    • Recommended - Highest Security Level: Only Specified Recipients can access:
      • Only Specified Recipients can access the message and download the files.
      • Forwarding of the email or URL is not allowed to anyone.
      • Recipients will be required to login to access the message.
      • A download receipt will be sent when each user downloads each file with detailed download information.
    • NOT Recommended - No Security: Anyone with access to the randomized URL can access:
      • Anyone (that has the randomized URL) can download the files. This does require a login, but anyone with a login would be able to access the file which makes it impossible to securely send a file.
      • The email or URL can be forwarded to anyone.
      • Recipients will be required to login to download the files.
      • A download receipt will be sent when each user downloads each file with detailed download information.
  • Message Expires : After this time, the message will no longer be available. This should be set to the shortest possible time frame.
  • Message Expires After: This will set the number of times the files can be downloaded. If known, this should be set.
  • Private Message: When this is checked, the body of the message will not be included in the notification sent to the user. It will only be accessible after logging into secure share. This is recommended.

Message

To send a secure message, follow the steps below:

  1. Login to by clicking the 鶹Ƶ User Login button.
  2. Enter the full email address of the user(s) (user@gustavus.edu) you are sharing the files with.
    1. Note: Each email address must be entered to give the user(s) permission to the file(s). An email list can only be used when selecting the "Anyone with access to the randomized URL can access" access restriction which is not recommended.
  3. Enter a subject for the message.
  4. Enter a body for the message.
  5. Select Add Files to attach files to send or drag and drop files if using a supported browser.
  6. Ensure the proper security options are selected as described above
  7. Click Send.

You will receive a notification when the file has been accessed.

Receive a Secure File

There are several ways to receive a file using Secure Share. The recommend way is to have the sending user log in to Secure Share to send the file and the receiving user login to Secure Share to access the file.

Sending user logs into Secure Share

The user sending the file should log in to secure share using the instructions #Send_Secure_File.


All 鶹Ƶ users have a Secure Share account by default. If the user is external to 鶹Ƶ, select the Invite User option in the upper right to invite them to create a Secure Share account.

After they send the file, the file can be accessed by:

  • Follow the link provided in the email message you received. This will take you directly to the message.
  • OR
  • Login to Secure Share and select Inbox at the top to view messages shared with you.

Request File

This allows you to send a message to anyone with a special link that will allow them to securely send you a file. To request a file:

  1. In the upper right, select Request File.
  2. Fill out the message to request a file from this user.

File Drop for individual user

File Drop allows you to receive a file from anyone without the need for them to login to secure share. This should only be used when the user sending the file is external to 鶹Ƶ. Follow the instructions below to find your File Drop url:

  1. Log in to Secure Share
  2. Click Account Settings in the upper corner
  3. Under FileDrop, copy the url to your clipboard and send it to the user who needs to send the file.

File Drop for Multiple Users

If there is a group of users who need to share files on a regular basis, a custom file drop or department share can be created to share files with multiple users.

Department Share: If all the users that are sending and receiving are 鶹Ƶ Employees, a department share can be created. Files are shared and accessed from your Home Directory (z: drive).

Custom File Drop: This allows a group of users to receive files from anyone. An example of this would be a department that needs to receive secure files from anyone. Files are accessed using Secure Share.

Please contact the Technology Helpline at 507-933-6111, stop by the Technology Services department in Olin Hall, or complete our for more information.

Additional Resources

After logging into Secure Share, a user guide is provided by selecting Help in the upper right hand corner.

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