Attachment Q - Large File Transfer User Guide.pdf

September 17, 2019

End User Services Program Office

LARGE FILE TRANSFER (LFT)

User Guide

Prepared by:

EUSO Communications

Large File Transfer (LFT) User Guide

TABLE OF CONTENTS

Introduction

Logging in to LFT

Inviting an External User

Sending Files

Send File Tab Options

Keeping Track of Files

Inbox

Sent Items

My Files

Using the Settings, Help and Sign Out Links

Settings Link

Account Info Tab

Preferences Tab

Contacts

Help Link

Sign Out Link

Advanced Topics

Large File/Folder Applet

Download Applet/Multi-File Download

Revision Log

INTRODUCTION

Large File Transfer (LFT) allows you to share files securely with recipients both inside and outside NASA.

Instructions for logging in, inviting external users and sending/receiving files are provided below.

LOGGING IN TO LFT

To increase security, a single sign-on (SSO) option is available to allow NASA end users to “Login via Launchpad” when using the LFT tool at https://transfer.ndc.nasa.gov. While NASA and non-NASA end users can still log in using their email and password, it is recommended that NASA end users choose the “Login via Launchpad” method, which is more secure.

If you are a NASA end user, select Login via Launchpad to be redirected to the NASA Launchpad website. Select your method of authentication, and then enter your credentials.

Note: If you are already authenticated via Launchpad, you will be automatically directed to your LFT workspace after clicking “Login via Launchpad.”

If you are an LFT user external to NASA and received an invitation email, click the link in the email to access the LFT website and register for an account. There you will create your own password.

The login screen has the following options:

Forgot Password? – NASA end users should contact the Enterprise Service Desk at 1-877-677-2123 (option 2) for help with their password. Clicking the link will not reset your password.

External users who click this link will be asked for their email address. A new system-generated password will be sent via email.

https://transfer.ndc.nasa.gov/ https://esd.nasa.gov/esdportal

Login via Launchpad – This link will redirect you to the NASA Launchpad website, where you will select your method of authentication and enter your credentials. Once authenticated, you will be logged in to your LFT workspace.

Getting Started? – This link will take you to the Large File Transfer Quick Start, which details performing basic tasks in the LFT tool and answers frequently asked questions (FAQs).

Contact Us – This link takes you to the Contact Us page of the EUSO website, which provides contact information for the Enterprise Service Desk.

After logging in, the File Manager tab displays by default.

INVITING AN EXTERNAL USER

To invite someone external to NASA to use LFT, NASA end users should follow the steps below.

1. Log in to LFT.

2. Click Invite User, located on the Send File tab.

3. Fill in the external user’s email address, and click Invite.

If you are a user external to NASA, you will receive an invitation email. Click on the link in the invitation email to access the LFT website and register for an account. There you will create your own password.

Note: External users can only use LFT to send files to internal NASA users.

https://transfer.ndc.nasa.gov/

SENDING FILES

After logging in, click the Send File tab to enter the recipient email address, compose a message to the recipient and attach the file.

IMPORTANT: Per NASA IT Security, LFT sessions expire/timeout after 15 minutes of inactivity. You will NOT receive an alert letting you know the session is about to expire, and any changes to the email form on the Send File tab will not be saved if the session times out. To avoid losing your changes, you can first upload the file you want to send to the My Files folder (on the File Manager tab) and then complete the email form on the Send File tab and send the file.

SEND FILE TAB OPTIONS

From the Send File tab you will see the following options.

To – Enter the recipient’s email address. Use a comma or semicolon to separate multiple recipients. The maximum number of recipients should not exceed 100. The auto-complete feature will show email addresses that were sent to previously. Click Add CC and/or Add BCC to add CC and/or BCC recipients.

Subject/Body Text – Enter the subject and body text for the email. Clicking Use Rich Text Formatting will present you with the formatting options seen below.

Attachments – The maximum number of attachments per email is 10, which can include a mix of new uploads and previously sent files. If you wish to send a file over 2GB, you will need to download the Large File/Folder Applet.

You will be prompted to download the applet when you upload the file. The total size of all attachments to the email or upload should not exceed 100GB.

To attach a file:

1. Click Choose File/Folder to upload a new file, or click Choose from File Manager to select a file already in your account.

2. Highlight the file to attach.

3. Click Attach.

4. Click Choose File/Folder again if you wish to upload more files.

5. Click the if you wish to remove a file.

Send Copy to Myself – Clicking the checkbox will send a copy of the email to your email address. This is useful if you want to preserve the email in your local email program after it has been deleted from the LFT server.

Send Notification on File Delivery – Clicking the checkbox will notify you when the recipient completely downloads the sent files. Next to Notify, enter additional email addresses of anyone who should also be notified once the files are downloaded. You can enter multiple email addresses, separated by a comma.

Send – Click Send when your message and file are ready to be sent. After clicking Send, the file will be uploaded, and your message will be sent to the recipient with a secure link to the file. Upload and download speeds depend on the local computer, network traffic and bandwidth.

You can keep track of sent and received files under the Transfers section of the File Manager tab.

Creating Drafts – The LFT web interface provides you the ability to save drafts of emails you are working on but are not ready to send. To create a draft, click Save Now. You will see the title of the email you are working on appear on the left side of the screen. You can save multiple drafts and return to them later by clicking the title.

Security and Encryption Considerations – The Federal Information Processing Standard (FIPS) Publication 140-2 is a U.S. government computer security standard used to accredit cryptographic modules. The LFT service is FIPS 140-

2 certified for Data in Transit (DIT) and Data at Rest (DAR).

The LFT provides data encryption-in-transit considered adequate for the transfer of sensitive but unclassified (SBU) information. This encryption-in-transit does not supersede or preclude the appropriate protection and/or handling of sensitive information by the sender or recipient of this information.

KEEPING TRACK OF FILES

The folders on the File Manager tab can help you keep track of sent, received and uploaded files.

INBOX

The Inbox folder shows the messages and files you have received. From the Inbox, you can download the file or forward it to another LFT user.

SENT ITEMS

The Sent Items folder shows the messages and files you have sent. From Sent Items, you can re-send a file, withdraw a file (if enabled), re-send a message or view a report of sent items.

Re-Send File – Previously sent files can be resent by checking the box next to the file and clicking Re-Send File. This will load the files into the Send File page.

Withdraw File – If enabled by the administrator of the appliance, this option allows you to withdraw a previously sent file. This will invalidate the link sent to the recipient, preventing him/her from downloading the file. This only withdraws the files sent in the selected message.

Re-Send Message – To resend a message with all attachments, click the radio button next to the email icon, and click Re-Send Message. This loads the email message and the files into the Send File page.

Sent Items Report – Click the next to the email subject to view a report of recipient activity, such as who has and has not downloaded the files you sent in the message.

MY FILES

The My Files section shows all the files you have sent through LFT or uploaded directly. From here, you can send, download and delete files, as well as view a report or add additional files. Files are available for seven (7) days. The application is a self-cleaning system; files older than seven (7) days will be deleted.

Send – To send a file, check the box next to the file name, and click Send.

Download – To download a file, click the name of the file, and click Download. To download multiple files at once

(if enabled by the administrator), check the boxes next to the files, and click Download.

Delete – If enabled by the administrator, you can delete a file by either clicking the or checking the boxes next to multiple files and clicking Delete.

Report – Select a file or files, and click Report. The report will show the file, recipient, transfer time and date downloaded for each file selected.

Add Files – You can upload multiple files to send at a later time. Click Add Files, and browse to the file or files to upload. Shift- or Ctrl-click to select multiple files. Once uploaded, you can send the file(s) by checking the box next to the file and clicking Send.

USING THE SETTINGS, HELP AND SIGN OUT LINKS

SETTINGS LINK

Click the Settings link, located at the top right of each webpage, to modify account settings.

Note: Default settings are automatically reset if you do not actively use LFT several times a week. Because of this, you may not wish to invest time creating groups, setting up contacts and creating a signature.

ACCOUNT INFO TAB

Language – Allows you to change your default language. If none is selected, it will default to the language the web browser uses.

Time Zone – Allows you to select your local time zone. If you observe Daylight Savings, check the box so the time will be updated automatically.

Personal Info – NASA users cannot edit their password here.

PREFERENCES TAB

Large File/Folder Applet – Allows you to upload files greater than 2GB and/or upload folders.

Editor Formatting – Allows you to switch between Rich Formatting and Plain Text.

Message Signature – Allows you to create a signature to be automatically added to messages sent through LFT.

CONTACTS

Contact Name – Shows the list of stored email addresses. These can be edited by clicking the or removed by clicking the .

Add New Contact – From here you can add commonly used email addresses.

Add New Group – You can create a list of email addresses called a Group. When you type the name of the group in the To: box on the Send File tab, it will automatically populate all the email addresses in the group.

HELP LINK

The following information is available from the Help link located at the top right of each webpage.

Contact Us – Contact information for the Enterprise Service Desk can be found at the following link:

https://euso.nasa.gov/contact-us/.

User Guides – Provides links to the LFT User Guide and other Accellion guides.

Downloads – Provides links to download Accellion mobile apps.

SIGN OUT LINK

Click Sign out, located at the top right of each webpage, to log out of the LFT website.

ADVANCED TOPICS

LARGE FILE/FOLDER APPLET

The Large File/Folder Applet can be used to upload files larger than 2GB, upload folders and the files they contain and pause/resume an upload session. The Large File/Folder Applet is available on the Send File tab.

Note: When uploading large files, LFT uses a temporary file directory to zip the file/folder (if it is not already zipped) and break the .zip file into 2GB sub-files. The default temporary file directory is

C:\Users\<<username>>\Application Data. The drive on which the temporary file directory is located must have available space of at least two times the original file size in order to process the file. You can change the location of the temporary file directory to another drive (an external drive, for example), if the default location does not have sufficient space. Click Change Applet temp directory on the Send File tab to change the location.

To use the Large File/Folder Applet:

1. Click Choose File/Folder.

2. Once activated, you will be prompted to trust the signed applet from “Large File Transfer Pte Ltd.” Click

Always, Run or Yes to continue.

3. Click Browse. When the applet is loaded, select the desired file or folder, and click Open. To explore the contents of a folder for further selection, double-click on the folder. If a folder is selected, it will be automatically zipped and added to the message.

When using the applet, uploads in progress can be paused or resumed. If there is a network outage, you will be prompted to continue the upload when you next log in.

Note: Encrypted files can be sent via the Large File/Folder Applet.

https://euso.nasa.gov/contact-us/

DOWNLOAD APPLET/MULTI-FILE DOWNLOAD

If the Download Applet is not enabled, files larger than 2GB need to be downloaded as sub-files and concatenated

(put back together) to get the original file. Instructions on rebuilding a large file without the Download Applet are provided for Windows, Linux and Macintosh systems in a sidebar next to the sub-file download links.

Note: When downloading large files, the location you choose to save the file(s) must have available space of at least two times the original file size in order to download the sub-files and merge them back to the original file.

If the Download Applet has been enabled by the administrator of the LFT appliance, these steps will not be necessary, as the file will download as one complete file. To download the file using the applet, check the box next to the file(s), and click Download via Applet. The entire file will download automatically.

REVISION LOG

Date Author Change Made

9/17/2019 EUSO Added details re: the 15-minute session timeout