User Guide Template.docx - Hertfordshire Grid for Learning
Contents
1. facility is called Exporting and Importing contacts 14 of 17 HertSFX For importing to succeed the contacts list MUST consists of people who have previously used HertSFX If you attempt to import contacts that are not users of HertSFX it will not be successful Hertfordshire s Secure File Exchange Portal 1 6 There are two parts to sharing contact lists i EXPORT a list of contacts from HertSFX user A and li IMPORT that list of contacts into HertSFX user B 1 7 Exporting a contacts list 1 Login and Click on your ACCOUNT tab and choose EXPORT as shown below SEND FILES MY FILES LOG OFF Account Here are your account details Click edit to update your information email address jaswant golan hertscc gov uk password KRRK REK REK contact groups You do not currently have any contact groups 4 EDIT Manage Contacts You can import or export contacts here Exporting your contacts will allow other users to import and communicate with them IMPORT 2 Choose Save as shown below Note the name and location you are saving the file to This file will consist of the list of registered users Manage Contacts You can import or export contacts here Exporting your contacts will allow other users to import and communicate with them 3 Your may now email this file to your colleague who wants to share the file 15 of 17 HertSFX 1 8 Importing a contacts list Hertfordshire s Sec2. was revoked on 27 12 2015 at 12 03 14 27 12 2013 11 44 jaswant golan gmail com Files attached upload zip last downloaded today 9 FILE WAITING ALERT NOTIFICATION When a file arrives for your attention you will receive an automated alert email in your normal email address Inbox which you have registered previously informing you of the files arrival To get the file simply click on the link in the email and login to download the file 10 of 17 HertSFX 1 3 Downloading Documents New Current User Hertfordshire s Secure File Exchange Portal If you are a new user an automated email will inform you that a file has been sent to you and to prompt you to register Please proceed with registration as section 3 above If you are already registered then login and click on MMAdlf4 and choose INBOX 1 Click on the My Files tab on the home screen to access inbox Select the message you wish to view download My files eo EN ies that have been sent to you Click a row toview message details delete all 2 The message will open You will be able to see a short message from the sender and also the attached file Select the file you wish to download and then click download Received item Ede RETURN TONER dgamioad selected deme merrie L view downoad history gt Date 10 05 2013 Time O57 From michele swvann herthordshire gouk Ta purreet narre ord shine gouk Subject test Message test
3. 1 x or this portal you may you attach as many items as you like but you have to do this one at a time It is recommended that if you have more than a few files to upload you should consider putting them in a Windows compressed folder first Microsoft Windows allows you to put as many files as you wish into a compressed folder which appears to HertSFX as a single file You then attach this compressed folder to HertSFX Once the documents have uploaded you can click the Send It button to send the file It may take a couple of moments to upload and send the file depending on file size You will receive a sent confirmation message and summary of the file details Filesent W Date 13 05 2013 Time 16 44 To michelle swann hertfordshire gov uk Subject Privte and confidential Message Please find the attached document Files attached Confidential document doc 24 KB last downloaded never HertSFX 1 2 Sending Zip Files Hertfordshire s Secure File Exchange Portal HertSFX can also be used to send larger zipped files In order to send zipped files you must first create the zip file which contains all the files you wish to send For more information on how to create a zip file follow the instructions below di Folder Shortcut Bitmap image P an ag Right click in the space where View l Contact Sort by ray Microsoft Word Document you Wa nt the folder to sit Group by 4 Jour
4. Files attached EE newoklisg TKB last downloaded 7 days age 3 A dialogue box will open for you to open or save the document Select SAVE to save the document to your desired location NOTE You MUST make sure that you have chosen a file storage location that applies the security required for the type of file you are downloading 11 of 17 HertSFX 10 ADDRESS BOOK MANAGEMENT HertSFX provides basic address book management It keeps a record all the email addresses you have previously used Once your recipients have confirmed and verified their email addresses HertSFX gives you Hertfordshire s Secure File Exchange Portal an opportunity to organise these recipients into groups 1 4 Creating a new group of users 1 Click on your ACCOUNT tab and choose EDIT as shown below d ACCOUNT J SEND FILES MY FILES Account Here are your account details Click edit to update your informal email address jaswant golan hertscc gov uk password ER EER LERE contact groups You do not currently have any contact groups Manage Contacts You can import or export contacts here Exporting your contacts IMPORT 12 of 17 HertSFX 2 Click on add a new contact group Hertfordshire s Secure File Exchange Portal SEND FILES MY FILES Account Edit your account details email address jJaswant golan hertscc gov uk new password contact groups add a new contact gro
5. G DOWNLOADING DOCUMENTS 1 1 Uploading documents SEND FILES MY FILES ACCOUNT ADMIN LOG OFF Send files to Subject Message Attach files To upload documents you select the SANDANE tab on the main screen the screen below will then load HertSFX Hertfordshire s Secure File Exchange Portal Enter the email address of the recipient in the box below the heading Send Files to If you are sending a file to someone new you need to ensure you click on Add Recipient before you press enter otherwise the name will not get added to the Send Files To box If you are sending a file to someone you have previously sent a file to then that contact name will appear in the list which appears when you click in the box You then simply choose the name from the dropdown list of user you have sent previously Please Note You MUST make sure that you have chosen the correct email address to send the file The sender will be held accountable for any documents sent to the wrong people The Subject Box is optional you may leave it blank or enter a one line short description The Message Box is to provide you an opportunity to describe what you are trying to send to your contact You are allowed up to 1000 characters including spaces to describe what you are attaching The Attach File Box allows you browse your computer to locate the file s you want to attach Click the browse button and select the document you wish to upload In version
6. HertSFX Hertfordshire s Secure File Exchange Portal Hertfordshire s Secure File Exchange Portal User Guide V2 04 Jan 2014 LES Al Hertfordshire HertSFX User Guide V2 04 Jan 2014 Page 1 of 17 HertSFX Hertfordshire s Secure File Exchange Portal CONTENTS ME vie AE SR EE EE EE N EE N 3 2 ATEFA ETOS sy EE ER ERG ee DA Ee OR EO EE EE EG ER E GEE EG ED EE GEE 3 5 GEE lee n RE ER GE GE RS ee eee ek Se Ee Ee ee N ee ee 3 ae de de N AE EE RE EE ER OE EN OE EA 4 De MOV AE EE EE EE OE E 5 6 Forgotten of password es EE EE N BE EO eN EE OE ee EO EA Ee Re RE ei BEE Oe RE 5 7 ACCOUN DEONT gue ia N ee ea eee ee ee cae mate eee eee 6 8 Uploading Downloading DOCUMENTS ccccccccccscsesseeeeeessseeeecececcccceseeeeseeuueeesessseeeecececcsceeseeeeesuuuaeesssseeeess 6 9 File Waiting Alert Not EO sesse SEERDE EE GE Ee GR GER GE Ee Ee AG GE ER GE Ee eo SG GE aiii 10 10 Address BOOK Management se EE AE DE Ee Ee EG GE OG EE Ee GE EG ie EA EE 12 11 Trouble Nocino SUE ss n ee ee ee eo one ee 16 HertSFX 1 ABOUT HERTSFX HertSFX is Hertfordshire s web based Secure File Exchange portal that enables you to send and receive files Hertfordshire s Secure File Exchange Portal securely with third parties irrespective of any other electronic communication tools they use Using HertSFX does not require any more than standard internet access It does NOT install anything nor does it change anything on your computer
7. HertSFX is a simple file exchange system that enables you to securely transfer files to other users via an internet browser The system requires a user to register using an email address This email address is then used to notify the user they have file s awaiting collection HertSFX works on the similar principles of popular file exchange and sharing sites on the web BUT within a secure controlled environment This guide will show you how to set up your own HertSFX account and get you started using this Secure File Exchange system 2 HERTSFX LIMITATIONS Whilst HertSFX uses your email system to send alerts about secure files ready for collection HertSFX is neither an email system nor does it integrates with any email system It is also NOT a file Storage System All files sent are automatically deleted within 14 calendar days without exception Some government departments will insist on using GC Mail for secure file transfer Please use GC Mail Other organisations may insist on either using their own secure mail system Where these 3rd party systems do not install any software on our machines you may use these 3rd party secure mail systems to communicate with that party 3 GETTING STARTED HertSFX is a fully self serviced browser based secure web site purely for transmitting files from you to your clients You begin by browsing to the secure website and completing a one off registration process Once your registration is verified you may
8. are Locked Out permanently Contact uind rstandine of Hertsi X andisectirefiletranster Well Done There must have been an issue with Helpdesk or send email for your Account to be ie DE w full detdil t the URL Replace your existing shortcut with this register deleted so that you can re register Sfx hertfords hire hertfords hire gov uk ide Registration Use PIN to Reset Password HertSFX is a registration ONLY facility If you are a County HertSFX is a registration ONLY facility If you are a County Council Staff you can self register Council Staff you can self register Non HCC staff require an invitation to register froman Non HCC staff require an invitation to register froman existing HCC member staff existing HCC member staff 17 of 17
9. er your email address and the 4 digit PIN number you chose at registration If you correctly enter your PIN you will be sent a reset link to your registered email Click the link and follow the instructions on screen to reset your password If you do not correctly enter your PIN you will receive an email to your registered address to inform you of this and to ask you to try resetting your password again You will have 3 attempts to enter your pin correctly After 3 attempts the account is permanently locked out and cannot be recovered you will be informed of this via email The account can be deleted Once account is deleted you can re register to use the system HertSFX 7 ACCOUNT DELETION REQUEST Hertfordshire s Secure File Exchange Portal To request deletion of an account email the system administrator from the registered email address At a minimum your email must consist of following items In the Subject Line the words DELETE REQUEST In the Body Text Please delete my HertSFX account and I d like to be notified on the following phone number 102345678910 A system administrator will call you to verify your request and upon verification delete your account Once the account is deleted you may re register Note once an account is deleted all files and associated data with the deleted account are no longer accessible However an audit trail of the account activity is kept for 6 calendar months 8 UPLOADIN
10. ge Portal downloaded it yet If the recipient has already downloaded the attachment then the only effective message revocation is to prevent further downloads 1 4 Revoking Sent Files Even after you have uploaded a file you can prevent the file from being viewed or downloaded This is called message revocation To revoke a send file follow the procedure below Go to your sent folder select the message file upload The Selected message will appear highlighted in blue as in picture below My files SENTITEMS Files that you have sent to others Click a row to view message details Tick the message file that you want to revoke as shown in picture below and click on revoke this message Sent item lt RETURN TO SENT ITEMS download selected revoke this message lew download history Date 27 12 2013 Time 11 44 To Jaswant golan gmail com Message Add message Files attached A pop up box will appear warning you that the recipient will no longer be able to view download the file HertSFX Hertfordshire s Secure File Exchange Portal sent item Recipients will not be able to view the message or attachments Do you EJ lt RETURN TO SENT ITEMS want te continue Cancel Date 27 12 2013 11 44 Click the OK button and the message file is now revoked and will no longer be available to the recipient Sent item lt RETURN TO SENT ITEMS view download history l This message
11. nal Document Refresh PE Microsoft PowerPoint Presentation Customize this folder Mi SAP GUI Shortcut EN eae Select new gt Compresses Paste O Microsoft Visio Drawing zipped Folder Paste shortcut Tp s SP MWlrrosnit Excel viorkshee siese esse His J Compressed zipped Folder Rename your Zi p ped folder Properties Name j Date modified Type Size J Comms 12 05 2014 13 36 File folder Ji FAQ s 17 09 2013 11 59 File folder Drag the files that you wish to J Misc 18 07 2013 11 13 File folder ki Policy and Process 23 12 2013 14 54 File folder send In the newly created J User Guides 26 11 2013 15 19 File folder zipped folder These will then EL Book2 27 09 2013 12 15 Microsoft Excel C 1 KB EF Book2 be compressed and are ready MY Email screen shots to send mw HertsFx final touches EF HertsFx System Test Script 2 E HertsSFX Presentation 06 11 2 HertsFx Policy doc MY To do U J Sending Multiple Files Test 9 05 2 _ Once you have created this folder you are able to upload the folder into HertSFX and send as usual 1 3 Wrongly Sent Documents Each user of HertSFX is responsible for the content of the documents they send and also who they send these documents to In the event of sending documents to the wrong recipient HCC cannot be held accountable 8 of 17 HertSFX If you do send a file incorrectly you are able to revoke the file as long as the recipient has not Hertfordshire s Secure File Exchan
12. ose a password that is unique to you and cannot be easily guessed To comply with the minimum security standards whilst providing sufficient protection your password must be at least 10 characters long containing at least 1 Upper Case character 1 Lower Case character and 1 number At registration you must enter a 4 digit Personal Identification Number PIN of your choice It is very important you remember this PIN It will only be used in the event that you forget your password If you forget this PIN the system will not allow you to reset your password 1 2 Verification of Email Once you have entered your registration details the system will require you to verify you email address It does this by sending you an email to the email address you have supplied The email contains a link that verifies that you and only you have control of the email address you supplied Clicking on this link completes the registration You will be automatically re directed to the HertSFX logon screen You may now login and use the system 2 LOGIN Each time you wish to use HertSFX you must log on using your registered email address and your chosen password You have 5 attempts to enter your password correctly before you are locked out of the system 6 FORGOTTEN YOUR PASSWORD If you do forget your password you can reset it by clicking the link forgot my password on the login page The link will re direct you to the Forgotten Password page Ent
13. then use the system to exchange files with your business contacts The system will send email notifications to the recipient with a link enabling the recipient to register Once the user has registered the portal can be used to securely transfer files between you and any number of clients you deal with HertSFX 4 REGISTRATION To start using the system you need to complete a simple one off registration process on the secure Hertfordshire s Secure File Exchange Portal portal This allows us to i ensure that only authorised people can use the system li setup your password PIN to identify you when you use the system and iii Verify that email address you are using is under your control In order to register you must visit the secure portal s home page at https hertsfx hertscc gov uk A Browse to Portals Home Page HERTSFX Secure File Transfer B Click on Register HERTSFX Enter your HCC email address ending hertfordshire gov uk Enter you chosen password and confirm by entering again Enter your chosen 4 digit pin For rules password use and rules please refer enter a password password and pin explanation section below confirm password enter a PIN HertSFX User Guide V2 04 Jan 2014 Page 4 of 17 HertSFX Hertfordshire s Secure File Exchange Portal 1 1 Password amp Pin Requirements Your chosen password identifies you to the secure portal and as such you are required to cho
14. up Please enter your current password before saving 3 You can now provide a Name for the Group and start adding your contacts Name your group Click in the add contact group members and all you contacts who have registered and verified will appear in the dropdown list You choose the contacts you want added When finished supply your current password and click on SAVE This group will now appear in you drop down list in the send file screen Select this group name will automatically add all the group members email addresses to the send box 13 of 17 HertSFX Account Hertfordshire s Secure File Exchange Portal Edit your account details email address Jaswant golan hertfordshire gov uk new password Po a Group Name here Please enter your current password before saving You may add and take away members of this group by using the edit function You can remove the whole group is needed Note you will only remove the group name not the individual members of the group contact groups My Test Group edit remove add a new contact group 1 5 Importing a list of your colleagues contacts At its simplest level HertSFX has a facility to share your colleagues list of HertSFX users It is not true sharing but more a copying into your address book of your colleague s contacts This facility was added to HertSFX to make it easier for social care teams to use a common list of professional contacts This
15. ure File Exchange Portal 1 Login and Click on your ACCOUNT tab and choose IMPORT 2 Locate and choose the file your colleague has provided 3 The system will import the contact list and add to your address book 11 TROUBLESHOOTING GUIDE HertSFX is simple file exchange system that enables secure file transfer It is accessed via an internet browser and uses the sender and receivers email system to convey alerts and notices about secure files awaiting collection It uses standard internet conventions and principles and does not add or take away any software component to your machines HertSFX works on the similar principles of popular file exchange and sharing sites on the web BUT within a controlled environment The flow chart on the next page gives an overview of the utility and how to diagnose issues with HertSFX 16 of 17 HertSFX Hertfordshire s Secure File Exchange Portal Trouble Shooting HertSFX Start In Internet Explorer Does HertsSFX Home Page Appear Yes Can You Login Successfully Y es You are Dealing with a Functionality Issue You have a Internet Connection Problem Check your Internet Yes Connection and Try Again In Address Bar Type in the following URL https hertsfx hertscc gov uk Yes Yes There is a problem with the Web Portal Contact Helpdesk or send an urgent email to sfx hertfords hire Yes Well Done You may have discovered a GAP in our l You
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