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Outlook Plugin

Before you start​

Before installing the Qiata Outlook Plugin, you need to have the following versions:

  • Qiata Version 3.11.20 or higher

With this version, connections to Qiata are only established by OpenID-Connect.

One of the following Operating Systems is required:

  • Windows 10 Professional
  • Windows 11 Professional

One of the following Microsoft Outlook versions:

  • Outlook 2016 Professional
  • Outlook 2019 Professional

You also need to have the Microsoft .NET Framework 4.7 or higher.

IMPORTANT

Users using the Auth-Type "OIDC" for AzureAD/ADFS can not login via Outlook Plugin.

Installing the Outlook Plugin

Download the installation file​

You can obtain the Outlook Plugin from the following websites:

https://www.secudos.de/en/help-and-support/downloads/

To access the download area to download the Outlook Plugin please register on our website first. After successful registration you will receive an email with a confirmation link. Please activate the account by opening the link.

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Please note that the activation of your account is a manual process and might take some time. You will receive an email once your account is activated by one of our administrators.

Install the Plugin​

After successful download of the installation file, double-click the file to run the installer. The installation process will start automatically. The system will then display the User Account Control dialog to request for permission to install the software on the computer.

UAC Outlook Plugin

Click the Yes button to allow the installation of the software

The welcome page will be displayed as shown in the following figure.

Welcome Page Installer

Click on the Install button to start the installation. The installation progress will be displayed.

Installer fill-in form​

When the installation is completed, the following page may be displayed as shown in the following figure.

Fill-in-form Installer

The form appears if the plugin is installed for the first time, or if no existing user data may be used. Fill out the form with the login data of your Qiata. All filled in credentials can be changed later in Outlook.

Finish Installation​

Finished Installer

Click on the Finish button to close the installer

Using the Outlook Plugin

When Outlook 2016 or 2019 have fully started, you will be able to see the Settings button in the ribbon menu as shown in the following figure.

Qiata Settings button in Outlook 2016

Configuring the Outlook Plugin​

Before you can use the Outlook Plugin for Qiata, you need to set up the account used in the Qiata File Transfer Appliance. You need to use the email address or LDAP account ID, together with your password.

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If you are not sure which data you need to enter, please consult your administrator.

From the main Outlook page, click on the Settings button. The Account Setup page will be displayed as shown in the following figure.

Qiata Account Settings Login Tab

Login Tab​

Enter the IP Address or Host Name (Server Name) of your Qiata in the Server Name box. In the User Name text box, enter the email address or LDAP account ID.

Qiata Account Settings Login Tab

If a connection to the entered Qiata could be established and the minimal required verison is given, you are prompted to provide password and/or One-time-password/otp. Enter the account password in the Password field. Enter the account One-time-password in the One-time-password field. Click on the Update button and if the account login is successful, a message with Updated successfully will be displayed. An example is shown in the following figure.

Qiata Account Settings Login successful

If an aktive Authentication exists, you can click on Logout to logout. This will terminate your SSO Session as well.

Security Tab​

Qiata Account Settings Security Tab

The Security Tab is used to configure your security settings for all transfers. The settings you make here are used as the default for all transfers. You can change these settings individually in each transfer seperately.

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Please note that one or both of these values may be set read-only, depending on the setting of your security policy. These are therefore not changeable. If you have any questions or problems with these enforced values, please contact your administrators.

Password​

By activating the Password function, a password is generated by your Qiata and automatically transmitted to the recipient. The recipient can authenticate on receipt with his e-mail address and the transmitted password for the transfer. After entering the generated password, the recipient must choose his own password. This password will remain valid for future transfers.

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If the recipient has forgotten his password, he can recover his password at any time via the function Forgot Password available in the WebUI.

PIN-Code​

When activating the PIN function, you will be prompted to manually select a PIN-Code each time you send a transfer. The PIN-Code must be manually selected by you and transmitted via a third way. The PIN-Code is not transmitted automatically.

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Please note that each entered PIN-Code is only valid for the current transfer.

If you have forgotten or want to change the PIN-Code of a transfer, please log into the web interface and navigate to your outbox. On the right side you will find the PIN-Code and also have the opportunity to adjust it or to set it.

Configuration Tab​

Qiata Account Settings Configuration Tab

The Configuration tab shows you your configuration for Days to Expiry and Downloads/Transfers. Each reflects an absolute maximum, that you can set. The settings you make here are used as the default for all transfers. You can change these settings individually in each transfer seperately.

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Please note that the specified maximum values can be controlled by your administrator. If you have any questions or problems with these values, please contact your administrators.

Details Tab​

Qiata Account Settings Details Tab

The Details tab shows you your maximum available storage space and its use and available quota.

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If you have questions or problems regarding your storage space, please consult your administrator.

Update Tab​

Qiata Account Settings Update Tab

The Update Tab shows you the currently used version of the Qiata Outlook Addin. You can manually check for available updates at any time via the Check for update button. If an update is available, you will be informed in the lower section. From there, you can view the changes for the version and download the new version.

Qiata Account Settings Update available

If you currently have no interest in an update, you can close the window at any time and return at a later time. You will be informed by an icon that there are still outstanding updates pending. You can decide when you want to do the installation yourself.

Qiata Icon Update available

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It may happen that the Update Tab is not available for you. Your administrator can enable or disable this, if necessary, to meet your security policies. Instructions for enabling and disabling the Update Tab can be found here.

Using the Outlook Plugin

The Outlook Plugin for Qiata is used in the New Mail page. In Outlook, click on the New E-mail button to start a new email as shown in the following figure.

Qiata New Email

Sending file(s) and/or folder(s)​

To transfer file(s) or folder(s) via Qiata, please use the buttons Attach file or Attach folder in the top right hand area.

Qiata Ribbon Icons Attach files and folders

To attach one or more files, click the Attach File button. Similarly, to attach one or more folders, click on the Attach Folder button. Click on the Send Options button to set up the options for sending this email.

The file and folder attachments are shown in the Qiata Attachments section at the bottom of the new email page.

Qiata Attachments Section

Clicking on the expand and close button will open up and close the Qiata Attachments section.

Attach file(s)​

When you click on the Attach File button, the file explorer dialog will be displayed as shown in the following figure.

Qiata Add files dialog

Select the file(s) you want to attach and click on the Open button to attach. The selected file(s) will be displayed in the Qiata Attachments section. You can do this repeatedly to select more files to be attached to the new email.

Qiata Attachment section

Attach folder(s)​

When you click on the Attach Folder button, the folder explorer dialog will be displayed as shown in the following figure.

Browse Folder to attach

Select the folder you want to attach and click on the OK button. The selected folder will be added to the Qiata Attachments section. You can do this repeatedly to select more folders to be attached to the new email.

Inviting other(s)​

Use Invite to give one or more people the ability to share files with you via your Qiata. By clicking on the button Invite Off you can switch it's state to active. The Invite function is activated as soon as the lamp of the icon jumps to green and the other buttons (Add Files, Add folders) are deactivated. As soon as the button has been clicked, you are working in Invite mode.

You can now fill out the desired fields (To, Subject, Message) as usual and send the Invite. Clicking on Send will automatically create a Qiata Invite that your recipients can use to provide you with file(s).

Qiata Ribbon Icons Invite

The Invite function must be activated for each new mail.

If you are not authorized to use the Invite function, you will receive a corresponding message by clicking on the button. If you have already done a login in advance, the button is automatically greyed out and therefore not available.

Send Options​

The Qiata Send options can be selected per transfer. The following values are customizable for each transfer:

  • Expiry Date
    • Set the date the transfer should expire.
  • Maximum downloads
    • Set the maximum downloads for the transfer.
  • Prompt on Send *
    • Define if you want to see the Send Options again when sending the transfer.
  • Password - YES / NO *
    • Choose if the transfer should be secured with a password. The password is automatically generated and transmitted to the recipient.
  • PIN - YES / NO *
    • Choose if the transfer should be secured with a pin code. The PIN-Code is selected manually by you and must be transmitted via a third way.

*These settings can occur as a read-only property. Depending on how your Qiata has been configured by your administrator, you do not have the right to adjust these values.

Qiata Send Options

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There are currently no security settings available for the Invite function. The Qiata Send options are limited accordingly.

If you send an Invite, the send options are limited accordingly:

Qiata Send Options

The following values are customizable for each transfer:

  • Expiry Date
    • Set the date the invite should expire.
  • Maximum Transfers
    • Set the maximum transfers for the invite.

Sending a new mail with Qiata Attachments

When a new email has attachments in the Qiata Attachments section, the new email will first be moved to the Qiata Pending Items folder.

Qiata Pending Items The new email is moved to this folder so that the attachments can be uploaded to the Qiata and a transfer url is obtained for these attachments. When the upload starts, the progress percentage will be shown beside the Settings button.

Qiata percentage

To cancel the upload, click on the X button before the progress percentage reaches 100%. The new email will be moved to the Drafts folder.

When the progress percentage reaches 100% the new email will be sent through Qiata.

Sent Items

For each sent transfers we create a sent report and move it to your declared Sent folder. The report contains all recipient links, files and your transfer message.

If no errors have occurred, the recipient should have received the standard Qiata template you have configured.

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The selected Sent Folder may have a different name depending on your configuration.

Qiata Sent Items

Example of a complete Transfer summary from your Sent Inbox:

Qiata Sent Items

Deinstallation

To uninstall the Outlook Plugin, you can do so via the familiar Windows way. Open the Control Panel in your Windows and click on Uninstall a program. Search for Qiata Outlook Addin in the list and highlight the entry. Then click on Uninstall. The rest of the uninstallation takes place completely automated.

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Please note that parts of the installation will not be deleted for reasons of comfort. You can always delete those folder manually.

Expert Section

MSI Installer​

The Qiata Outlook Plugin is available as a MSI file. It can be used to rollout in an Active Directory, for example via group policy.

The following parameters can be used when installing the MSI file via command line:

  • /qn (No UI) runs the installer in silent mode without user interaction [OPTIONAL]
  • ALLUSERS=1 installation make the product available to all users who log onto the computer [OPTIONAL]

Example of an installation via command line (Admin CMD required) : msiexec /i PATHTOMSI/Qiata_Outlook_Addin.msi /qn ALLUSERS=1

Set pre-defined values for rollout​

If necessary, you can add a preconfigured config file to the rollout to have a predefined FQDN or Update control for all users after the installation. Nevertheless each user must enter his login data at once. If you are missing an available string, add the entire line.

Attention:

  1. The file must be named Settings.xml

  2. The file must be located at %programdata%\Qiata Pte Ltd\Qiata Outlook Addin when starting Outlook

<?xml version="1.0" encoding="utf-8"?>
<Settings>
<URL></URL>
<UserName></UserName>
<Password></Password>
<NotificationAndUpdate>true</NotificationAndUpdate>
<UpdateOnly>true</UpdateOnly>
</Settings>

You can add the following values:

Check for Updates automatically​

After installation and without any adjustments in the config file, the Addin looks for available updates after starting Outlook. These updates are displayed and symbolized via the update icon.

This value is set in the Settings.xml and can be adjusted there. Without adjustments, this value is always activated, which means it is set to true. Setting this value to false disables the automatic search for updates and the corresponding notifications.

<NotificationAndUpdate>true</NotificationAndUpdate>

You can add the following values:

true = Addin is searching for updates and showing notifications

false = Addin is not searching for updates and is not showing any notifications

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Activation of NotificationAndUpdate automatically includes the activation of UpdateOnly. You do not need to specify these in addition.

Only manual Updates​

This value is set in the Settings.xml and can be adjusted there. Without adjustments, this value is always deactivated, which means it is set to false. Setting this value to true enables the possbility to manually search for updates.

<UpdateOnly>false</UpdateOnly>

You can add the following values:

true = Addin is showing the Update Tab and enables checking for updates

false = Addin is not showing the Update Tab and disables checking for updates

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This option can only be activated (set to true) when NotificationAndUpdate is disabled. Deactivation of both options is possible at any time.

Debugging for Support Cases​

To activate debug logging for support cases, please open your Outlook and navigate to File -> Options -> Add-Ins -> Add-In Options. Please make sure the tab Qiata Add-In is selected.

Enable the Debug Logging by clicking on the checkbox. Click on Apply and afterwards on OK to save your changes.

Addin Options

Please also make a note of the version you see in the options and add it to your support ticket.

If there is a problem in the meantime that can not be solved by a restart or relog, you can always look for possible errors in the log file.

The log file is located at %appdata%\..\Local\Qiata Pte Ltd\Qiata Outlook Addin\TraceLog.txt

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You can also use the "Show Log" button as seen in the image before. This will automatically open the text file in an editor.

If there is a support ticket, the support staff will ask for this log file in case of doubt. So please have this ready.