Skip to main content

Qiata User Guide (Old UI)

Introduction​

The purpose of this document is to guide the users of the Qiata on how to use the services optimally.

Login​

From the login page, use the email address and password to log in. When a user is created by the Company Administrator, the one-time password is sent to the user's email address via email. When logging in for the first time, use the one-time password shown in the email.

Login Page

tip

Depending on the administration, you may also be able to log in with your LDAP account or via Azure AD/ADFS, for example. Please consult your administrators about the possibilities.

Home Page​

After successful login, the home page will be presented as shown in the following figure.

User Home Page

The home page will display the last login time and the last time the password was changed.

The home page will also display the amount of storage which is available, the permissions the user has and the policy restrictions (optional).

Reset Password​

If you have forgotten the password, click on the Forgot Password link.

Password Recovery Page

Enter your email address in the Email address box and click on the SUBMIT button.

An email containing a web link will be sent to the email address. Click or go to that link to enter a new password. The web page is shown in the following figure.

caution

For LDAP users, it is not possible to reset password on Qiata.

Password Reset Dialog

Enter a new password twice for confirmation and click on the Confirm button. The password is now changed.

Changing password​

To change the login password, click on the Change Password button from the home page as shown in figure. The change password dialog will be displayed as shown in the following figure.

Change Password Dialog

Enter the current password in the Current Password field. Then enter the new password in the New Password field and one more time in the Confirm New Password field. Both new passwords must match. Then click on the Update button to confirm the password change.

caution

For LDAP users, 'Change Password' button is not shown, because Qiata uses the password storage from LDAP.

Error page​

If you experience any authentication or authorization issues during login, you will see the following error page. The actual error message may vary per case.

If a new login does not solve the problem, please contact your administrators.

Error Page

File Transfers​

The purpose of the File Transfer Appliance is to send and receive files through 'Transfer'. You can send files to others using a web browser. You can also request others to send you files through 'Invite to transfer'.

New Transfer​

Create new transfer in order to send files as shown below. First click on 'New' menu tab. And in the Type selection, choose the Transfer option.

New Transfer Page

If the user belongs to a group where the Allow Sending As field is configured with one or more email addresses, the Send As selection box will be available as shown in the following figure.

New Transfer with Send As option

Select the user email address, or any of the other email address available.

tip

When a transfer is send using a Send As email that is not from the user, every member of the group will see the transfer in their Outbox. This is to allow all members of the group to be aware of transfers sent using one of the Send As email address assigned to the group.

In the To text box, enter one or more recipient email addresses. As you type, suggestions based on the contacts will be displayed as shown in the following figure.

Email Address Suggestion

If the recipient address is listed, select it by clicking with the mouse. Separate each email address with a comma. The email address can be any of the following formats.

  • Name <email address> e.g. John Doe <john.doe@example.com>
  • email address e.g. john.doe@example.com

To display more 'To' recipient boxes, press 'Enter' button after entering at least one recipient in the current box. Up to 10 boxes are supported.

More Email Address boxes

To keep other recipients in the loop, expand the options by clicking on the CC expansion bar. The expanded options will be displayed as shown in the following figure.

CC and BCC Fields

To copy to other recipients without informing the rest of the recipients, use the BCC field instead.

Like in 'To' boxes, additional boxes are supported for 'CC' and 'BCC' as well after pressing 'Enter' button.

tip

The usage of the To, CC and BCC fields are similar to emails. The following table highlights the differences between each of these fields.

DescriptionTOCCBCC
To: headerYesNoNo
CC: headerNoYesNo
Counted in CompletionYesNoNo
Reminder if unreadYesNoNo

Enter a subject title for the transfer in the Subject field.

An optional message can be entered in the Message text box. In the message body, you can use macros to replace their respective field values if the recipients are taken from the contact list. The following macros can be used.

  • {{DownloadLink}} - URL to download page
  • {{Subject}} - Subject
  • {{Title}} - Title
  • {{FirstName}} - First Name
  • {{LastName}} - Last Name
  • {{DisplayName}} - Display Name
  • {{EmailAddress}} - Email Address

Select the notification email style in the Style selection box. This will enable to use different email themes to different recipients. Styles are created and maintained by company administrator in the Company Templates. If Qiata uses only one default template, then 'Style' section will not be shown.

Email styles

An optional second level authentication can be provided for downloading files by using 'PIN Code'. The PIN Code should be at least 6 characters containing only numeric or only alphabets or both. After sender creates a transfer, he/she has to inform PIN Code to recipients in order to download files. 'PIN Code' option is available for Transfer and TeamTransfer. It is possible to change/remove 'PIN Code' from 'Outbox/TeamTransfer' after transfer has been created.

PIN Code

PIN Code option is controlled by both Group Admin and User as below. Consult your company or group administrator for Group Admin settings.

Group Admin SettingsUser SettingsBehavior
Per-User SettingsYesShown and optional
Per-User SettingsNoNot shown
YesForced to YesShown and mandatory
NoForced to NoNot shown

For transfer settings, click on the Settings. The settings will be displayed as shown in the following figure.

Transfer Settings

In the Deliver field, select the Now option to deliver the transfer immediately. To delay the delivery of the transfer to a later date and time, select the Later option and choose desired delivery date and time in Delivery Date.

Enter the expiry date for the transfer in the Expiry Date field. You can also click on the calendar icon to pick the date from the Calendar pop up. When the expiry date is reached, the transfer will be expired and all links related to this transfer will be deactivated.

To limit the maximum number of download for each file, enter it in the Maximum Downloads field. When the maximum number of download has been reached, the link will be deactivated.

note

The maximum number of downloads apply for successful downloads only. Unsuccessful download tries are not counted. The maximum number of downloads is for each recipient. So each recipient gets to download for the set maximum number of times. Note that the maximum download limit does not apply to recipients who are Company Administrators or if the transfer was sent to the sender.

To require a password to access the download page, check the Password Required check box. For new recipients, a one-time password will be sent to them via a separate email. When they log in to the download page using the one-time password, they will be prompted to change their password. For subsequent transfers where the Password Required check box is checked, they will use their password to log in. If they forgot the password, they can click on the Forgot password link to reset their password.

To select the file for the transfer, click on the Browse button. Pick the file from the file selection dialog. When a file is chosen, it will be shown in files section.

Adding files to a transfer

note

When more than one file is transferred and the total size of all files is less than 2 GiB, a zip archive of all the files is automatically created. This results in additional storage space used for the transfer. Depending on the level of compression, this might take up to twice the size of all the files in the transfer.

Finally, click on the Send button to submit the transfer to Qiata. The transfer will be put into a queue and processed. Notification emails will be sent out to all recipients.

After creating the transfer, the system will notify the sender by email if any error has occurred (e.g. a virus was found).

The transfer may also be blocked or flagged for review due to policy restrictions set by the Company Administrator. In such situation, the system will also notify the sender by email if the transfer has been blocked or flagged for review. When the transfer is flagged for review, the transfer will be put on hold until the Company Administrator blocks it or accepts it. If the transfer is blocked, then it will be removed from the system. If it was accepted, the transfer will proceed.

Sending a Reminder​

When a recipient has not downloaded the file or files in a transfer, a reminder email will be automatically sent after three days. The sender can also click on the Remind button in the selected transfer from the Outbox menu to manually send the reminder email.

Transfer Reminder

Invite to Transfer​

'Invite to Transfer' is used to request files from anyone even if they don't have an account in Qiata. Password details emails will be sent automatically to new recipients.

Use the New menu tab on the user interface and choose Invite To Transfer.

Invite to Transfer

Fill in the fields as described in the 'New Transfer' section. The difference between transferring a file and inviting to transfer is that the latter has no file selection fields.

Another difference is the Reply-To field (see the next figure). In this field, you can add additional email addresses to forward the upload. When the party in the To field uploads one or more file, the user and the email addresses in the Reply-To field will receive the upload notification.

Invite to Transfer

Example. User A sends User B an invite to transfer where he puts User C in the Reply-To field. User B will receive the upload link where he can upload files. When the files are uploaded, User A and User C will receive the upload notification email from which they can download the files.

When the expiry date is reached, the link will no longer be available for the other party to upload files to the user. Similarly, when the maximum number of transfers has been reached, the upload link page will be deactivated.

Click on the Send button to send the invitation to the other party.

To send the invite later, select the Later option in the Deliver field and choose later day and time.

Select the delivery date and time in the Delivery Date, Hour and Minute fields respectively.

Receiving Transfer​

When a user sends a file, each recipient will receive a notification email. A sample mail is shown below.

Sample Notification Email

When the recipient clicks on the Go to Download Page button, the default web browser will navigate to the download page. If the Password required check box was checked, the page will prompt for the recipient's password. If successful, the download page will be displayed. A sample download page is shown below.

Download Page

Click on a File to download the respective file. If there are more than two files in the transfer, the Download All button will be displayed. Click on that button to download all files in a single zipped archive.

Download Page with Multiple Files

note

If there are more than 5 files in the transfer, only the Download All button will be displayed. When the Download File button is used to download the zipped archive, the download count for all files will be incremented by one.

Receiving 'Invite to Transfer'​

When a user sends an invitation to transfer, the uploading party receives a notification email. A sample is shown below.

Invitation to Transfer Email

Click on the Upload button and the default browser will navigate to the upload page where the login page will first be shown.

Upload Login

To access the upload page, the uploading party needs to log in with his password. When done, the upload page will be displayed. A sample page is shown below.

Upload Page

Enter the subject and optional message in the Transfer Subject and Transfer Message boxes respectively.

Click on any of the Choose File buttons to select a file to upload from the file picker dialog. Up to three files can be uploaded at any time.

When done, click on the Send button to send the file to the user.

Putting a Transfer on Hold​

After a transfer has been sent out, the user can put the transfer on hold. When this happens, the recipient will not be able to download the file(s) from the download page.

Select the Outbox menu tab. From the list of transfers, select the transfer that you want to hold. On the right hand menu box, check the On Hold check box as shown in the figure below.

Transfer on Hold

Then click on the Update button. The status of the transfer is now on hold as shown in the figure below.

Transfer on Hold

To release the hold on the transfer, uncheck the On Hold check box and click on the Update button.

tip

You can do the hold / unhold action for multiple transfers or invites by selecting multiple transfers from the left hand list and checking / unchecking the On Hold check box. You can also change the expiry dates for multiple transfers or invites this way.

Removing a Transfer​

To remove a transfer, select the Outbox menu tab. From the list of transfers, select the transfer that you want to remove. On the right hand menu box, click on the Remove button to remove the selected transfer.

tip

To remove multiple transfers at the same time, select the list of transfers to remove from the left hand list and then click on the Remove button. You can also remove multiple invites using this method.

Removing a Recipient from the Transfer​

You can remove a recipient from the list of recipients in a transfer without having to remove or disable the whole transfer.

Select the Outbox menu tab. From the list of transfers, select the transfer that you want to remove the recipient from. On the right hand menu box, select the recipient from the recipient box at the bottom. Click on the Remove button and the recipient is removed from the transfer. When the recipient clicks on the link in the notification email, he will not be able to access the download page anymore.

Checking Transfer Status​

The Qiata empowers users to check on the status of their own file transfer by themselves. This enables users to be aware of what is happening to their transfers without taking resources from the System Administrator.

File Transfer Status​

To check the file transfer status, select the Outbox menu tab. The transfer status page will be shown.

Transfer Status

The Search For text box will search the transfer sender, recipient(s) and subject for the text entered in this text box.

The Completion field shows the completion status of the transfer. When all recipients have downloaded all files at least one time, it will be 100%.

On the right hand area, there are two boxes. The first box shows the list of files and their status. You can see the size of each file and the number of times it has been downloaded. To see more details on the file status, double click on the file or click on the File Status button. The File Status dialog will be displayed as shown in the figure below.

File Status Dialog

Each download will show its details such as downloader, download date and time, amount downloaded and IP Address and Port.

Click on the Close to close the File Status dialog.

By default, all recipients will be listed. To filter the list of recipients, especially when the list is long, select an option from the selection box as shown in the following figure.

Recipient List Selection

Select the Has Accessed The Link option to select recipients who have visited the download page. Select the Has All Files option to only list recipients who have downloaded all files in the transfer.

The next box shows the list of recipients for the transfer. To see the recipient status, double click on the recipient or click the Recipient Status button. The Recipient Status dialog will be displayed as shown below.

Recipient Status Dialog

Details on the recipient and the download status for the recipient will be shown.

To send a reminder email to the recipient, check the Send A Reminder check box and the Reminder Date field will be displayed as shown in the following figure.

Sending Reminder to Recipient

After setting the reminder date and time, click on the Update button and the reminder will be sent out at the specified date and time.

Click on the Close button to close the dialog.

To view a log of all activities on a transfer, double click on the transfer. The Activity dialog will be displayed. A sample dialog is shown below.

Transfer Activity Log

This dialog shows all the activities related to the selected transfer in reverse chronological order.

Click on the Close button to close the dialog.

File Upload Invitation Status​

To check the status of an invitation, select the Invites menu tab. The status page is shown in the figure below.

Invitation Status

The Search For text box will search the invitation sender, recipient(s) and subject for the text entered in this text box.

When the uploading party has uploaded files via the invitation, it will be listed in the Transfer Subject box on the right hand area. To see more details about the upload, double click on the transfer or click on the Transfer Properties button. The Transfer Properties dialog will be displayed as shown below.

Transfer Properties dialog

Click on the Close button to close the dialog.

Putting an Invite On Hold​

To put an invitation on hold, check the On Hold check box in the invite properties area. Then click on the Update button to put the invite on hold. This is shown in the following figure.

Invite On Hold

When the invite is on hold, the link to the invite for upload will show that it is on hold. This is shown in the following example figure.

Invite Page On Hold

Contacts Database​

The contacts database in the Qiata stores information about the list of contacts for each and every user. When a transfer or invite is sent out, the contacts used in the transfer or invite is added to the contacts database if it doesn't exist.

To view the list of contacts, select the Contacts menu tab. The contact list will be displayed as shown in the following figure.

Contact Menu

Use the Search For Contact text box to search for a specific contact in the list. After entering the contact name or email address; or part of it, press the Enter key to initiate the search.

The default contact list is named Personal Contacts. This list is unique to each and every user and cannot be deleted nor modified. If an Active Directory was used and its users were shared, it will also be a member of the list and cannot be deleted from here. The rest of the contact lists are known as Custom Contact List and are added as described in the following section.

Adding a Custom Contact List​

A customer contact list is used to personalise the list of contacts, which can then be used to send files to this list.

To add a new contact list, click on the Actions button and select New List from the selection list. The new contact list dialog box will be displayed as shown in the following figure.

New Contact List Dialog

Enter the name of the new contact list in the List Name text box and click on the Save button. The new list is now created and is listed in the Contact Lists drop down box as shown in the following figure.

Contact Lists Drop Down Box

To work on the list, select the respective list from the drop down box and it will be the current working list as shown in the following figure.

Selected Contact List

Note that for added lists, the Edit List option is enabled in the Actions selection field. Select this option to edit the name of the current list or the fields. Similarly, the Remove List option is enabled and is used to remove the current list.

Editing a Contact List​

To change the name of a contact list or to add new fields, select the Edit List option from the Actions selection field. The following dialog will be displayed.

Edit Contact List Dialog

To change the name of the contact list, enter the new name in the List Name text box and click on the Update button.

To add a new field to the contact list, click on the New Field button. A new field line will be displayed in the list of fields as shown in the following figure.

New Field Dialog

In the Field Name field, enter the name of the field. The name must not contain any space characters. In the Field Value field, enter the default value for the field. This is optional.

To edit an existing field, click on the field a second time after selecting it.

Click on the Update button to save the changes.

Adding a new contact​

To add one or more new contacts to the contact list, select the New Contacts option from the Actions selection field. The new contact dialog box will be displayed as shown in the following figure.

New Contact Dialog Box

Enter one or more contacts in the text box, with each contact on one line. The format of the contact is as follows.

  • Name <email address> e.g. John Doe <john.doe@example.com>
  • email address e.g. john.doe@example.com

Click on the Save button to save the new contacts.

Adding Existing Contacts to another List​

To add existing contacts to another list, the contacts are linked from the existing contact list. To do this, select the contact list from the Contact Lists drop down box. The respective page will be displayed as shown in the following figure.

Adding a Contact to another List

On the right hand box, there is a table called Available Contact Lists showing the list of custom contact lists which the contact can be added to. Check the respective check box and the selected contact on the left hand list will be added (or linked) to the custom contact list. Click on the Update button to update the contact list.

Importing Contacts from a CSV file​

To import new contacts from a CSV file, click on the Actions button and select Import from the selection list. The Import Contacts Dialog Box will be displayed as shown in the following figure.

Import Contacts Dialog Box

The first line of the CSV file must contain the header names as defined in the Column Name column of the Columns section. On subsequent lines, actual field values will be taken from the respective column with the matching Column Name value. To change the Column Name field, click on the field value and change the value. Columns must be separated with commas.

Imported contacts are added to the current contact list if they are new contacts. Existing records are updated only if Update Existing Contacts is checked. Contacts are keyed on the email address field. The email address must therefore be unique for each contact.

Click on the Choose File button to select the CSV file and then click on the Import button to import the contacts from the selected CSV file.

Exporting Contacts to a CSV file​

To export the list of contacts in a selected contact list to a CSV file, select the Export option from the Actions selection field. A CSV file will be downloaded.

Editing a Contact​

To edit a contact, select it from the contact list on the left hand box.

Edit the title, first name, last name, display name and email address in the respective field and then click on the Update button to save the changes.

tip

These fields can be used in the new transfer message body by using their respective macro name e.g. {{DisplayName}} for the display name field.

Sharing a Contact List​

A Contact List can be shared with the user's group, everyone or with none. Select a contact list from the Contact List selection box and then select the Edit List option. The Contact List dialog will be displayed as shown in the following figure.

Contact List Dialog

In the Shared With selection box, select either Nobody, My Group or Everybody.

Click on the Update button to update.

Adding a Field to a Contact List​

To add a field to a Contact List, open the Contact List dialog as shown in the previous section. Click on the New Field button to add a new field. Enter the field name and default value in the respective column text box as shown in the following figure.

Contact List Dialog

Click on the Update button to update.

Files Menu​

The Files Menu organizes all the files, incoming and outgoing, into a list. To see this, click on the Files menu tab. The Files Menu will be displayed as shown in the following figure.

Files Menu

The list of files enable the user to have an overall view of all the files in his transfers. To see the details for a specific file, select the file on the left hand box and its properties will appear on the right hand box. The transfer window on the right hand box will list all the transfers involving the selected file. Select a transfer from the list and click on the Transfer Properties to see the properties of the transfer. The Transfer Properties Dialog Box will be displayed as shown in the following figure.

Transfer Properties of a File

Click on the Close button to close the Dialog Box.

The files in the Files Menu cannot be deleted from this menu. When all the transfers related to the specific file has been deleted, the file will be automatically removed from the Files Menu.

Creating a Folder in the Files Menu​

To create a new folder in the Files Menu, click on the New Folder button in the right hand box. The New Folder Dialog Box will be displayed as shown in the following figure.

New Folder Dialog Box

Enter the new folder name in the Folder Name text box and click on the Save button to add the new folder into the Files Menu.

Deleting a Folder in the Files Menu​

To delete a folder, select it in the left hand box, then click on the Remove button in the right hand box to delete the selected folder. If there are other files under the folder, they will not be deleted. Instead, they will be moved to the higher folder or the root folder if there are no higher folder.

Organizing the Files Menu​

To organize the files and folders in the Files Menu, drag and drop them into other folders. The files are arranged in alphabetical order. To view the files in reverse alphabetical order, click on the Name header.

To search or filter for specific files, enter the file name or part of it in the Search for File field. Then press the Enter key to filter the list.

Sending File in Files Menu​

To send the files in the Files Menu, select the file in the left hand box and click on the Send As New button. The New menu will be selected and the selected file will automatically be added to the new file transfer in the New menu tab. The file will be in the Files section of the new file transfer as shown in the following figure.

Files for Transfer

More files can be selected from the Files Menu for the new transfer. They will all be listed in the same way.

Changing User Settings​

Users can change their own settings through the Change Settings dialog.

Click on the Settings button in the home page. The Change Settings dialog will be displayed as shown in the following figure.

Change Settings Dialog

In the Preferred Language selection box, select a language that is preferred. Otherwise, select As Per Browser to use the language setting of the browser.

The following five sections describes the user settings.

Advanced Options​

The default settings for the new transfers can be set in this section. This is also the default values used when the Qiata SMTP gateway is used for the new transfer.

If PIN Code is set to 'Yes' then textbox will be shown in new transfer to enter PIN Code. If it is set to 'No' then 'PIN Code' textbox will be not be shown.

If One-Time Password is set to Yes, then it has been enabled for your account. The next time you log in, you will be prompted to configure it. If you have any questions, contact your administrators.

One-Time Password configuration​

After One-Time Password has been enabled for you, you need to configure it on your next login.

Change Settings Dialog

Follow the instructions this configuration page offers. If you cannot manage to validate your configuration, contact your administrator.

Change Settings Dialog

If your validation succeeds, you are provided with backup codes. Use these codes if you have lost your phone, or do not have access to it. You can use each backup code once. Keep these backup codes somewhere safe but accessible. From now on, with each new login, you must authenticate via One-Time Password.

Email Notifications​

Email notifications are used by the Qiata to notify the sender and recipients of the file delivery status. There are three types of notification emails.

  • Notify Me Upon Sending - there are four options for this selection box - Yes, As BCC, As Digest and No. Each recipient is notified and emailed a link. If Yes is selected, the sender is sent a confirmation email for each recipient that includes the recipient's link. If as BCC is selected, each notification is blind copied to the sender. If No is selected, no confirmation will be sent to the sender. If As Digest is selected, the sender will receive only one confirmation email with a digest of all recipients links.
  • Remind My Recipients - when a recipient has not clicked on the link in the email, a reminder notification will be sent automatically after three days.
  • Notify Me Upon Download - every time a recipient downloads a file, a notification will be sent to the sender with details such as recipient name, file name, date and time of download, download status and the time taken for the download.
  • Notify Me Upon expired and incompleted - every time a transfer is expired but at least one recipient did not complete the download, a notification will be sent to the sender, with a list of not completed recipients. In the Email Notifications section, select the respective options to enable or disable the notification. Then click on the Update button to save the changes.
caution

This settings will not be available to a user if he belongs to a group where the email settings are overridden at the group level.

Signature Text​

A signature text can be attached to every notification and comment sent by the user.

In the Signature Text text box, enter the signature text. Then click on the Update button to save the change.

Qiata SMTP Gateway Feature​

The Qiata SMTP Gateway feature offers users another method to send files. The user can use his regular email client by configuring an SMTP account using the IP Address / Hostname of the Qiata; and his email address and password for authentication. This enables users to directly send files through the Qiata from his favourite email client.

For Microsoft Outlook an Outlook Addin is available. More information here.

TeamTransfer Feature​

The Qiata has a TeamTransfer feature which allows multiple users to download and upload files related to a transfer. Members share one common transfer transaction and are notified whenever files are uploaded or downloaded. Multiple copies of files with the same name are also threaded together in a simple form of revision control. Snapshots can be taken at any point of time to capture the latest revision of each file for future reference.

Creating a TeamTransfer​

To create a TeamTransfer with a group of recipients, use the New menu tab on the user interface and in the Type selection box, select the TeamTransfer option.

New TeamTransfer Page

Enter the email address(es) of read/write members in the Members text box. For members who can only download files in the TeamTransfer, enter their email address in the Read Only Members text box.

Enter the subject title for the TeamTransfer in the Subject text box.

In the Message text box, enter an optional text message.

Finally, click on the Send button to create the TeamTransfer and send the notifications to all members.

An email notification will be sent to all members. An example email is shown in the following figure.

New TeamTransfer Email Notification

Click on the Join button to join the TeamTransfer. The TeamTransfer page will be displayed on the default browser.

More details on using the TeamTransfer Page is described in the following section.

Understanding the TeamTransfer Page​

Project members can access the TeamTransfer page by clicking on the Join button in the notification email as described in the previous section. The TeamTransfer page will be displayed on the default browser. This is shown in the following figure.

TeamTransfer Page

To search for a file in the TeamTransfer, type the name (or part of it) in the Search For text box at the top of the page. Then press the Enter key or click on the search icon.

The files can be filtered by using the Files field and specifying the date. You can choose between older than or newer than or show all. By default, all files are shown.

The right hand menu area shows the TeamTransfer properties, Member list and the File properties. To expand or collapse a section, click on the respective section bar. For example, to expand the members section to see the list of members, click on the Members section bar. The members section will be expanded as shown in the following figure.

Expanded Members Section

The left hand area displays the list of files for the TeamTransfer. Files with multiple versions will be displayed with the multiple file icon. An example of this is shown in the following figure.

Files with multiple versions

The latest version of the file is displayed. To view all versions of the file, click on the respective plus (+) icon to expand the list as shown in the following figure.

File versions

Details on the member who added the file as well as the date of addition will be displayed for each version.

Snapshots are the list of files captured at a specific point of time by the owner of the TeamTransfer. They are displayed with a folder icon with a tag as shown in the following figure.

Snap Shot

Viewing File Property​

To view the property for a file, select the file and its properties will be displayed in the File Properties section in the right hand menu as shown in the following figure.

File Properties

The File Properties section will show the file size, file type, number of downloads and the nature of the file.

The list of downloads will also be displayed in this section.

To view a preview of a graphics file, open the Preview section below the File Properties section. The thumbnail preview only for recognized eraphic files will be viewed. The following shows an example of a preview.

Previewing a File

For all other files, the Question Mark icon will be displayed as shown in the following figure.

Previewing an unrecognized File

If an error occurred while generating the preview picture, the Exclamation Mark icon will be displayed as shown in the following figure.

Error with Previewing a File

Downloading File​

To download a file, select the file or the version in the Files section and click on the Download button as shown in the following figure.

Downloading a File

When the file is downloaded, the owner of the file will be notified by email as shown by the following example email.

Download Notification Email

Adding Files​

All members except read-only members are allowed to add files to the TeamTransfer. To add one or more files to the TeamTransfer, click on the Add Files button at the bottom of the page. The Add Files dialog will be displayed as shown in the following figure.

Add Files Dialog

Click on the Browse button to browse the local file directory and select the files to upload.

In the Destination Folder selection box, select the destination folder to put the file. Choose 'Files' to add to root directory of TeamTransfer.

If applicable, select the email notification style in the Style selection box.

In the Message text box, enter an optional message or comment.

Finally, click on 'Send' button to add files to TeamTransfer. After, all files are uploaded, the 'Add Files' window will be closed automatically.

Send TeamTransfer files to non-members​

To send the latest version of every file in the TeamTransfer to non members, select the Send As New button as shown in the following figure.

Send As New Button

The Send As New dialog will be displayed as shown in the following figure.

Send As New Dialog

Type is pre selected to 'Transfer'.

Enter the email address of the recipient(s) in the To field. The list of files in the File Transfer will be listed in the Files box. Click on the Send button to send the files as a transfer.

Viewing Members of the TeamTransfer​

The owner of a TeamTransfer can view more details about each recipient. To view more details about a recipient, select the recipient from the Members section and click on the Recipient Status button. The recipient status will be displayed as shown in the following figure.

TeamTransfer Recipient Status

Check 'Do Not Notify' if the recipient wishes to not receive email notifications about activities in TeamTransfer.

Creating a Snapshot​

The owner of a TeamTransfer can create snap shots of the latest version of each file in the TeamTransfer. The TeamTransfer page for the owner has the New Snapshot option in the New button as shown in the following figure.

TeamTransfer Page for Owner

Click on the New Snapshot option and the New Snapshot dialog will be displayed as shown in the following figure.

New Snapshot Dialog

By default, the Name text box will display the current date and time. You can change this to your own name e.g. Version 1.1.

Changing the Name of a Snapshot​

From the Files section, select the snapshot. The details for the snapshot will appear in the File Properties section in the right hand menu as shown in the following figure.

Snapshot Properties

Enter the new name in the Name text box and click on the Update button.

caution

This can only be done by the owner of the TeamTransfer.

Sending a Snapshot​

The snapshot can be sent as a new transfer to other recipients. Note that this can only be done by members who are internal users.

From the Files section, select the snapshot. The details for the snapshot will appear in the File Properties section in the right hand menu.

Click on the Send As New button and the Send As New dialog will be displayed. Enter the email address of the recipient(s) and click on the Send button to send the files as a new transfer.

Commenting on a File​

To add comments on a specific file, double click on the file and the Comments dialog will be displayed as shown in the following figure.

File Comment Dialog

The existing comments will be displayed on the top text box. Add new comments in the New Comment text box and click on the Save button to add the new comments.

Creating a New Folder​

To create a new folder to manage the files, click on the New Folder option in the New button in the main page as shown below.

TeamTransfer New Folder Button

The New Folder dialog will be displayed as shown in the following figure.

TeamTransfer New Folder Dialog

Enter the name for the new folder in the New Folder text box and click on the Save button to create a new folder.

Modifying Access Rights to Folders​

The owner of the TeamTransfer can modify the member access rights to any folder. Select a folder from the Files list and the Member Access Rights will be displayed as shown in the following figure.

Member Access Rights

In the respective checkbox for each member, check or uncheck the View column to allow or disallow a member to view anything on that folder.

In the respective checkbox for each member, check or uncheck the Modify column to allow or disallow a member to modify anything on that folder.

When done, click on the Update button to update the settings.

MultiSpace (PersonalSpace) Feature​

As of Qiata Version 2.0, Qiata has the MultiSpace feature. With MultiSpace, users get their own personal space (PersonalSpace) where they can store files, regardless of company guidelines and auditing. PersonalSpace uses the WebDAV interface and can therefore be integrated as standard in many operating systems, programs and apps. This means that files are available on all devices virtually synchronously. All files from the PersonalSpace can be used in the transfer area, for example to use them in a transfer or team transfer. The use of MultiSpace files in the transfer area leads to a copy process within the system. The selected files are thus duplicated and will use additional quota. The PersonalSpace is only available to users if the CompanyAdmin has granted the group the appropriate right.

caution

This is a licensed feature. A license key will be required to activate this feature. PersonalSpace can therefore be used from a variety of different locations. The following three examples for integrating PersonalSpace into an operating system: MultiSpace can also be used via the WebUI or the SDC.

Using PersonalSpace in WebUI​

WebUI MultiSpace section

Via the menu item MultiSpace you have access to your personal space files at any time. You can use these via the Transfer selected items button in a transfer or TeamTransfer.

Transfer selected items

You can select one or more files and/or folders to send them. To do this, mark the desired selection and expand it with the CTRL or SHIFT keys to create a multiple selection. The selection is highlighted with a blue background. As soon as you have made the desired selection, you can send all files and folders via Transfer selected items. If necessary, you can continue to manipulate the selection after clicking on Transfer selected items by removing files or folders or adding new ones in the New tab.

caution

The use of MultiSpace files in the transfer area leads to a copy process within the system. The selected files are thus duplicated and will use additional quota.

Transfer files

You can expand or reduce the selection of your files using the Browse or Remove buttons. Fill in all required fields to send the selection. All rules and policies now apply to all selected files and folders.

WebUI informations

Under Information for MultiSpace you will find all the details necessary to connect your personal space in another app or operating system.

MultiSpace path - The MultiSpace path always consists of the standard Qiata FQDN and the extension /space. It is required for connecting via WebDAV.

Username - The username is also required for authentication.

Authentification Type - The authentication type is Digest.

Change account details

Account data for MultiSpace (Application specific password) An additional password is required to log in to MultiSpace using a third program (e.g. operating system, app, or other).

  1. Your administrator has activated the right to automatically send e-mails. If so, you will automatically receive your access data by email.
  2. The right has been activated, but no automatic sending of your MultiSpace access data by email. To obtain the password for your personal space, log in to the web interface and navigate to the MultiSpace tab. On the right info section, you will find the necessary details to get access to your personal space. You can also reset your password using the two function buttons, or alternatively manually trigger the sending of your access data by email.

MultiSpace Login