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Abstract The Email-integrated Manage File Transfer solution from OpenText provides an extensive and well-balanced solution to file-transfer problems. Unbound by file size, widely compatible, and secure, this solution is engineered to streamline file exchange and bolster productivity. This document provides a general overview of OpenText Managed File Transfer (OpenText MFT) and its functionality. Practical examples illustrate the wide ranging applicability of OpenText MFT to different industries and business processes.
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Contents
Introducing OpenText Managed File Transfer ......................................................... 3 As Simple as Sending and Receiving Emails .......................................................... 5 Two Familiar ways to Send Files with OpenText Managed File Transfer .............. 5 Receiving Files sent with OpenText MFT .............................................................. 7 Feature Highlights ...................................................................................................... 9 Unlimited Size Capabilities .................................................................................... 9 Ultra-Fast File Transfer .......................................................................................... 9 Transfer Rules ...................................................................................................... 10 Checkpoint Restart .............................................................................................. 11 Security and Compliance ..................................................................................... 11 User and Task Management .................................................................................... 13 Registered User ................................................................................................... 13 Activity Dashboard ............................................................................................... 13 Open Text MFT Administration Console ................................................................ 15
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OpenText MFT uses client/server architecture, and a proprietary protocol, to perform, manage, and track file transfers.
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OpenText Managed File Transfer takes advantage of peoples familiarity with widely used email systems, extending peoples ability to send and receive large files without increasing the burden on the email system itself. This whitepaper offers a concise view of the workflow involved in using OpenText Managed File Transfer.
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Two Familiar ways to Send Files with OpenText Managed File Transfer
You can send files with OpenText MFT in two ways: OpenText MFT for Microsoft OutlookThis component installs as an add-in. If you currently use Microsoft Outlook, you know what to do. OpenText MFT Web ClientAll you need is a browser. If youve used other webbased email clients, you know what to do.
The method you use will depend on your situation. Maybe youre at a client site, working on a tablet with only a browser available to you, or maybe youre in the office and the Outlook addin has been installed on your workstation. In either case, the workflow is a familiar one.
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A separate file transfer engine called Transfer Manager runs independently to handle all of the file transfer activities you initiate in Outlook.
The OpenText MFT Client installation offers two components. Because the engine may be installed to work in conjunction with OpenText Web Client, the integration client listed on the Custom Setup page is an optional installation.
The OpenText MFT add-in for Microsoft Outlook places a new option group on the Outlook new message ribbon
You can use this Attach File button instead of the native Microsoft button to attach files. Use the Options button to configure your attachment preferences if permitted.
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You can use this Attach File button instead of the native Microsoft button to attach files. Use the Options button to configure your attachment preferences if permitted. When you attach a file this way and send the email, the rest of the process is offloaded to OpenText MFT, which ensures that none of the limitations of email file transfer apply. When you send the email, OpenText MFT completes this task as follows: 1. The attachment is removed from the email message. 2. OpenText MFT Transfer Manager, the file transfer engine installed with the addin, uploads the file to the OpenText MFT repository on the network. 3. A URL is automatically placed in the Outlook email, which directly routes the email recipient to the attachment. 4. The email is sent to the specified recipient.
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the attachment. This added security ensures that only the intended recipient can download the attachment you sent.
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Feature Highlights
OpenText MFT offers: unlimited file-size capabilities, acceleration technology, customizable transfer rules, checkpoint restart, advanced security and compliance.
Thus, OpenText MFT solution generates productivity through reliability and efficiency. The following section will explain the software and its benefits to the business user.
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corporate bandwidth usage policy thanks to the support of Quality of Services (QoS) mechanism. The time the user saves from the expediency of the transfer generates seamlessness to the process of file transfer. Not only does this free up time but also allows the user to focus on transitioning immediately to the next task. The empowering attribute of this feature is that it makes file transfer fit into the users schedule rather than vice versa.
Transfer Rules
The transfer rules of the OpenText MFT solution refer to the management of send and receive behaviors. There is a distinction between system-wide and user-specific transfer rules. System-wide transfer rules manipulate deeper technical features and they are reserved for Administrative users only. Settings such as bandwidth consumption are a domain in which the business user should have no control. Various corporate-brand related templates, such as email template are also controlled by the administrator. Users are allowed to control message specific transfer rules; however these permissions have to be permitted by the administrators. Certain features can be left to the discretion of the user granting autonomy and intelligence to the business process.
Notifications
Users can choose to be alerted of the status of a file transfer; when a file is uploaded successfully, or when a user has downloaded one or all attachments in an email, etc. Notifications are configured in OpenText MFT Admin Console.
Legal Template
When dealing with external companies, such as vendors, partners, or customers, users can select a specific legal template to satisfy Service Level Agreements with the targeted recipients organizations. Template usage is configured in OpenText MFT Admin Console.
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File Retention
While OpenText Managed File Transfer allows administrators to control the life cycle of files stored by the solution, users can shorten the file retention when exchanging highly sensitive documents in order to enhance security.
Checkpoint Restart
Checkpoint-restart is a feature that is designed to maximize efficiency and safeguard against variables that could hinder progress of the upload. With OpenText Managed File Transfer one can stop and resume the transfer at any point with no loss to the progress of the upload. This feature encompasses both accidental and intentional interruptions, thereby nullifying the risks associated with poor Internet connection, or technical difficulties. A file transfer is never futile because it can be resumed from the point of interruption at the next available interval. Furthermore, for the users convenience they are granted the ability to interrupt the process in the event a task with a higher priority arises. For example, after Andrew started a lengthy upload he needed to attend a meeting, Andrew could use the file transfer temporarily, unplug his laptop, and continue the transfer after he was settled in the boardroom. This feature allows users to better prioritize their work process. Similarly to acceleration, the checkpoint restart feature allows the user to focus on other tasks rather than monitor the transfer process.
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that are being sent. An attachment is stripped at the beginning of the sending process and loaded directly to the server from which it will be downloaded. In order to protect the file, 1 OpenText Managed File Transfer employs FIPS 140-2 validated cryptography to encrypt and protect the information while it is in transit. Thus, if Andrew was sending sensitive information he would not have to be concerned about the security of the attachment. Preventing the possibility of leaks or tampering. The audit trail keeps a record of all user interactions that occurs every authentication attempt, every file that is sent and received, the results of every file transfer, and every change to the system is recorded with time, date, as well as the users information that is associated with the particular action. This feature provides the organization with complete transparency and tractability in all events related to file transfers. It allows a user to hold and be held accountable for the exchange of intellectual property, not to mention the fact that it helps create a greater respect for due dates and timelines. With the encryption and tractability, OpenText Managed File Transfer protects sensitive information and creates an audit trail so that a company may best serve their clients, partners and internal compliancy demands. It is compliance made simple and easy with no worry of employee work around due to problems or inconvenience.
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Activity Dashboard
The activity dashboard is the source of organization and management offering complete transparency to the file exchange process. Registered users who are granted with the dashboard privileges may access the dashboard upon logging onto the web interface. The user will have a number of tabs available to them depending on their roles. Those with Send privileges have access to Home, Send, and Files tabs. Higher privileged users may have access to Admin or Audit tabs, which are the access points for IT to manipulate the program and auditors to perform system audits. From the dashboard the user has access and abilities to manipulate some of the discretionary features of the solution to fulfill all their file transfer needs.
Home
This is the tab that users will enter upon logging into the system. This tab provides the overview for everything that a user needs to know about his file transfer related activities that demand attention -- files that have recently been received, file transfers that are paused, and attachments that are about to be expired by the built-in retention policy.
Send
The send tab allows registered users to craft an email and send attachments. Web send is an act of direct interaction with OpenText Managed File Transfer similar to that of using an email provider like Yahoo or Gmail. It is also the tab that houses options for users to change transfer rules, such as retention time, notifications, and the legal template.
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Files
This tab displays the history of every email transaction that is related to the user that has occurred in the past: emails and the corresponding attachments that the user has sent in the past, and emails with attachments that have been received. Information is conveniently assembled by activity type and is fully searchable.
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Feature
You can add, edit or delete a file transfer profile. A profile is a collection of properties that define a file transfer. The profile enables you to: select templates for file transfer e-mails select agreements that recipients need to acknowledge before they can download select whether and when a sender receives a notification that a file has been received (downloaded) select whether and how often the recipient is reminded that a file awaits a download (is available) set bandwidth limits for specific daily time slots define how many times and in which time interval OpenText MFT needs to attempt to complete a failed file transfer enable security (encryption and MAC algorithms)
You can also add, edit, or delete a rule. A rule triggers the use of an associated profile. When a rule is deployed, files are transferred as the profile specifies. User management, authentication, and account provisioning OpenText MFT enables the administrator to: add, edit, or delete new OpenText MFT user accounts, in the OpenText MFT Administration Console assign the user roles and manage their user permissions validate requests from file recipients who are not current OpenText MFT users and create these new user accounts
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Visit online.opentext.com for more information about OpenText solutions. OpenText is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC) Copyright 2011 by OpenText Corporation. Trademarks or registered trademarks of OpenText Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved.
Functionality
Feature
create and manage access to OpenText MFT based on a request sent by the file recipient who is currently not in the user pool. Configure the user's account so that the user can audit history of transaction performed by OpenText MFT Enable tracing of file transfers Configure whether tracing may be overridden by the end user (sender) Enable encryption Enable MAC algorithm Enable NAGLE algorithm
Note: A proprietary protocol is used to optimize and secure file transfer rates over the network. NAGLE algorithm is available for additional optimization.
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Visit online.opentext.com for more information about OpenText solutions. OpenText is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC) Copyright 2011 by OpenText Corporation. Trademarks or registered trademarks of OpenText Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved.
About OpenText
OpenText is the worlds largest independent provider of Enterprise Content Management (ECM) software. The Company's solutions manage information for all types of business, compliance and industry requirements in the world's largest companies, government agencies and professional service firms. OpenText supports approximately 46,000 customers and millions of users in 114 countries and 12 languages. For more information about OpenText, visit www.opentext.com.
http://connectivity.opentext.com
Service commercial connsales@opentext.com +1 905 762 6400 | 1 877 359 4866 Support technique connsupport@opentext.com +1 905 762 6400 | 1 800 486 0095
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Visit online.opentext.com for more information about OpenText solutions. OpenText is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC) Copyright 2011 by OpenText Corporation. Trademarks or registered trademarks of OpenText Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved.