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Tuesday, July 22, 2014   10:54 PM    |   81°F
 
 

LiquidFiles

LiquidFiles is a resource that allows LSUHSC users to send and receive large attachments with external users.

Sending Large Files with Web Interface

1. With a web browser, connect to files.lsuhsc.edu
Web Interface - Logon Screen
2. LSUHSC users can enter their Active Directory UserID or their Email address in the first box, and their AD Password, then click Login.
3. The Password Reset button and Register button are only for external users, and are not needed for LSUHSC users.
4. Users will see the Message screen below, where large attachments can be sent out to external users.
 Web Interface - New Message

5. Compose a message, specifying the recipients in the To field, entering a Subject, and a descriptive Message to ensure to the recipients that this is not a spam message, and that the attachment is business correspondence that they should be expecting.  For really large attachments, you may want to provide warning in your message so that the recipient can choose an appropriate location to store the file.
6. Click the Add Files button to include any attachments.  Multiple files can be selected, but you cannot attach an entire folder.
7. Click on the Permission drop down to specify who is authorized to access the files.  Hovering over each setting gives a description of the Permissions.
8. Click on the Message Expires section if you want to change how long the message and attachments will be stored on the server before they are deleted.
9. When you are satisfied with the message, click the Send button.

 

Sending Large Files with Outlook Plugin

Some users will have the Outlook plugin for LiquidFiles pushed out to their computers.  All users should familiarize themselves with using the Web Interface above, in case they find themselves working at a computer without this plugin.

1. In Outlook, start a new message and look for the icons below if the plugin has been pushed to your computer. The Icons will be on the Message tab, not the Insert tab.  Note: hovering your mouse over these icons and clicking the links for LiquidFiles Outlook Plugin or for Tell me more will bring up help documentation for Outlook, not for LiquidFiles.  This is a limitation on the Microsoft Office ribbon, and cannot be controlled by 3rd party add-ons.

 Outlook Plugin - Toolbar

2. To attach one or more files, click on the Secure Attach button.  To attach an entire folder (or rather, all the contents of that folder), click on Attach Folder.  If you wish to re-send files that you have previously sent with LiquidFiles, click on Select existing files and choose the files you want to re-send.
3. If you have not used the LiquidFiles plugin in Outlook, or if you have logged out from the server you may need to enter your credentials in the dialog box as shown below.  The server to use is files.lsuhsc.edu and the credentials are your usual Active Directory UserID or your Email address and your AD Password.

Outlook Plugin - First Login Prompt

4. When attachments have been added, you will see a LiquidFiles Transfer Panel that can be used to add additional attachments.

Outlook Plugin - Transfer Panel
5. You can also specify who is authorized to access the attachments - a) Only specified recipients of your e-mail, b) Local (LSUHSC) users and specified recipients, c) any Authenticated LiquidFiles users (both internal and external), or d) Anyone.  If you grant access to others, besides your e-mail recipients, they will still need the links in order to access the attachments.  The default setting of Only specified recipients will generally be appropriate.
6. Note that the files shared through LiquidFiles will expire from the server automatically after a set period of time to free up space for future use.  You can shorten this expiration time if you choose.
7. Compose your e-mail as usual, including the Recipients you wish to send to, Subject and Message Body.
8. If you wish for the body of the message to be secured as an attachment, you can click on the Secure Email button, but it is generally preferable to include a message to your recipients in the body of your e-mail so that they will know what is going on, and not be confused into thinking this is a spam message.  The Secure Email button will replace the body of your message with a note to "Please download and check secure attachment", and then put the original contents of your message body into a Word document that it will store along with your other attachments.
9. When you are satisfied with the message, click the Send button.  In some cases, you may get a reminder notice from Outlook that you have forgotten to attach a file.  This can occur if Outlook determines from your message content that you meant to include an attachment, but in this case we are only including links to the files on the LiquidFiles server.