Intralinks Platform User Guide for Managers and Publishers

Intralinks Platform User Guide for Managers and Publishers
Intralinks Platform
User Guide for
Managers and Publishers
Intralinks 24x7x365 support US: + (1) 212 543 7800 UK: +44 (0)20 7623 8500.
See Intralinks login page for other national numbers
Copyright © 2016 Intralinks, Inc. Version 5.2 December 2016
Table of Contents
Chapter 1: Welcome .......................................................................................6
System requirements..........................................................................................................7
Windows® operating system........................................................................................7
Macintosh® .................................................................................................................. 8
Chapter 2: Getting started with Intralinks ....................................................9
What are exchanges?.........................................................................................................9
A quick tour of your Intralinks exchange.............................................................................9
Security within Intralinks...............................................................................................9
Your role within your exchange..................................................................................10
Logging into Intralinks.......................................................................................................10
Logging in the first time ..............................................................................................11
Returning to Intralinks ................................................................................................12
Changing your password ...........................................................................................13
Resetting a lost password ..........................................................................................13
Personalizing your Intralinks experience ..........................................................................14
Registering a mobile phone to receive security codes .....................................................15
Logging out....................................................................................................................... 16
Removing yourself from an exchange ..............................................................................16
Recommending other users .............................................................................................16
Troubleshooting................................................................................................................18
Chapter 3: Setting up exchanges................................................................19
The exchange life cycle ....................................................................................................19
Working with your Intralinks representative ......................................................................20
Tasks that must be performed by an Intralinks employee..........................................20
Tasks you can perform...............................................................................................20
Working with your business group....................................................................................20
Business group membership levels ...........................................................................20
Defining an exchange template ........................................................................................21
Creating an exchange ......................................................................................................21
Creating an exchange splash screen and footer ..............................................................22
Making changes to email alerts ........................................................................................23
Moving an exchange from one phase to another .............................................................24
Viewing and changing exchange settings ........................................................................24
Enabling Intralinks Viewer ................................................................................................25
Using Intralinks Viewer to track users’ viewing time ..................................................26
Setting up document tags.................................................................................................27
Setting up custom fields ...................................................................................................29
Setting default values and access levels for custom fields ........................................33
Setting custom field values for exchanges.................................................................34
Ordering archive copies of your exchanges .....................................................................34
Creating working sets .......................................................................................................36
Using public working sets .................................................................................................37
Viewing exchange details .................................................................................................38
Ensuring that members of your organization can download content
from Intralinks exchanges ..........................................................................................39
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Chapter 4: Managing users and groups.....................................................41
Getting started with user groups.......................................................................................41
Creating and managing groups ........................................................................................42
Using the Add Group Wizard .....................................................................................42
Modifying group properties.........................................................................................44
Viewing the members of a group ...............................................................................44
Viewing the history for a user group...........................................................................45
Removing user groups ...............................................................................................45
Users’ roles within an exchange .......................................................................................46
Group member roles ..................................................................................................48
Adding users..................................................................................................................... 48
Using the Add Users Wizard ......................................................................................48
Adding users from the Hub ........................................................................................50
Importing user information using Intralinks Designer .................................................51
Requesting another manager to add users................................................................52
Responding to requests that users be added to your exchange................................53
Assigning users to another group .....................................................................................53
Changing a user’s exchange role .....................................................................................54
Making a user a key contact for the exchange .................................................................54
Removing users from the exchange .................................................................................55
Managing an individual user’s access to multiple exchanges ..........................................55
Copying groups from one exchange to another ...............................................................56
Finding users and groups .................................................................................................58
Finding users using smart filters ................................................................................58
Resending welcome alerts to exchange members ...........................................................59
When users leave your organization ................................................................................59
Chapter 5: Publishing documents ..............................................................60
Managing folders .............................................................................................................. 60
Creating folders..........................................................................................................60
Organizing folders ......................................................................................................64
Moving folders............................................................................................................ 65
Renaming folders and changing custom field values.................................................65
Deleting folders ..........................................................................................................66
Adding documents............................................................................................................ 66
Using the New Document Wizard ..............................................................................66
Replacing a placeholder with a document .................................................................71
Adding multiple documents at the same time ...................................................................72
Replacing or updating documents ....................................................................................75
Reviewing and modifying permissions .............................................................................75
Setting permissions for all the documents in one or more folders ....................................76
If you use document-level permissioning ...................................................................77
If you use folder-level permissioning (permissions are inherited) ..............................79
Overriding folder-level permissions ..................................................................................81
Making a document available to all exchange users ........................................................83
Moving documents ...........................................................................................................83
Sending alerts................................................................................................................... 84
Deleting documents..........................................................................................................85
Copying and pasting documents ......................................................................................85
Using working sets to copy documents from one exchange to another ...........................86
Checking out documents ..................................................................................................86
Importing information using Intralinks Designer ...............................................................87
Using naming conventions to standardize document names ...........................................87
Enabling reviewers and previewers to publish documents, add folders
and edit folder custom fields ......................................................................................91
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Chapter 6: Protecting documents...............................................................93
What is document locking and protection? .......................................................................93
Document protection capabilities......................................................................................93
Requirements for end users.......................................................................................94
Applying protections .........................................................................................................94
Changing protection settings ............................................................................................95
Tracking user activity ........................................................................................................96
Chapter 7: Managing document permissions............................................97
Reviewing and modifying permissions .............................................................................97
Setting permissions for all the documents in one or more folders ....................................98
If you use document-level permissioning ...................................................................99
If you use folder-level permissioning (permissions are inherited) ............................100
Overriding folder-level permissions ................................................................................102
Making a document available to all exchange users ......................................................103
Chapter 8: Reviewing documents.............................................................104
Viewing documents ........................................................................................................104
Finding documents .........................................................................................................105
Tips for using Intralinks’ search tools .......................................................................108
Finding documents using smart filters......................................................................109
Downloading documents ................................................................................................110
Bulk downloading documents from a single exchange ............................................110
Bulk downloading documents from multiple exchanges ..........................................111
Printing documents.........................................................................................................112
Working with protected documents ................................................................................113
What is document locking and protection? ..............................................................113
Performing ad hoc analysis using IRM-protected Excel documents ........................114
Viewing PDF and Microsoft Office documents using Intralinks Viewer ..........................114
Chapter 9: Managing standard and rules-based
business processes ...................................................................................117
What are business processes? ......................................................................................117
Standard processes .................................................................................................118
Rules-based processes............................................................................................119
Setting up standard business processes ........................................................................120
About submitters, reviewers and approvers.............................................................121
Creating and configuring standard business processes ..........................................121
Setting up a document date trigger process ............................................................124
Setting up rules-based business processes ...................................................................127
Creating and configuring a rules-based submission business process ...................127
Creating and configuring a rules-base document distribution business process .....133
Creating and configuring a group-triggered document distribution
business process .....................................................................................................138
Activating business processes .......................................................................................143
Inactivating, reactivating and deleting business processes ............................................143
Renaming a business process .......................................................................................144
Copying a business process...........................................................................................145
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Chapter 10: Managing multi-task processes ...........................................146
What are multi-task processes? .....................................................................................146
Setting up multi-task business processes ......................................................................146
Creating tasks for a multi-task process ..........................................................................150
Activating multi-task processes ......................................................................................156
Inactivating, reactivating and deleting multi-task processes...........................................156
Renaming a multi-task process ......................................................................................158
Making changes to a multi-task process ........................................................................158
Using multi-task business processes to apply electronic signatures to documents .......158
Electronic signatures are Title 21 CFR Part 11 compliant .......................................160
Chapter 11: Completing tasks that are assigned to you ........................161
Using standard and rules-based business processes ....................................................162
Viewing tasks that are assigned to you....................................................................162
Submitting documents..............................................................................................162
Reviewing and approving documents that have been submitted to you ..................165
Requesting a document ...........................................................................................166
Responding to document requests ..........................................................................167
Acknowledging receipt of documents.......................................................................168
Resubmitting acknowledgment responses...............................................................170
Adding co-monitors ..................................................................................................171
Renaming a business process instance...................................................................171
Canceling a task.......................................................................................................171
Using multi-task processes.............................................................................................172
Viewing processes and tasks...................................................................................172
Completing tasks......................................................................................................173
Adding comments to processes and tasks...............................................................176
Changing the status of processes............................................................................178
Chapter 12: Using Intralinks eForms........................................................179
Requirements and prerequisites.....................................................................................179
If you are using eForms with business processes ...................................................179
Creating and modifying eForms .....................................................................................179
Chapter 13: Viewing, exporting and printing reports..............................181
Viewing document reports ..............................................................................................181
Viewing a list of folders and documents on the exchange .......................................182
Viewing history information for documents ..............................................................182
Viewing a list of deleted documents.........................................................................183
Viewing reports for users and groups .............................................................................183
Viewing users’ and groups’ overall exchange activity ..............................................184
Viewing advanced access reports ..................................................................................190
Viewing Process Access Reports ...................................................................................192
Other reports ..................................................................................................................193
Appendix A: Exchange settings................................................................194
Appendix B: Data limits .............................................................................213
Index ............................................................................................................217
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Chapter 1: Welcome
Welcome to Intralinks® Platform, the premier tool for secure online collaboration
between organizations.
Intralinks Platform is designed to be easy to use, and we’ve included a number of
tools to make your Intralinks experience even more productive.
This user guide provides step-by-step instructions for completing tasks using your
Intralinks exchanges. Other tools also are available to help you make the most of
your time while working in Intralinks exchanges:
The Answer Library is your online resource for troubleshooting issues that arise
as you work in Intralinks exchanges. It also provides training videos to get you
started with tasks that are new to you. To open the Answer Library, click the Help
button in the upper right area of the Intralinks Platform window.
Of course, Intralinks also provides award-winning support. If the User Guide and
Answer Library don’t answer your question, give us a call! Local telephone
numbers for Intralinks Client Services can be found at:
http://www.intralinks.com/contact/client-services
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System requirements
In order for you to use Intralinks Platform, your computer must meet the following
minimum standard:
Windows® operating system
•
Operating system: (No specific requirement, but must be able to support
a supported Web browser)1
•
Screen resolution: 1024 by 768 dpi or greater
•
Web browser2: Microsoft® Internet Explorer 7 or a newer version; Firefox®
42 and later; Google Chrome 46 and later3
•
(If using Bulk Download or Bulk Print functions) Microsoft .NET
Framework 2.04
•
Adobe® Flash® Player 9, 10.3 or 115
•
Adobe Reader® 10 or greater
1.Your computer also must have a 32-bit processor and a minimum of 512 MB of RAM, 10 MB
of available disk space and a 1 GHz CPU (central processing unit).
2.Browsers must support the TLS encryption protocol. The SSLv3 protocol is not supported.
3.On Windows, Chrome requires Microsoft .NET Framework 2.0 or later.
4.Microsoft® .NET Framework 2.0 is a minimum requirement; .NET Framework 3.5 is recommended. If you are using a Firefox® browser, you also must install a third-party plugin, such as
FFClickOnce, to enable .NET Framework and Firefox to work together. FFClickOnce and similar
tools are available from the Mozilla® website: www.mozilla.org
5.If Adobe Flash Player is not installed, an alternative version of Intralinks Platform containing
limited functionality is used. This alternative version is suitable only for reviewers. Manager and
publisher functions require Adobe Flash Player to be installed. Flash Player is required to view
Intralinks Platform in languages other than English.
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Macintosh®
•
Operating system: (No specific requirement, but must be able to support
a supported Web browser)
•
Screen resolution: 1024 by 768 dpi or greater
•
Web browser: Safari 9 and later; Firefox 42 and later; Google Chrome 46
and later1
•
Adobe® Flash® Player 9, 10.3 or 112
•
Adobe® Reader® 10 or greater
Copyright © 2015 Intralinks, Inc. All rights reserved. Adobe, Flash and Reader are either registered
trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries.
Microsoft is either a registered trademark or trademark of Microsoft Corporation in the United States and/
or other countries. Mozilla and Firefox are registered trademarks of the Mozilla Foundation. Macintosh
and Safari are registered trademarks of Apple Inc. All other service, product and/or brand names are the
property of their respective owners.
1.On Macintosh, Chrome does not allow bulk downloading or bulk printing; use Safari to perform
these functions.
2.If Adobe Flash Player is not installed, an alternative version of Intralinks Platform containing
limited functionality is used. This alternative version is suitable only for reviewers. Manager and
publisher functions require Adobe Flash Player to be installed. Flash Player is required to view
Intralinks Platform in languages other than English.
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Chapter 2: Getting started with Intralinks
Overview
Read this chapter for overviews of:
•
The features in Intralinks exchanges
•
Intralinks’ security features
•
Users’ exchange roles and responsibilities
•
Logging into and out of Intralinks
•
Managing your password
•
Updating your profile and preferences
•
Logging out of Intralinks Platform
•
Removing yourself from an exchange
•
Recommend that other people be given access to your exchanges
•
Finding help if problems arise
What are exchanges?
Each Intralinks exchange provides a secure Web-based space for sharing critical
information, performing workflow tasks, and collaborating with people both inside
and outside your organization.
Exchanges can be used as document repositories, either enterprise wide or for
corporate boards, but they can be used to meet a variety of organizational needs.
Depending upon the purpose of the exchange that you are using, you may use
the exchange for sharing or consuming documents and other content; you may
use it for collaboration or completing tasks that are part of a larger workflow, or a
combination of these activities.
A quick tour of your Intralinks exchange
Whenever you use an Intralinks exchange, you must begin by logging in. This
gives you access to the exchanges to which you have been assigned. To learn
more about logging in, see the next section, “Logging into Intralinks.”
After you log into Intralinks, you will see a list of the exchanges in which you
participate.
Security within Intralinks
Organizations use Intralinks exchanges to share highly sensitive or confidential
information with one another. Intralinks recognizes that the need for security is
paramount, and a variety of measures have been put into place to ensure that
only the people intended to view each document actually see it.
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For example, users see only the documents they are given permission to see, and
exchange hosts can prevent users from printing, downloading or making images
of the documents. Watermarking and other features can be used to discourage
users from sharing the documents that they are allowed to print. Exchange
managers also have a complete view of each user’s activities — which documents
have been read or downloaded, when and how often.
For more information about Intralinks’ security features, see Chapter 3, Setting up
exchanges, on page 19.
Your role within your exchange
Every person invited into an Intralinks exchange has been assigned an exchange
role, or set of rights and responsibilities while working within the exchange. If you
have been invited to a number of exchanges, you may discover that you have a
slightly different role in each exchange.
(Note that exchange roles are different from group member roles, which are
described on page 43.)
There are three basic exchange roles within Intralinks:
Reviewer – Reviewers generally can see and work with the people who were
responsible for setting up the exchange, but they may not be able to see or work
with one another. Most reviewers generally are not from the organization hosting
the exchange.
Publisher – Publishers assist managers by adding documents to the exchange.
They may be responsible for setting permissions for the documents — that is,
identifying the exchange users who are allowed to view, print and download each
document. Publishers can see reviewers and other publishers, as well as
exchange managers. Publishers generally are from the organization that is
hosting the exchange.
Manager – Managers are responsible for setting up and maintaining the
exchange, with assistance from Intralinks Client Services. With a few exceptions,
managers can perform all tasks within the exchange. They can publish
documents, and they determine who has access to the exchange.
For a detailed discussion of exchange roles and the rights and responsibilities
associated with each of them, see Chapter 4, Managing users and groups, on
page 41.
Logging into Intralinks
Each time you visit Intralinks, you will be asked to log in by entering your email
address and password. This is to ensure that you see only the documents that are
relevant to you. You have a single password for Intralinks, no matter how many
exchanges you participate in.
If your organization uses Single Sign-On (SSO) or Exclusive Single Sign-On
(e-SSO) If your organization uses Intralinks’ Single Sign-On (SSO) or Exclusive
Single Sign-On (e-SSO) functionality, you will be asked to log into your corporate
network, rather than Intralinks, when you display the Intralinks login page. If you
are already logged into the corporate network, Intralinks will be displayed
automatically. While you are logged into the corporate network, you will not have
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to enter your Intralinks credentials to view exchanges or protected documents that
you have downloaded, unless you access an exchange that uses enhanced
security, and the security rules require you to enter your credentials. (If your
organization uses e-SSO, you will not be given Intralinks login credentials; you
must log into the corporate network to access your exchanges and documents.)
For security purposes, it is important that you do not share your password with
others. If a colleague needs to have access to an exchange, you can recommend
that he or she be added as a member of the exchange To learn more, see
“Requesting another manager to add users” on page 52.
Logging in the first time
When you are invited to join an exchange, you will receive two email messages
from Intralinks. (The message may indicate that it has come from the company
that is hosting the exchange.) The first message includes a link to the exchange.
The second message contains your temporary password to Intralinks; if you have
participated in Intralinks exchanges in the past, you will be asked to use the
password you use for other exchanges.
If your organization uses Single Sign-On (SSO) or Exclusive Single Sign-On
(e-SSO) If your organization uses Intralinks’ Single Sign-On (SSO) or Exclusive
Single Sign-On (e-SSO) functionality, you will not receive an email message with
a temporary password.
About your email address
Your email address serves as your Intralinks user ID. If you have more than one
email address, use the address for the account where you received the invitation
message to the exchange. If your email address changes, contact Intralinks
Customer Service for assistance in updating your Intralinks ID. Local telephone
numbers for Intralinks Client Services can be found at:
http://www.intralinks.com/contact/client-services/
 To log in the first time
1. Locate the email messages containing your invitation to the exchange and
your password.
2. Click the link to the exchange that appears in the invitation message. A web
browser opens and Intralinks’ license agreement is displayed.
3. Read the license agreement and click Accept to continue logging in. Your
profile screen appears. Continue with step 4.
If you do not agree to the terms of the license agreement, click Do Not
Accept. The login screen reappears, and you can close your browser to exit.
4. Review the fields on the screen and make entries in the fields marked in red
to create a user profile for yourself, to change your password and enter a
challenge question, and to set preferences.
The challenge question is particularly important. Be sure that you choose a
question whose answer you are sure to remember, as you may be asked this
question when you log in if your exchange uses Intralinks’ enhanced security,
if you forget your password or if you contact Intralinks Client Services with
other requests.
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Mark the Share additional info with users I work with option if you want to
make your entries in the Title, Industry and Functional Area fields available
when colleagues view information about you in the People list on the Hub. If
you do not want to share this information with others, unmark the Share
additional info with users I work with option.
5. When you have finished making profile entries, click Save. Your exchange
appears.
Returning to Intralinks
 To log in after your first visit to Intralinks
1. Using your Web browser, go to www.intralinks.com and click the Login
button that appears there. The Intralinks login page appears. (You can use
your browser to create a bookmark for this page, making it easy for you to
return to Intralinks in the future.)
If your organization uses Single Sign-On (SSO) If your organization uses
Intralinks’ Single Sign-On (SSO) functionality and you are logged into the
corporate network, Intralinks will be displayed automatically. (If you are not
logged into the corporate network, you will be asked to log into it.) Skip to step
5.
2. In the Email Address field, enter the email address for the account where
you received your invitation to the exchange.
3. In the Password field, enter the password you created after you logged into
Intralinks the first time.
If you have forgotten your password, click the Forgot your Password? link
and follow the instructions that appear on your screen. (For step-by-step
instructions, refer to “Resetting a lost password” on page 13.)
4. Click Log In.
If a message appears asking you to answer your challenge question or a
security code, type the answer and click Submit.
The Intralinks Hub appears, displaying a list of the exchanges in which you
are a participant. (If you have been invited to only one exchange, that
exchange is displayed immediately.)
The Hub also includes a dashboard. The dashboard gives you quick access
to new documents, unread documents, new and updated documents, open
tasks assigned to you, tasks that you can initiate, and links to maintenance
tasks and help tools. If you have access to more than 50 exchanges,
information only for the five exchanges you use most are displayed.
5. Select either an item in the dashboard or an exchange. To select an
exchange, double-click the exchange name.
If the managers of the exchange have opted to use Intralinks’ enhanced
security function, you may be asked to enter the answer to your challenge
question (which you selected the first time you logged into Intralinks). You
also may be asked to enter a one-time password or security code; if this is the
case, follow the steps on the screen to complete the login process.
Depending upon how your exchange is set up, you can receive security codes
by email or as a text message (SMS) on a mobile device. Some exchanges
may require you to use one method or the other; other exchanges may allow
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you to choose the option you prefer. To learn more, see “Registering a mobile
phone to receive security codes” on page 15.
A variety of enhanced security settings are available to exchange managers,
and your login experience may vary from one exchange to another, and from
one time to the next. Intralinks’ enhanced security is risk based, so you might
be asked to answer your challenge question if you log into Intralinks from a
different location than you usually do, for example.
6. If you selected an exchange, a list of documents available to you in the
exchange is displayed. If you selected a dashboard item, that item is
displayed.
Changing your password
Your Intralinks password expires periodically to ensure the security of the
exchanges that you access. For most users, passwords expire every 90 days, but
exchange managers may set another frequency for their exchanges.
If your password has expired, a message appears when you attempt to log into
Intralinks, instructing you to create a new password.
You can change your password more frequently if you like. Follow the instructions
below to do so.
If your organization uses Single Sign-On (SSO) If your organization uses
Intralinks’ Single Sign-On (SSO) functionality, you do not have a separate
Intralinks password, and you will not receive password expiration alerts.
 To change your password
1. Log into Intralinks using your old password. The Intralinks Hub appears.
2. Locate the My Profile link at the top of the window and click it. Your profile
screen appears.
3. In the Current Password field, enter the password you have been using.
4. In the New Password and Re-type New Password fields, enter the new
password.
A tip will appear onscreen to outline the rules for creating your password.
(Depending upon the selections that exchange managers made when setting
them up, the rules may vary.)
5. Click OK.
Resetting a lost password
If you have forgotten your password, you can reset it. If you have registered a
mobile device with Intralinks, you can receive a security code by text message
(SMS); this code will allow you to reset your password. If you have not registered
a mobile device, the code can be sent to the email address that you use to log into
Intralinks. To learn more, see “Registering a mobile phone to receive security
codes” on page 15.
If your organization uses Single Sign-On (SSO) If your organization uses
Intralinks’ Single Sign-On (SSO) functionality and you have forgotten your
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password, contact your organization’s IT department for assistance. Do not use
the procedure below.
 To reset your password
1. On the login page, click Forgot your password? The Forgot Password
screen appears.
2. Enter the email address that you use to log into Intralinks, then click Next.
The Answer security question screen appears.
3. Answer the question that appears on the screen. This is the challenge
question you chose when you created your Intralinks user profile. Click
Submit. (Note: You may not be asked to answer your challenge question
under some circumstances. If this is the case, go on to step 4.)
4. The Choose Delivery Method screen appears. If you have registered one or
more mobile devices with Intralinks, you can choose to have a security code
sent by text (SMS) to one of these devices. You also can opt to receive an
email message with a link that will allow you to reset your password. Choose
the method you prefer.
5. Click Next. A text or email message will be sent to you.
6. If you chose email as your delivery option: Check your email for a
message from Intralinks. The message contains a link that will allow you to
reset your password. Click the link to display a screen where you can enter
your new password. You also may be asked to answer your challenge
question on this screen.
If you chose SMS as your delivery option: Check your mobile device for a
message from Intralinks. The message contains a security code that will allow
you to reset your password. The Enter code screen is displayed in Intralinks;
enter the code here and click Next. The Create new password screen
appears; enter and confirm your new password, then click Finish.
After you reset your password, the Intralinks Hub appears.
Personalizing your Intralinks experience
You can update your contact details (except for your email address) and
preferences for using Intralinks at any time.
 To update your profile and preferences
1. Log into Intralinks Platform. The Intralinks Platform Hub appears.
2. Locate the My Profile link at the top of the screen and click it. The Details
view of your profile screen appears.
3. Review the information on the screen and make any needed changes.
Mark the Share additional info with users I work with option if you want to
make your entries in the Title, Industry and Functional Area fields available
when they view information about you in the People list on the Hub. If you do
not want to share this information with others, unmark the Share additional
info with users I work with option.
4. Click the Alerts tab to display the Alerts view of your profile screen. Review
the selection and make any changes that you like.
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You can indicate whether email alert messages will be in HTML or plain-text
format; whether these alert messages will be sent to additional addresses;
and the frequency with which these alert message will be sent to you.
(Note that an exchange manager may wish to send you a message
immediately; in some circumstances, you may receive an alert immediately,
regardless of the preference you select here.)
5. Click OK.
Registering a mobile phone to receive security codes
If you register a mobile phone or another device that is capable of receiving text
(SMS) messages, you can have security codes texted to you. These codes can
be used to reset your password or to gain access to exchanges with enhanced
security requiring a one-time password before entry. Some exchanges may
require you to use one method or the other; other exchanges may allow you to
choose the option you prefer. When resetting your password, you always have the
option to use either SMS or email as the delivery method.
In most cases, receiving security codes by text is a faster, easier alternative to
having a temporary password sent by email, but you can continue to have security
codes sent to you by email if you like.
Intralinks will not use registered phone numbers for any purpose other than to
send verification codes and will not share registered numbers with other parties.
If your password expires and you have not yet registered a mobile device, you will
have the opportunity to do so when you reset your password. You also can
register a device if you attempt to access an exchange that requires a security
code, if the exchange manager allows the code to be sent by SMS. If you wish to
register a device now, you can complete the steps below.
 To register a mobile phone
1. Log into Intralinks Platform. The Intralinks Platform Hub appears.
2. Locate the My Profile link at the top of the screen and click it. The Details
view of your profile screen appears.
3. In the Security Settings section of the screen, click the Register and
Review Mobile Numbers link. The Security Settings screen appears in a
new browser instance.
4. Review the country code and enter the phone number for your mobile device.
5. Click Send Code. A text message containing a security code will be sent to
your mobile device.
6. Enter the security code on the Verify Mobile Numbers screen, then click
Verify. The Security Settings screen will be redisplayed, showing the
number as verified.
7. If you wish to register another mobile device, click Add Mobile Number and
repeat steps step 4 through step 6. You can register up to three numbers. If
you register multiple numbers, you will be able to choose which number will
receive the text when a security code is requested.
If you do not wish to register any more numbers, close the Security Settings
screen.
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Logging out
Whenever you have finished working with your exchanges, we suggest that you
log out of Intralinks to ensure that others will not be able to view information that is
not meant for them. If your Intralinks session is idle for a set period of time, you
will be logged out automatically. (A message will appear five minutes before this
occurs, giving you the opportunity to continue working in your exchanges if you
like.)
The amount of time before you log out typically is 60 minutes, but exchange
managers may request a shorter idle time limit. The minimum session time allowed
is 20 minutes. If you have access to multiple exchanges, the shortest timeout periods
used by any of those exchanges will be the one used.
 To log out of Intralinks Platform
◊ Click the Logout option in the upper right corner of the Intralinks Platform
screen. The Intralinks login screen appears.
If your organization uses Single Sign-On (SSO), the login screen may not
appear. In this case, a screen appears to inform you that you have logged out
and can close the browser or click the Login button to return to Intralinks
Platform.
Removing yourself from an exchange
Use the following procedure to remove yourself from an exchange that you no
longer need to use.
If no Remove Me command appears in the Actions menu in step 3, the owner of
your exchange does not allow you to remove yourself from the exchange. Contact
an exchange manager for assistance.
 To remove yourself from an exchange
1. Display the list of your exchanges in the Hub.
2. Highlight the exchange that you no longer need to use.
3. From the Actions menu, select Remove Me. A dialog box appears.
4. Select your reason for removing yourself, then click Remove Me.
Recommending other users
Intralinks users can recommend that colleagues be added to the exchanges that
they use. These recommendations are forwarded by email to the exchanges’ key
contacts, who choose whether to add the individuals as exchange users.
 To recommend that users be added to a single exchange
You can use the procedure below to recommend that users be added to the
exchange that you currently are using.
The Users & Groups tab should be displayed.
1. Click the Recommend User to this Exchange button near the top of the
screen. The first step of a two-step wizard appears.
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2. Using the Select User(s) tab on the left side of the screen, enter the email
address, name or organization associated with the person you are
recommending. As you type, the list of contacts is narrowed to show only
those that match your entry. When you see the name that you want, highlight
it and click the arrow button
to move it to the Selected Users list.
If you enter an email address that does not exist in Intralinks’ Global User
Directory, the Recommend New User tab is displayed, and you can enter the
information needed to add the individual to the Global User Directory. When
you have entered the required information, click Add to add the person to the
Selected Users list.
3. If you wish to add multiple people, repeat step 2. When you have finished
adding users, click Next. The Review and Complete step of the wizard is
displayed.
4. Enter a note explaining your request to the exchange manager.
5. Review the selected users to be sure they are correct. If any changes need to
be made, click the Back button to do so.
6. When you are satisfied with your selections, click the Save button.
A request will be emailed to the key contacts for the exchange.
 To recommend that users be added to multiple exchanges
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the People button on the left side of the screen to display a list of all the
people you have worked with in Intralinks.
These include people with public profiles, people you have added to your
exchanges (if you are a manager on any exchanges), and people with whom
you work on at least one exchange already, regardless of whether their
profiles are public or private.
2. Use the search and filtering tools to the right of the Hub button to find the
person or people you want to recommend.
3. Highlight the names of the person or people you want to recommend. To
select multiple people, press the SHIFT or CTRL key while clicking the users’
names.
4. From the Actions menu, select Recommend User to an Exchange. The first
step of a two-step wizard appears, displaying a list of your exchanges.
5. Mark the boxes next to the exchanges you want the selected users to be
added to, and click Next. The second step of the wizard appears.
6. Enter a note explaining your request to the exchange manager.
7. Review the selected users and exchanges to be sure they are correct. If any
changes need to be made, click the Back button to do so.
8. When you are satisfied with your selections, click the Save button.
A request will be emailed to the key contacts for the exchanges you selected.
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Troubleshooting
Although Intralinks exchanges are designed to be easy to use and highly reliable,
tools are available to help you if you encounter problems as you complete your
tasks. In addition to Intralinks’ award-winning customer support, we provide an
extensive knowledgebase, the Intralinks Answer Library, to help answer your
questions and get you back to work as quickly as possible. The Answer Library
also provides training videos to get you started with tasks that are new to you.
You can browse through the Answer Library — the most popular topics appear
first in the list — or you can search for a specific word or phrase.
 To view the Answer Library
◊ Click the Help option in the upper right corner of the Intralinks window. The
Intralinks Answer Library appears in a new browser window.
If the Answer Library does not provide the information you want, contact Intralinks
Client Services. Contact options can be found in the box on the right side of the
Answer Library screen.
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Chapter 3: Setting up exchanges
Overview
Read this chapter for overviews of:
•
The exchange life cycle
•
Working with your Intralinks representative
•
Creating exchange templates
•
Creating exchanges
•
Creating exchange splash screens
•
Moving exchanges from one phase to another
•
Viewing and changing exchange settings
•
Enabling Intralinks Viewer
•
Setting up document tags
•
Setting up and managing custom fields
•
Requesting archive copies of your exchanges
•
Intralinks’ enhanced security options
•
Creating and managing working sets
•
Viewing exchange details
•
Ensuring that members of your organization can download content from
Intralinks exchanges
The exchange life cycle
Once your organization signs a contract (also known as an Enterprise Service
Agreement, or ESA) with Intralinks, you or a colleague is contacted by an
Intralinks Client Services representative to create a business group. The business
group includes all the people within your organization who will be responsible for
creating and managing the exchanges associated with your contract.
After the business group is established, your Intralinks representative creates a
template for you tailored for your industry segment. Once the template is in place,
you can begin creating exchanges.
When you create an exchange, it is in the hold phase. During this time, you select
the people — exchange users — who will have access to the exchange and
assign exchange roles to each of them. During the preparation phase, your team
members add documents and folders to the Intralinks exchange and prepare it for
use by reviewers. When you are ready for reviewers to begin reading the
documents on the exchange, you move it to the open phase.
For more information about phases, see “Moving an exchange from one phase to
another” on page 24.
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Working with your Intralinks representative
The exchange creation process is a collaborative effort between the people who
will manage the exchanges and Intralinks employees, generally referred to as
Intralinks administrators.
Tasks that must be performed by an Intralinks employee
An Intralinks employee, generally referred to as an Intralinks administrator, must
perform a few key steps in the exchange setup process. These steps include:
•
Creating a business group for your organization
•
Creating one or more templates that will be used as the starting point for
creating exchanges
•
Changing certain options, such as those for enhanced security, document
protections, full-text document search, and the ability to log in more than
once at the same time
Tasks you can perform
Depending upon the specific rights assigned to you, as an exchange manager you
can perform most of the tasks needed to create and maintain your exchanges.
These include:
•
Updating templates
•
Creating exchanges
•
Adding and removing contacts (exchange users)
•
Adding members to your business group
The specific rights available to business group members are described in the next
section, “Working with your business group.”
Working with your business group
Although an Intralinks administrator must create a business group for you, you
must decide who among your coworkers are to be members of the group, along
with the positions they will hold. These positions are referred to as business group
membership levels.
Business group membership levels
There are six levels of membership in an Intralinks business group:
Coordinator — Members at this level can update templates and contact records.
They can view all templates associated with the business group, update them and
use them to create new exchanges. Coordinators can view the records for all
contacts and add and remove contact records. Coordinators can give business
group membership to people on the contact list.
Member 50 — Members at this level can update templates, but have more limited
control over contact records than coordinators do. They can view all templates
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associated with the business group, update them and use them to create new
exchanges. Member 50 members can view the records for all contacts and add
and remove contact records.
Member 40 — Members at this level can view all templates associated with the
business group and use them to create new exchanges. Member 40 members
can view the records for all contacts and add and remove contact records.
Member 30 — Members at this level can view the records for all contacts and add
and remove contact records. Member 30 members cannot view or modify
templates, nor can they create exchanges.
Member 20 — Members at this level can view all templates associated with the
business group, update them and use them to create new exchanges. Member 20
members cannot view or change contact records.
Member 10 — Members at this level can view all templates associated with the
business group and use them to create new exchanges. Member 10 members
cannot view or change contact records.
Contacts — Contacts are not business group members, but they can be made
group members by a coordinator. The people who appear in the contact list either
were added directly to the list or have been given access to an exchange created
by this business group. Contacts are not able to view templates or the contact list
or create exchanges.
Defining an exchange template
Your Intralinks representative works with you and your business group colleagues
to define the settings that will be used to create the templates that you will use to
create exchanges. These templates speed the exchange creation process, since
they provide default settings that are based on your organization’s industry
segment and the organization’s particular needs.
Every business group needs to define at least one template, but your business
group may have several templates depending upon the needs of your
organization. As noted earlier, templates must be created by an Intralinks
employee.
For information about individual settings used on templates and exchanges, see
Appendix A, Exchange settings, on page 194.
Creating an exchange
If you have a business group membership that is anything other than Member 30,
you can create new exchanges using the steps in the following procedure.
Note: If the exchange that you want to create is similar to an existing exchange,
you can make a copy of (“clone”) the existing exchange using Intralinks Designer,
and then modify the copy as needed. For more information, consult the Intralinks
Designer User Guide or the help system that accompanies Intralinks Designer.
 To create an exchange
1. If you are viewing the Hub: Click the IL5 Hub button on the left side of the
screen. The IL5 Hub is displayed.
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If you are viewing an exchange: Roll your mouse over the exchange name
in upper left corner of the screen and select IL5 Hub from the list that
appears. The IL5 Hub is displayed.
2. Select new exchange from the list of commands on the left side of the
screen. The new exchange settings screen is displayed.
3. From the template list, select the template you want to use for the new
exchange. The names of your organization and business group are displayed,
along with your Intralinks contract number. The settings selected on the
template appear, as well.
4. In the exchange name field, enter a descriptive title for the new exchange.
To ensure that the exchange name will be displayed correctly in Intralinks
Drive and other Intralinks applications, we recommend that you do not use the
following characters: ?*:/<>|
5. Review the settings. When you are satisfied with the selections, select save
from the list of commands at the left side of the screen.
For information about individual settings, see Appendix A, Exchange settings, on
page 194.
After you have created an exchange, you must add users and documents to it
before making it available. For more information, see Chapter 4, Managing users
and groups, on page 41 and Chapter 5, Publishing documents, on page 60.
Creating an exchange splash screen and footer
You can create a splash screen that appears when users enter your exchange.
Depending upon your selections, the splash screen will appear every time a user
enters the exchange, only the first time the user enters the exchange, or never.
Splash screens can be used to welcome new users to the exchange and to
reinforce your corporate brand. Splash screens often include non-disclosure
agreements or similar legal statements that are meant to discourage exchange
users from sharing information on the exchange improperly.
Unlike a splash screen, the footer always appears at the bottom of your
exchange, regardless of the screen that is displayed. Footers typically are used to
provide branding and links to information elsewhere on the Internet that is relevant
to your exchange users. Bear in mind that all users, regardless of their exchange
role, can see the footer, so avoid including links that are inappropriate for some
groups within the exchange. In addition, the footer provides contact information
for Intralinks customer support; this information cannot be removed or changed.
 To create or modify an exchange’s splash screen and footer
The Hub should be displayed.
1. Locate the exchange that you want to update, and right-click on it. A menu
appears.
2. Select View Exchange Properties.
3. If a splash screen appears, review the information that appears on the screen,
then select continue or accept. The settings screen for the selected
exchange appears.
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4. Select footer/splash from the list of commands on the left side of the screen.
The existing splash screen, if one exists, is displayed.
5. Select update from the list of commands on the left side of the screen.
6. Make the required changes.
7. Click save. The updated splash screen is displayed.
8. Click close. The settings screen reappears.
To return to Intralinks Platform, click close in the menu on the left side of the
screen.
Making changes to email alerts
When new or existing Intralinks users are invited to your exchange, an alert
message is emailed to them. Likewise, when a document is added or updated,
users can be alerted by email. Intralinks provides standard text for these
messages, but you can add notes of your own to these messages.
In addition, you can select what will be displayed in the From: line on these
messages. You can display Intralinks’ name, the name of organization that is
hosting the exchange (that is, your organization), the name of the person sending
the message, or the business group.
This task is optional.
 To add notes to email alerts
Note: If enhanced security has been applied to the exchange, you must open the
exchange before beginning this procedure. If you do not, you will not be able to
access the exchange’s settings screen.
The Hub should be displayed.
1. Locate the exchange whose alerts you want to change, and right-click on it. A
menu appears.
2. Select View Exchange Properties.
3. If a splash screen appears, review the information that appears on the screen,
then select continue or accept. The settings screen for the selected
exchange appears.
4. Select alerts from the list of commands on the left side of the screen. The
standard alerts text and any existing notes are displayed.
5. Select update from the list of commands on the left side of the screen.
6. From the from list for each type of message, select the person or group that
should appear in the From: line on email alerts.
7. Review the standard text that appears for each of the alerts and add notes if
needed.
8. Click save. The alerts screen reappears.
9. Click close. The settings screen reappears.
To return to Intralinks Platform, click close in the menu on the left side of the
screen.
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Moving an exchange from one phase to another
Exchange phases determine which exchange users have access to the
exchange. Phases are used to ensure that no one has access to the exchange
until you’re ready for them to use it.
There are three exchange phases:
Hold phase – This is the initial phase that is used while the exchange is being set
up by exchange managers. Use this phase to add the users who will take part in
the preparation and open phases. You also can add folders and documents.
Publishers and reviewers do not have access to the exchange while it is in the
hold phase, so this phase also can be used to temporarily close the exchange to
these users, if necessary.
Preparation phase – In this phase, publishers are given access to the exchange.
During the preparation phase, publishers and managers add the folders and
documents that will be viewed by reviewers in the open phase. Reviewers do not
have access to the exchange during the preparation phase.
Open phase – All exchange users are free to use the exchange.
Although exchanges typically begin their life cycle in the hold phase and end it in
the open phase, you are free to move the exchange among these phases as your
business needs dictate.
 To move your exchange from one phase to another
Only individuals with one of the manager exchange roles or the Publisher Plus
exchange role can change an exchange’s phase.
The Hub should be displayed.
1. Locate the exchange whose phase you want to change, and right-click on it. A
menu appears.
2. Select View Exchange Details. The Details screen for the exchange
appears.
3. From the Phase list, select the exchange phase you want.
4. Click Save.
An email alert message is sent to all exchange users who become active. For
example, when you move an exchange from the hold phase to the
preparation phase, users with the exchange roles of Publisher Plus,
Publisher, Reviewer Plus and Previewer are alerted. When you move the
exchange from the hold phase or preparation phase to the open phase,
reviewers are alerted.
Viewing and changing exchange settings
For information about individual settings, see Appendix A, Exchange settings, on
page 194.
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 To view settings for your exchange
1. In the Hub, locate the exchange whose settings you want to view, and rightclick on it. A menu appears.
2. Select View Exchange Properties.
3. If a splash screen appears, review the information that appears on the screen,
then select continue or accept. The settings screen for the selected
exchange appears.
To return to Intralinks Platform, click close in the menu on the left side of the
screen.
 To change settings for your exchange
1. In the Hub, locate the exchange whose settings you want to change, and
right-click on it. A menu appears.
2. Select View Exchange Properties.
3. If a splash screen appears, review the information that appears on the screen,
then select Continue or Accept. The settings screen for the selected
exchange appears.
4. Select update settings from the list of commands on the left side of the
screen.
5. Make the required changes.
6. Click save.
To return to Intralinks Platform, click close in the menu on the left side of the
screen.
Note that you are unable to change some of the settings that appear on the
settings screen. Some settings are determined by the template that was used to
create the exchange. Other settings can be changed only by an Intralinks
administrator.
Enabling Intralinks Viewer
Intralinks Viewer is a secure document viewer that can be used to view protected
and unprotected PDF and Microsoft Office documents. Intralinks Viewer is an
alternative to Adobe Reader and similar tools.
Intralinks Viewer can be enabled for each of the following file types:
•
Portable Document Format (PDF)
•
Microsoft Word
•
Microsoft Excel
•
Microsoft PowerPoint
Each of these file types can be enabled separately; you could choose to enable
Intralinks Viewer only for Microsoft Word, for example. You can choose to make
Intralinks Viewer available only for protected files, or for all PDFs and Microsoft
Excel, Word and PowerPoint files on the exchange. You can choose to require
that Intralinks Viewer be used by all viewers, or you can give exchange managers
the option to view documents in their native application. For Microsoft Office
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documents, you can give users the option to view the documents in either
Intralinks Viewer or Acrobat Reader.
Users can print protected documents displayed in Intralinks Viewer, if Protect/No
Print was not selected when the documents were protected.
If Intralinks Viewer is not used for unprotected files, they are displayed in a
browser, Microsoft Excel, Word or PowerPoint, or Adobe Acrobat or Adobe
Reader, depending upon how your exchange and each user’s Adobe software are
set up.
If you choose to use Intralinks Viewer only for protected files, other files will be
displayed in a browser, Excel, Word, or Adobe Acrobat or Adobe Reader,
depending upon how each user’s browser and Adobe software are set up.
Intralinks Viewer must be enabled by an Intralinks administrator. If you want to
use Intralinks Viewer with your exchange, contact your Intralinks sales
representative for assistance.
For more information about Intralinks Viewer and its capabilities, see “Viewing
PDF and Microsoft Office documents using Intralinks Viewer” on page 114.
Using Intralinks Viewer to track users’ viewing time
Intralinks Viewer’s time tracking capability makes it possible for exchange
managers to determine how much time each exchange member and group have
viewed each document on their exchanges. This information appears on a
number of reports.
Time tracking is available automatically on exchanges for which Intralinks Viewer
is enabled. Time tracking is most effective in exchanges that do not allow users to
view documents in applications other than Intralinks Viewer.
Time tracking information is available only for documents opened after the
December 2013 release of Intralinks Platform was introduced. No information is
available before that date. Time is tracked for PDF, Microsoft Word, Excel and
PowerPoint formats. Other document types cannot be displayed in Intralinks
Viewer, and as a result no viewing information is not available for them.
How time tracking works
When a user opens a document in Intralinks Viewer, a message appears asking
the user to click on it. When the user clicks on the message, the document is
displayed and time tracking for the document begins.
Time will continue to be tracked if network connectivity is temporarily lost; if
connectivity is lost for an extended period of time, time tracking will stop at the
point at which network connectivity was lost and the connection to Intralinks
Platform ended. Tracking also will be halted if the user minimizes the Intralinks
Viewer window, logs out of Intralinks Platform or allows his or her session to
expire. Tracking for the document will resume when the document is reopened. If
a user logs into Intralinks Platform multiple times using different computers and
opens the same document twice at the same time, the amount of time each
document instance is displayed will be counted.
The time required to open and display documents is not tracked. Only the time
that users actually view documents is included in viewing counts.
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Times is tracked in hours, minutes and seconds. If a user experiences a system
crash while viewing a document, the time tracked may be up to a minute less than
the actual viewing time because of the frequency with which viewing time is
recorded.
Viewing time tracking information
The following reports display information about users’ document viewing time:
•
Document Access Report
•
Group Coverage Report and Multi-group Coverage Report
•
User Coverage Report and Multi-user Coverage Report
On the Document Access Report, the Total View Time column provides
information about users’ viewing activities.
On the Coverage reports, the Show list includes a Total View Time option for
exchanges on which Intralinks Viewer has been enabled. The documents that
have been viewed most appear at the top of these reports. 00:00:00 is displayed
for documents that have not been viewed at all in Intralinks Viewer.
Setting up document tags
You have the option of using tags to organize the documents on your exchange. If
you take advantage of this functionality, exchange managers and publishers can
assign tags — words or phrases that describe the contents of your documents —
to documents using the New Document Wizard. These tags offer great flexibility in
classifying and organizing information in ways that are meaningful to your
organization. For example, using tags you can classify and locate documents
dealing with Canadian commodity contracts no matter where they are located in
the exchange. Tags can be added, changed or removed at any time for one or
multiple documents. The tags that are assigned to documents appear in the
documents list, and users can use them when searching for documents. Up to 25
tags can be assigned to each document.
Intralinks provides predefined sets of tags that are tailored for your market
segment. You can edit the tags in these sets, as well as edit or remove existing
tags to create a collection of tags that makes the most sense and provides the
greatest value to your organization and the users of your exchange.
Tags are organized into sets. These are simply related groups of tags that are
organized to make it easier for you to find the tags you want when applying them
to documents. All the tags for your exchange collectively are known as a tags
collection. As a best practice, we recommend that you create sets for languages
other than English before adding tags in those languages.
In order for you to use tags, the Tags exchange setting must be marked. You also
must review and publish the tags collection for the exchange.
 To view the tags on your exchange
1. Roll your mouse over the Maintenance tab at the top of the screen. A menu
appears.
2. Select Exchange Tags. The tags currently set up for your exchange are
displayed.
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 To add a set
1. Display the tags for your exchange. Highlight the Tags folder or, if you want
for the new set to appear within another set, highlight that set.
2. Click the Add Set button at the top of the screen. The Add Set screen
appears.
3. Enter a descriptive title for the set.
4. Click Add.
The set appears in the tags list.
 To change the name of a set
1. Highlight the set that you want to change.
2. Click the Edit Set button at the top of the screen. The Edit Set screen
appears.
3. Enter the new title for the set.
4. Click Save.
The set’s new name is displayed in the tags list.
 To add a tag
1. Display the tags for your exchange.
2. Highlight the set to which the tag will belong. The tag will appear inside this
set.
3. Click the Add Tag button at the top of the screen. The Add Tag screen
appears.
4. Enter a descriptive title for the tag.
5. Click Add.
The tag appears within the selected set in the tags list.
 To change the name of a tag
1. Highlight the tag that you want to change.
2. Click the Edit Tag button at the top of the screen. The Edit Tag screen
appears.
3. Enter the new title for the tag.
4. Click Save.
The tag’s new name is displayed in the tags list.
 To delete a tag or set
Note that if you delete a set, all the tags within the set are removed, as well.
1. Highlight the tag or set that you want to remove.
2. Click the Delete Selection button at the top of the screen. A message
appears asking you to confirm your selection.
3. Click Delete.
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 To activate the tags collection
Note that once tags are activated, or published, they cannot be inactivated.
1. Display the tags for your exchange.
2. Click the Publish button at the top of the screen. (If this button is dimmed, the
tags have been published already.)
Tags now can be assigned to documents.
Setting up custom fields
Custom fields provide you with a structured way to describe your documents,
exchange groups and exchanges in greater detail. Custom fields enable you to
enter specific pieces of information, such as expiration dates, locations, and the
like. These fields can be used to print reports. They also can be used in some
business processes to select documents, users and other items that share
common attributes. In the past you may have used the Notes field to keep track of
this information; with custom fields you can more easily manage the information
and ensure that it is entered consistently.
You can assign values to custom fields for documents, folders and groups as you
add them to your exchange. To assign values to the custom fields for the
exchange itself, see “Setting custom field values for exchanges” on page 34.
Intralinks provides you with a set of preconfigured custom fields. Some fields are
marked “Read Only” and cannot be changed. You can change the labels (names)
that appear onscreen for custom fields if you like; your changes will affect all the
members of the exchange. You can disable the fields that you do not wish to use
(if they are not read only), and you can add new custom fields if the existing fields
do not meet your needs.
Custom fields are based on the following field types:
•
String: Fields of this type enable you to enter any text you like (alphabetic
and numeric characters and symbols)
•
Date: For date fields you can enter a date or select it from a pop-up
calendar.
•
Numeric: Only numbers can be entered into numeric fields.
•
Options: With this type of field (also known as a multi-selection list), you
can select one or more pre-defined items from a list. (To select multiple
items, press the SHIFT key while clicking them.)
In order for you to use custom fields, the Custom fields exchange setting must be
marked and the custom fields collection must be published (activated) on the
exchange. If you manage multiple exchanges, you may have a different set of
custom fields for each exchange.
Users with the following roles automatically are allowed to set an exchange’s
custom field values: Manager Plus, Hidden Manager Plus, Manager, Publisher
Plus. Users with the Manager Limited and Publisher role can be given permission
to set documents’ custom fields’ values, as well, depending upon these users’
permissions for the documents themselves.
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 To view and define custom fields
Use this procedure to view the custom fields for your exchange and to change
their attributes.
1. Roll your mouse over the Maintenance tab at the top of the screen. A menu
appears.
2. Click Field Definitions. The custom fields for your exchange are displayed.
3. Use the panel on the left side of the screen to display the particular fields that
you wish to view or modify.
Using this screen, you can enable custom fields and mark them as required or
read only. You also can change the order in which they appear by dragging each
field to the location that you want.
You also have the ability to hide read-only fields on screens used to configure
naming conventions and business processes, and well as those that apply to
documents, groups and exchanges. Read-only custom fields that have been
hidden are no longer required. Hidden fields do not appear for users with
exchange roles other than Manager Plus. For users with the Manager Plus
exchange role, the following rules apply:
•
Fields that are hidden will not appear in new naming conventions,
business process configurations, documents, groups or exchanges.
•
In existing standard, rules-based and multi-task business process
configurations in Draft status, hidden fields are visible and their values
can be removed. If the values are removed, the fields will no longer be
available onscreen once the configuration is saved.
•
Hidden fields will not appear for documents, groups or exchanges for any
new business process configurations.
Note: You can make some modifications to existing custom fields only if there
are no naming conventions or process configurations on the exchange. These
modifications include making a Read Only field editable, making a field required
(or not required), and disabling the field.
 To rename custom fields
Users with the Manager Plus exchange role can rename required and read-only
fields including those already being used by business processes. The changes
are applied after you log out of Intralinks Platform and log back in. The changes
are not visible on the Owner and Target views of process configurations.
1. Roll your mouse over the Maintenance tab at the top of the screen. A menu
appears.
2. Click Field Definitions. The custom fields for your exchange are displayed.
3. Use the panel on the left side of the screen to display the particular field that
you want to rename. Click on the field to highlight it.
4. From the More Actions menu, select Properties. The Properties screen for
the field appears.
5. In the Label field, enter the new name for the field.
6. Click Save.
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 To change the options that appear in custom fields’ option lists
You can change the list of values that appears for fields with the type of Options.
Note that custom fields identified as Read Only cannot be changed.
1. Roll your mouse over the Maintenance tab at the top of the screen. A menu
appears.
2. Click Field Definitions. The custom fields for your exchange are displayed.
3. Use the panel on the left side of the screen to display the particular field that
you want to edit. Click on the field to highlight it.
4. From the More Actions menu, select Values. The Values dialog box
appears.
5. To add an option, click Add Option. To edit an existing option, highlight it and
then click Edit Option. A dialog box appears, allowing you to add or edit an
option.
6. To delete an option, highlight it and click Remove Option. A message will
appear asking you to confirm your selection; click Remove.
7. When you have finished making changes, click OK to close the Values
screen.
 To add a new custom field
Be sure that the exchange that you want to change is displayed.
1. Roll your mouse over the Maintenance tab at the top of the screen. A menu
appears.
2. Click Field Definitions. The custom fields for your exchange are displayed.
3. If you want the new custom field to be a child field of an existing field, highlight
the field that will be its parent field.
Child fields are secondary fields; that is, they appear only if the parent field
has been selected, and they typically provide more detail about the parent
field.
If you do not want the field to be a child field, do not highlight any custom
fields.
4. Click the Add New Field button at the top of the screen. The Properties view
of the Add Custom Field wizard appears.
5. Name the field.
6. Select the type of field that you wish to create:
•
Options — Select this option if you want to provide users with a predefined list of choices. Users will be able to choose one or more of the
options in the list, but they will not be able to add new options.
•
String — This field type also is known as a text field. It is the most flexible
of all the field types. Select this field if you want users to type their
answer. They will be able to make entries using alphabetic and numeric
characters and symbols.
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•
Date — Select this field type if you want users to provide a date. Users
will be able to enter a date or select it from a pop-up calendar.
•
Numeric — Select this option if you want users’ entries to include only
numbers.
7. Click Next. The Values view of the Add Custom Field wizard appears.
If you selected Options in step 6, continue on to step 8. If you selected any
other field type in step 6, click Next and skip to step 9 below.
8. To add an option, click Add Option. A dialog box appears, allowing you to
add an option. Enter the name of the option and click Save. Add all the
options that are needed for this field.
If you make a mistake while adding a field, you can edit or delete it. To do this,
highlight it and click either Edit Option or Remove Option. A message will
appear asking you to confirm your selection; click Remove.
Mark the Enable option for each option and then click Next. The
Permissions view of the Add Custom Field wizard appears.
9. Enter a default value for the custom field.
In most instances, default values are optional; however, you must set default
entries for required fields if they will be set to See or No Permission for any
exchange roles or individuals. Required fields are indicated by an asterisk (*)
next to their names.
10. Review each exchange role displayed (Manager, Reviewer, etc.) and change
the access level as needed. Access levels include:
Control — Users given this permission can view the custom field and change
the value selected for it.
See — Users given this permission can view the custom field, but they cannot
make any changes to the value that is displayed.
No Permission — Users who are not given any custom field permission can
neither view the field nor make changes to the value selected for it.
Users with the Manager Plus role automatically have the ability to control
custom fields.
11. When you have finished making changes, click Save. The new field appears
in the custom fields list.
The new field is not enabled. Be sure to enable it, and mark it as Read Only or
Required if necessary.
 To disable and enable individual custom fields
Note that custom fields identified as Read Only cannot be disabled.
By default, all custom fields are enabled and will be available when the custom
fields are published. You can disable fields that you will not use. If you change
your mind later, you can enable the fields again.
1. Roll your mouse over the Maintenance tab at the top of the screen. A menu
appears.
2. Click Field Definitions. The custom fields for your exchange are displayed.
3. Highlight the custom field you want to disable (or enable).
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4. Click the Disable (or Enable) button at the top of the screen.
 To activate (publish) all custom fields
Note that once custom fields are activated, or published, they cannot be
inactivated.
1. Display the custom fields for your exchange.
2. Click the Publish button at the top of the screen.
Custom fields now can be applied to documents.
Note: If the custom fields cannot be published (both the Draft and Publish
buttons are dimmed), check to be sure that the fields that you want to use have
been enabled. If none of the fields have been enabled, the collection cannot be
activated.
Setting default values and access levels for custom fields
You can prevent users with specific exchange roles (such as publisher or
reviewer) from changing the values for custom fields, or from viewing the custom
fields altogether. (You cannot restrict users who have been assigned the Manager
Plus role.) This can be especially useful for custom fields that are used to trigger
business processes; by limiting who can change custom field values, you can
ensure that the process workflow is not altered and prevent errors from occurring.
You also can set default (suggested) values for custom fields. These default
selections will appear as suggestions to users whose custom field permission
allows them to control the custom field, and as automatic entries for users whose
role allows them to see but not change the custom field.
Important! If you choose to prevent any exchange roles from seeing or changing
custom fields values for any fields, you must set default values for those fields.
 To set the default value and access rights for a custom field
1. Roll your mouse over the Maintenance tab at the top of the screen. A menu
appears.
2. Click Field Definitions. The custom fields for your exchange are displayed.
3. Highlight the custom field that you want to edit.
4. From the More Actions menu, select Permissions. The Permissions
screen for the selected field appears.
5. Enter a default value for the custom field.
In most instances, default values are optional; however, you must set default
entries for required fields if they will be set to No Permission for any
exchange roles or individuals. Required fields are indicated by an asterisk (*)
next to their names.
6. Review each exchange role displayed (Manager, Reviewer, etc.) and change
the access level as needed. Access levels include:
Control — Users given this permission can view the custom field and change
the value selected for it.
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See — Users given this permission can view the custom field, but they cannot
make any changes to the value that is displayed.
No Permission — Users who are not given any custom field permission can
neither view the field nor make changes to the value selected for it.
Users with the Manager Plus role automatically have the ability to control
custom fields.
7. When you have finished making changes, click Save.
Repeat steps 3 through 7 for every custom field you wish to update.
Setting custom field values for exchanges
Exchange custom fields can be used to define a variety of attributes for
exchanges, including the geographical regions in which they are used, their
purpose, and so on. If you plan to use naming conventions to automatically
rename documents as they are added to your exchange, you can incorporate the
exchange custom fields’ values into the document names. For more information
about naming conventions, see “Using naming conventions to standardize
document names” on page 87.
 To set custom field values for an exchange
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Place the mouse pointer over the exchange whose details you want to view. A
menu of options appears.
2. Select View Exchange Details. A screen appears displaying information
about the exchange.
3. One or more custom fields appear below the Name, Host, ID and Phase
fields. Make an entry for every field that applies to this exchange. As you
make entries, additional fields may appear.
4. When you have finished making your entries, click Save.
Ordering archive copies of your exchanges
From time to time, you may want to have a copy of your exchange for reference or
regulatory compliance purposes. You can order copies that will be sent to you on
DVD or transferred to a secure FTP server on the Internet where you can
download it. Archive copies provide a snapshot of your exchange at a particular
point in time from a selected user’s viewpoint. Any documents that are unavailable
to the selected user will not appear in the archive copy.
If all work involving the exchange has been concluded, you can request that the
exchange be deleted.
Note: If your exchange is hosted in the United Kingdom (the Geo specific
mount point exchange setting is set to UK), your archive copies will be created in
the United Kingdom, as well. If the exchange setting is set to USA, the archive
copies will be created in the United States.
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 To request an archive copy of your exchange
The Hub should be displayed.
1. Locate the exchange you want to be archived and highlight it.
2. From the Actions menu select Order Archive Copy. The Terms and
Conditions for Intralinks Archive screen appears.
3. Review the terms and conditions, and click Agree to continue. A wizard
appears.
4. In the first step of the wizard, indicate whether you want a compliance archive
or a data archive. Compliance archives are replicas of the exchange from a
particular user’s viewpoint; they contain nearly all the same information that
can be found on the exchange. Data archive versions contain only folders and
files in a Windows Explorer-style format, along with Q&A threads if Q&A is
being used on your exchange.
5. Select the viewpoint that will be used for the archive copy. Click the Browse
button to display a list of viewpoints that are available for this exchange.
Highlight the viewpoint you want and click Add.
6. Select the number of copies you want.
7. Indicate whether you want the exchange to be deleted. If you select Yes, the
exchange will be deleted in 30 days, and billing for it will end.
8. Select the delivery mode, DVD or FTP.
9. Click Next. The Delivery Details step of the wizard appears.
10. Review the information at the top of the screen and then enter your delivery
and billing addresses. If the delivery and billing addresses are the same, mark
the Same as Deliver To option to copy your delivery address details to the
billing address fields. If you want billing information to be taken from your
organization’s contract with Intralinks, mark the Bill as Per Contract option.
(If you are unsure about the billing address, use this option.)
11. Click Next. The Order Details step of the wizard appears.
12. Carefully review the information on the screen. If you are satisfied with the
order details, click Submit. Your request will be sent to Intralinks for
fulfillment.
If changes are required, click the Back button to make them, then return to
this screen to submit your order.
After you have submitted your order, a confirmation message appears, and a
confirmation email message is sent to the address you entered in the delivery
details step.
 To view a list of archive copy orders that you have submitted
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Maintenance button. Additional options appear.
2. Click on Archive Requests. A list of the orders you have submitted for
archive copies is displayed.
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Creating working sets
A working set is a collection of exchanges, users, groups or documents that you
can use for performing tasks and printing reports. The working sets that you
create are visible only to you.
All working sets can be used to print Access Reports showing information for all
the objects (exchanges, users, groups or documents) in the working set. In
addition, you can use exchange working sets to request documents for
submission or review. You can use group working sets to copy groups into
selected exchanges. You can use document working sets to copy documents into
selected exchanges.
 To create a working set
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Using the tabs on the left side of the screen, display the list of items
(exchanges, groups, users or documents) that you want to include in this
working set.
2. Highlight the items that you want to include in the working set. To select
multiple exchanges, press and hold the SHIFT or CTRL key while you click each
item.
3. From the Actions menu, select Add to Working Set. The Working Set
screen appears.
4. Click Create new Working Set. A window appears.
5. Enter a name and description for the working set.
6. Click Save.
7. Click Save to close the Working Set screen. The new working set appears in
the Hub.
 To add items to an existing working set
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Using the tabs on the left side of the screen, display the list of items
(exchanges, groups, users or documents) that you want to include in this
working set.
2. Highlight the items that you want to include in the working set. To select
multiple exchanges, press and hold the SHIFT or CTRL key while you click each
item.
3. From the Actions menu, select Add to working set. The Working Set
screen appears.
4. Select the working set to which the items should be added.
5. Click Save.
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 To remove a working set
You can locate working sets using Saved Searches on the Hub. For example, to
view your document working sets, click the Documents tab on the Hub, and then
click the Document working sets link in the Saved Searches box.
1. Locate the working set that you want to remove, and highlight it.
2. From the Actions menu, select Remove.
Using public working sets
Public working sets can be used by multiple users who perform the same tasks
across a shared group of exchanges. Each public working set can be used by up
to 50 predefined users. This ensures that tasks based on the working sets are
performed consistently and accurately. Public working sets also can be used for
reporting purposes.
Public working sets must be created by an Intralinks employee, but once they
have been created, you can add and remove both users and exchanges to them.
The users who are added to a public working set must have access to the
exchanges included in the working set in order to perform tasks using the set.
You can add exchanges to a public working set using the same steps that you use
for updating a personal working set. For more information, see “To add items to
an existing working set” on page 36. To add users to a public working set, follow
the steps in the procedure below.
 To add users to a public working set
Note: You can make changes to a public working set only if you have been given
control privileges for the set. Also, the people that you add to the set must be
Intralinks users already. To add new users, follow the steps in “Adding users” on
page 48, then add them to your working set.
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. If the Exchanges tab is not selected, click it to display a list of exchanges and
working sets that are available to you.
To view only your working sets, click the Exchange working sets link in the
Saved Searches box.
2. Highlight the public working set that you want to update.
3. From the Actions menu, select Properties. The Properties tab for the public
working set appears.
4. Click the Users tab. A list of users who have been assigned to the working set
is displayed.
5. Click Add Users. The Add Users to Working Set screen appears.
6. Enter the email address for a user who will be given access to the working
set, and click Add. The user’s name appears in the Selected Users list.
7. Repeat step 6 for each user that you wish to add to the set. A maximum of 50
users can be assigned to any given working set.
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8. When you have finished adding users, click Done. The Users tab reappears.
9. Using the Permissions column, indicate whether each user will be able to
see the working set or control it.
See — The user can use the working set to perform tasks, but cannot make
any changes to it.
Control — The user can use the working set to perform tasks. In addition, he
or she can add and remove users and exchanges and view history
information for the working set.
10. Review the information displayed in the Exchange List Error column. It lists
any exchanges for which each user does not have access privileges. In order
for users to be able to use this working set, they must be given access to all
the exchanges in the list.
You can quickly update users’ access to exchanges using the Manage
Exchanges screen. For more information, see “Managing an individual user’s
access to multiple exchanges” on page 55. Once a user has been given
access to all the exchanges in the working set, the set will become available
to the user.
11. When you have finished setting permissions and reviewing exchange access
issues, click Save.
 To remove users from a public working set
Note: You can make changes to a public working set only if you have been given
control privileges for the set.
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. If the Exchanges tab is not selected, click it to display a list of exchanges and
working sets that are available to you.
To view only your working sets, click the Exchange working sets link in the
Saved Searches box.
2. Highlight the public working set that you want to update.
3. From the Actions menu, select Properties. The Properties tab for the public
working set appears.
4. Click the Users tab. A list of users who have been assigned to the working set
is displayed.
5. For each user you wish to remove, click the red X icon
that appears in the
Remove column. The user’s name is removed from the list.
6. Click Save.
Viewing exchange details
You can display a screen that shows a variety of details about your exchange,
including the name of the host organization, the exchange’s ID and its current
phase setting (hold, preparation or open), as well as the custom field selections, if
any, that have been made for the exchange.
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The Mobile Settings tab allows you to control whether this exchange will be
available in Intralinks mobile apps. If you allow mobile users to access the
exchange, you can choose to prevent them from opening protected documents.
Intralinks offers mobile apps for iPad and iPhone and for Android devices. These
apps can be downloaded from Apple’s App Store and from Google Play.
 To view details for an exchange
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Place the mouse pointer over the exchange whose details you want to view. a
menu of options appears.
2. Select View Exchange Details. A screen appears displaying information
about the exchange.
3. When you have finished viewing the information, click OK to close the screen.
 To manage access on mobile devices
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Place the mouse pointer over the exchange whose details you want to view. a
menu of options appears.
2. Select View Exchange Details. A screen appears displaying information
about the exchange.
3. Click the Mobile Settings tab.
4. To give users the ability to view the exchange in Intralinks’ mobile apps, mark
the Access exchange on mobile devices option. If you mark the selection,
additional options become available.
If you do not want for the exchange to be accessible on mobile devices, be
sure this option is unmarked
5. If you want to allow users to open unprotected document in third-party mobile
apps like GoodReader, mark the Allow other applications to open nonprotected documents on mobile devices option.
6. If you want to allow users to view protected documents on mobile devices,
mark the Allow protected documents to be viewed on the mobile device
option. If you mark this option, protected documents can be viewed only
within the Intralinks mobile apps.
7. When you have finished making your selections, click OK.
Ensuring that members of your organization can download content
from Intralinks exchanges
To ensure that users will be able to download files from Intralinks exchanges and
other Intralinks services, be sure that download.intralinkscontent.com has
been added to the exception list for any web filtering solutions that your
organization has in place. Downloads are available only from this URL. If users
are unable to access this URL, their ability to download data from Intralinks
services will be impacted.
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Use this link to test access from any web browser:
https://download.intralinkscontent.com/ui/domainCheck.html
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Chapter 4: Managing users and groups
Overview
Read this chapter for information about:
•
The types of groups provided in Intralinks, and how they can be used
•
The workflow for adding users and groups
•
Creating, modifying and removing groups
•
Users’ exchange roles, and how to change them
•
Group member roles
•
Adding and removing exchange users
•
Recommending that users be added to exchanges
•
Using groups to organize users
•
Moving users from one group to another
•
Removing users from an exchange
•
Removing groups
•
Managing users’ access to multiple exchanges
•
Copying groups from one exchange to another
•
Finding users
•
Resending welcome alerts to exchange members
Before you begin
In order to perform the tasks in this chapter, Adobe Flash Player 9 must be
installed on your computer.
When you select an Intralinks Platform exchange in the Intralinks Hub, a message
will appear if Flash Player 9 is not installed. This message includes links to
information about the Flash Player software and to a location on the Adobe
website where you can download this free software utility. Your organization’s IT
department may be required to install this software for you.
If Flash Player 9 is not installed, you can open the exchange, but you will be able
to perform only basic reviewer-related tasks like reading and printing documents.
Getting started with user groups
User groups provide an easy way for managers and publishers to assign
permissions for documents to users who share some common characteristics.
Most often the members of a group all belong to a single organization. In the case
of exchange groups and collaboration groups, it is possible for people from
different organizations to be included in the same group. Permission to view and
work with documents is assigned by group, speeding the permissioning process
and reducing the opportunity for errors.
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In Intralinks, the following types of user groups may be available:
•
Exchange groups — Exchange groups are perhaps the most flexible
type of user group for exchange management purposes; these groups are
used solely to speed permissioning for documents and comments. Users
can be added and removed from these groups at any time, can have any
exchange role and can belong to more than one organization. Users can
be included in any number of exchange groups. These groups are purely
a management tool; members don’t gain any rights or responsibilities
simply by being a member of the group.
•
Collaboration groups — This type of group is available only if the
collaboration group exchange setting is marked (on). Collaboration
groups can include members with any kind of exchange role; all the
members of the group can see one another regardless of their exchange
roles.
Important! All members of collaboration groups, including those with the
exchange role of Hidden Manager Plus, are visible to one another,
regardless of their exchange roles. If a user with the role of Hidden
Manager Plus is added to a collaboration group, that person is visible to
all the other members of the group.
Users can belong to multiple exchange or collaboration groups.
Creating and managing groups
Use the procedures in this section to create, update and modify groups.
Using the Add Group Wizard
 To add a group to the exchange
The Users & Groups tab should be displayed.
Set properties for the group
1. Click the Add Group button at the top of the screen.The Set Properties view
of the Add Group Wizard appears.
2. Enter a name for the group.
3. Select the type of group you are creating.
Exchange Group — Select this group type if you simply want to give the
group’s members access to documents and the members do not need to be
visible to one another. Users with any exchange role can belong to an
exchange group.
Collaboration Group — All members of collaboration groups can see one
another, regardless of their exchange role.
4. (Optional.) You can add notes about the group if you like. These notes are for
reference purposes only; they do not appear on reports.
5. Click Next. The Details view appears.
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Enter details for the group
Use this screen to determine where the group’s documents will be stored and
whether the group can perform detailed document searches. Using custom fields,
you also can further describe the group.
1. Using the Group Folder field, you can specify a folder that will be used to
store documents that are submitted by members of the group using a
document submission business process, or that are identified as being owned
by the group. If no group folder is specified, documents will be published to
the folder specified in the business process configuration. Click Browse to
select the folder that will be used for this group.
This field is optional; if you do not plan to use document submission business
processes or allow groups to own documents, you can skip this field.
2. (Optional.) If document content searching (full-text searching) is enabled for
this exchange, you can give the group the ability to perform searches on
documents’ contents, notes entered for documents and folders, and the titles
of documents and folders. To do so, mark the Allow group members to
search document content option.
If this option is unmarked or if it does not appear, group members will be able
to search only the titles of documents and folders.
3. Click Next. If custom fields have been enabled for this exchange, the Custom
Fields view of the Add Group Wizard appears; continue to the next step. If
custom fields are not being used, the Choose Members view of the wizard
appears; in this case, skip to “Assign users to the group” on page 43.
Custom fields can be used to print reports. They also can be used in some
business processes to select documents, users and other items that share
common attributes. For more information about custom fields, see “Setting up
custom fields” on page 29.
4. The fields that appear on this screen vary depending upon the industry type
that was selected for the template that was used to create your exchange.
Make an entry for every field that applies to groups on this exchange. We
recommend that you enter information consistently for every group to ensure
accuracy when you print reports for your groups.
5. Click Next. The Choose Members view appears.
Assign users to the group
If you have not yet added users to the exchange, skip to step 2.
1. Highlight each user’s name in the list on the left side of the screen and click
the arrow button
to move the name to the group members list on the right.
To include all members of a particular organization, highlight the folder for the
organization and click the arrow button
. All members of the organization
appear in the group members list on the right side of the screen.
You also can highlight one or more users’ names and drag them from one list
to the other.
If most or all of the users assigned to the exchange belong in this group, click
the Add All Users button. All users’ names will appear in the list on the right.
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Then highlight the names of any users who do not belong in the group and
click the arrow button
. These individuals are removed from the group.
2. Click Next. The Choose Members view appears.
Review member details
1. Review details about the group members that you have selected. If group
member roles are being used with this exchange, select a group member role
for the users who will perform particular functions within the group. These
roles describe each member’s position within their organization or the function
they perform as a member of your exchange.
For more information about group member roles, see “Group member roles”
on page 48.
2. Click Save. The Users & Groups list appears displaying the new group you
created.
If you did not add users to the group in step 1, see “Adding users” on page 48 for
information on adding users to the exchange and assigning them to the group.
Modifying group properties
After you have created a group, you can change the group’s name and add or edit
a note about the group. If your exchange allows document content searching (fulltext searching), you can add or remove this capability for the group.
 To modify a group’s properties
The Users & Groups tab should be displayed.
1. Locate the group you want to modify and highlight it.
2. From the Actions menu, select Properties. The Properties view of the
group’s information screen appears.
3. Make whatever changes are required.
4. Click Save.
Viewing the members of a group
 To view the members of a group
The Users & Groups tab should be displayed.
1. Locate the group you want to modify and highlight it.
2. From the More Actions menu, select Members. The Members view of the
group’s information screen appears.
3. If you want to add members to the group, click the Add Members button. A
list of all the users who have been added to the exchange appears; drag the
members you want to add to the group list on the right.
4. Click Save.
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Viewing the history for a user group
Use the following procedure to display a list of all the actions that have been made
for a selected user group. The list includes information about the group’s creation,
members who have been added and removed, and actions taken by members,
such as accessing and exiting the exchange, viewing and printing documents and
the like.
 To view the history for a user group
The Users & Groups tab should be displayed.
1. Locate the group you want to modify and highlight it.
2. From the More Actions menu, select History. The History view of the
group’s information screen appears.
3. To view a limited range of history, click in the Since field. A calendar appears;
select the earliest date for which you want to see information.
4. To create a Microsoft Excel spreadsheet containing the currently displayed
information, click the Export button. You can print the spreadsheet using
Excel if you like.
5. Click Save.
Removing user groups
When you remove a user group from an exchange, you must decide whether the
members of the group will be removed from the exchange, as well. Note that
users will be removed from the exchange only if they do not belong to any other
groups on the exchange. If you want to remove these users from the exchange,
see “Removing users from the exchange” on page 55.
If you remove users from the exchange, there is no effect on other exchanges to
which these users belong.
Alternatively, you can choose to remove the group, but not the group’s members.
You may choose to do this if the group has become obsolete, but its members still
have an interest in using the exchange. If the users are reviewers, assign them to
other user groups to ensure that they can continue to work in the exchange. For
more information, see “Assigning users to another group” on page 53.
 To remove a user group
The Users & Groups tab should be displayed.
1. Locate the group you want to remove and highlight it.
To select multiple groups, press the SHIFT or CTRL key while clicking the users’
names to highlight them.
2. Click the Remove Group button at the top of the screen.
3. A message appears asking you whether members of the group should be
removed from the exchange, as well. Make your selection, then click
Remove.
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Users’ roles within an exchange
As mentioned in Chapter 2, Getting started with Intralinks, on page 9, exchange
roles determine each user’s rights and responsibilities within an exchange. Users
who are active in a number of exchanges may have a different role within each
exchange.
(Note that exchange roles are different from group member roles, which are
described on page 43.)
Exchange roles give great flexibility in enabling users to work efficiently.
Exchange roles keep users focused on the tasks that are assigned to them. Each
organization chooses the exchange roles that will be available in their exchange.
Intralinks offers a total of nine exchange roles, though in practice few exchanges
will contain all nine of those roles; a successful exchange could function with only
two or three exchange roles.
Exchange roles can be divided into three broad types: managers, publishers and
reviewers.
Managers — Managers are responsible for setting up and maintaining the
exchange, with assistance from Intralinks Client Services. With a few exceptions,
managers can perform all tasks within the exchange. They can publish
documents, and they determine who has access to the exchange.
Publishers — Publishers assist managers by adding documents to the
exchange. They may be responsible for setting permissions for the documents —
that is, identifying the exchange users who are allowed to view, print and
download each document. Publishers can see reviewers and other publishers.
Publishers generally are from the organization that is hosting the exchange.
Reviewers — Reviewers are responsible for reading the documents that appear
in the exchange. Reviewers generally can see and work with the people who were
responsible for setting up the exchange, but they may not be able to see or work
with one another. Most reviewers generally are not from the organization hosting
the exchange.
Manager exchange roles
Exchanges can have as many as four types of managers, though most exchanges
use only one or two manager exchange roles. Managers can participate in all
phases of the exchange’s life cycle.
Manager roles include:
Manager Plus – This is the most powerful of all the exchange roles available in
exchanges; users who are assigned this role are allowed to perform every task
and to view all users on the exchange. This role is sometimes abbreviated as
“manager +.” Most exchanges include users with this role.
Hidden Manager Plus – This exchange role is nearly identical to that of manager
plus, but these managers will be hidden from users with publishing and reviewing
exchange roles. That is, these managers’ names will not appear in lists of users
viewed by publishers and reviewers. (They will be visible to other managers,
however.) Hidden managers should be careful about posting documents or
comments because these items will reveal their names to publishers and
reviewers. This role sometimes is abbreviated as “(manager+).”
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Manager – This exchange role is similar to that of manager plus, with one
exception: users with this role may be given permission to delete and modify
documents and comments. This role is seldom used.
Manager Limited – This exchange role is similar to that of manager plus, with
one exception: users with this role must be given permission to add, delete and
modify comments and documents. In addition, users with this role cannot create
or update user groups. This role sometimes is abbreviated as “manager ltd.” This
role is seldom used.
Publisher exchange roles
Exchanges can have up to two types of publishing exchange roles — though it is
possible for an exchange not to have any members with publishing roles at all,
since managers are able to perform all the tasks that are available to publishers.
Publishers participate in the preparation and open phases of the exchange’s life
cycle.
Publisher exchange roles include:
Publisher Plus – This exchange role is able to perform all tasks related to
publishing and managing documents and comments. People with this role also
can update user groups and exchanges settings for the footer and splash screen,
and can change the exchange’s phase. People with this role can see all other
users (except those with the hidden manager plus exchange role) and can be
seen by all other users.
Publisher – People with this exchange role can post new documents and
comments and can respond to the comments they have been given permission to
see. These users may be given permission to modify or delete documents and
comments. People with this role can see all other users (except those with the
hidden manager plus role) and can be seen by all other users. This role is seldom
used.
Reviewer exchange roles
Exchanges can have up to three types of reviewer exchange roles. These roles
include:
Reviewer Plus – In addition to reviewing documents, users with this exchange
role are able to add and remove reviewers from the exchange and create user
groups. This role is rarely used.
Previewer – People with this exchange role can view, print and download
documents (subject to the restrictions set for each document). Previewers are
active in the preparation and open stages of the exchange’s life cycle; they often
are members of the organization hosting the exchange. Unless they are assigned
to a collaboration group or a buyers group, previewers will not be able to see other
reviewers or previewers taking part in the exchange.
Reviewer – People assigned this exchange role have the same rights as
previewers, but are active only during the open phase of the exchange’s life cycle.
Reviewers generally are members of organizations other than the organization
hosting the exchange. In a typical exchange, most users will be reviewers. Unless
they are assigned to a collaboration group or a buyers group, reviewers cannot
see other reviewers or previewers taking part in the exchange.
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Group member roles
Group member roles describe each member’s position within their organization or
the function they perform as a member of your exchange.
Group member roles are in addition to users’ exchange roles (reviewer, manager,
etc.). Group member roles can be used to define and drive business processes,
as well as to organize and control access to your exchange’s contents. These
roles are optional and need not be assigned to all exchange members or to all
members of a group. The group member roles available in your exchange have
been preset and cannot be changed.
It is important to note that a user may belong to multiple groups and may be
assigned a different group member role within each of those groups. If this is the
case, the user will be assigned tasks only if the group member role assigned to
him or her matches your selection here. Similarly, if the user has the same group
member role within multiple groups, he or she will be assigned a separate task for
each of those groups.
Adding users
If you have been assigned a manager exchange role of any type (Manager Plus,
Hidden Manager Plus, Manager or Manager Limited) or the Reviewer Plus role,
you can add users to your exchange.
Using the Add Users Wizard
You can add users using a five-step wizard.
 To add users to the exchange
The Users & Groups tab should be displayed.
Select the users who will be added to the exchange
1. Click the Add Users button at the top of the screen. The Identify Users view
of the Add Users Wizard appears, and the Select User(s) tab is selected.
You can use any combination of the techniques described in the next three
steps to add users to the Selected User(s) list on the right side of the screen.
2. Select the user whom you want to add by entering the person’s email
address, name or organization. As you type, the names of users who match
your entry are displayed. Highlight the name you want and click the arrow
button
to move the name to the list at the right. You can add as many
names to the list at the right as you like.
If you enter an email address that does not appear in Intralinks’ Global User
Directory (GUD), the Add New User tab appears, displaying the fields
needed to add the user to the Global User Directory and your exchange.
Enter the requested information, then click Add. The record is added to the
directory and the new user’s name is added to the list of users being added to
the exchange.
3. If you want to import users from another Intralinks exchange, click the Import
Users tab, then click Choose to display the Select Source Exchange
screen. Highlight the exchange containing the users you want and click Done.
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The names of all users on the selected exchange will appear on the Import
Users tab. Highlight the users you want to add to this exchange and click the
arrow button
to move them to the Selected User(s) list.
4. If you want to track activities for a person who does not need to use your
exchange, you can create a record that does not include the user’s email
address. To do this, click the Add New User tab, then click the Add a user
without an email address link below your list of contacts. A number of fields
appear, enabling you to enter the information needed to add this user. Enter
the requested information, then click Add. The new user’s name is added to
the Selected User(s) list.
Exchange members without an email address cannot log into Intralinks, but
you can assign them to groups, print reports for them and perform other tasks
using their records. These users also can be assigned to business processes.
5. When you have selected all the users you wish to add, click Next. The
Assign Roles view of the Add Users Wizard appears.
Select an exchange role for each new user
The users you selected on the previous screen appear in a list.
1. For each user, select an exchange role from the Role list.
The exchange roles that appear in the list vary, depending upon how your
exchange was set up. There may be as few as two or three roles in the list, or
as many as nine. For more information about exchange roles, see “Users’
roles within an exchange” on page 46.
If you want to apply the same role to multiple users, highlight the users’
names, then choose the role you want from the Apply to selected users list.
2. Click Next. The Assign to Groups view of the Add Users Wizard appears.
Assign each user to a group
The users you have selected in the previous steps appear in a list on the left side
of the screen. The groups that have been created for this exchange appear on the
right.
1. Drag each user’s name from the list on the left to the group to which he or she
is being assigned.
Group assignments are important because they determine which documents
each user will be able to access, along with the level of security being applied
to each group. All reviewers must be included in a group in order to work in
the exchange.
If the group you want has not been created yet If you discover that the
group you want has not been created, click the Create Group button. The
Add Group Wizard will open, allowing you to create the group. The Add Users
Wizard will remain open, allowing you to continue adding this user once the
group has been created. See “To add a group to the exchange” on page 42
for instructions for using the Add Group Wizard.
2. Click Next.
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Send a welcome message to the users (optional)
You can send an email message welcoming the new users to the exchange if you
like. A standard note is provided for you, but you can customize the note. Users
will not receive the welcome message until the exchange is available to them.
(For example, if the exchange is in the hold phase, reviewers cannot access it;
they will receive a message when you change the exchange to the open phase.)
1. Review the list of users being added to the exchange. If you do not want for a
particular user to receive a welcome message, unmark the checkbox that
appears to the left of the person’s name. By default, all new users receive the
message, and you receive a copy of it, as well.
2. If you want to change the subject of the welcome message or add a note of
your own to it, click the Show Custom Note button. Subject and Note fields
appear, enabling you to make the changes that you want.
3. Click Next.
Review and save your changes
1. Review the list of users you are adding, along with their exchange roles, alert
settings and group assignments. If you need to make changes, click the Back
button.
2. When you are satisfied with your entries, click Save. The users are added to
the exchange, and a note is sent to each user who was selected to receive a
welcome message and who can view the exchange.
Adding users from the Hub
You can use Intralinks’ powerful search tools to locate people whom you work
with currently or have worked with in the past and then add them to your
exchange. Using the following procedure, you can add either a single person or
many people to the exchange.
 To add users to exchanges from the Hub
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the People button on the left side of the screen to display a list of all the
people you have worked with in Intralinks.
These include people with public profiles, people you have added to your
exchanges, and people with whom you work on at least one exchange
already, regardless of whether their profiles are public or private.
2. Use the search and filtering tools to the right of the Hub button to find the
person or people you want to add.
If you plan to add many people to your exchanges, you can filter the list using
the Advanced Search link below the Search box.
3. Highlight the names of the person or people you want to add. To select
multiple people, press the SHIFT or CTRL key while clicking the users’ names.
4. From the Actions menu, select Add Users to an Exchange. A list of the
exchanges to which you can add users appears.
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5. Highlight the exchange you want to add the selected users to, and click
Continue. The first step of the Add User to an Exchange wizard appears.
6. Select an exchange role for each user. Then click Next.
To learn more about exchange roles, see “Users’ roles within an exchange”
on page 46.
7. Assign the users to groups. Drag each user’s name from the list on the left to
the group to which he or she is being assigned.
Group assignments are important because they determine which documents
each user will be able to access, along with the level of security being applied
to each group. All reviewers must be included in a group in order to work in
the exchange.
If the group you want has not been created yet If you discover that the
group you want has not been created, click the Create Group button. The
Add Group Wizard will open, allowing you to create the group. The Add Users
Wizard will remain open, allowing you to continue adding this user once the
group has been created. See “To add a group to the exchange” on page 42
for instructions for using the Add Group Wizard.
8. Click Next. The Send Alerts step of the wizard appears.
9. (Optional.) Revise the subject of the Welcome to Exchange email alerts that
the users will receive and add a note to the alerts if you like. Then mark the
Alert option for each new user whom you want to receive an alert.
10. Click Next. The Review and Complete step of the wizard appears.
11. Review the information that appears on the screen. If any changes are
needed, click the Back button to display the screen where the changes can
be made.
12. When you are satisfied with your entries, click Save.
13. A confirmation screen appears to tell you that the users were added to the
exchange, or, if they could not be added, the reason they were not added.
Email alerts will be sent to the users who were successfully added, welcoming
them to your exchange.
If the exchange is not visible to one or more users (for example the exchange
is in the hold phase and the users have been assigned the Reviewer role,
which can view only open exchanges), the alerts will not be sent to them until
the exchange becomes visible for them. (In the previous example, reviewers
would receive the alert when the exchange was moved to the open phase.)
Importing user information using Intralinks Designer
If you have been assigned the Manager Plus exchange role, you can use
Intralinks Designer to import information from another application using a
Microsoft Excel spreadsheet or a Comma Separated Value (CSV) file. In the
import process, you can choose to add users to your exchange, remove them, or
synchronize your user information with another “system of record.” In addition,
you can use Intralinks Designer to organize and manage documents and files on
the exchange.
Information about using Intralinks Designer to manage user information can be
found in the Intralinks Designer User Guide or the Intralinks Designer help
system.
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 To start Intralinks Designer
◊ From the Hub: Highlight the exchange that you want to update, then select
Intralinks Designer from the Actions menu.
◊ From within an exchange: First, click the Documents or Users & Groups
button at the top of the screen. Then select Intralinks Designer from the
More Actions menu.
If Intralinks Designer is installed on your computer, it is launched. If you have not
installed Intralinks Designer yet, a screen appears, providing you with information
about installing the application and a link to the Intralinks Designer installer.
Note: If you launch Intralinks Designer from Intralinks Platform and then close
either Intralinks Designer or Intralinks Platform, the other application will be
closed, as well.
Requesting another manager to add users
There may be times when you would like for other exchange managers to add
people to exchanges to which you belong. You may have any type of role on
these exchanges.
 To request that users be added to your exchange
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the People button on the left side of the screen to display a list of all the
people you have worked with in Intralinks.
These include people with public profiles, people you have added to your
exchanges, and people with whom you work on at least one exchange
already, regardless of whether their profiles are public or private.
2. Use the search and filtering tools to the right of the Hub button to find the
person or people you want to add.
If you plan to add many people to your exchanges, you can filter the list by
clicking options in the Show only section below the Search box. As you click
each option, people who do not meet all the criteria you have selected are
removed from view.
3. Highlight the names of the person or people you want to add. To select
multiple people, press the SHIFT or CTRL key while clicking the users’ names.
4. From the Actions menu, select Recommend User to an Exchange. The first
step of a two-step wizard appears, displaying a list of your exchanges.
5. Mark the boxes next to the exchanges you want the selected users to be
added to, and click Next. The second step of the wizard appears.
6. Enter a note explaining your request to the exchange manager.
7. Review the selected users and exchanges to be sure they are correct. If any
changes need to be made, click the Back button to do so.
8. When you are satisfied with your selections, click the Save button.
A request will be emailed to the key contacts for the exchanges you selected.
Requests also will appear in the exchange managers’ Assigned to Me lists.
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Responding to requests that users be added to your exchange
As an exchange manager, you may receive requests to add users to your
exchanges. Use the following procedure to do so.
 To accept or reject requests that users be added to your exchanges
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Approvals button on the left side of the screen. Additional options
appear.
2. Click on Assigned to Me. A list of tasks awaiting a response from you is
displayed.
3. Highlight the name of a potential exchange member.
4. From the Actions menu, select either Add User to Exchange or Reject
request.
If you reject the request, no further steps are needed. If you accept it, a wizard
appears and you can select an exchange role and group for the new member.
5. Select an exchange role for each user. If a user will be a key contact for the
exchange, mark the Key Contact option. Then click Next.
6. Assign the users to groups. Drag each user’s name from the list on the left to
the group to which he or she is being assigned.
7. Click Save.
A confirmation window appears to tell you that the user was added to the
exchange, or, if he or she could not be added, the reason he or she was not
added. If the user was successfully added, an email alert will be sent, welcoming
the user to your exchange.
Assigning users to another group
You can move a user from one group to another quickly if the need arises. Using
this procedure, you also can assign exchange users to a group if they were not
assigned to one when they were added to the exchange.
 To assign a user to another user group
The Users & Groups tab should be displayed.
1. Using the Users & Groups smart filters, locate the user whose group
assignment you want to change. Click the user’s name to highlight it.
2. From the More Actions menu, select Groups. The Groups view of the user’s
information screen appears.
3. Click Assign to Groups. A list of groups appears in a list on the left side of
the screen. A list of groups the user currently is assigned to (if any) appears
on the right.
4. In the list on the left, highlight the group to which the user be assigned and
click the arrow button
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5. If you want to remove the user from a group, highlight the group’s name and
click Remove.
6. Click Save.
Changing a user’s exchange role
From time to time, you may find that you need to change a particular user’s
exchange role. You also may find that the user should be a key contact for the
exchange, or perhaps should no longer be a key contact anymore. Use the steps
below to make these changes.
Note that exchange roles are different from group membership roles, which define
the type of work that an individual performs within the group to which he or she
belongs.
 To change an individual user’s exchange role
The Users & Groups tab should be displayed.
1. Locate the user whose exchange role you want to change using the Users &
Groups smart filters. Click the user’s name to highlight it.
2. Click the Properties button at the top of the screen. The Properties view of
the user’s information screen appears.
3. From the Exchange Role list, select the new role that the user will have.
4. Click Save.
 To change several users’ exchange roles at the same time
The Users & Groups tab should be displayed.
1. Locate the users whose exchange role you want to change using the Users &
Groups smart filters. Press the SHIFT or CTRL key while clicking the users’
names to highlight them.
2. Click the Properties button at the top of the screen. A window appears,
displaying the names of the users you selected, along with other information
about them.
3. From the Role list next to each user’s name, select the new exchange role
that the user will have.
4. Click Save.
Making a user a key contact for the exchange
Key contacts are managers who have the ability to address issues other users
may have with the exchange. Contact information for key contacts is included on
email alerts that are sent out to users when they are invited to join the exchange,
whenever new documents that affect them are added to the exchange, and the
like.
 To make a user a key contact
The Users & Groups tab should be displayed.
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1. Locate the user whose exchange role you want to change using the Users &
Groups smart filters. Click the user’s name to highlight it.
2. Click the Properties button at the top of the screen. The Properties view of
the user’s information screen appears.
3. Mark the Key Contact option. (If the user no longer will be a key contact,
unmark the option.)
4. Click Save.
Removing users from the exchange
Occasionally you may need to remove a user from your exchange. The following
steps explain how to do so.
Note that when users leave their organizations, they should be deregistered.
Deregistered users can no longer access Intralinks and they are removed from all
Intralinks exchanges automatically. In this case, it is not necessary for you to
remove them from your exchange. For more information about deregistering
users, see “When users leave your organization” on page 59.
 To remove a user from your exchange
The Users & Groups tab should be displayed.
1. Using the Users & Groups smart filters, locate the user whom you want to
remove. Click the user’s name to highlight it.
To select multiple users, press the SHIFT or CTRL key while clicking the users’
names to highlight them.
2. Click the Remove User button at the top of the screen. A message appears
asking you to confirm your decision.
Note that if you remove a user from the exchange, the action cannot be
undone; you will have to add the person to the exchange as though he or she
were a new user.
3. Click Remove from Exchange.
 To view a list of users who have been removed from your exchange
The Users & Groups tab should be displayed.
1. Click the Removed Users link at the bottom of the Groups list on the left side
of the screen. A list of users who have been removed is displayed, along with
contact information, their statuses and exchange roles, and the dates on
which they last accessed the exchange and were removed from it.
2. To create a Microsoft Excel spreadsheet containing the currently displayed
information, select Export This View from the Export menu. You can print
the spreadsheet using Excel if you like.
Managing an individual user’s access to multiple exchanges
You can use the Manage Exchanges wizard to efficiently manage users’ access
to all the exchanges that you manage. Using this wizard, you can:
•
Add and remove users from multiple exchanges
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•
Assign or update users’ exchange roles
•
Make users key contacts if they have been assigned the appropriate
exchange roles
The Manage Exchanges wizard allows you to manage access for one user at a
time.
 To manage a single user’s access to multiple exchanges
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the People tab on the left side of the screen. The Contacts sub-tab
should be selected; if it is not, click it to select it.
2. Locate the user who access you wish to manage, and right-click on the user’s
name. A menu appears.
3. Select Manage User’s Exchange Access. The first step of the Manage
Exchanges wizard appears.
4. Select an exchange role for each of the exchanges that you want the user to
be able to access. To remove the user from an exchange, select No Access.
5. (Optional.) For exchanges in which the user has the appropriate roles, you
also can make the user a key contact by marking the Key Contact option.
6. When you have made all your selections, click Next. Step 2 of the wizard
appears, displaying the changes that you made.
7. Review the changes that you made on step 1 of the Manage Exchanges
wizard. You can use this screen to make corrections before making your
changes final.
Only the exchanges that you modified are displayed. If you wish to make
changes to other exchanges, click the Back button to redisplay step 1 of the
wizard.
8. When you have made and reviewed all your changes, click Submit.
When you click Submit, a confirmation message will appear. If you click
Continue, your changes will be made, and the user will receive a welcome to
exchange alert for the exchanges that are available to them. (Depending upon
their exchange role and the exchange phase, the user may not have access
to some exchanges. For example, reviewers do not have access to
exchanges in the hold and preparation phases.)
Copying groups from one exchange to another
You can copy one or more groups from one exchange to another; if you have
created group working sets, you can use them, as well to copy groups from one
exchange to another.
You have to option to copy only the groups — without any group members — or
both the groups and the users who are members of the groups. You also have the
option to copy custom field settings if most or all of the values used in the original
exchange will apply to the new exchange, as well.
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 To copy individual groups to another exchange
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Select the People tab on the left side of the screen.
2. Select the Groups subtab. The groups that you have created are displayed. If
necessary, filter the groups to locate those that you wish to copy.
3. Highlight the group or groups that you want to copy.
4. From the Actions menu, select Copy Group.
5. An informational message appears. Read the message, then click Close.
6. Click the Exchanges tab.
7. Highlight the exchange where you want the copied group to appear.
8. From the Actions menu, select Paste Group. The Paste Options screen
appears.
9. Mark the Copy group members from source group to existing target
group option if you want to add the members of the group to the selected
exchange. If you do not mark this option, only the group itself, without any
members, will be copied.
10. Mark the Copy custom fields option if you want the custom fields set up for
the group in the original exchange to be copied to the new exchange.
11. Click Save.
12. An informational message appears, alerting you that the groups are being
copied; you will receive an email message when the files have been copied.
Click Close.
 To copy the groups in a working set to another exchange
To learn how to create and manage working sets, see “Creating working sets” on
page 36.
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Select the People tab on the left side of the screen.
2. Select the Groups subtab. The working sets that you have created appear in
the lower left area of the screen.
3. From the Actions menu, select Copy Working Set.
4. An informational message appears. Read the message, then click Close.
5. Click the Exchanges tab.
6. Highlight the exchange where you want the copied groups to appear.
7. From the Actions menu, select Paste Groups. The Paste Options screen
appears.
8. Mark the Copy group members from source group to existing target
group option if you want to add the members of the group to the selected
exchange. If you do not mark this option, only the group itself, without any
members, will be copied.
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9. Mark the Copy custom fields option if you want the custom fields set up for
the group in the original exchange to be copied to the new exchange.
10. Click Save.
11. An informational message appears, alerting you that the groups are being
copied; you will receive an email message when the files have been copied.
Click Close.
Finding users and groups
If your exchange has many users and groups, you can use Intralinks Platform’s
search and smart filter tools to quickly locate the user or group you want to work
with.
 To search for a particular user
The Users & Groups tab should be displayed.
1. Enter the name (first, last or both) of the person you wish to find in the Search
box in the upper right corner of the Intralinks Platform window, then click Go.
A list of users with the name you entered is displayed.
Note: If you enter more than one word, your search results will include all
users whose names include one word or the other. Your entry can be
uppercase or lowercase; the Search field is not case sensitive.
2. To make changes to the user’s information, choose the appropriate command
from the Actions menu.
 To filter the members of a group
The Users & Groups tab should be displayed.
1. Select the group you want to filter using the Group List on the left side of the
screen. All the members of the group appear in the main area of the screen.
2. Click on Unfiltered or the Filter icon
in the upper right corner of the User
List. Filters for users’ last names, organization and email address appear.
3. Type the information you want to find in the appropriate field. As you type,
users who do not match your entry disappear from the User List.
To redisplay the list of all users in the group, click the Clear button, which
appears beneath the Filter icon.
Finding users using smart filters
Smart filters provide you with powerful tools for locating users based on a variety
of attributes. For example, you can see all users associated with a particular
organization, even if they have been assigned to multiple groups. You can view
lists of users by active or inactive status. You can see users with a particular
exchange role (Manager Plus or Publisher, say), and those who are designated
as key contacts for the exchange. You also can view a list of users who have not
been assigned to a user group yet, and therefore may not have access to any of
the documents and folders on the exchange.
The contents of the smart filters folders are updated automatically as users are
added to the exchange and their information is changed.
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 To view the contents of a smart filter
The Users & Groups tab should be displayed.
Smart filters appear on the upper left side of the screen.
◊ Click on the smart filter folder whose contents you want to view. The contents
in the folder appear in the User List on the right side of the window.
Resending welcome alerts to exchange members
Occasionally you may be asked to resend the email message that welcomes a
new user to your exchange. These welcome alerts can be resent to active
exchange members.
 To resend the welcome alert
1. Locate the exchange member to whom the alert will be sent.
2. From the More Actions menu, select Resend Welcome Alert. The Resend
Welcome Alert screen appears.
3. (Optional.) If you want to make changes to the subject line of the alert or add
a note to it, click Show Custom Note. Subject and Note fields appear,
allowing you to make the changes that you want.
4. When you’re ready to send the alert, click Send.
When users leave your organization
When users leave your organization, they should be deregistered to prevent them
from accessing information that should no longer be available to them. When
users are deregistered, they can no longer access Intralinks Platform or any other
Intralinks service with the email address and password they used previously.
They are automatically removed from all exchanges.
Individuals who have been deregistered may be added to Intralinks again by
another organization using an email address from that organization. They will not
have access to your organization’s exchanges unless you allow them to do so.
Designated organization officials and compliance officers can contact Intralinks
customer service to request that users be deregistered.
Individual users also can request that their own accounts be
deregistered.Requests must be made in writing using the email account used to
log into Intralinks.
Requests will be validated to ensure that users are not deregistered
inappropriately. The user account will be suspended until the request is verified.
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Chapter 5: Publishing documents
Overview
In this chapter you will learn how to:
•
Create, organize and delete folders
•
Add, replace, move and delete documents
•
Use Multi-file Uploader to add multiple documents at the same time
•
Set and update permissions for documents
•
Set and update folder-level permissions that will be applied to all
documents and subfolders within a selected folder
•
Override folder-level permissions
•
Give reviewers and previewers the ability to add documents to selected
folders
•
Alert users when new documents are available
•
Copy and paste documents
•
Use document collections, known as working sets, to perform tasks
•
Prevent other users from updating documents using the checkout
process
•
Import information using Intralinks Designer
•
Enable users to convert Microsoft Office documents to PDF format
•
Use naming conventions to standardize document names
Before you begin
In order to perform the tasks in this chapter, Adobe Flash Player 9 must be
installed on your computer.
When you select an Intralinks Platform exchange in the Intralinks Hub, a message
will appear if Flash Player 9 is not installed. This message includes links to
information about the Flash Player software and to a location on the Adobe
website where you can download this free software utility. Your organization’s IT
department may be required to install this software for you.
If Flash Player 9 is not installed, you can open the exchange, but you will be able
to perform only basic reviewer-related tasks like reading and printing documents.
Managing folders
Creating folders
Folders are used to organize the contents of your exchange and to group related
documents. Depending upon how your exchange was set up, you may be able to
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index new folders and their contents. For more information about indexing, see
“Indexing folders and documents” on page 64.
 To create a folder
The Documents tab should be displayed.
1. If you want to create a top-level folder, highlight the Folders folder in folder
list on the left side of the screen.
Top-level folders are those that appear at the exchange level; that is, they are
not subfolders inside of any other folders.
If you want to create a subfolder (that is, a folder inside another folder),
highlight the folder that will contain the new folder.
2. Click the Add Folder button near the top of the screen. The Add New Folder
screen appears.
3. Add a title that clearly describes the contents that will appear in the folder.
Note that the following characters cannot appear in folder titles:
/\:*"<>?|
4. If you are creating a top-level folder and indexing is being used on this
exchange, you have the choice to make the folder either indexed or
unindexed. To index the folder, leave the Do not assign index numbers to
the folder and its contents option unmarked. To create an unindexed folder,
mark this option.
If indexing is not being used on the exchange, or if you are creating a
subfolder, the Do not assign index numbers to the folder and its contents
option does not appear.
5. You can add notes about the folder if you like. These notes can be viewed by
any user who has access to the folder. For this reason, do not include
information that should not be seen by reviewers. The notes are for reference
purposes only and will not appear on reports.
6.
If a Save button appears, your entries are complete. Click Save to create the
folder. Skip the remaining steps in this procedure.
If a Next button appears, click it to go on to the next screen. Depending upon
how the exchange is set up, you will enter values for custom fields associated
with the folder or set permissions for it. Click Next to proceed.
7. Custom fields provide a structured way for you to describe your folders in
greater detail. Custom fields enable you to enter specific pieces of
information, such as expiration dates, locations, and the like. You could use
the Notes field in the first step of the wizard to keep track of this information,
but with custom fields you can more easily manage the information and
ensure that it is entered consistently.
8. Make an entry or selection for each field that applies to this folder. Required
fields are marked with an asterisk (*).
9. Depending upon how your exchange is set up, either a Save button or a Next
button appears.
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If a Save button appears, the Remember selections for future documents
and subfolders exchange setting is disabled and your exchange is using
document-level permissioning. Click Save to create the folder. Skip the rest of
the steps in this procedure.
If a Next button appears, the Remember selections for future documents
and subfolders exchange setting is enabled and your exchange is using
folder-level permissioning. Click Next to display the Permission Groups step
of the Add Folder Wizard. A list of unpermissioned groups appears on the left
side of the screen, and the groups that already have been permissioned to the
folder appear on the right.
To learn more about document-level and folder-level permissioning, see
“Setting permissions for all the documents in one or more folders” on page 76.
10. In the Not Permissioned Groups list, locate the groups whose members
should be able to use the documents in the selected folder. Highlight the
groups and click the arrow button to move them to the Permissioned Groups
list. (Note that exchange managers are able to view all documents regardless
of their group memberships.)
You can select multiple groups at the same time by pressing the SHIFT or CTRL
key while clicking the groups to highlight them.
11. Review the selections in the See column. Typically this option should be
marked for every group unless permission to view the documents in this folder
has been revoked for a particular group.
The All Users - Current and Future option is used to give all users on the
exchange permission to view documents. It appears automatically in the
Permissioned Users and Groups column, but it is unmarked. If you want for
every exchange user, including those who have not been added to the
exchange yet, to have permission to view the documents in this folder, mark
the See box for this option. (Note: If this option has been disabled for your
exchange, it does not appear.)
12. Determine whether the groups will be able to control the documents. Do this
by marking the Control option next to the name of each group that will have
this permission. Members of these groups will be able to modify the document
only if their exchange roles (for example, manager or publisher) allow them to
do so.
Document control allows users to change other users’ permissions to the
document, update the document or delete it.
13. Depending upon how your exchange has been set up, additional options may
be displayed, allowing you to specify whether reviewers and previewers will
be able to add documents or folders to this folder, and whether they will be
able to edit the values for the folder’s custom fields. (This functionality
sometimes is referred to as “limited publisher.”)
You may have to scroll horizontally to display these options.
•
Allow adding documents — Mark this option for each group that
contains reviewers and previewers who will be allowed to add documents
to the selected folder. This option appears only if the Allow Reviewers
and Previewers to add documents to select folders exchange setting
is enabled.
If the Remember selections for future documents and subfolders
exchange setting also is enabled, reviewers and previewers who have
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permission to add documents to a folder will be able to add documents to
subfolders within that folder, as well. This can be overridden for each
subfolder.
•
Allow adding folders & documents — Mark this option for each group
that contains reviewers and previewers who will be allowed to add both
subfolders and documents to the selected folder. This option appears
only if the Allow Reviewers and Previewers to add documents to
select folders exchange setting is enabled.
If the Remember selections for future documents and subfolders
exchange setting also is enabled, reviewers and previewers who have
permission to add documents to a folder will be able to add documents to
subfolders within that folder, as well. This can be overridden for each
subfolder.
When members of the selected groups add documents, they will be able
to send an email alert to other limited publishers with permission to the
folder where the new documents are stored. Alerts will be sent to all
limited publishers with permission to the folder. Reviewers and
previewers without limited publisher permission will not receive alerts.
If folder custom fields are being used on this exchange, members of the
selected groups will be able to edit the name and set custom field values
for the folders that they have created.
This option appears only if the Allow Reviewers and Previewers to
create sub folders and add documents to select folders exchange
setting is enabled.
•
Allow editing of folder custom fields — Mark this option for each
group that contains reviewers and previewers who will be allowed to edit
the values of custom fields for the selected folder. This option appears
only if the Allow Reviewers and Previewers to edit custom fields to
select folders exchange setting is enabled.
14. Determine whether the documents will be protected.
If the documents in this exchange are protected (the enable protection of
PDF and Microsoft Office documents exchange setting is marked), a
Protection column is displayed. For each permissioned group, you can
choose an additional level of security for these documents. With document
protections, you can prevent users from downloading copies of the
documents or require them to enter their email address and password before
viewing a downloaded copy of the documents. You also can prevent users
from printing the documents.
The type of browser, browser version, and browser settings determine
whether the document can be downloaded, or must be viewed on the
exchange. For detailed information about document protections, see Chapter
5, Publishing documents, on page 60.
For each group, select one of the following options from the Protection list:
•
Do not protect
•
Protect
•
Protect/No Print
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15. When you have finished setting permissions, click OK.
16. Click Save.
Organizing folders
Once you’ve added folders to your exchange, you can organize them in any order
you like. Simply drag folders from one location to another in the folder list to place
them in the order you wish them to have.
If you wish to provide additional structure for your folders and documents, you can
index them. Indexing assigns numbers to folders and their contents, making it
easy to trace documents and to identify related documents when they appear in
search lists and on reports. For more information about indexing, read the
following section, “Indexing folders and documents.”
Indexing folders and documents
As noted above, index numbers provide a way for you to structure your folders
and documents, making them easier to find.
Note: Depending upon how your exchange was set up, indexing may not be
available.
If indexing is allowed on your exchange, you have the option whether to index
folders and their contents. Your exchange can have a mix of indexed and
unindexed folders. If a top-level folder is indexed, all the subfolders and
documents within it are indexed automatically. Likewise, if a top-level folder is
unindexed, all the subfolders and documents within it are unindexed.
All the index numbers on your exchange use the same format. The first number
indicates the top-level folder, and each subsequent decimal number indicates a
subfolder. The final decimal number indicates the subfolder’s or document’s
position within the subfolder that contains it. For, example, if a document has the
index number 2.1.2.16, to find it, you would open top-level folder 2, then the first
subfolder within it, and then the second subfolder within that folder, and finally
document 16.
Index numbers in Intralinks are consecutive. If you move, delete or insert an
indexed item, other items will be reindexed automatically to ensure that there are
neither duplicate numbers nor gaps in the numbering sequence.
If subfolders or documents are moved from an indexed folder to an unindexed
folder, their index numbers are removed. If items are moved from an unindexed
folder to an indexed folder, index numbers will be added to the items.
 To index a new folder
◊ By default, new top-level folders are indexed when they are created. For more
information, see “To create a folder” on page 61.
 To index an existing folder
The Documents tab should be displayed.
1. Highlight the Folders folder in the folder list on the left side of the screen. A
list of top-level folders appears in the content area to the right.
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2. In the content area, highlight the top-level folder you want to be indexed.
3. From the More Actions menu, select Properties. The properties window for
the folder appears.
4. Unmark the Do not assign index numbers to the folder and its contents
option.
5. Click Save.
Freezing and unfreezing exchange items
If your exchange allows folders to be indexed, you can “freeze” items once the
exchange is fully organized and no further changes to the structure are planned.
Freezing affects both indexed and unindexed items.Once an exchange is frozen,
no changes can be made to its structure or the documents within it.
If, after you’ve frozen your exchange, you discover that additional changes need
to be made that will affect the order of items, you can “unfreeze” the index and
make the needed changes. Then you can freeze the index again as needed.
 To freeze exchange items
1. From the More Actions menu, select Freeze Index.
2. An alert message appears asking you to confirm your choice. Click Yes.
 To unfreeze exchange items
1. From the More Actions menu, select Unfreeze Index.
2. An alert message appears asking you to confirm your choice. Click Yes.
Moving folders
Folders can be moved simply by dragging them to the desired location.
If you want to undo a move action, select Undo Move from the More Actions
menu, or simply drag the folder back to its original location.
Renaming folders and changing custom field values
Information that describes a folder — its name, notes about it and any custom
field values that have been selected for it — are referred to as folder metadata.
If folder-level permissioning is being used on this exchange (the Remember
selections for future documents and subfolders exchange setting is marked),
you can use the steps below to review the permissions currently in place for the
folder and make any needed changes, as well.
 To rename folders, review folder permissions and change other
folder metadata
1. Highlight the folder that you want to change.
2. From the More Actions menu, choose Properties. The properties screen for
the folder appears.
3. Review the name and notes about the folder and make any needed changes.
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4. If a Custom Fields tab is displayed, click it to view the current values
selected for the folder. Make any needed changes.
5. If a Permissions tab is displayed, click it to view the permissions set for this
folder. Make any needed changes.
6. When you have finished making changes, click OK.
Deleting folders
If a folder is no longer needed, you can delete it and its contents in a single step.
Use care when deleting folders; once deleted, they cannot be restored; you would
have to manually recreate a deleted folder and its contents.
 To delete a folder
1. Highlight the folder.
2. From the More Actions menu, select Delete.
3. A message appears asking you to confirm your selection. Click Yes.
Adding documents
Documents are the heart of any exchange. Use the New Document Wizard to
quickly add documents to your exchange and to select the groups of users who
will be able to view and work with them. You also can determine whether users
can print or download copies of the documents, and alert users that the
documents are available for use.
Using the New Document Wizard
The New Document Wizard is a series of screens that enable you to add
documents and document placeholders to your exchange. You also can
determine who will be able to use them, and whether their use will be restricted in
any way.
You can add up to 20 documents to a single folder at the same time. The total size
of the documents cannot exceed 2GB. The permissions, notes and alert options
that you enter or select will be applied to all the selected documents.
You also can use the New Document Wizard to create placeholders if you’re
setting up your exchange and you do not have the files that you plan to add to the
exchange at hand. You then can add the documents at a later time. For more
information, see “Replacing a placeholder with a document” on page 71.
Important: If your exchange is in the open phase, do not permission users until
you replace the placeholder with the actual file you want the users to view.
You can enter a combination of documents and document placeholders at the
same time if you like.
Depending upon how your exchange has been set up, some of the screens below
may not appear. If this is the case, simply skip to the next section and continue
entering information about the documents or placeholder.
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 To add one or more documents or placeholders
The Documents tab should be displayed.
Select the document and set its properties
1. Open the folder that will contain the new document or placeholder.
2. Click the Add Document button near the top of the screen. The Set
Properties view of the New Document Wizard appears.
If you are adding only placeholders, skip to step step 5. If you are adding
documents, continue to step step 3.
3. To add documents, click the Choose Files button. The Select File(s) to
Upload dialog box appears.
4. Highlight the file or files that you want to add to the exchange and click Open.
Information about the file, including its title and file type, are displayed in the
New Document Wizard.
You can select multiple files at the same time by pressing the SHIFT or CTRL
key while clicking the files to highlight them.
Note that the names of the files you select cannot contain the following
characters:
/\:*"<>?|
5. To add a placeholder, click the Add Placeholder button. You can add as
many placeholders as you like.
6. If you want to enter a more descriptive title for the documents, enter the new
name in the Document Title field. The original file on your computer or
network drive will not be affected.
If you are adding placeholders, you must enter a title for each placeholder in
the Document Title field.
Note that the document title cannot contain the following characters:
/\:*"<>?|
7. (Optional) Enter or select an effective date for the documents. This is a date,
typically in the future, when the information in the documents should begin
being used. (If this exchange does not allow you to enter an effective date, the
Effective Date field does not appear.)
8. (Optional.) Select the binder that is associated with these documents, if any.
Binders allow you to organize documents in different locations either within an
exchange or across multiple exchanges. You can create a new binder if you
like. (If this exchange does not allow you to select binders, the Binder field
does not appear.)
If you created the binder that you selected or you have rights to change it,
you can update the note that is attached to the binder. If you do so, the note
will be updated for all documents to which the binder has been assigned.
9. (Optional.) Enter a note that provides additional information about the
documents, as an aid to viewers. For example, you could add a note that
provides a brief description of the documents’ contents, or you could provide
contextual information that would help viewers to better understand the
documents’ purpose or contents.
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(Remember, if you are adding multiple documents or placeholders, the same
note will be applied to all the items being added. If necessary, you can edit the
note for individual documents by highlighting each document and selecting
Properties from the Actions menu.)
10. (Optional.) If you entered a note in step 9, you can choose to display it
automatically when users view the documents. To do this, mark the Display
note before opening document option.
11. (Optional.) You can change the location on your exchange where the
documents will appear. To select another location, click the Browse button
next to the Folder Location field.
12. (Optional.) If you want the documents to appear in a new sub-folder within the
folder that is selected in the Folder Location field, enter a name for the new
folder in the Folder name field.
If you leave the Folder name field blank, the documents will appear in the
folder shown in the Folder Location field.
13. (Optional.) If a website or a particular webpage is associated with the
document, click the Add Link button to enter the URL (Web address) for it.
Your entry will appear as a clickable link on the Properties screen for the
document, and in email alerts.
14. Click Next to continue entering information about your document.
If you are creating placeholders and you do not wish to enter more information
at this time, click Save. You can enter information on the remaining tabs when
you replace the placeholders with actual documents.
Add tags to the document(s)
Depending upon how your exchange is set up, you may have the option of using
tags to organize the documents on your exchange. These tags offer great
flexibility in classifying and organizing information in ways that are meaningful to
your organization. For example, using tags you can classify and locate documents
dealing with Canadian commodity contracts no matter where they are located in
the exchange.
The tags that are assigned to documents appear in the documents list, and users
can use them when searching for documents.
Up to 25 tags can be assigned to each document. Tags are optional, and these
steps can be skipped.
Complete the following steps to assign tags to the document or documents.
1. A list of all the tags for this exchange appears in the Available tags list.
Highlight each tag that applies to the document and click the arrow button
to move the tag to the Selected tags list on the right side of the screen.
You can select multiple tags at the same time by pressing the SHIFT or CTRL
key while clicking the tags to highlight them.
2. Click Next.
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Enter information in custom fields
Custom fields provide a structured way for you to describe your documents in
greater detail. Custom fields enable you to enter specific pieces of information,
such as expiration dates, locations, and the like. You could use the Notes field in
the first step of the wizard to keep track of this information, but with custom fields
you can more easily manage the information and ensure that it is entered
consistently.
1. Make an entry or selection for each field that applies to these documents.
2. Click Next.
Select an owner for the document(s)
Depending upon how your exchange is set up, you can identify a particular user or
exchange group as the owner of the documents that you are adding. If you use
this function, document ownership information can be used to select documents
used by business processes.
1. Choose whether the owner will be a collaboration group or an individual
person. Additional fields will appear on the screen.
If the owner is a group: Click the Change button next to the Document
Owner (Group) field, and select the owner from the list that appears. Then
click the Change button next to the For Selected Group Member field and
select the specific member of the group who will be designated as the
document owner.
If the owner is an individual: Click the Change button next to the
Document Owner (User) field, and select the owner from the list that
appears. Then click the Change button next to the For Selected Group field
and select the group associated with the person.
2. Click Next.
Permission users to the document(s)
User groups that are allowed to view particular documents are permissioned to
those documents. Permissioning provides an effective way for you to manage
sensitive information, keeping them out of sight of users who should not have
access to the information within them.
In the following steps you will permission groups to the documents that you are
adding and indicate whether they can make changes to the documents.
1. A list of all the user groups for this exchange appears in a box on the left side
of the New Document Wizard. Highlight each group that should have access
to the documents and click the arrow button
to move the group to the box
on the right side of the screen. (Note that exchange managers are able to
view all documents and their names appear automatically in the list.)
You can select multiple groups at the same time by pressing the SHIFT or CTRL
key while clicking the groups to highlight them.
If you are unsure about who is included in a particular group, double-click the
group’s name to view a list of the group’s members.
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2. The All Users - Current and Future option is used to give all users on the
exchange permission to view documents. It appears automatically in the
Permissioned Users and Groups column, but it is unmarked. If you want for
every exchange user, including those who have not been added to the
exchange yet, to have permission to view this documents, mark the See box
for this option.
(Note: If this option has been disabled for your exchange, it does not appear.)
3. When you have selected the groups that are permissioned to use the
documents, select the groups, if any, that also have permission to control the
document. Do this by marking the Control option next to the name of each
group that will have this permission. Members of these groups will be able to
modify the document only if their exchange roles (for example, manager or
publisher) allow them to do so.
Document control allows users to change other users’ permissions to the
document, update the documents or delete the documents.
4. Click Next.
Choose protections for the document(s) (optional)
For each permissioned group, you can choose an additional level of security for
the documents that you are adding. With document protections, you can prevent
users from downloading copies of the documents or require them to enter their
email address and password before viewing a downloaded copy of the
documents. You also can prevent users from printing the documents.
The type of browser, browser version, and browser settings determine whether
the document can be downloaded, or must be viewed on the exchange. For
detailed information about document protections, see Chapter 6, Protecting
documents, on page 93.
1. For each group, select one of the following options from the Protection list:
•
Do not protect
•
Protect
•
Protect/No Print
Document protections also can be applied to the All Users - Current and
Future option if you selected it.
Note: when printing is allowed, the file can be printed not only to paper but
also to other file types using the browser’s “Print As” function. Copies created
using “Print As” are no longer signed or protected documents, even though
the original file was protected. Clients who are concerned that downloaded
protected files may be saved in this fashion should select the Protect/No
Print option for their documents.
2. Click Next.
Alert users that the document(s) are available (optional) or save your
changes
In the final step of the New Document Wizard, you can select users who will be
alerted by email that the documents have been added to the exchange and are
available for viewing. Intralinks provides a standard alert message that identifies
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the documents and provides a link to them. You can add a custom note to the
alert message if you like.
You also can override individual users’ preferences for receiving exchange alerts;
this is useful if, for example, you are posting a high-priority document and want
users to know about it immediately.
Important! You are not required to send alert messages to users; however, if you
do not, be sure to click the Save button to ensure that the information you entered
in previous views of the Wizard is retained. (See step 5 below.)
Typically you do not alert users when placeholders are added. If you are adding
only placeholders, click the Save button to save your entries.
1. Review the subject that will be used for the email alert and make any needed
changes.
2. If you entered a note on the Set Properties tab, it appears in the Notes field
on this tab. You can edit or remove the note if you like, or add a note if none is
displayed. The note will be included in the alert.
3. A list of permissioned users and groups appears on the bottom half of the
screen. Mark the Alert option next to each group or user who will receive the
alert. To send an alert to all the users and groups displayed on the screen,
mark the All Permissioned Users option.
4. If you want to override automatically permissioned users’ preferences to
receive daily summary email alerts or no alerts, select Immediate from the
Override Alert Preference list. This option does not appear for groups.
5. Click the Save button.
Replacing a placeholder with a document
Follow the procedure below when you are ready to replace a placeholder with an
actual file from your computer or a network drive.
 To replace a placeholder with a document
The Documents tab should be displayed.
1. Highlight the placeholder.
2. From the More Actions menu, select Properties. The properties screen for
the placeholder appears.
3. Click the Replace button. The Select File to Upload dialog box appears.
4. Highlight the file you want to add to the exchange and click Open. Information
about the file, including its title and file type, are displayed on the properties
screen.
5. Depending upon the steps you followed when you created the placeholder,
you may need to give users permission to the document, select security
settings and alert users to the document. If this is the case, complete the
additional steps below. Otherwise, click Save to save your change and close
the screen.
6. If you wish to assign an owner to the document, click the Ownership tab.
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7. Choose whether the owner will be a collaboration group or an individual
person. Additional fields will appear on the screen.
If the owner is a group: Click the Change button next to the Document
Owner (Group) field, and select the owner from the list that appears. Then
click the Change button next to the For Selected Group Member field and
select the specific member of the group who will be designated as the group’s
owner.
If the owner is an individual: Click the Change button next to the
Document Owner (User) field, and select the owner from the list that
appears. Then click the Change button next to the For Selected Group field
and select the group associated with the person.
8. To set permissions for the documentation, click the Permissions tab. The
permissions window for the placeholder appears.
9. Click the Permission Groups button. A window similar to the Permissions
view of the New Document Wizard appears.
10. As you do when creating a new document, move the groups you want to
permission from the box on the left to the box on the right.
11. If you want one or more of these groups to be able to control the document,
mark the Control option next to the groups’ names. If the document is in PDF
or Microsoft Office (Word, Excel or PowerPoint) format and you want to
change its security settings, select the appropriate setting from the
Protection list.
12. If you want to alert the newly permissioned users that the document is
available, click the Alerts tab. A window similar to the Alert Users view of the
New Document Wizard appears.
13. Mark the groups you want to alert. If you wish to override the users’
preferences for receiving exchange alerts or add a note to the alert, do so.
14. Click Save.
Adding multiple documents at the same time
If you want to add many documents to your exchange at once, consider using
Intralinks Multi-file Uploader. This utility allows you to add up to 30 documents at
the same time. We recommend that you upload no more than 50MB at once. If
you plan to upload a larger amount, we recommend that you use Intralinks
Designer to perform this task instead. For more information about that tool, see
“Importing information using Intralinks Designer” on page 87.
You can select one or more files or folders, as well as a combination of files and
folders, to add to the exchange.
 To add documents using Multi-file Uploader
The Documents tab should be displayed.
1. If the Folders folder is not highlighted, highlight it.
2. Click the File Uploader button at the top of the screen. The Multi-file
Uploader application is launched. (An informational message may appear, as
well; if it does, review the information, then click anywhere on the screen to
hide the message.)
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The contents of your computer are displayed on the top half of the Intralinks
Multi-file Uploader screen; this area is known as the desktop area. The
contents of your exchange appear on the bottom half of the screen; this is
known as the staging area.
3. A list of folders on your exchange appears on the left side of the staging area.
Highlight the folder where you want to place new documents.
4. Select the files or folders in the desktop area and drag them to the staging
area. They will appear in the folder that you selected in the previous step.
You can select several documents at the same time if you like. To do this,
press the SHIFT or CTRL key while clicking on each document; continuing to
press the SHIFT or CTRL key, drag the documents to their new location.
Add custom fields to the document
If your exchange uses custom fields and your exchange role enables you to make
selections for custom fields, the Apply Custom Fields screen appears when you
drag documents to the staging area. Use this screen to make entries for the
custom fields.
1. Make an entry or selection for each field that applies to this document.
Depending upon your selections, additional fields may appear. Required
fields appear in red, with an asterisk (*) next to them; you must make a
selection for these fields before uploading the documents to your exchange.
2. Click Apply. The staging area reappears.
Permission the documents
You can permission the documents to one or more user groups. Permissioning
will allow users in the selected groups to see and work with the documents.
1. If the documents are not highlighted already, press the SHIFT or CTRL key and
click on the documents to highlight them.
2. From the toolbar, select Permissions. The Permissions screen appears.
3. Highlight a document that you want to permission from the list on the left side
of the screen. To set permissions for all the documents within a folder,
highlight the folder.
4. A list of user groups on your exchange is displayed in the middle of the
screen. Highlight each group that should have access to the document and
click the arrow button to move the group to the box on the right side of the
screen.
You can select multiple groups at the same time by pressing the SHIFT or CTRL
key while clicking the groups to highlight them.
5. Mark the See option for each group that will be allowed to view the selected
documents.
The All Users - Current and Future option is used to give all users on the
exchange permission to view documents. It appears automatically in the
Permissioned Groups list, but it is unmarked. If you want for every exchange
user, including those who have not been added to the exchange yet, to have
permission to view the documents in this folder, mark the See box for this
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option. (Note: If this option has been disabled for your exchange, it does not
appear.)
6. When you have selected the groups that are permissioned to use the
documents, select the groups, if any, that also have permission to control the
document. Do this by marking the Control option next to the name of each
group that will have this permission. Members of these groups will be able to
modify the document only if their exchange roles (for example, manager or
publisher) allow them to do so.
Document control allows users to change other users’ permissions to the
document, update the document or delete it.
The All Users - Current and Future option allows users only to view
documents. The option cannot be used to give users permission to control
documents.
7. Select document protections.
For each permissioned group, you can choose an additional level of security
for this document. With document protections, you can prevent users from
downloading copies of the documents or require them to enter their email
address and password before viewing a downloaded copy of the documents.
You also can prevent users from printing the documents.
The type of browser, browser version, and browser settings determine
whether the document can be downloaded, or must be viewed on the
exchange. For detailed information about document protections, see Applying
additional security to your documents.
For each group, select one of the following options from the Protection list:
•
Do not protect
•
Protect
•
Protect/No Print
Document protections also can be applied to the All Users - Current and
Future option if you selected it.
8. When all documents have been permissioned, click the Apply button to save
your changes and close the Permissions window.
Add a note about the documents
If you like, you can add a note that describes the documents or provides further
information about them. This information will appear on the properties screen for
each document.
1. From toolbar, select Properties. The Properties screen appears.
2. Enter your note in the Note field.
3. Click Apply.
Alert users about the documents
If you like, you can send an email alert to let permissioned users know that the
documents are available once they have been uploaded.
1. From toolbar, select Alerts. The Send Alert screen appears.
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2. Mark the box next to each group that should be alerted.
3. If you want to override users’ alert preferences and have your alert sent
immediately to all users, mark the Deliver immediately (override user
preferences) option.
4. Review the default subject and note that will be used for the alert. If you wish to
make a change, unmark the Use default Subject text and Use default
Message text options and make your entry in the boxes to the right of these
options.
5. Click Apply.
Upload the documents
1. When you are ready to upload the documents, click Upload. The documents
are added to your exchange, and a message appears asking whether you
wish to view the Upload Log.
2. To view the log, click Yes. The log appears in a Microsoft Excel spreadsheet;
it provides general information about the changes made to your exchange
and a list of the files that were uploaded. If any files could not be uploaded,
that will be noted, as well.
Replacing or updating documents
Use the following procedure to replace a document with a newer version.
 To replace a document
The Documents tab should be displayed.
1. Highlight the document that you want to change.
2. From the More Actions menu, select Properties. The properties window for
the document appears.
3. Click the Choose File button. The Select File to Upload dialog box appears.
4. Highlight the updated file and click Open. Information about the file, including
its title and file type, are displayed in the properties window.
5. Click Replace.
Reviewing and modifying permissions
Using the Permissions Overview screen, you can review and change the
permissions for documents quickly and easily. You can view and change
permissions for a single document, for multiple documents, or even for the
documents in multiple folders. The Permissions Overview screen provides a
snapshot of all the groups with permission to the document, along with their
security settings. You can export this information to Microsoft Excel, as well.
 To review and modify permissions using the Permissions Overview
screen
The Documents tab should be displayed.
1. Highlight the document or documents that you want to view or change. To
view all the documents in one or more folders, highlight the folders.
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2. From the More Actions menu, select View All Permissions. The
Permissions Overview screen appears displaying information about the toplevel folders on the exchange.
3. Double-click a top-level folder to view the subfolders and documents stored
within it.
4. If you want to change a particular group’s permissions to use a document,
highlight the group’s current settings and then choose the settings you want
from the Selected Permissions list. To change a particular group’s security
settings for a document, highlight the group’s current settings and then
choose the settings you want from the Protections list To learn more about
document protections, see Chapter 5, Publishing documents, on page 60.
You can select several documents and apply the same settings to them at the
same time if you like. To do this, press the SHIFT or CTRL key while clicking on
the permissions for each document. You also can click and drag the mouse to
select rows or columns of permissions that are next to one another.
5. (Optional.) To export the permissions information for the selected document,
click the Export button. Microsoft Excel is opened and a spreadsheet
containing the document’s permissions information appears.
6. Click Save.
 To apply a group’s document permissions to another group
If the same (or similar) document permissions apply to more than one group, you
can set the permissions for a single group and then copy those permissions to
one or more additional groups. Once you have copied the permissions, changes
can be made to the permissions for individual documents if necessary. To make
changes for individual documents, see “To review and modify permissions using
the Permissions Overview screen” on page 75.
Use this feature with care; once changes are made, they cannot be undone.
The Users & Groups tab should be displayed.
1. Highlight the group whose permissions are already set — the group whose
permissions will be copied to other groups.
2. From the More Actions menu, select Copy Group Permissions. The Copy
Group Permissions window appears.
3. For each group whose permissions you want to update, mark the box in the
Copy Permissions column.
4. Click Save. The settings for the group you selected in step 1 are applied to all
the groups you selected in step 2.
Setting permissions for all the documents in one or more folders
You can set or change permissions for all the documents in a folder — or for the
documents in multiple folders — at the same time. This is referred to as bulk
permissioning.
Depending upon how your exchange has been set up, when you use bulk
permissioning, you will either set permissions for the documents within the folder,
or assign permissions to the folder itself:
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•
If your exchange allows you to set permissions for the documents within a
folder, your selections are applied to whatever documents are located in
the folder at the time of permissioning. Documents added at a later time
are not affected and must be permissioned separately.
•
If your exchange allows you to set permissions for the folder itself, your
selections will be applied to the documents and subfolders within the
folder at the time of permissioning. These selections will be remembered,
and they will be assigned automatically to documents and subfolders
added to the folder later.
Note that you can use one method of permissioning or the other, but not both at
the same time. In either case, the permissions for individual documents (or
subfolders, in the second instance) can be overridden, and different permissions
assigned to them.
An exchange setting, Remember selections for future documents and
subfolders, determines which method is used. For more information about
exchange settings, see Appendix A, Exchange settings, on page 194.
You also can use the Permissions Overview and Copy Group Permissions
screens to set permissions for many documents at once. For more information,
see “To review and modify permissions using the Permissions Overview screen”
on page 75 and “To apply a group’s document permissions to another group” on
page 76.
If you use document-level permissioning
Use the procedure below if the Remember selections for future documents
and subfolders exchange setting is unmarked for the exchange that you are
using.
 To modify permissions for all the documents within one or more
folders
Note that you are setting permissions only for the documents currently in the
folder(s). Any documents added to the folders in the future will have to be
permissioned when they are added.
The Documents tab should be displayed.
1. Highlight one or more folders.
2. From the More Actions menu, select Set Folder Permissions. The Set
Folder Permissions window appears.
3. For each group, use the list in the Permission column to change the group’s
permissions for the selected documents. If you want to change permissions
for all groups, make your selection from the All Groups list.
•
Keep existing permissions – No changes are made; whatever
permissions currently are in place will continue to apply for this group.
•
No permission – Members of the selected group have no access to the
documents in the selected folders. Neither the documents nor the folders
will be visible to these users.
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•
See – Members of the selected group will be able to view documents in
the selected folders, but will not be allowed to change them in any way.
•
Control – Members of the selected group will be able to modify the
documents if their exchange roles (for example, manager or publisher)
allow them to do so. Document control allows users to change other
users’ permissions to documents, update the documents or delete them.
4. Depending upon how your exchange has been set up, additional options may
be displayed, allowing you to specify whether reviewers and previewers will
be able to add documents or folders to this folder, and whether they will be
able to edit the values for the folder’s custom fields. (This functionality
sometimes is referred to as “limited publisher.”)
You may have to scroll horizontally to display these options.
•
Allow adding documents — Mark this option for each group that
contains reviewers and previewers who will be allowed to add documents
to the selected folder. This option appears only if the Allow Reviewers
and Previewers to add documents to select folders exchange setting
is enabled.
If the Remember selections for future documents and subfolders
exchange setting also is enabled, reviewers and previewers who have
permission to add documents to a folder will be able to add documents to
subfolders within that folder, as well. This can be overridden for each
subfolder.
•
Allow adding folders & documents — Mark this option for each group
that contains reviewers and previewers who will be allowed to add both
subfolders and documents to the selected folder. This option appears
only if the Allow Reviewers and Previewers to add documents to
select folders exchange setting is enabled.
If the Remember selections for future documents and subfolders
exchange setting also is enabled, reviewers and previewers who have
permission to add documents to a folder will be able to add documents to
subfolders within that folder, as well. This can be overridden for each
subfolder.
When members of the selected groups add documents, they will be able
to send an email alert to other limited publishers with permission to the
folder where the new documents are stored. Alerts will be sent to all
limited publishers with permission to the folder. Reviewers and
previewers without limited publisher permission will not receive alerts.
If folder custom fields are being used on this exchange, members of the
selected groups will be able to edit the name and set custom field values
for the folders that they have created.
This option appears only if the Allow Reviewers and Previewers to
create sub folders and add documents to select folders exchange
setting is enabled.
•
Allow editing of folder custom fields — Mark this option for each
group that contains reviewers and previewers who will be allowed to edit
the values of custom fields for the selected folder. This option appears
only if the Allow Reviewers and Previewers to edit custom fields to
select folders exchange setting is enabled.
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This option appears only if the Allow Reviewers and Previewers to add
documents to select folders exchange setting is enabled. (This functionality
sometimes is referred to as “limited publisher.”)
5. If the documents in this exchange are protected (the enable protection of
PDF and Microsoft Office documents exchange setting is marked), a
Protection column is displayed. For each permissioned group, you can
choose an additional level of security for these documents. With document
protections, you can prevent users from downloading copies of the
documents or require them to enter their email address and password before
viewing a downloaded copy of the documents. You also can prevent users
from printing the documents.
The type of browser, browser version, and browser settings determine
whether the document can be downloaded, or must be viewed on the
exchange. For detailed information about document protections, see Chapter
5, Publishing documents, on page 60.
For each group, select one of the following options from the Protection list:
•
Do not protect
•
Protect
•
Protect/No Print
6. When you have made all the needed changes, click Save.
If you use folder-level permissioning (permissions are inherited)
Use the procedure below if the Remember selections for future documents
and subfolders exchange setting is marked for the exchange that you are using.
Using this procedure, you can set permissions for the contents of a folder (the
documents and subfolders within it), and those settings are applied to existing
contents and to all new content added to that folder. You will be able to override
these default permissions for individual documents or subfolders if you like.
If you move documents or subfolders from one permissioned folder to another, the
permissions are changed automatically. (Any changes you made to the inherited
permissions will be remembered when the items are moved. All the inherited
permissions for the old folder that have not been changed will be replaced by the
inherited permissions for the new folder.)
 To modify permissions for folders
The Documents tab should be displayed.
1. Highlight the folder whose permissions you want to modify.
2. From the More Actions menu, select Permissions. The Permissions view
of the folder’s information screen appears, listing any groups that have been
permissioned to the folder already.
3. Click Permission Groups. A list of unpermissioned groups appears on the
left side of the screen, and the groups that already have been permissioned to
the folder appear on the right. (Note that groups in the Permissioned Groups
list do not have the ability to see documents in this folder if the See option has
been unmarked for them.)
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4. In the Not Permissioned Groups list, locate the groups whose members
should be able to use the documents in the selected folder. Highlight the
groups and click the arrow button to move them to the Permissioned Groups
list. (Note that exchange managers are able to view all documents regardless
of their group memberships.)
You can select multiple groups at the same time by pressing the SHIFT or CTRL
key while clicking the groups to highlight them.
5. Review the selections in the See column. Typically this option should be
marked for every group unless permission to view the documents in this folder
has been revoked for a particular group.
6. Determine whether the groups will be able to control the documents. Do this
by marking the Control option next to the name of each group that will have
this permission. Members of these groups will be able to modify the document
only if their exchange roles (for example, manager or publisher) allow them to
do so. Reviewers and previewers can control only the documents that they
have added to the exchange.
Document control allows users to change other users’ permissions to the
document, update the document or delete it.
7. Depending upon how your exchange has been set up, additional options may
be displayed, allowing you to specify whether reviewers and previewers will
be able to add documents or folders to this folder, and whether they will be
able to edit the values for the folder’s custom fields. (This functionality
sometimes is referred to as “limited publisher.”)
You may have to scroll horizontally to display these options.
•
Allow adding documents — Mark this option for each group that
contains reviewers and previewers who will be allowed to add documents
to the selected folder. This option appears only if the Allow Reviewers
and Previewers to add documents to select folders exchange setting
is enabled.
If the Remember selections for future documents and subfolders
exchange setting also is enabled, reviewers and previewers who have
permission to add documents to a folder will be able to add documents to
subfolders within that folder, as well. This can be overridden for each
subfolder.
•
Allow adding folders & documents — Mark this option for each group
that contains reviewers and previewers who will be allowed to add both
subfolders and documents to the selected folder. This option appears
only if the Allow Reviewers and Previewers to add documents to
select folders exchange setting is enabled.
If the Remember selections for future documents and subfolders
exchange setting also is enabled, reviewers and previewers who have
permission to add documents to a folder will be able to add documents to
subfolders within that folder, as well. This can be overridden for each
subfolder.
When members of the selected groups add documents, they will be able
to send an email alert to other limited publishers with permission to the
folder where the new documents are stored. Alerts will be sent to all
limited publishers with permission to the folder. Reviewers and
previewers without limited publisher permission will not receive alerts.
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If folder custom fields are being used on this exchange, members of the
selected groups will be able to edit the name and set custom field values
for the folders that they have created.
This option appears only if the Allow Reviewers and Previewers to
create sub folders and add documents to select folders exchange
setting is enabled.
•
Allow editing of folder custom fields — Mark this option for each
group that contains reviewers and previewers who will be allowed to edit
the values of custom fields for the selected folder. This option appears
only if the Allow Reviewers and Previewers to edit custom fields to
select folders exchange setting is enabled.
8. Determine whether the documents will be protected.
For each permissioned group, you can choose an additional level of security
for PDF and Microsoft Office documents. For each group, select one of the
following options from the Protection list:
•
Do not protect
•
Protect
•
Protect/No Print
With document protections, you can prevent users from downloading copies
of the documents or require them to enter their email address and password
before viewing a downloaded copy of the documents. You also can prevent
users from printing the documents.
The type of browser, browser version, and browser settings determine
whether the document can be downloaded, or must be viewed on the
exchange. For detailed information about document protections, see Chapter
5, Publishing documents, on page 60.
9. .When you have finished setting permissions, click Save.
Overriding folder-level permissions
Once you have set permissions for a folder, you may find that specific documents
or subfolders require different permissions. If this is the case, use the following
procedure to override the default selections provided by the folder.
When you move documents and subfolders from one permissioned folder to
another, the documents’ and subfolders’ permissions are changed to match the
new folder. If you override any permissions settings, however, those settings will
not be changed when the items are moved.
 To override folder-level permissions for subfolders and documents
The Documents tab should be displayed.
1. Highlight the folder whose permissions you want to change.
2. From the More Actions menu, select Permissions. The Permissions view
of the Set Folder Permissions window appears, listing the groups that have
been permissioned to the folder.
3. Mark the Override option next to each group whose permissions you want to
change. The Permission option becomes active for the selected group.
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Depending upon how the exchange is set up, additional options may become
active, as well.
To override the permissions for all groups, mark the box that appears at the
top of the Override column.
4. If you do not want the group to view documents in the selected folder(s),
select No permission in the Permission column. (If you select this option,
other options for the group are dimmed and cannot be changed.)
5. Depending upon how your exchange is set up, you may be able to specify
whether reviewers and previewers will be able to add documents or folders to
this folder, and whether they will be able to edit the values for the folder’s
custom fields. (This functionality sometimes is referred to as “limited
publisher.”)
You may have to scroll horizontally to display these options.
•
Allow adding documents — Mark this option for each group that
contains reviewers and previewers who will be allowed to add documents
to the selected folder. This option appears only if the Allow Reviewers
and Previewers to add documents to select folders exchange setting
is enabled.
If the Remember selections for future documents and subfolders
exchange setting also is enabled, reviewers and previewers who have
permission to add documents to a folder will be able to add documents to
subfolders within that folder, as well. This can be overridden for each
subfolder.
•
Allow adding folders & documents — Mark this option for each group
that contains reviewers and previewers who will be allowed to add both
subfolders and documents to the selected folder. This option appears
only if the Allow Reviewers and Previewers to add documents to
select folders exchange setting is enabled.
If the Remember selections for future documents and subfolders
exchange setting also is enabled, reviewers and previewers who have
permission to add documents to a folder will be able to add documents to
subfolders within that folder, as well. This can be overridden for each
subfolder.
When members of the selected groups add documents, they will be able
to send an email alert to other limited publishers with permission to the
folder where the new documents are stored. Alerts will be sent to all
limited publishers with permission to the folder. Reviewers and
previewers without limited publisher permission will not receive alerts.
If folder custom fields are being used on this exchange, members of the
selected groups will be able to edit the name and set custom field values
for the folders that they have created.
This option appears only if the Allow Reviewers and Previewers to
create sub folders and add documents to select folders exchange
setting is enabled.
•
Allow editing of folder custom fields — Mark this option for each
group that contains reviewers and previewers who will be allowed to edit
the values of custom fields for the selected folder. This option appears
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only if the Allow Reviewers and Previewers to edit custom fields to
select folders exchange setting is enabled.
6. If the documents on this exchange are protected (the enable protection of
PDF and Microsoft Office documents exchange setting is enabled), you
can change the protections applied to this group; to do so, make a selection
from the Protection list. Options in the Protection list are described in
Chapter 6, Protecting documents, on page 93.
7. When you have made changes for all the groups you wish to change, click
OK.
Making a document available to all exchange users
If the All Users - Current and Future option is enabled for your exchange, you
can use this option to allow all users to view selected documents.
When you permission documents using the All Users - Current and Future
option, all existing members of the exchange are given access to the documents,
and new exchange users will be given access to the documents automatically
when they are given access to the exchange. If your exchange uses folder-level
permissioning, folders can be permissioned using the All Users - Current and
Future option, as well.
When the All Users - Current and Future option is selected, users can view
documents, but have no other capabilities unless their exchange role allows it. If
you want specific user groups to be able to modify documents, you must give
them permission to control the documents separately.
The All Users - Current and Future option may not appear on your exchange. It
must be enabled or disabled by an Intralinks employee.
 To make an individual document available to all exchange users
The Documents tab should be displayed.
1. Highlight the document that you want to make available to all users.
2. From the More Actions menu, select Permissions. The Permissioned
Groups screen for the document appears.
3. Mark the See box that appears next to the All Users - Current and Future
option.
4. Click Save.
Moving documents
In Intralinks Platform, moving documents is as easy as dragging them from their
original location and dropping in the location where you want for them to appear.
You can select several documents and move them at the same time if you like. To
do this, press the SHIFT or CTRL key while clicking on each document; continuing
to press the SHIFT or CTRL key, drag the documents to their new location.
If you drag documents from an indexed folder to an unindexed folder, the
documents’ index numbers are removed. Likewise, if you drag documents from an
unindexed folder to an indexed folder, the documents are indexed.
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(When you drag and drop documents in Intralinks, the documents are moved;
they are not copied.)
If you want to undo a move action, click the Undo Move button in the menu bar at
the top of the screen.
To learn more about indexing, see “Indexing folders and documents” on page 64.
To learn more about how frozen exchange items are handled, see “Freezing and
unfreezing exchange items” on page 65.
Sending alerts
Email messages alerting users about a document generally are sent when a
document is created or updated. If you want to send a message to users at
another time, though — for example, to remind them to read a particular
document — you can use the following procedures to do so.
 To send alerts for a individual document
The Documents tab should be displayed.
1. Highlight the document for which you want to send an alert.
2. From the More Actions menu, select Alerts. The alerts window for the
document appears.
3. For each user or group you want to receive an alert email, mark the Alert
option. To send an alert to all exchange managers, mark the Auto
Permissioned Users option.
4. If you want to override automatically permissioned users’ preferences to
receive daily summary email alerts or no alerts, select Immediate from the
Override Alert Preference list. This option does not appear for groups.
5. (Optional.) If you want to edit the subject line or add a note to the email alert,
do so using the Subject and Note fields. Your note will appear in the body of
the email message.
6. Click the Save button.
 To send alerts for multiple documents
The Documents tab should be displayed.
1. Highlight the documents for which you want to send an alert. Do this by
pressing and holding the SHIFT or CTRL key while you click each document to
select it.
2. From the More Actions menu, select Alerts. The alerts window for the
document appears.
3. For each user or group you want to receive an alert email, mark the Alert
option. To send an alert to all exchange managers, mark the Auto
Permissioned Users option.
The users you select will receive an alert only for the documents for which
they have permission to see or control. They will not receive any sort of notice
about documents they cannot view.
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4. If you want to override automatically permissioned users’ preferences to
receive daily summary email alerts or no alerts, select Immediate from the
Override Alert Preference list. This option does not appear for groups.
5. (Optional.) If you want to edit the subject line or add a note to the email alert,
do so using the Subject and Note fields. Your note will appear in the body of
the email message.
6. Click the Save button.
Deleting documents
To delete a document, follow the procedure below or simply highlight the
document and press the DELETE key. Use care when deleting documents; once a
document has been deleted, the action cannot be undone.
If the document being deleted is indexed, all items that appear below the
document within this folder will be reindexed to reflect this change. When
exchange items are frozen, documents cannot be deleted.
To learn more about indexing, see “Indexing folders and documents” on page 64.
To learn more about how frozen exchange items are handled, see “Freezing and
unfreezing exchange items” on page 65.
 To delete a document from your exchange
The Documents tab should be displayed.
1. Using the Documents smart filters, locate the document that you want to
delete. Click the document to highlight it.
To select multiple documents, press the SHIFT or CTRL key while clicking the
documents to highlight them.
2. From the More Actions menu, select Delete Document. A message appears
asking you to confirm your decision.
Note that if you remove a document from the exchange by mistake, the action
cannot be undone; if you have a copy of the document on your computer or a
network drive, you will have use that copy to re-add the document to the
exchange as though it were a new document.
3. Click Delete.
Copying and pasting documents
You can copy any document or folder and paste it into another location on the
exchange or into another exchange if you have the rights to add folders and
documents in the new location. (That is, if you are a manager or publisher on the
exchange where you want to paste the items.)
Note, however, that protected Microsoft Office and PDF documents can be pasted
only in the exchange where they originated.
 To copy and paste documents
◊ To copy and paste documents, use the Copy Document and Paste
Document commands on the More Actions menu.
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Using working sets to copy documents from one exchange to
another
To learn how to create and manage working sets, see “Creating working sets” on
page 36.
 To copy the documents in a working set to another exchange
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Select the Documents tab on the left side of the screen. The working sets
that you have created appear in the lower left area of the screen.
2. Right-click the working set that contain the documents that you want to copy.
A menu appears.
3. Select Copy Documents.
4. An informational message appears. Read the message, then click Close.
5. Display the exchange where the documents are to be copied and highlight the
folder where you want to paste the documents.
6. From the More Actions menu, select Paste Items. The Paste Options
screen appears.
7. Mark the Document notes option if you want the notes associated with the
documents in the working set to be pasted along with the documents.
8. Click Save.
9. An informational message appears, alerting you that the documents are being
copied; you will receive an email message when the files have been copied.
Click Close.
Checking out documents
You can use the Check Out command to lock any document that you have the
ability to update. While a document is checked out, other users cannot make any
changes to it; they will be able to view and print the document, however. Checking
out documents prevents multiple versions of the document from being created.
Once a document has been checked out, only the person who checked it out, a
manager with the Manager Plus exchange role or an Intralinks administrator can
check the document in again.
 To check out a document
1. Highlight the document that you want to check out and select Check-Out
from the More Actions menu.
You can select multiple documents at the same time by pressing the SHIFT or
CTRL key while clicking the documents to highlight them.
2. (Optional.) Enter a comment to describe your reason for checking out the
document. This comment will appear on the document’s Properties screen
while it is checked out.
3. Click Check-Out.
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 To check in a document
◊ Highlight the document that you want to check back in and select Check In
from the More Actions menu.
Importing information using Intralinks Designer
If you have been assigned the Manager Plus exchange role, you can use
Intralinks Designer to organize and manage the contents of your exchange.
Intralinks Designer allows managers to upload and manage content and users en
masse.
Note: You can use Intralinks Designer only if you have one of the following
exchange roles: Manager Plus, Hidden Manager Plus, Manager, Publisher Plus.
Your organization’s software deployment policies may prevent you from installing
and using Intralinks Designer even if you have one of these roles. If Intralinks
Designer is not available to you, you can use Multi-file Uploader to add multiple
documents at the same time from your computer or network drive. For more
information, see “Adding multiple documents at the same time” on page 72.
This Windows-based application acts as a staging area; while viewing the content
of the exchange through Intralinks Designer, you can update existing folders and
documents and add new content from your local drives. You can use Intralinks
Designer to reorganize and delete content. In addition, you can add, remove and
synchronize participant information with other databases.
When you have finished staging the content and updating participant information,
you can upload the new or modified information to your exchange.
Information about using Intralinks Designer can be found in the Intralinks
Designer User Guide or the Intralinks Designer help system.
 To start Intralinks Designer
◊ From the Hub: From the Actions menu, choose Intralinks Designer.
◊ From within an exchange: First, click the Documents or Users & Groups
button on the left side of the screen. Then choose Intralinks Designer from
the More Actions menu.
If Intralinks Designer is installed on your computer, it is launched. If you have not
installed Intralinks Designer yet, a screen appears, providing you with information
about installing the application and a link to the Intralinks Designer installer.
Note: If you launch Intralinks Designer from Intralinks Platform and then close
either Intralinks Designer or Intralinks Platform, both applications will be closed.
Using naming conventions to standardize document names
You can create naming convention rules to ensure that document names conform
to your organization’s standard operating procedures. Documents governed by
the guidelines specified in a naming convention rule will be renamed automatically
when it is added to the exchange, updated, copied into a new exchange or
submitted to the exchange via a business process instance.
When creating naming conventions, you can use custom fields for exchanges,
groups, users and documents in conjunction with the new naming conventions
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function to rename documents that are added to the exchange following preset
rules. With naming conventions, you also can control how custom field data is
captured in the name. For instance, you can remove spaces or replace them with
underscores, convert text to lowercase or uppercase, convert the first letter of
each word to uppercase, and select a specified number of characters from the
beginning of an element to include (for example, the first three characters).
In order for you to use naming conventions, an exchange setting, naming rules,
must be enabled by an Intralinks administrator. If you wish to use this function,
contact Intralinks for assistance. Only users with the Manager Plus user role can
create naming conventions.
Once enabled for use, naming conventions will automatically rename documents
when they are added to the exchange, when a document’s custom field values
are changed, when documents are copied from one exchange to another, and
when documents that were submitted to the exchange using a business process
are published. Documents are not renamed again if changes are made to custom
fields for users, groups or the exchange, or if a change is made to the naming
convention that was used to name the document.
Once naming conventions have been created, they must be activated in order to
be used. Active naming conventions can be deactivated, and inactive conventions
can be reactivated. If you modify a naming convention, existing documents that
were named using the convention will not be affected. Also note that documents
that existed on the exchange before the rule was created will not be renamed
unless the documents are updated. Naming conventions for all your exchanges
can be viewed in the Hub, and they can be copied from one exchange to another.
If documents are renamed using naming conventions, this action will be reflected
on the History screen for the documents.
 To create a new naming convention rule
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Maintenance button to display a list of maintenance tasks. From the
list of options, select Naming Conventions. A list of the naming convention
rules created for the exchanges that you manage also appears.
2. From the Actions menu, select Add New Naming Convention. The
Properties step of the Naming Conventions wizard appears.
3. Select the exchange in which the naming convention will be used: Click the
Choose button to display a list of exchanges for which you have the Manager
Plus exchange role; highlight the exchange that you want, then click the x
button to close the list.
4. Enter a name for the rule and, if you like, a description of the rule.
5. Click Next. The Document Type step appears.
6. Using the custom fields that appear on the Document Type screen, select
the attributes that describe the documents that are to be renamed. As you
make your selections, additional fields may appear. Select information that
applies to all the documents that you wish to be renamed; only documents
that match all your selections will be renamed using this rule.
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Be careful not to make selections that will exclude documents that you want.
Some fields may be left blank; for example, if some of the target documents
will not have an effective date, do note specify a range of effective dates.
Note: Only custom fields that are marked as required can be used to create
naming conventions. Also note that the entries in the selected fields must
exactly match your entry in this wizard in order for the document to be
renamed. For example, if you create a rule for documents that contain Europe
in the Region custom field, documents for which Europe is entered as the
region will be renamed, but documents for which EU, EMEA or europe is
entered will not be renamed.
7. When you have made your selections, click Next. The Template step of the
wizard appears. The Template screen allows you to select the elements that
will be used to name the documents governed by this rule.
8. Click Add Element to add an element to your new rule.
You can choose exchange or document attributes (such as owner name or
effective date), or make a “free text” entry of your choosing. Depending upon
your selection, additional fields will appear, allowing you to define this element
of the rule that you are creating.
Once you have selected an element, review the formatting selections that
appear for it and make any needed changes. For text elements, like names,
you can choose to display all characters in the element (for example, the
entire exchange name), a certain number of characters (for example, the first
10 characters in the name), or the first word in the element. You can remove
spaces between words or replace them with underscore (_) characters, and
you can make the text all uppercase (AAA), lowercase (aaa), or title case
(Aaa) if you like. For date elements, you can choose the format of the date.
Click Add Another Element to continue adding elements. When you have
added and formatted all the elements you want to include, click Done.
Note: You can include any number of elements in your naming convention
rule, but keep in mind that document names can be no more than 245
characters long, plus an extension, in Intralinks exchanges. Names that
exceed 245 characters will be automatically shortened to 245 characters,
potentially circumventing your organization’s standard operating procedures
for naming documents.
9. Review the sample name that appears in the middle of the Template screen.
To make changes to a particular element, click on it, then choose to delete it,
move it to the left or right, or edit its formatting. Click Add Element if
additional elements are required.
10. (Optional.) You can apply formatting rules to all the elements if you like. As
with individual elements, you can remove spaces between words or replace
them with underscore (_) characters, and you can make the text all uppercase
(AAA), lowercase (aaa), or title case (Aaa) if you like. Note that your selection
here will be used regardless of any selections you might have made for
individual elements.
11. (Optional.) Select a character to separate the elements that you have
selected.
12. When the rule is complete, click Save to save your changes.
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Activating naming conventions
After you have created naming conventions, you need to activate them before
they can be used.
1. Click the Maintenance button to display a list of maintenance tasks. From the
list of options, select Naming Conventions. A list of the naming convention
rules created for the exchanges that you manage also appears.
2. Highlight the naming convention that you want to activate.
3. From the Action menu, select Activate Naming Convention.
Once a naming convention has been activated, you can deactivate it. This
disables the naming convention, but does not remove it, and you can reactivate it
later. To deactivate an active naming convention, highlight it and select
Deactivate Naming Convention from the Action menu.
Copying naming conventions from one exchange to another
You can copy naming conventions from one exchange to another. The following
restrictions apply, however:
•
You must be assigned the Manager Plus exchange role on both the
source exchange and the target exchange in order to copy naming
conventions.
•
Both exchanges must have been created using the same template, to
ensure that custom fields that may be used in the naming conventions are
the same in both exchanges.
 To copy naming conventions from one exchange to another
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Maintenance button to display a list of maintenance tasks. From the
list of options, select Naming Conventions. A list of the naming convention
rules created for the exchanges that you manage also appears.
2. Highlight the naming convention that you want to copy.
3. From the Action menu, select Copy Naming Convention. The Copy
Naming Convention screens appears.
4. If you want to begin using the copied naming convention immediately, mark
the Activate the Naming Convention after copy option.
5. Mark the box that appears next to each exchanges where you want to naming
convention to be available.
6. When you have made all your selections, click Copy Naming Convention.
7. If you did not activate the naming convention, be sure to do so. For more
information, see “Activating naming conventions” on page 90.
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Enabling reviewers and previewers to publish documents, add
folders and edit folder custom fields
Although managers and publishers generally publish documents and add folders,
there may be instances where you want other people to be able to publish
documents or add subfolders to a specific folder, but not have the ability to view
the entire exchange or people other than the exchange managers. If this is the
case, you may want to use Intralinks’ “limited publisher” function.
There are three separate limited publisher functions, and you can choose to use
all of the functions, a combination of functions, or none of the functions. The
functions are:
•
Adding documents — enabled using the Allow Reviewers and
Previewers to add documents to selected folders exchange setting
If reviewers and previewers in selected groups have been given the ability
to add documents, they also will be able to update, move and delete
documents that they have added. (When moving documents, reviewers
and previewers must have the ability to add documents to both the
original folder and the new folder location.)
When reviewers and previewers add documents, they will send an email
alert to other limited publishers with permission to the folder where the
new documents are stored. Alerts will be sent to all limited publishers with
permission to the folder. Reviewers and previewers without limited
publisher permission will not receive the alerts.
•
Creating subfolders and adding documents — enabled using the Allow
Reviewers and Previewers to create sub folders and add documents
to selected folders exchange setting
If reviewers and previewers in selected groups have been given the ability
to create subfolders, they will be able to rename the folders and edit
custom field values for them.
•
Editing custom field values for the selected folder — enabled using the
Allow Reviewers and Previewers to edit custom fields to selected
folders exchange setting
These exchange settings must be changed by an Intralinks administrator. If you
decide that you want to enable one or more of these functions, contact Intralinks
customer support for assistance.
If one or more of these functions is enabled, managers can select the groups that
are allowed to perform these functions on a folder-by-folder basis.
If the exchange uses folder-level permissioning
If the Remember selections for future documents and subfolders exchange
setting is marked, folder-level permissioning is being used. Reviewers and
previewers who have permission to add documents to a folder will be able to add
documents to subfolders within that folder, as well. This can be overridden for
each subfolder.
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As you create folders, you can mark the limited publisher options on the Add New
Folder screen for each group that will have permission to add documents to the
folder. For more information, see “Creating folders” on page 60.
If the exchange uses document-level permissioning
If the Remember selections for future documents and subfolders exchange
setting is unmarked, document-level permissioning is being used. Users will be
able to add documents only to the folders for which they have been given
permission. They will not be able to add documents to subfolders, except for the
subfolders that they created themselves.
If the exchange uses document-level permissioning, you must use the Set Folder
Permissions screen to assign limited publisher privileges to reviewers and
previewers. For more information, see “If you use document-level permissioning”
on page 77.
Important! Reviewers and previewers cannot set permissions for the documents
they add to your exchange. Documents added by reviewers and previewers will
be visible automatically to the people who added them and to users with the
following exchange roles: Manager Plus, Hidden Manager Plus, Manager and
Publisher Plus. If you want the documents to be visible to other users, you or
another exchange manager will have to give those users permission to view the
documents.
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Chapter 6: Protecting documents
When you permission documents, you determine who is allowed to view the
documents. Document protection provides an added level of security, allowing
you to determine what users can do with the documents they have been given
permission to view.
Support for the plugin-based document protection and locking solution
previously offered by Intralinks ended on June 30, 2016. This user guide
describes Intralinks’ plugin-free document protection solution. If you need
information about plugin-based document protection, please see the Intralinks
Platform Plugin-Based Document Protection Guide for Managers and Publishers
or the Intralinks Platform Plugin-Based Document Protection Guide for
Reviewers.
What is document locking and protection?
Document locking and protection — also known as Information Rights
Management, or IRM — provides an added level of security for documents in PDF
or Microsoft Office (Word, Excel and PowerPoint) format. With document locking
and protection, users are either:
•
Prevented from downloading documents from an exchange to their
computer or network, or
•
Required to enter their email address and Intralinks password before
opening a downloaded copy of the document, which is encrypted.
The document format and browser that the individual is using determines whether
the file can be downloaded or must be viewed online.
Protected documents can be identified in the Documents List by a lock icon that
appears to the left of the document name. If the document is protected and
printing is not allowed, a printer icon appears with a red X on top of it.
Exchange managers and publishers can determine whether protection will be
applied to individual documents. In addition, exchange managers and publishers
can prevent users from printing protected documents.
Document protection capabilities
Intralinks’ document protection solution includes the following capabilities:
•
Supports access to protected documents on Windows and Mac OS.
Supports Microsoft Office 2007, 2010 and 2013 documents (Windows),
including those that have been digitally signed.
Supports Microsoft Office 2009 and 2011 documents (Macintosh),
including those that have been digitally signed.
Supports PDF documents.
•
Allows watermarks to be placed diagonally across documents,
Watermarks appear when documents are displayed onscreen and on
printed documents. Watermarks cannot be applied to Excel documents
that contain dynamically generated charts or graphs. Watermarks can be
applied to Excel documents that contain static images if they were
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created using Excel 2007 or a later version. Watermarks can be
positioned only at a diagonal across the center of the document; there are
no options for placing them in other areas of the page.
Note that watermarks cannot be applied to documents, including Excel
documents, that include dynamic charts or graphs.
•
Prevents users from making screen captures using the Print Screen key
or Microsoft’s Snipping Tool, but screen captures can be made using a
third-party tool like Techsmith Corporation’s Snagit®. (The disallow use
of Print Screen exchange option must be enabled.)
•
Allows permissioned users of Microsoft Excel documents to perform a
limited number of actions that allow the users to perform ad hoc analysis
while maintaining document security. Supported actions include resizing
of cells, editing of cell values, ability to add columns and rows, and the
ability to sort data. Users cannot save the changes they make.
•
Supports Single Sign-On (SSO) for both Windows and Mac OS.
•
Allows users who are logged into Intralinks Platform or are connected to
their organization’s network via SSO or Exclusive Single Sign-On (eSSO) to view downloaded copies of protected documents without first
entering his or her credentials.
Printing of protected Microsoft Office documents is not tracked, and printing
instances not included in totals on the Exchange Activity Summary Report. If your
organization requires this information, you can require users to view documents
using Intralinks Viewer, which provides tracking of both the number of times a
document is printed and the amount of time the document is viewed. (Printing is
tracked for PDF documents, however.)
Requirements for end users
In most cases, end users will not have to take any action in order to view
protected documents — they can simply enter their email address and Intralinks
password, and the file will open.
Adobe Reader 10 or a later version is required in order to view protected PDFs.
Files must be viewed in Adobe Reader; they cannot be viewed directly within a
web browser or any other PDF reader application.
When a user attempts to open a protected Microsoft Office document in a new
browser for the first time, a message will appear asking the user to download and
open a registration file within a specified period of time. When the user opens the
file, the browser is registered and the protected Microsoft Office file is opened.
The user will not be asked to register that browser again unless the user removes
the “cookie” files associated with the browser.
Applying protections
In order for you to apply protection to documents, the exchange option enable
PDF and Microsoft Office protection must be selected on the settings screen
for your exchange.
Protections can be applied using:
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•
The New Document Wizard
•
The Permissions screen for individual documents
•
The Permission Overview screen
•
The Permissions tab (if you are working in an exchange that uses
Intralinks’ M&A industry template)
Using any of these screens, select one of the following protection options:
•
No Protection or Do not protect – Choose this option if selected users
are allowed to print the document and to view downloaded copies of the
document without entering their Intralinks credentials.
•
Protect – Choose this option to limit users’ ability to modify the document
or share it with others.
Depending upon the browser being used and the settings selected for it,
the user may be restricted to viewing documents on the exchange, or may
be required to enter his or her email address and password in order to
open the document, if the browser allows it to be downloaded. (Only the
user who downloaded the document is allowed to open it.)
If this option is selected, users cannot copy and paste text to another
document. (To prevent users from capturing images of documents, be
sure that the Disallow use of Print Screen exchange setting is enabled.)
Protected documents are encrypted and are protected online, offline and
while in transit.
•
Protect/Prevent Print – Choose this option if the selected users are not
allowed to print the document or open a downloaded copy of the
document without first entering their credentials.
Note that if you select Protect, viewers will be able to print the document and
share the printed copy with others. If the document is particularly sensitive,
consider enabling the watermarking feature for your exchange to ensure that any
printed copies can be traced back to the user who printed them. Watermarking
provides an extra measure of security in situations where you do not wish to
prevent printing. Contact Intralinks customer support for assistance in setting up
watermarks.
Detailed instructions adding and modifying documents are found in Chapter 5,
Publishing documents, on page 60.
Changing protection settings
Note: The instructions below are for changing protection settings only. If you
wish to set both permissions and protection options for documents, see Chapter
7, Managing document permissions, on page 97.
You can change the protection settings for your documents at any time using the
Permission Overview screen or the Permissions screen for individual
documents.
 To review and modify protections using Permission Overview
The Documents tab should be displayed.
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1. Highlight the document or documents that you want to view or change. To
view all the documents in one or more folders, highlight the folders.
2. From the More Actions menu, select View All Permissions. The
Permission Overview screen appears displaying information about the toplevel folders on the exchange.
3. Double-click a top-level folder to view the subfolders and documents stored
within it.
4. To change a particular group’s protection settings for a particular document,
highlight the group’s current settings and then choose the settings you want
from the Protections list.
You can select several documents and apply the same settings to them at the
same time if you like. To do this, press the SHIFT or CTRL key while clicking on
the protections for each document. You also can click and drag the mouse to
select rows or columns of protections that are next to one another.
5. Click Save.
Tracking user activity
Three reports provide information about users’ document viewing time based on
the length of time documents are displayed in Intralinks Viewer. These reports
are:
•
Document Access Report
•
Group Coverage Report
•
Multi-user Coverage Report
These reports display the total viewing time for each document by user or group.
Keep in mind that the reports track only the time that the documents were
displayed in Intralinks Viewer; if the documents are displayed in another
application, that time is not included. As a result, time tracking is most effective in
exchanges that do not allow users to open documents in applications other than
Intralinks Viewer.
For more information about the these reports, see “Viewing document reports” on
page 181, “The Group Coverage Report” on page 186 and “The Multi-user
Coverage Report” on page 185. To learn more about Intralinks Viewer’s time
tracking capabilities, see “Using Intralinks Viewer to track users’ viewing time” on
page 26.
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Chapter 7: Managing document
permissions
Overview
User groups that are allowed to view particular documents are permissioned to
those documents. Permissioning provides an effective way for you to manage
sensitive information, keeping them out of sight of users who should not have
access to the information within them. Permissions generally are set when
documents or folders are added to the exchange. You can use the procedures in
this chapter to change the permissions that were previously assigned to
documents and folders.
In this chapter you will learn how to:
•
Set and update permissions for documents
•
Set and update folder-level permissions that will be applied to all
documents and subfolders within a selected folder
•
Override folder-level permissions
Reviewing and modifying permissions
Using the Permissions Overview screen, you can review and change the
permissions for documents quickly and easily. You can view and change
permissions for a single document, for multiple documents, or even for the
documents in multiple folders. The Permissions Overview screen provides a
snapshot of all the groups with permission to the document, along with their
security settings. You can export this information to Microsoft Excel, as well.
 To review and modify permissions using the Permissions Overview
screen
The Documents tab should be displayed.
1. Highlight the document or documents that you want to view or change. To
view all the documents in one or more folders, highlight the folders.
2. From the More Actions menu, select View All Permissions. The
Permissions Overview screen appears displaying information about the toplevel folders on the exchange.
3. Double-click a top-level folder to view the subfolders and documents stored
within it.
4. If you want to change a particular group’s permissions to use a document,
highlight the group’s current settings and then choose the settings you want
from the Selected Permissions list. To change a particular group’s security
settings for a document, highlight the group’s current settings and then
choose the settings you want from the Protections list To learn more about
document protections, see Chapter 6, Protecting documents, on page 93.
You can select several documents and apply the same settings to them at the
same time if you like. To do this, press the SHIFT or CTRL key while clicking on
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the permissions for each document. You also can click and drag the mouse to
select rows or columns of permissions that are next to one another.
5. (Optional.) To export the permissions information for the selected document,
click the Export button. Microsoft Excel is opened and a spreadsheet
containing the document’s permissions information appears.
6. Click Save.
 To apply a group’s document permissions to another group
If the same (or similar) document permissions apply to more than one group, you
can set the permissions for a single group and then copy those permissions to
one or more additional groups. Once you have copied the permissions, changes
can be made to the permissions for individual documents if necessary. To make
changes for individual documents, see “To review and modify permissions using
the Permissions Overview screen” on page 97.
Use this feature with care; once changes are made, they cannot be undone.
The Users & Groups tab should be displayed.
1. Highlight the group whose permissions are already set — the group whose
permissions will be copied to other groups.
2. From the More Actions menu, select Copy Group Permissions. The Copy
Group Permissions window appears.
3. For each group whose permissions you want to update, mark the box in the
Copy Permissions column.
4. Click Save. The settings for the group you selected in step 1 are applied to all
the groups you selected in step 2.
Setting permissions for all the documents in one or more folders
You can set or change permissions for all the documents in a folder — or for the
documents in multiple folders — at the same time. This is referred to as bulk
permissioning.
Depending upon how your exchange has been set up, when you use bulk
permissioning, you will either set permissions for the documents within the folder,
or assign permissions to the folder itself:
•
If your exchange allows you to set permissions for the documents within a
folder, your selections are applied to whatever documents are located in
the folder at the time of permissioning. Documents added at a later time
are not affected and must be permissioned separately.
•
If your exchange allows you to set permissions for the folder itself, your
selections will be applied to the documents and subfolders within the
folder at the time of permissioning. These selections will be remembered,
and they will be assigned automatically to documents and subfolders
added to the folder later.
Note that you can use one method of permissioning or the other, but not both at
the same time. In either case, the permissions for individual documents (or
subfolders, in the second instance) can be overridden, and different permissions
assigned to them.
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An exchange setting, Remember selections for future documents and
subfolders, determines which method is used. For more information about
exchange settings, see Appendix A, Exchange settings, on page 194.
You also can use the Permissions Overview and Copy Group Permissions
screens to set permissions for many documents at once. For more information,
see “To review and modify permissions using the Permissions Overview screen”
on page 97 and “To apply a group’s document permissions to another group” on
page 98.
If you use document-level permissioning
Use the procedure below if the Remember selections for future documents
and subfolders exchange setting is unmarked for the exchange that you are
using.
 To modify permissions for all the documents within one or more
folders
Note that you are setting permissions only for the documents currently in the
folder(s). Any documents added to the folders in the future will have to be
permissioned when they are added.
The Documents tab should be displayed.
1. Highlight one or more folders.
2. From the More Actions menu, select Set Folder Permissions. The Set
Folder Permissions window appears.
3. For each group, use the list in the Permission column to change the group’s
permissions for the selected documents. If you want to change permissions
for all groups, make your selection from the All Groups list.
•
Keep existing permissions – No changes are made; whatever
permissions currently are in place will continue to apply for this group.
•
No permission – Members of the selected group have no access to the
documents in the selected folders. Neither the documents nor the folders
will be visible to these users.
•
See – Members of the selected group will be able to view documents in
the selected folders, but will not be allowed to change them in any way.
•
Control – Members of the selected group will be able to modify the
documents if their exchange roles (for example, manager or publisher)
allow them to do so. Document control allows users to change other
users’ permissions to documents, update the documents or delete them.
4. If the documents in this exchange are protected (the enable protection of
PDF and Microsoft Office documents exchange setting is marked), a
Protection column is displayed. For each permissioned group, you can
choose an additional level of security for these documents. With document
protections, you can prevent users from downloading copies of the
documents or require them to enter their email address and password before
viewing a downloaded copy of the documents. You also can prevent users
from printing the documents.
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The type of browser, browser version, and browser settings determine
whether the document can be downloaded, or must be viewed on the
exchange. For detailed information about document protections, see Chapter
6, Protecting documents, on page 93.
For each group, select one of the following options from the Protection list:
•
Do not protect
•
Protect
•
Protect/No Print
Note: when printing is allowed, the file can be printed not only to paper but
also to other file types using the browser’s “Print As” function. Copies created
using “Print As” are no longer signed or protected documents, even though
the original file was protected. Clients who are concerned that downloaded
protected files may be saved in this fashion should select the Protect/No
Print option for their documents.
5. When you have made all the needed changes, click Save.
If you use folder-level permissioning (permissions are inherited)
Use the procedure below if the Remember selections for future documents
and subfolders exchange setting is marked for the exchange that you are using.
Using this procedure, you can set permissions for the contents of a folder (the
documents and subfolders within it), and those settings are applied to existing
contents and to all new content added to that folder. You will be able to override
these default permissions for individual documents or subfolders if you like.
If you move documents or subfolders from one permissioned folder to another, the
permissions are changed automatically. (Any changes you made to the inherited
permissions will be remembered when the items are moved. All the inherited
permissions for the old folder that have not been changed will be replaced by the
inherited permissions for the new folder.)
 To modify permissions for folders
The Documents tab should be displayed.
1. Highlight the folder whose permissions you want to modify.
2. From the More Actions menu, select Permissions. The Permissions view
of the folder’s information screen appears, listing any groups that have been
permissioned to the folder already.
3. Click Permission Groups. A list of unpermissioned groups appears on the
left side of the screen, and the groups that already have been permissioned to
the folder appear on the right. (Note that groups in the Permissioned Groups
list do not have the ability to see documents in this folder if the See option has
been unmarked for them.)
4. In the Not Permissioned Groups list, locate the groups whose members
should be able to use the documents in the selected folder. Highlight the
groups and click the arrow button to move them to the Permissioned Groups
list. (Note that exchange managers are able to view all documents regardless
of their group memberships.)
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You can select multiple groups at the same time by pressing the SHIFT or CTRL
key while clicking the groups to highlight them.
5. Review the selections in the See column. Typically this option should be
marked for every group unless permission to view the documents in this folder
has been revoked for a particular group.
6. Determine whether the groups will be able to control the documents. Do this
by marking the Control option next to the name of each group that will have
this permission. Members of these groups will be able to modify the document
only if their exchange roles (for example, manager or publisher) allow them to
do so. Reviewers and previewers can control only the documents that they
have added to the exchange.
Document control allows users to change other users’ permissions to the
document, update the document or delete it.
7. Depending upon how your exchange has been set up, additional options may
be displayed, allowing you to specify whether reviewers and previewers will
be able to add documents or folders to this folder, and whether they will be
able to edit the values for the folder’s custom fields. (This functionality
sometimes is referred to as “limited publisher.”)
You may have to scroll horizontally to display these options.
•
Allow adding documents — Mark this option for each group that
contains reviewers and previewers who will be allowed to add documents
to the selected folder. This option appears only if the Allow Reviewers
and Previewers to add documents to select folders exchange setting
is enabled.
If the Remember selections for future documents and subfolders
exchange setting also is enabled, reviewers and previewers who have
permission to add documents to a folder will be able to add documents to
subfolders within that folder, as well. This can be overridden for each
subfolder.
•
Allow adding folders & documents — Mark this option for each group
that contains reviewers and previewers who will be allowed to add both
subfolders and documents to the selected folder. This option appears
only if the Allow Reviewers and Previewers to add documents to
select folders exchange setting is enabled.
If the Remember selections for future documents and subfolders
exchange setting also is enabled, reviewers and previewers who have
permission to add documents to a folder will be able to add documents to
subfolders within that folder, as well. This can be overridden for each
subfolder.
When members of the selected groups add documents, they will be able
to send an email alert to other limited publishers with permission to the
folder where the new documents are stored. Alerts will be sent to all
limited publishers with permission to the folder. Reviewers and
previewers without limited publisher permission will not receive alerts.
If folder custom fields are being used on this exchange, members of the
selected groups will be able to edit the name and set custom field values
for the folders that they have created.
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This option appears only if the Allow Reviewers and Previewers to
create sub folders and add documents to select folders exchange
setting is enabled.
•
Allow editing of folder custom fields — Mark this option for each
group that contains reviewers and previewers who will be allowed to edit
the values of custom fields for the selected folder. This option appears
only if the Allow Reviewers and Previewers to edit custom fields to
select folders exchange setting is enabled.
8. Determine whether the documents will be protected.
For each permissioned group, you can choose an additional level of security
for PDF and Microsoft Office documents. For each group, select one of the
following options from the Protection list:
•
Do not protect
•
Protect
•
Protect/No Print
With document protections, you can prevent users from downloading copies
of the documents or require them to enter their email address and password
before viewing a downloaded copy of the documents. You also can prevent
users from printing the documents.
The type of browser, browser version, and browser settings determine
whether the document can be downloaded, or must be viewed on the
exchange. For detailed information about document protections, see Chapter
6, Protecting documents, on page 93.
9. .When you have finished setting permissions, click Save.
Overriding folder-level permissions
Once you have set permissions for a folder, you may find that specific documents
or subfolders require different permissions. If this is the case, use the following
procedure to override the default selections provided by the folder.
When you move documents and subfolders from one permissioned folder to
another, the documents’ and subfolders’ permissions are changed to match the
new folder. If you override any permissions settings, however, those settings will
not be changed when the items are moved.
 To override folder-level permissions for subfolders and documents
The Documents tab should be displayed.
1. Highlight the folder whose permissions you want to change.
2. From the More Actions menu, select Permissions. The Permissions view
of the Set Folder Permissions window appears, listing the groups that have
been permissioned to the folder.
3. Mark the Override option next to each group whose permissions you want to
change. The Permission and Allow Add options become active for the
selected group. If this exchange allows documents to be protected, the
Protection option become active, as well.
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To override the permissions for all groups, mark the box that appears at the
top of the Override column.
4. If you do not want the group to view documents in the selected folder(s),
select No permission in the Permission column. (If you select this option,
other options for the group are dimmed and cannot be changed.)
5. If you want reviewers and previewers in the group to be allowed to add
documents to the selected folder and its subfolders, mark the Allow Add
option.
This option appears only if the Allow Reviewers and Previewers to add
documents to selected folders exchange setting is enabled.
6. If the documents on this exchange are protected (the enable protection of
PDF and Microsoft Office documents exchange setting is enabled), you
can change the protections applied to this group; to do so, make a selection
from the Protection list. Options in the Protection list are described in
Chapter 6, Protecting documents, on page 93.
7. When you have made changes for all the groups you wish to change, click
OK.
Making a document available to all exchange users
If the All Users - Current and Future option is enabled for your exchange, you
can use this option to allow all users to view selected documents.
When you permission documents using the All Users - Current and Future
option, all existing members of the exchange are given access to the documents,
and new exchange users will be given access to the documents automatically
when they are given access to the exchange. If your exchange uses folder-level
permissioning, folders can be permissioned using the All Users - Current and
Future option, as well.
When the All Users - Current and Future option is selected, users can view
documents, but have no other capabilities unless their exchange role allows it. If
you want specific user groups to be able to modify documents, you must give
them permission to control the documents separately.
The All Users - Current and Future option may not appear on your exchange. It
must be enabled or disabled by an Intralinks employee.
 To make an individual document available to all exchange users
The Documents tab should be displayed.
1. Highlight the document that you want to make available to all users.
2. From the More Actions menu, select Permissions. The Permissioned
Groups screen for the document appears.
3. Mark the See box that appears next to the All Users - Current and Future
option.
4. Click Save.
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Chapter 8: Reviewing documents
Overview
In this chapter you will learn how to:
•
Locate documents
•
Create a list of favorite documents
•
Open documents
•
Download documents
•
Print documents
•
Work with IRM-protected documents
•
Use Intralinks Viewer to view PDF and Microsoft Office documents
You have been invited to one or more Intralinks exchanges to participate as a
reviewer of the documents stored on the exchange. As a reviewer, you have
access to documents as long you have access to the exchange where they
reside, and, depending upon the security settings for individual documents, you
can download and print them, as well.
Depending upon the exchange manager’s preferences, you may receive email
messages, or alerts, when new documents are available for you to read. You can
click a link in the alerts to display the document, or you can view all of the
documents that are available to you by logging into Intralinks and displaying the
Documents List.
Viewing documents
All the documents that you have permission to view appear in the Documents
List.
Depending upon the security settings for the document you select to view, you
may be required to enter your Intralinks ID and password before opening the
document.
 To view documents within Intralinks
1. Open your exchange.
2. Click the Documents tab on the top of the screen. The Document List
appears.
3. Locate the document. Double-click it, or click on it to highlight it, and then
select Open Document from the More Actions menu.
You can use the Search tools to locate the document. For more information
about searching, see “Finding documents” below.
If you download a file that may contain malicious content, a message will
appear to warn you of the risk and give you the option not to continue with the
download. The warning is based upon the type of file that you selected, not
the actual content of the file. The message does not appear for file types that
are commonly used by Intralinks’ clients.
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This message will appear if you select any file with one of the following
extensions: *.ade; *.adp; *.asd; *.asf; *.asx; *.bas; *.bat; *.chm; *.cil; *.class;
*.cmd; *.com; *.cpl; *.crt; *.dat; *.dll; *.exe; *.hcp; *.hlp; *.hta; *.ht; *.htm; *.html;
*.inf; *.js; *.jse; *.lnk; *.mda; *.mdb; *.mde; *.mdw; *.msc; *.msi; *.msp; *.nws;
*.ocx; *.pif; *.p; *.pm; *.pot; *.pps; *.reg; *.scr; *.sct; *.shb; *.shs; *.sys; *.vb;
*.vbe; *.vbs; *.vcf; *.wmd; *.wms; *.wmz; *.wsc; *.wsf; *.wsh; *.xlt; *.xlw; *.zlb
Finding documents
Depending upon how your exchange has been set up, you can perform either
basic searches or full-text searches. Basic searches find terms only if they appear
in document or folder titles or notes. Full-text searches also find terms within the
contents of the documents on the exchange.
See “Tips for using Intralinks’ search tools” on page 108 for information on
performing searches using Boolean operators, using wildcards in your searches,
searching for negative numbers and special characters and other tools for finding
the information that you want.
 To search for a document
The Documents tab should be displayed.
1. Enter your search term in the Search box in the upper right corner of the
Intralinks Platform screen, then click Go. A list of documents that contain your
search term is displayed.
The search results you see are based on basic document information (the
documents’ titles and notes). If the exchange manager has chosen to enable
full-text search, all the contents of the documents are searched, as well.
Note: If you enter more than one search term, your search results will include
all documents that contain one word or the other. Your entry can be
uppercase or lowercase; the Search field is not case sensitive.
2. To open the document you wish to review, highlight it and click the Open
Document button near the top of the screen.
If you download a file that may contain malicious content, a message will
appear to warn you of the risk and give you the option not to continue with the
download. The warning is based upon the type of file that you selected, not
the actual content of the file. The message does not appear for file types that
are commonly used by Intralinks’ clients.
This message will appear if you select any file with one of the following
extensions: *.ade; *.adp; *.asd; *.asf; *.asx; *.bas; *.bat; *.chm; *.cil; *.class;
*.cmd; *.com; *.cpl; *.crt; *.dat; *.dll; *.exe; *.hcp; *.hlp; *.hta; *.ht; *.htm; *.html;
*.inf; *.js; *.jse; *.lnk; *.mda; *.mdb; *.mde; *.mdw; *.msc; *.msi; *.msp; *.nws;
*.ocx; *.pif; *.p; *.pm; *.pot; *.pps; *.reg; *.scr; *.sct; *.shb; *.shs; *.sys; *.vb;
*.vbe; *.vbs; *.vcf; *.wmd; *.wms; *.wmz; *.wsc; *.wsf; *.wsh; *.xlt; *.xlw; *.zlb
 To view only new documents
The Documents tab should be displayed.
1. Click the arrow that appears to the left of the New Since folder in the Smart
Filters area on the left side of the screen. A number of filtering options appear:
Last Login, Last 24 Hours, Last Week and Last Month.
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(If the smart filters are not displayed, click on the Filters button to hide the
folders list and display the filters.)
2. Click the option that you want to use. The documents list displays all the
documents that match the period of time that you specified.
 To view only unread documents
The Documents tab should be displayed.
1. Click the Advanced Filter smart filter. The Exchange Filter Criteria screen
appears, allowing you to select a variety of options for limiting the information
that is displayed.
(If the smart filters are not displayed, click on the Filters button to hide the
folders list and display the filters.)
2. To view only documents you haven’t read yet, mark the Unread Only option.
3. Click Filter.
 To view documents that were available on a previous date using the
Historic Filter
The Documents tab should be displayed.
1. Click the gear icon
that appears below the search box to display the Tools
menu. Select Historic Filter from the menu. The Historic Filter Criteria
window is displayed.
2. Choose one of the viewing options from the List by list:
Date — Use this option to view all the documents that were available on a
particular date in the past. Only the documents that were available to you on
that date will be displayed.
Date Range — Use this option to view all the documents that were available
during a particular time period. Documents that were available at any point
during the time period will be displayed.
Saved View — If you have saved a particular view (for example, a filtered list
of documents that are relevant to a task that you are performing), use this
option to redisplay the view you saved.
Depending upon your selection, additional fields will be displayed, allowing
you to select the date, date range or saved view that you want.
3. Click Filter. The documents that were available at the specified time are
displayed.
4. When you have finished viewing the historical view, select Historic Filter
from the Tools menu again to redisplay the standard (current) view of your
exchange.
 To create a saved view for historic filtering
The Documents tab should be displayed.
1. Display the documents that you want to include in the view.
2. Click the Save Current View button at the top of the screen. The Save
Current View window is displayed.
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3. Enter a name for the view, and click Save.
 To view documents by effective date
The Documents tab should be displayed.
1. Click on Unfiltered or the Filter icon
in the upper right corner of the
documents list. A number of filters appears.
2. In the Effective From and Effective To fields, enter a range of dates for the
documents that you want to view. All documents that have been assigned
effective dates within this time period will be displayed.
3. To view recently added documents, enter a date in the New Since field, in the
format MM/DD/YY (month, day, year). Or click the calendar icon and select
the date you want from the calendar that appears.
If the exchange does not enable you to see the dates on which documents
were added or made available to you, the New Since field does not appear.
4. To view only documents you haven’t read yet, mark the Unread Only option.
The documents list displays all the documents that match the requirements you
have entered.
 To search for documents across multiple exchanges
You can search multiple exchanges at the same using a variety of filters to limit
the search results to relevant documents.
Note: Exchanges that use enhanced security must be open if you want for them
to be included in your search results.
1. If the Hub is not displayed already, click the Hub button to display it.
2. Select the Documents tab to display the Documents List.
3. Enter your search term in the search box, then click Search. A list of
documents that contain your search term is displayed.
The search results you see are based on basic document information (the
documents’ titles, keywords and notes). If one or more exchange hosts have
chosen to enable full-text search, all the content of documents for those
exchanges is searched, as well.
Note: If you enter more than one search term, your search results will include
all documents that contain one word or the other. Your entry can be
uppercase or lowercase; the search field is not case sensitive.
4. (Optional.) If you want to limit the number of documents that appear in your
search results, make selections in the Refine your results section of the
screen. You can limit your search to particular exchanges, organizations, tags
and file types. Only the items you select will be included in your search.
5. (Optional.) If you want to further refine your search, click the Advanced
Search link below the search box. Using the Advanced Search screen, you
can search for documents using a wide range of criteria, including working
sets that contain the document, exchanges, tags, file types, document
creator, and others.
6. To open the document you wish to review, double-click it.
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7. (Optional.) If you want to save your search criteria for use again in the future,
click the Save link at the top of the Documents List. A box appears allowing
you to name your search.
To use saved search criteria in the future, click the arrow next to the search
field. A list of all your saved searches appears. Select the search criteria that
you want to use; the documents matching those criteria are displayed.
8. To clear your search results and perform a new search, click the Clear link at
the top of the Documents List.
 To view a URL that can be used as a shortcut for your document
The Properties screen for documents includes a URL (Web address) for the
document that you have selected. You can click the link to display the document.
You also can copy the link and create a shortcut for it in your Internet browser, or
send it to colleagues. (They must have permission to view the document in order
to display it.)
The Documents tab should be displayed.
1. Display the document whose URL you want to view.
2. From the More Actions menu, select Properties. The Properties screen for
the selected document is displayed.
3. Locate the Document Link field. Either click the link to display the document
or copy the text to paste into your browser or an email message.
Tips for using Intralinks’ search tools
Use the tips below to get the most out of Intralinks’ powerful search function.
Searching for a phrase
To search for a particular phrase, place the phrase in double quotation marks:
“Quarterly statements”
(If you do not use double quotation marks with your phrase, your search results
will include all documents that include the words you entered, even if the words
are separated from one another.)
Searching for negative numbers
To search for a negative number, use a minus sign and place the entire number,
including the minus sign, in double quotation marks: “-550.00”
Omitting words from your search results
To prevent documents that contain particular words from appearing in your search
results, type a minus sign before the terms you want to omit:
quarterly -Q2
Finding documents that contain two or more words
To find documents that contain two or more words, simply type the words with a
space between them: regulated legal
In the example above, only the documents that contain both regulated and legal
would be listed in your search results.
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Finding documents that contain one word or another
To find documents that contain one word or another one, but not both, type OR
(uppercase) between the terms: regulated OR legal
In the example above, documents that contain both regulated and legal would be
omitted from your search results.
Using special characters in your searches
Some characters are used for particular purposes by the Intralinks search tool.
These characters include: - \ " < > [ ] { } : ~ ^
To include any of these characters in a search term, type a backslash (\) character
in front of it: 4\:00 o’clock
Using wildcards to find variations of your search terms
Two characters, the question mark (?) and the asterisk (*), can be used to find
variations of your search term. When you use these characters, the search
function will “fill in the blanks.”
To replace a single character, use the question mark. In the following example, all
documents for Q1, Q2, Q3 and Q4 2009 will be displayed: Q? 2009
You also can use multiple question marks. In the following example, all
documents containing references to the 20th century will be displayed: 19??
To find all variations regardless of the number, use the asterisk. The following
example will return documents that include document, documents, documented
and documentation: document*
Searching only the documents that appear in the documents
list
You can limit your search to the documents currently displayed on the screen by
clicking the arrow icon in the Search box, then selecting This View.
Searching only the titles and notes for documents and folders
You can limit your search to the titles, notes and other information that appears on
folders’ and documents’ Properties screens. To do this, click the arrow icon in the
Search box and mark the Document & Folder Properties option; if you see a
Document Content option, be sure that it is unmarked. (This option does not
appear on all exchanges.)
Finding documents using smart filters
Smart filters provide alternative views of the documents that appear on your
exchange. These filters can improve your productivity by giving you easy access
to recently added documents, unread documents, and documents that you have
indicated are your favorites — that is, the documents you return to most often or
that hold information that is most important to you.
With the exception of the Favorites filter, the contents of the smart filters folders
are updated automatically as documents are added to the exchange and as you
read the documents.
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When you add documents to Favorites, copies of the documents are placed in the
Favorites folder. The original documents remain in the folders from which they
were copied.
 To view the contents of a smart filter
◊ Click on the smart filters folder whose contents you want to view. The
documents in the folder appear in the Documents List on the right side of the
window.
 To add documents to the Favorites menu
◊ Click on the document you want to add to the Favorites menu, then click the
Add to Favorites button near the top of the screen.
Downloading documents
Note that the security settings applied to the documents you select may prevent
you from downloading the documents or from opening downloaded documents
unless you enter your credentials (Intralinks ID and password).
 To download a document
1. Locate the document you wish to download, and click on it to highlight it.
2. Click the Download button at the top of the screen. A message asking you
whether you want to open or save the document appears.
3. Click Save. A Save As dialog box appears.
4. Choose a location on your local drive for the document, and click Save.
Bulk downloading documents from a single exchange
You can download several documents within an exchange at once; you can even
download all the documents in several folders on the exchange at the same time if
you like. The process is similar to downloading a single document.
 To download multiple documents
1. In the Documents List, highlight the documents and/or the folders whose
contents you want to download. You can select multiple documents and
folders at the same time by pressing the SHIFT or CTRL key while clicking the
items to highlight them.
2. Click the Download button at the top of the screen. A message asking you
whether you want to open or save the document appears. Click Save.
3. Choose a location on your local drive for the documents, and click OK.
If you download a file that may contain malicious content, a message will
appear to warn you of the risk and give you the option not to continue with the
download. The warning is based upon the type of file that you selected, not
the actual content of the file. The message does not appear for file types that
are commonly used by Intralinks’ clients.
This message will appear if you select any file with one of the following
extensions: *.ade; *.adp; *.asd; *.asf; *.asx; *.bas; *.bat; *.chm; *.cil; *.class;
*.cmd; *.com; *.cpl; *.crt; *.dat; *.dll; *.exe; *.hcp; *.hlp; *.hta; *.ht; *.htm; *.html;
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*.inf; *.js; *.jse; *.lnk; *.mda; *.mdb; *.mde; *.mdw; *.msc; *.msi; *.msp; *.nws;
*.ocx; *.pif; *.p; *.pm; *.pot; *.pps; *.reg; *.scr; *.sct; *.shb; *.shs; *.sys; *.vb;
*.vbe; *.vbs; *.vcf; *.wmd; *.wms; *.wmz; *.wsc; *.wsf; *.wsh; *.xlt; *.xlw; *.zlb
Bulk downloading documents from multiple exchanges
Using Download Wizard, you can download all the contents of one or more
exchanges, the contents of selected folders, and individual files.
Note that some documents or attachments may have protections applied to them
that will prevent you from downloading or printing them. You may be required to
view protected documents or attachments in the Intralinks environment only.
In order for you to download items from an exchange, the allow bulk
downloading of documents option on the exchange's settings screen must be
marked.
Note: If you are using a Macintosh computer, or a Windows browser other than
Internet Explorer, you may need to use an alternative version of Download
Wizard. If Download Wizard does not appear when you perform step 1 below,
select Compatibility Download from the Tools menu, then repeat the procedure
below. Note that with this version of the Download Wizard you cannot print or view
documents. Click the gear icon
the Tools menu.
that appears below the search box to display
 To download documents using Download Wizard
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Download button at the top of the screen
2. If you have not run Download Wizard previously, a message appears asking
whether you want to run Download Wizard, which is a separate application.
Click Run.
3.
Download Wizard’s Select Items view appears. Click the Show all
exchanges button to display a list of the exchanges to which you have
access.
4. Using the Available list, locate the items you want to download. Either
double-click an exchange’s name or click the plus-sign (+) icon to the left of it
to view the contents of the exchange. You can view the contents of folders
within the exchange in the same way.
5. When you have located an item (exchange, folder or document) that you want
to download, highlight it and click the Add button. The individual documents
that you selected appear in the Target list. Continue selecting items until you
have selected all the items that you want to download.
6. Click Next. The Locations & Settings view of the wizard appears.
7. Select the location on your computer or network where the items will be
downloaded. Also select options for organizing and processing files, along
with advanced options.
8. Click Next. The Download view of the wizard appears.
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9. Review your selections. Highlight an exchange to see all the documents that
will be downloaded from it. Click the Back button to make any needed
changes.
10. Click the Start button to begin downloading the items to the selected location.
As items are downloaded, information about them is displayed. You can halt
the download if necessary by clicking the Stop button.
If you download a file that may contain malicious content, a message will
appear to warn you of the risk and give you the option not to continue with the
download. The warning is based upon the type of file that you selected, not
the actual content of the file. The message does not appear for file types that
are commonly used by Intralinks’ clients.
This message will appear if you select any file with one of the following
extensions: *.ade; *.adp; *.asd; *.asf; *.asx; *.bas; *.bat; *.chm; *.cil; *.class;
*.cmd; *.com; *.cpl; *.crt; *.dat; *.dll; *.exe; *.hcp; *.hlp; *.hta; *.ht; *.htm; *.html;
*.inf; *.js; *.jse; *.lnk; *.mda; *.mdb; *.mde; *.mdw; *.msc; *.msi; *.msp; *.nws;
*.ocx; *.pif; *.p; *.pm; *.pot; *.pps; *.reg; *.scr; *.sct; *.shb; *.shs; *.sys; *.vb;
*.vbe; *.vbs; *.vcf; *.wmd; *.wms; *.wmz; *.wsc; *.wsf; *.wsh; *.xlt; *.xlw; *.zlb
11. Once the items have been downloaded, you can choose to print the
documents and view a download log, which shows detailed information about
items you downloaded, including their title and extension, status (completed,
failed to be downloaded, completed with warnings), the date and time each
item was downloaded, their location on the exchange and on your computer
or network, and error messages if the items could not be downloaded or was
downloaded with a warning. (For example, the document's name was
modified because another document with the same name already exists in the
selected location.) If effective dates were entered for your documents, these
dates appear on the log, as well.
To print the documents, click Print These Documents. The Bulk Print
Documents window appears. Review the documents displayed; to remove a
document from the list, highlight it and then click Remove Selected. When
you have finished reviewing the list, click Print.
To view the Download Log, click Open Download Log.
12. Click Close.
Printing documents
Note that security settings for individual documents may prevent you from printing
some of the documents that you select.
 To print a document
1. Locate the document in the Documents List, and click on it to highlight it.
2. From the More Actions menu, select Print Document. The Print dialog box
appears.
3. Review the options in the dialog box, and click OK.
 To print all the currently displayed documents
You can use the following steps to print all the documents that appear in the
Documents List.
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1. From the More Actions menu, select Print Documents in This View. A
Print screen appears listing all the documents on the exchange, along with
details about the document, such as the file type and number of pages.
2. Review the documents in the list. To remove a document from the list,
highlight it and click Remove Selected.
3. When you are satisfied with the contents of the list, click Print to begin
printing.
 To print all the documents on the exchange
The Documents tab should be displayed.
1. From the More Actions menu, select Print All Documents. A Print screen
appears listing all the documents on the exchange, along with details about
the document, such as the file type and number pages.
2. Review the documents in the list. To remove a document from the list,
highlight it and click Remove Selected.
3. When you are satisfied with the contents of the list, click Print to begin
printing.
Working with protected documents
What is document locking and protection?
Document locking and protection — also known as Information Rights
Management, or IRM — provides an added level of security for documents in PDF
or Microsoft Office (Word, Excel and PowerPoint) format. Exchange managers
may have a variety of reasons for protecting documents, but generally, document
protection is applied to documents that contain sensitive or confidential
information that should not be shared with people who have not been given
permission to view it.
With document locking and protection, users are either:
•
Prevented from downloading documents from an exchange to their
computer or network, or
•
Required to enter their email address and Intralinks password before
opening a downloaded copy of the document, which is encrypted.
The document format and browser that the individual is using determines whether
the file can be downloaded or must be viewed online.
Exchange managers and publishers can determine whether protection will be
applied to individual documents. In addition, exchange managers and publishers
can prevent users from printing protected documents.
Protected documents can be identified in the Documents List by a lock icon that
appears to the left of the document name. If the document is protected and
printing is not allowed, a printer icon appears with a red X on top of it.
For more information, see Chapter 6, Protecting documents, on page 93
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Performing ad hoc analysis using IRM-protected Excel documents
If you have been permissioned to use Microsoft Excel documents protected, you
can perform a limited number of actions that will allow you to perform ad hoc
analysis. You cannot save the changes that you make.
You can perform the following tasks:
•
Resize cells
•
Edit cell values
•
Add columns and rows
•
Sort data
You cannot perform the following actions:
•
Create pivot tables
•
Create graphs
•
Save changes using either the Save or Save As command
•
Copy protected files’ contents
•
Print protected documents, if the Protect/No Print option has been
selected for them
You can manipulate data only in Microsoft Excel documents. No changes can be
made to other protected document types.
You can perform ad hoc analysis on documents created using Microsoft Excel
2007 or later (Windows) or Excel 2011 or later (Macintosh). Analysis can be
performed using documents that are protected using either the Protect or
Protect/No Print option.
Viewing PDF and Microsoft Office documents using Intralinks
Viewer
Depending upon how an exchange is set up, you may be able to view PDF
documents and Microsoft Excel and Word files using Intralinks Viewer.
Note: Intralinks Viewer is not available on all exchanges and may not be
available to you. If you are an exchange manager and want to use Intralinks
Viewer with your exchange, contact Intralinks for assistance. To learn more about
Intralinks Viewer, see “Enabling Intralinks Viewer” on page 25.
Intralinks Viewer is an alternative to Adobe Reader and similar tools.
As you use Intralinks Viewer, you will find many of the functions that are found in
Adobe Reader and other PDF viewers, including search, zoom and navigation
tools. Functions that cannot be used with protected PDFs, such as text touchup
and commenting, are not available.
Depending upon how Intralinks Viewer has been set up on your exchange, you
may be allowed to use Intralinks Viewer only for documents that have printing or
downloading restrictions, or for all PDF, Excel and Word documents on the
exchange. If Intralinks Viewer is not used for unprotected files, they are displayed
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in your Internet browser, Excel, Word or Adobe Reader or Acrobat, depending
upon how your Adobe software is set up.
Using Intralinks Viewer
Adobe Flash Player 9 or a later version must be installed on your computer in
order for you to use Intralinks Viewer. No additional software is required.
Using the Curtain
If the Disallow use of Print Screen exchange setting is enabled, a “curtain”
appears over documents, obscuring the text, when you first display the
documents in Intralinks Viewer. The curtain prevents others from reading text on
your screen. To view the document, click the message that appears in the middle
of the screen and press the ENTER key until the document is displayed. The
curtain reappears if you select another document or application.
If the Disallow use of Print Screen exchange setting is enabled and you attempt
to make images of your screen while a document is visible in the Intralinks Viewer
window, the message Data Protection Policy Applied will appear when you
attempt to paste the screen image. You can use the print screen key when
Intralinks Viewer is in the background and the curtain is displayed, however. (Only
the curtain, and not the document’s contents, will be displayed.)
Using the Spotlight
Intralinks Viewer’s Spotlight function allows only a few lines of text to be displayed
at once. You can use the Spotlight to limit the amount of text that is displayed,
preventing unauthorized people from viewing the document as you read it in
public areas such as airports. You can resize the Spotlight if you like. To use the
Spotlight, click the Spotlight icon at the top of the Intralinks Viewer screen. To
resize the Spotlight, adjust the slider tool that appears to the right of the Spotlight
icon.
Navigating through documents
You can view documents using the scroll bar on the right side of the Intralinks
Viewer screen or the tools that appear in the bar at the top of the screen. You also
can use the toolbar at the top of the screen (shown below) to zoom in, zoom out,
reset the zoom to 100%, search for particular words or phrases, display the next
or previous page using arrow buttons, or go to a specific page in the document.
If you are viewing a PDF document with bookmarks, you can click the bookmarks
icon
to display the document’s bookmarks. If the PDF document includes
documents, click the attachments icon to display a list of attachments. Similarly,
click the comments icon to view any comments that have been added to the
document. (These icons do not appear if the PDF document does not include
these items.)
Printing documents
You can print documents that appear in Intralinks Viewer. (Protected documents
for which the Prevent print option has been selected cannot be printed, of
course.)
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To print a document, click the printer icon on the upper left side of the Intralinks
Viewer screen:
When you print a PDF document, a box appears allowing you to select a range of
pages to print. After you have made your selection, click Print to display a Print
dialog box, where you can select the printer that you want to use.
When you print an Excel spreadsheet, a box appears allowing you to print the
current worksheet, another worksheet, if the document includes multiple
worksheets, or the entire workbook (all the worksheets in your document). After
you have made your selection, click Print to display a Print dialog box, where you
can select the printer that you want to use.
Using the PRINT SCREEN key
You cannot make images of your screen while a document is visible in the
Intralinks Viewer window. If you attempt to do so, the message Data Protection
Policy Applied will appear when you attempt to paste the screen image. You can
use the PRINT SCREEN key when Intralinks Viewer is in the background and the
curtain is displayed, however. (Only the curtain, and not the document’s contents,
will be displayed.)
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Chapter 9: Managing standard and rulesbased business processes
Overview
In this chapter you will learn about Intralinks’ business processes and how they
can be used to create controlled document submission and review workflows. You
also will learn how to:
•
Create, configure and activate business processes
•
Inactivate and reactivate business processes
•
Delete business processes in draft stage
•
Rename business processes
•
Copy business processes from one exchange to another
Before you begin
In order to perform the tasks in this chapter, Adobe Flash Player 9 must be
installed on your computer.
When you select an exchange in the Hub, a message will appear if Flash Player 9
is not installed. This message includes links to information about the Flash Player
software and to a location on the Adobe website where you can download this
free software utility. Your organization’s IT department may be required to install
this software for you.
If Flash Player 9 is not installed, you can open the exchange, but you will be able
to perform only basic reviewer-related tasks like reading and printing documents.
What are business processes?
Business processes are predefined interactions that are designed to control the
flow of documents and ensure that they are handled in a consistent way. These
interaction can be as simple as the submission of a weekly progress report or as
complex as a document review requiring multiple levels of approval.
Business processes serve as templates from which exchange users can create
business process instances — the actual requests for approval or for documents.
Intralinks provides several types of business processes (known as business
process definitions) for you to use. You can choose from three types of business
processes — standard, rules based and multi-task.
Standard processes can be set up quickly and are ideal for situations where you
know the people and documents involved. Rules-based processes require a bit
more setup effort, but they offer great flexibility in selecting documents, users and
groups — even those that do not exist yet. Rules can be based on a variety of
information about the users, groups and documents, including the entries that
have been made for them in custom fields. (This information is referred to as
metadata.)
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Multi-task processes combine elements of standard and rules-based processes
and can be used to manage and coordinate many tasks related to a single activity.
For information about multi-task processes, see Chapter 10, Managing multi-task
processes, on page 146.
All business processes are set up using wizards.
Standard processes include:
•
Document date trigger
•
Document submission for approval
•
Document submission with two-step approval
•
Document submission (without any approval)
•
Document submission for review
•
Request for documents
Rules-based processes include:
•
Group-triggered document distribution
•
Rules-based document distribution
•
Rules-based submission
Business processes can be created only by those with the Manager Plus
exchange role. Users with any exchange role can be task initiators (submitters or
requestors of documents) or document reviewers.
Standard processes
Document date trigger
In this standard business process, alerts will be sent to specified exchange
members based on dates associated with documents. For example, this process
can be used to alert you if the expiration date for a license or contract is
approaching. The steps used to create a document date trigger process are
slightly different from those used for other standard processes, since no
documents are being submitted or distributed.
To create a business process of this type, see “Setting up a document date trigger
process” on page 124.
Document submission for approval
In this standard business process, a submitter sends a document to a reviewer,
who can:
•
Accept the document
•
Reject the document
•
Request that it be resubmitted with changes
If the document is accepted or rejected, no further action is required; the business
process instance is considered complete.
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To create a business process of this type, see “Creating and configuring standard
business processes” on page 121.
Document submission with two-step approval
This standard business process is a bit more complex, but is fundamentally the
same as the document submission for approval. In it, a submitter sends a
document to an initial reviewer who can accept or reject the document or request
that it be resubmitted. If the initial reviewer accepts the document, it is submitted
to a second reviewer, who also can accept or reject the document or request that
it be resubmitted. If either reviewer rejects the document, or if the second reviewer
accepts it, the process is considered complete.
To create a business process of this type, see “Creating and configuring standard
business processes” on page 121.
Document submission (without any approval)
This is the simplest and most straightforward of the standard business processes.
In it, the submitter sends a document to a reviewer, who reviews the document
and then marks the task complete. No further communication with the submitter is
required once the document has been sent to the reviewer.
To create a business process of this type, see “Creating and configuring standard
business processes” on page 121.
Document submission for review
In this standard business process, a submitter sends a document to a reviewer,
who can:
•
Review the document
•
Request that it be resubmitted
The reviewer can request that the document be resubmitted if more information is
needed or can mark the process as done if the submitter has provided all the
information that was needed. This process is similar to the request for documents
business process, which is explained below.
To create a business process of this type, see “Creating and configuring standard
business processes” on page 121.
Request for documents
This standard business process is initiated by a reviewer who requests a
document from a submitter. The reviewer can request that the document be
resubmitted if more information is needed or can mark the process is done if the
submitter has provided all the information that was needed.
To create a business process of this type, see “Creating and configuring standard
business processes” on page 121.
Rules-based processes
Group-triggered document distribution
This rules-based business process is similar to the rules-based document
distribution process, but documents are automatically distributed to new and
updated groups if they match the criteria in the rules you set. Once a group-
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triggered document distribution business process is created and configured, no
additional human intervention is required to distribute the documents identified by
the business process. After the documents have been distributed, other tasks,
such and response acknowledgments and approvals, must be completed by
users.
To create a business process of this type, see “Creating and configuring a grouptriggered document distribution business process” on page 138.
Rules-based document distribution
This highly configurable business process allows you to automate document
distribution processes based on predefined rules that you establish. Using rules,
you can identify the documents that will be distributed, the groups that will receive
them, and different handling instructions for particular documents and groups.
You can require that users acknowledge receipt of the documents and that they
complete documents associated with the process. You can auto-publish the
attachments to users’ acknowledgments, again using rules that will determine
which documents will be published, the location on your exchange where they will
be published, the documents’ recipients, their permissions for using the
documents, and the contents of email alerts sent to the recipients of newly
published documents.
To create a business process of this type, see “Creating and configuring a rulesbase document distribution business process” on page 133.
Rules-based submission
This business process allows you to standardize and automate document
submission processes based on predefined rules that you establish. As with the
rules-based document distribution business process, this process is highly
configurable. You can determine who will view submitted documents, who will
approve them, and whether they will be auto-published.
To create a business process of this type, see “Creating and configuring a rulesbased submission business process” on page 127.
Setting up standard business processes
Note: This section applies only to standard business processes. For information
about group-triggered document distribution, rules-based document distribution
and rules-based submission, see “Setting up rules-based business processes” on
page 127. To create a document date trigger process, see “Setting up a document
date trigger process” on page 124.
You can configure standard business processes using a series of multi-step
wizards. The steps include:
•
Selecting the exchanges to which the business process applies
•
Selecting the exchange users who will be able to view the process
•
Selecting task initiators — the people who are responsible for creating
and routing documents, or who are requesting documents
•
Selecting task recipients — the people responsible for receiving and
approving (or rejecting) documents, or who are responsible for providing
documents that have been requested
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•
Selecting task details
You can save your configurations as drafts before making them active. If changes
are needed, they can be made during the draft stage.
Business processes can have one of the following statuses:
•
Draft — The business process has been saved as a draft, but is not
considered ready for use. It is not activated. Draft templates are visible
only to the person who created them; once they are made active,
templates are visible to all users with the Manager Plus exchange role.
Once activated, a template cannot be returned to draft status.
•
Active — The business process is ready for use, but no one has used it
yet — no business process instances have been created from it.
•
In Use — The business process is active and has been used; one or
more business process instances have been created from it.
•
Inactive — The business process has been made unavailable for
creating future business process instances. Any instances already in
process are not affected if a business process is made inactive. Inactive
business processes can be reactivated.
About submitters, reviewers and approvers
Submitters provide documents to reviewers and approvers. Except for requests
for information, submitters initiate business process instances. (That is, the
submitters begin the process by submitting a document for review or approval.)
You can select one or more individuals, the members of a user group or all the
exchange members with a particular exchange role (such as Reviewer) to be
submitters.
When you select reviewers and submitters for a business process, you can select
one or more individuals, the members of a collaboration group, or all the
exchange members with a particular exchange role (such as Manager) for these
tasks.
Creating and configuring standard business processes
Note: This section applies only to standard business processes. For information
about group-triggered document distribution, rules-based document distribution
and rules-based submission, see “Setting up rules-based business processes” on
page 127.
You must be assigned the Manager Plus exchange role in order to create
business processes.
When you create a business process, it is created in Draft mode. This allows you
to make changes before making the process available to exchange users. When
you are ready for users to begin performing the tasks associated with the new
process, activate the process. For more information, see “Activating business
processes” on page 143.
Note that you can change the users who are assigned to a business process at
any time, but only future business process instances will be affected. Any users
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assigned to existing business process instances will be allowed to complete them
even if they are removed from the list of users assigned to the process.
 To create a standard business process
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Maintenance button to display a list of maintenance tasks. A list of
the business processes created for the exchanges that you manage also
appears.
2. From the Action menu, select Add Business Process. The Select Process
Definition screen appears.
3. Highlight the type of business process that you want to create:
•
Document submission
•
Document submission for approval
•
Document submission with two-step approval
•
Document submission for review
•
Request for document
Each of these options is described in detail in the previous section, “What are
business processes?”
4. Click Next. The Select Exchange view appears.
Naming the business process and associating it with an exchange
1. Enter a name for the business process. Be sure the name clearly identifies
the process for the people who will be using it.
2. Highlight the exchange in which the business process will be used.
3. Click Next. The Make Available to Users view appears.
Determining who will be able to see, and use, this business process
Use the Make Available to Users screen to create the rules that will determine
which exchange users will be allowed to create business process instances from
this business process.
1. To begin creating a new rule, click the Add Visibility button in the lower right
corner of the screen. The fields needed to create a new rule are displayed.
2. Enter a name for the rule.
3. Indicate how you want users to be selected using this rule.
•
Groups — Select this option if you want to give access to this business
process to specific groups that may not share common attributes. A list of
groups on your exchange appears; highlight the groups that you want and
click the arrow button (>) to move the groups to the Selected Groups list.
To select multiple groups, press the SHIFT or CTRL key while clicking the
groups’ names.
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•
Role Group — Select this option if you want to give access to this
business process to all users who are assigned a particular exchange
role, such as Reviewer. You can select multiple roles if you like.
•
Users — Select this option if you want to give access to this business
process to specific people. You can select as many individuals as you
like.
•
Group Metadata — Select this option if all the groups you want to select
share a common attribute, such as the country in which they are located.
A number of custom fields will appear, allowing you to identify the
attributes that the groups have in common. All the groups that match the
criteria that you set will have access to this business process.
4. To create another rule, click the Add Visibility button again. You can create
as many rules as you like. This business process will be available to anyone
who meets the criteria of one or more rules.
5. When you have finished creating rules, click Next. The Cancel Business
Process Instances screen appears.
Allowing users to cancel the business process instances that they have
created
1. If users who create (initiate) a business process instance will be allowed to
cancel the instances they have created, mark the Users can cancel
business process instances option.
2. Click Next. The Enter Instructions screen appears.
Entering instructions for business process initiators (optional)
1. You can add a note to provide any additional instructions that will appear on
the email alert sent to document submitters.
2. You can attach additional instructions or other documents to the email alert
sent to document submitters.
To attach a document that is located on your computer or a network drive,
click Attach new document. A dialog box appears allowing you to select the
files that you want.
To attach a document that is located on your exchange, click Add linked
documents. A pane appears, allowing you to select the file to be attached.
Highlight the documents that you want and then click Attach. To select
multiple documents, press the SHIFT or CTRL key while clicking the documents’
names.
3. Click Next. Depending upon the type of business process you are creating,
Select Reviewers, Select Approvers, Select Submitters or Select
Approver 1 screen appears. The steps that you will follow are the same
regardless of the process selected.
Selecting document reviewers, approvers or submitters
1. Enter a note to provide any additional instructions that you want to appear for
the document reviewers, approvers or submitters.
2. You can attach additional instructions or other documents to the email alert
sent to document reviewers, approvers and submitters.
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To attach a document that is located on your computer or a network drive,
click Attach new document. A dialog box appears allowing you to select the
files that you want.
To attach a document that is located on your exchange, click Add linked
documents. A pane appears, allowing you to select the file to be attached.
Highlight the documents that you want and then click Attach. To select
multiple documents, press the SHIFT or CTRL key while clicking the documents’
names.
1. Click Add Rule. The fields needed to create a new rule are displayed.
2. Enter a name for the rule.
3. Indicate how you want users to be selected using this rule.
•
Groups — Use this option if you want to select specific groups that may
not share common attributes. A list of groups on your exchange appears;
highlight the groups that you want and click the arrow button (>) to move
the groups to the Selected Groups list. To select multiple groups, press
the SHIFT or CTRL key while clicking the groups’ names.
•
Role Group — Use this option if you want to select all users who are
assigned a particular exchange role, such as Manager Plus. You can
select multiple roles if you like.
•
Users — Use this option if you want to select specific people. You can
select as many individuals as you like.
•
Group Metadata — Use this option if all the groups you want to select
share a common attribute, such as the country in which they are located.
A number of custom fields will appear, allowing you to identify the
attributes that the groups have in common. All the groups that match the
criteria that you set will be selected.
4. To create another rule, click the Add rule button again. You can create as
many rules as you like. This business process will be available to anyone who
meets the criteria of one or more rules.
5. If you are creating a Document Submission with Two-Step Approval business
process, click Next and repeat steps 1 through 4 to select the individuals or
groups that are responsible for the second level of approval.
6. Click Save to save your changes and close the screen.
When you are ready for users to begin performing the tasks associated with this
process, activate the process. For more information, see “Activating business
processes” on page 143.
Setting up a document date trigger process
As noted earlier, document date trigger processes can be used to send email
alerts to selected exchange members when certain date criteria are met. For
example, you can use this process to alert managers when contracts or licenses
are about to expire.
 To create a document date trigger process
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
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1. Click the Maintenance button to display a list of maintenance tasks. A list of
the business processes created for the exchanges that you manage also
appears.
2. From the Action menu, select Add Business Process. The Select Process
Definition screen appears.
3. Highlight Document Date Trigger.
4. Click Next. The Select Exchange view appears.
Naming the business process and associate it with an exchange
1. Enter a name for the business process. Be sure the name clearly identifies
the process for the people who will be using it.
2. Highlight the exchange in which the business process will be used.
3. Click Next. The Event Criteria view appears.
Selecting event criteria
Use event criteria to determine when, and how often, email alerts will be sent
when this process is triggered.
1. Indicate when you want the business process to be triggered:
•
On a specified number of days before the trigger date
•
On the trigger date itself
•
On a specified number of days after the trigger date.
The initial alert will be sent on this date.
2. If you want more than one alert to be sent, indicate the frequency with which
the alerts should be sent, and the period of time in which they should be sent.
For example, if you use the default selections, an alert will be sent once every
7 days for 28 days. In this case alert recipients will receive a total of five alerts
(the original alert and a repeating alert once a week for the next four weeks).
Click Next. The Event Trigger view is displayed.
Creating event triggers
Use the Event Trigger screen to create the rules for specific documents that will
determine when email alert is required for these documents.
1. To begin creating a new rule, click the New Event Trigger button in the lower
right corner of the screen. The fields needed to create a new rule are
displayed.
2. Enter a name for the rule.
3. Enter the name of the document for which this rule applies.
4. (Optional.) Enter a range of dates for which this rule is effective.
5. Click the Identify Date Field button. A panel appears displaying the date
fields that can be used as triggers.
6. Select the date field that you want to use as a trigger, and then click the x icon
to hide the date fields panel.
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7. If you want to create another event trigger, click Create additional trigger and
repeat steps 2 through 6.
8. When you have finished creating triggers, click Next. The Select Alert
Recipients view appears.
Determining who will receive email alerts for this business process
Use the Select Alert Recipients screen to create the rules that will be used to
select the people who will be allowed to submit documents using this business
process.
1. To begin creating a new rule, click the Add Rule button in the lower right
corner of the screen. The fields needed to create a new rule are displayed.
2. Enter a name for the rule.
3. Indicate how you want users to be selected using this rule.
•
Group Name — Select this option if you want to email alerts to be sent to
specific groups that may not share common attributes. A list of groups on
your exchange appears; highlight the groups that you want and click the
arrow button (>) to move the groups to the Selected Groups list. To
select multiple groups, press the SHIFT or CTRL key while clicking the
groups’ names.
•
User — Select this option if you want email alerts to be sent to specific
people. You can select as many individuals as you like.
•
Group Metadata — Select this option if all the groups you want to select
share a common attribute, such as the country in which they are located.
A number of custom fields will appear, allowing you to identify the
attributes that the groups have in common. All the groups that match the
criteria that you set will have access to this business process.
4. To create another rule, click the Add Rule button again. You can create as
many rules as you like. Alerts will be sent to anyone who meets the criteria of
one or more rules.
5. When you have finished creating rules, click Next. The Alert Details screen
appears.
Configuring email alerts that will be sent to document recipients
The Enter Alert Details step should be displayed.
1. In the Subject field, enter the text that you want to appear in the subject line
for the email alerts.
2. In the Note field, enter a note that will appear in the body of the email alerts.
Important! Do not enter more than 2,500 characters in this field! Although
you may be allowed to enter a larger number of characters, the alerts may not
be sent if the note exceeds 2,500 characters.
3. From the Include Custom Fields field, indicate whether you want for custom
fields to be displayed on the alerts.
Saving your changes
◊ Once you are satisfied with your configuration selections, click Save.
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Setting up rules-based business processes
Note: This section applies only to rules-based business processes. For
information about standard business processes, see “Setting up standard
business processes” on page 120.
You must be assigned the Manager Plus exchange role in order to create
business processes.
Rules-based business processes provide greater flexibility in selecting both
documents and recipients than similar standard business processes do. They also
enable you to automatically publish recipients’ response documents and give
permission to user groups to view the documents. Configuration rules can be
based on a number of criteria, including custom fields (metadata) assigned to
documents and groups.
You can create rules-based submission processes. You also can create two types
of document distribution processes: the rules-based document distribution
process and the group-triggered document distribution business process. Both
processes are similar in that they enable you to automate the document
distribution process and to set up rules for selecting the documents to be
distributed and the groups that will receive them. You can require that users
acknowledge receipt of the documents and that they complete documents
associated with the process. You can auto-publish the attachments to users’
acknowledgments, again using rules to automate the process and to govern who
will be given access to the documents.
Creating and configuring a rules-based submission business
process
Rules-based business processes can be created and configured using a single
multi-step wizard. Most configuration steps are optional, and they can be
performed in any order.
Note that you can change the users who are assigned to a business process at
any time, but only future business process instances will be affected. Any users
assigned to existing business process instances will be allowed to complete them
even if they are removed from the list of users assigned to the process.
 To create a rules-based submission business process
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Maintenance button to display a list of maintenance tasks. A list of
the business processes created for the exchanges that you manage also
appears.
2. From the Action menu, select Add Business Process. The Select Process
Definition screen appears.
3. Highlight Rules-Based Document Submission and click Next. The Select
Exchange step of the Create New Business Process wizard appears.
4. Enter a name for the business process. be sure the name clearly identifies the
process for the people who will be using it.
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5. Highlight the exchange in which the distributed documents will be stored.
If you manage many exchanges, you can use the filters to display a shorter
list of exchanges. You can filter the list by exchange name and ID, the name
of the exchange host, and the exchange’s phase (hold, preparation or open).
You can make entries in two or more of the filter fields if you like.
6. Click Next.
Defining the functions that submitters will be allowed to perform
Using this screen, set up a business process for submitting documents. Your
selections here will determine the functions that users will be allowed, or required,
to perform when they submit documents using this process.
1. Begin by indicating whether users can submit documents of any type using
this process, or whether they will be limited to a specific document type.
If you select Select Document Type from Dropdown, select one or more
document types from the list below the field. To select multiple items, press
the CTRL key while clicking the items.
2. Indicate which of the following options apply to this business process:
•
Is working set execution allowed? — Select Yes if submitters who
have created working sets (personal collections of exchanges that are
related to one another in some way) will be allowed to use those working
sets to submit documents to the exchange that you are currently
accessing.
•
Approval required? — Select Yes if submitted documents must be
approved by an exchange manager before they are published to the
current exchange.
•
Allow approvers to attach documents? -- Select Yes if document
approvers are allowed to attach additional instructions or other
documents to a submission when they request that a document be
resubmitted. This option is available only if you marked the Approval
required? option.
•
Autopublishing allowed? — Select Yes if documents will be
automatically published to a predefined location on your exchange. Autopublished documents can be made available to users based on rules that
you specify. Rules also can be used to limit these users’ permissions to
the documents. If approval is required, the documents will not be
published until they have been approved.
•
Fax In — Mark this option if users will be able to submit their documents
via fax.
3. Click Next. The Instructions screen should be displayed. (This screen is
optional; if you do not wish to provide response instructions, click Next again
and skip to the next procedure.)
Entering instructions for submitters
1. In the Note field, provide any additional instructions that you want to appear
on the email alert sent to document recipients.
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2. To attach additional instructions or other documents, click Add
attachment(s). A pane appears, allowing you to select the file to be attached.
To attach a document that is located on your computer or a network drive,
click Attach new document. A dialog box appears allowing you to select the
files that you want.
To attach a document that is located on your exchange, click Add linked
documents. A pane appears, allowing you to select the file to be attached.
Highlight the documents that you want and then click Attach. To select
multiple documents, press the SHIFT or CTRL key while clicking the documents’
names.
You can attach multiple files if you like. You can attach files from the
exchange or your computer or network drive.
Note: If you use eForms, be sure to attach only one eForm to each
submission.
3. Click Next. The Add Visibility Configuration Rules screen appears.
Determining who will be able to see, and use, this business process
Use the Add Visibility Configuration Rules screen to create the rules that will
be used to select the people who will be allowed to submit documents using this
business process.
1. In the Collaboration Group Access field, mark the Full control option to
indicate that members of the submitter’s collaboration group are allowed to
act as co-monitors if a document approver requests that documents be
resubmitted. If you mark the View Only option, other members of the user’s
collaboration group will be able to view documents submitted by the user, but
only the user will be able to respond to requests for resubmission. Select No
Access if you do not want members of the submitter’s collaboration group to
see the documents at all.
2. To begin creating a new rule, click the Create New Rule button in the lower
right corner of the screen. The fields needed to create a new rule are
displayed.
3. Enter a name for the rule.
4. Indicate how you want users to be selected using this rule.
•
Group Name — Select this option if you want to give access to this
business process to specific groups that may not share common
attributes. A list of groups on your exchange appears; highlight the groups
that you want and click the arrow button (>) to move the groups to the
Selected Groups list. To select multiple groups, press the SHIFT or CTRL
key while clicking the groups’ names.
•
Role Group — Select this option if you want to give access to this
business process to all users who are assigned a particular exchange
role, such as Reviewer. You can select multiple roles if you like.
•
User — Select this option if you want to give access to this business
process to specific people. You can select as many individuals as you
like.
•
Group Metadata — Select this option if all the groups you want to select
share a common attribute, such as the country in which they are located.
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A number of custom fields will appear, allowing you to identify the
attributes that the groups have in common. All the groups that match the
criteria that you set will have access to this business process.
5. To create another rule, click the Create New Rule button again. You can
create as many rules as you like. This business process will be available to
anyone who meets the criteria of one or more rules.
6. When you have finished creating rules, click Next. The Respond by Date
screen appears.
Setting a response date
This screen is optional. You can require document recipients to acknowledge
response of the documents within a set number of days. If you do not want to set
a response period, click Next and skip to the next procedure.
1. In the Number of days to respond after document is received field, enter
the number of days within which recipients are expected to respond.
2. Using the Send daily alert and Send alert once options, indicate the number
of times that you want reminders to be sent to recipients who have not
responded within the required number of days.
3. Click Next.
If you selected “Yes” for the Approval Required field:
The Add Submission Approver Rules screen should be displayed.
Use this step to create the rules that will be used to select the people who will
approve recipients’ submission responses.
If you indicated that approval is required, your process must include at least one
submission approver rule. You can create as many rules as you like. If you create
multiple rules, anyone who meets the criteria of one or more rules will be allowed
to approve recipients’ responses.
You can designate any of the following to be approvers:
•
Individual users
•
All users with specific exchange roles (for example, the manager plus
role)
•
Selected groups
•
Groups that share a common attribute, such as the country in which they
are located, or title
1. Click the Create a new rule button in the lower right corner of the screen. The
fields needed to create the rule are displayed.
2. Enter a name for the rule.
3. If you want specific people or groups, or people with specific exchange roles
to be approvers, select one of the following options:
•
Collaboration Group — Select this option if you want specific groups
that may not share common attributes to be approvers. A list of groups on
your exchange appears; highlight the groups that you want and click the
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arrow button (>) to move the groups to the Selected Groups list. To select
multiple groups, press the SHIFT or CTRL key while clicking the groups’
names.
•
Role Group — Select this option if you want to all users who are
assigned a particular exchange role, such as Manager Plus, to be
approvers. You can select multiple roles if you like.
•
Users — Select this option if you want specific individuals to be
approvers. You can select as many individuals as you like.
4. If all the groups you want to select share a common attribute, such as their
group type, click the Add Group Metadata Rule button. A number of custom
fields will appear, allowing you to identify the attributes that the groups have in
common. All the groups that match the criteria that you set will be selected as
submission approvers.
Click Add Group Metadata Rule to create another rule.
5. Click Next when you have finished creating submission approver rules.
If you selected Yes for the Auto-Publishing Allowed field:
The Auto Publish Configuration screen should be displayed.
You can set rules to allow users other than exchange managers to view these
attachments. You also must select a location on your exchange where the
attachments will be published.
1. Click Next. The Response Publishing Folder screen appears, displaying a
list of the folders on your exchange.
2. Either highlight the folder where you want submission response attachments
to be published, or opt to have a new folder created for each response. You
can include the submitter’s name, or the name of the submitter’s group in the
folder name, along with text that identifies the files that will be posted. For
example, you could select User Name, then enter text before the user name
to create a folder named “Quarterly Report — Terry Lee” when user Terry Lee
submitted a report using this business process. If you choose to create
folders, they will appear at the top level of your exchange’s Folders List.
3. Click Next. The Published Document Recipients screen appears.
4. If other members of the submitter’s collaboration group (typically coworkers at
the same worksite) should be able to view submitted documents, mark the
Allow the submitter’s collaboration group to view the document option.
(If the submitter does not belong to any groups, the attachment will not be
visible to him.)
5. Click the Create a new rule button in the lower right corner of the screen. The
fields needed to create the rule are displayed.
6. Enter a name for the rule.
7. Select one of the following options:
•
Group Name — Select this option if you want to make documents
available to specific groups that may not share common attributes. A list
of groups on your exchange appears; highlight the groups that you want
and click the arrow button (>) to move the groups to the Selected Groups
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list. To select multiple groups, press the SHIFT or CTRL key while clicking
the groups’ names.
•
Group Metadata — Select this option if all the groups you want to select
share a common attribute, such as the country in which they are located.
A number of custom fields will appear, allowing you to identify the
attributes that the groups have in common. All the groups that match the
criteria that you set will receive the documents that are distributed.
8. Your changes are saved automatically. Click Create a new rule to create
another rule, or Next if you have finished creating recipient rules.
Setting levels of protection for auto-published documents
The Published Document Permissions screen should be displayed.
You can use the fields on this screen to control how users will be able to use
documents that are made available to them.
1. Using the Permissions field, indicate whether selected groups will be able to
make changes to the field.
If users will be allowed only to view the documents, select See. If they will be
able to make changes to the document or delete it, select Control. Members
of these groups will be able to modify the document only if their exchange
roles (for example, manager or publisher) allow them to do so.
2. For each group, select one of the following options from the Protection list:
– Do not protect
– Protect
– Protect/No Print
With document protections, you can prevent users from downloading copies
of the documents or require them to enter their email address and password
before viewing a downloaded copy of the documents. You also can prevent
users from printing the documents.
The type of browser, browser version, and browser settings determine
whether the document can be downloaded, or must be viewed on the
exchange. For detailed information about document protections, see Chapter
6, Protecting documents, on page 93.
3. Click Next.
Configuring email alerts that will be sent to document recipients
The Published Document Alert Configuration step should be displayed.
1. In the Subject field, enter the text that you want to appear in the subject line
for the email alerts.
2. In the Note field, enter a note that will appear in the body of the email alerts.
3. From the Include Custom Fields field, indicate whether you want for custom
fields to be displayed on the alerts.
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Saving your changes
◊ Once you are satisfied with your configuration selections, click Save.
Creating and configuring a rules-base document distribution
business process
Rules-based document distribution business processes are useful for
automatically distributing new documents to a preconfigured group of recipients.
You can configure your processes to require that recipients acknowledge receipt
of distributed documents, and set up an approval process for recipients’
acknowledgment responses. You can require that recipients respond with a form
or document in a predetermined format. Rules can be set up for automatically
publishing files attached to acknowledgment responses.
Group-triggered document distribution business processes can be used to
automatically distribute documents to newly added or updated groups that meet
specified criteria. For information on creating a business process of this type, see
“Creating and configuring a group-triggered document distribution business
process” on page 138.
Rules-based business processes can be created and configured using a single
multi-step wizard. Most configuration steps are optional, and they can be
performed in any order.
Note that you can change the users who are assigned to a business process at
any time, but only future business process instances will be affected. Any users
assigned to existing business process instances will be allowed to complete them
even if they are removed from the list of users assigned to the process.
 To create a rules-based document distribution business
process
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Maintenance button to display a list of maintenance tasks. A list of
the business processes created for the exchanges that you manage also
appears.
2. From the Action menu, select Add Business Process. The Select Process
Definition screen appears.
3. Highlight Rules-Based Document Distribution and click Next. The Select
Exchange step of the Create New Business Process wizard appears.
4. Enter a name for the business process. be sure the name clearly identifies the
process for the people who will be using it.
5. Highlight the exchange in which the distributed documents will be stored.
If you manage many exchanges, you can use the filters to display a shorter
list of exchanges. You can filter the list by exchange name and ID, the name
of the exchange host, and the exchange’s phase. You can make entries in
two or more of the filter fields if you like.
6. Click Next. The Document Metadata Rules step appears.
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Creating the rules that identify documents to be distributed
The Document Metadata Rules step should be displayed.
1. Click Create a new rule. The fields needed to create the rule appear.
Your process must include at least one document selection rule. You can
create as many rules as you like.
2. Enter the following information:
•
Rule Name – Enter a descriptive name for the rule.
•
Document Name – If this rule will be used to select documents that have
a particular name, enter that name here.
•
Effective Date (From) and Effective Date (To) – If you want to use this
rule to select documents that are effective during a particular time frame,
specify the range of dates here. If you leave these fields blank, all
documents that meet other criteria will be selected, regardless of the
effective dates that may be assigned to them.
Additional custom fields that are based on the market segment selected for
this exchange also may be displayed. Review these fields and make any
selections that are needed to create your rule.
Only the documents that match all the criteria that you specify will be
distributed.
3. Your changes are saved automatically. Click Create a new rule to create
another rule, or Next if you have finished creating document selection rules.
Creating the rules that will identify the documents’ recipients
The Document Recipients step should be displayed.
1. Click the Create a new rule button in the lower right corner of the screen. The
fields needed to create the rule are displayed.
Your process must include at least one permission rule. You can create as
many rules as you like. If you create multiple rules, any group that meets the
criteria of one or more rules will be given access to the documents that are
distributed using this business process.
2. Enter a name for the rule.
3. From the Select recipients using field, select one of the following options:
•
Collaboration Group — Select this option if you want to distribute
documents to specific groups that may not share common attributes. A
list of groups on your exchange appears; highlight the groups that you
want and click the arrow button (>) to move the groups to the Selected
Groups list. To select multiple groups, press the SHIFT or CTRL key while
clicking the groups’ names.
•
Group Metadata — Select this option if all the groups you want to select
share a common attribute, such as the country in which they are located.
A number of custom fields will appear, allowing you to identify the
attributes that the groups have in common. All the groups that match the
criteria that you set will receive the documents that are distributed.
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4. Your changes are saved automatically. Click Create a new rule to create
another rule, or Next if you have finished creating recipient rules.
Setting levels of protection for distributed documents
The Permissions & Protections step should be displayed.
You can use the fields on this screen to control how users will be able to use
documents that are distributed to them.
1. Using the Permissions field, indicate whether selected groups will be able to
make changes to the field.
If users will be allowed only to view the documents, select See. If they will be
able to make changes to the document or delete it, select Control. Members
of these groups will be able to modify the document only if their exchange
roles (for example, manager or publisher) allow them to do so.
2. For each group, select one of the following options from the Protection list:
– Do not protect
– Protect
– Protect/No Print
With document protections, you can prevent users from downloading copies
of the documents or require them to enter their email address and password
before viewing a downloaded copy of the documents. You also can prevent
users from printing the documents.
The type of browser, browser version, and browser settings determine
whether the document can be downloaded, or must be viewed on the
exchange. For detailed information about document protections, see Chapter
6, Protecting documents, on page 93.
3. Click Next.
Configuring email alerts that will be sent to document recipients
The Document Alert Configuration step should be displayed.
1. In the Subject field, enter the text that you want to appear in the subject line
for the email alerts.
2. (Optional.) In the Note field, enter a note that will appear in the body of the
email alerts.
3. (Optional.) Using the Include Custom Fields field, indicate whether you want
for custom fields to be displayed on the alerts.
4. If you do not want permissioned groups to receive an email notification when
documents are distributed to them using this business process, mark the
Disable Notification option.
5. Click Next.
Configuring acknowledgment responses
The Response Configuration step should be displayed.
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Use this step to determine whether recipients will be required to acknowledge that
they have received documents after they have been distributed. You can attach a
form to your document distributions and require that recipients complete and
return the form.
If you require that recipients submit a response form, you also can require
approval of the form and assign auto-publishing rules to the form. Both of these
functions are optional. (If you require approval, the response must be approved
before the form will be published.)
Note: If you use eForms, be sure to attach only one eForm to each distribution.
Additional setup is required for each of the options for which you select Yes. You
can set these options up on subsequent screens in this wizard.
If you select No for all the options on this screen, documents will be distributed to
recipients and no further follow-up will be required.
Click Next to display the next screen in the configuration process.
If you selected Yes for the Response Form Required field:
The Respond by Date screen should be displayed. (This screen is optional; if you
do not wish to set a due date, skip to step 6.)
1. (Optional.) In the Number of days to respond after document is received
field, enter the number of days within which recipients are expected to
respond.
2. Using the Send daily alert and Send alert once options, indicate the number
of times that you want reminders to be sent to recipients who have not
responded within the required number of days.
3. Click Next. The Instructions screen should be displayed. (This screen is
optional; if you do not wish to provide response instructions, skip to step 6.)
4. In the Note field, provide any additional instructions that you want to appear
on the email alert sent to document recipients.
5. To attach additional instructions or other documents, click Add
attachment(s). A pane appears, allowing you to select the file to be attached.
You can attach multiple files if you like. You can attach files from the
exchange or your computer or network drive.
6. Click Next.
If you selected Yes for the Approval Required field:
The Response Approvers screen should be displayed.
Use this step to create the rules that will be used to select the people who will
approve recipients’ acknowledgment responses.
Your process must include at least one rule. You can create as many rules as you
like. If you create multiple rules, anyone who meets the criteria of one or more
rules will be allowed to approve recipients’ responses.
You can designate any of the following to be approvers:
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•
Individual users
•
All users with specific exchange roles (for example, the manager plus
role)
•
Selected groups
•
Groups that share a common attribute, such as the country in which they
are located, or title
1. Enter a name for the rule.
2. If you want specific people or groups, or people with specific exchange roles
to be approvers, select one of the following options:
•
Collaboration Group — Select this option if you want specific groups
that may not share common attributes to be approvers. A list of groups on
your exchange appears; highlight the groups that you want and click the
arrow button (>) to move the groups to the Selected Groups list. To select
multiple groups, press the SHIFT or CTRL key while clicking the groups’
names.
•
Role Group — Select this option if you want to all users who are
assigned a particular exchange role, such as Manager Plus, to be
approvers. You can select multiple roles if you like.
•
Users — Select this option if you want specific individuals to be
approvers. You can select as many individuals as you like.
3. If all the groups you want to select share a common attribute, such as their
group type, click the Add Group Metadata Rule button. A number of custom
fields will appear, allowing you to identify the attributes that the groups have in
common. All the groups that match the criteria that you set will be selected as
submission approvers.
Click Add Group Metadata Rule to create another rule.
4. Click Next when you have finished creating response approver rules.
If you selected “Yes” for the Auto-Publishing Allowed field:
The Auto Publish Configuration screen should be displayed.
You can set rules to allow users other than exchange managers to view these
attachments. You also must select a location on your exchange where the
attachments will be published.
1. Click Next. The Response Publishing Folder screen appears, displaying a
list of the folders on your exchange.
2. Highlight the folder where you want acknowledgment response attachments
to be published, and click Next. The Recipient screen appears.
3. If other members of the submitter’s collaboration group (typically coworkers at
the same worksite) should be able to view submitted documents, mark the
Allow the submitter’s collaboration group to view the document option.
(If the submitter does not belong to any groups, the attachment will not be
visible to him.)
4. Click the Create a new rule button in the lower right corner of the screen.
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Your process must include at least one permission rule. You can create as
many rules as you like. If you create multiple rules, any group that meets the
criteria of one or more rules will be given access to acknowledgment
response attachments.
5. Create rules following the same steps that you used previously for
determining who would receive distributed documents.
6. The remaining steps for configuring acknowledgement responses are the
same as those you used earlier for distribution of documents. Repeat the
steps that you performed earlier.
When you are ready for users to begin performing the tasks associated with this
process, activate the process. For more information, see “Activating business
processes” on page 143.
Creating and configuring a group-triggered document distribution
business process
Group-triggered document distribution business processes are useful for
automatically distributing existing documents to newly added or updated
collaboration groups that match specified criteria. You can configure your
processes to require that recipients acknowledge receipt of distributed
documents, and set up an approval process for recipients’ acknowledgment
responses. You can required that recipients respond with a form or document in a
predetermined format. Rules can be set up for automatically publishing files
attached to acknowledgment responses.
Note that only collaboration groups can be used for document distribution and
approval. If your exchange uses other types of groups, they will be ignored even if
they otherwise match the criteria of one of your rules.
Rules-based document distribution business processes can be used to
automatically distribute new documents to existing groups. For information on
creating a business process of this type, see “Creating and configuring a rulesbase document distribution business process” on page 133.
Rules-based business processes can be created and configured using a single
multi-step wizard. Most configuration steps are optional, and they can be
performed in any order.
Note that you can change the users who are assigned to a business process at
any time, but only future business process instances will be affected. Any users
assigned to existing business process instances will be allowed to complete them
even if they are removed from the list of users assigned to the process.
 To create a group-triggered document distribution business
process
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Maintenance button to display a list of maintenance tasks. A list of
the business processes created for the exchanges that you manage also
appears.
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2. From the Action menu, select Add Business Process. The Select Process
Definition screen appears.
3. Highlight Group-Triggered Document Distribution and click Next. The
Select Exchange step of the Create New Business Process wizard
appears.
4. Enter a name for the business process. be sure the name clearly identifies the
process for the people who will be using it.
5. Highlight the exchange in which the distributed documents will be stored.
If you manage many exchanges, you can use the filters to display a shorter
list of exchanges. You can filter the list by exchange name and ID, the name
of the exchange host, and the exchange’s phase. You can make entries in
two or more of the filter fields if you like.
6. Click Next.
Creating the rules that will identify the documents’ recipients
The Group Metadata Rules step should be displayed.
1. Click the Create a new rule button in the lower right corner of the screen. The
fields needed to create the rule are displayed.
Your process must include at least one permission rule. You can create as
many rules as you like. If you create multiple rules, any collaboration group
that meets the criteria of one or more rules will be given access to the
documents that are distributed using this business process.
2. Enter a name for the rule.
3. A number of custom fields are displayed, allowing you to identify the attributes
that the collaboration groups have in common. All the collaboration groups
that match the criteria that you set will receive the documents that are
distributed.
4. Your changes are saved automatically. Click Create a new rule to create
another rule, or Next if you have finished creating recipient rules. Any
collaboration group that matches the criteria set for one or more rules will
receive documents distributed through this business process.
Creating the rules that identify documents to be distributed
The Document Metadata Rules step should be displayed.
1. Click Create a new rule. The fields needed to create the rule appear.
Your process must include at least one document selection rule. You can
create as many rules as you like.
2. Enter the following information:
•
Rule Name – Enter a descriptive name for the rule.
•
Document Name – If this rule will be used to select documents that have
a particular name, enter that name here.
•
Effective Date (From) and Effective Date (To) – If you want to use this
rule to select documents that are effective during a particular time frame,
specify the range of dates here. If you leave these fields blank, all
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documents that meet other criteria will be selected, regardless of the
effective dates that may be assigned to them.
Additional custom fields that are based on the market segment selected for
this exchange also may be displayed. Review these fields and make any
selections that are needed to create your rule.
Only the documents that match all the criteria that you specify will be
distributed.
3. Your changes are saved automatically. Click Create a new rule to create
another rule, or Next if you have finished creating document selection rules.
Setting levels of protection for distributed documents
The Permissions & Protections step should be displayed.
You can use the fields on this screen to control how users will be able to use
documents that are distributed to them.
1. Using the Permissions field, indicate whether selected collaboration groups
will be able to make changes to the field.
If users will be allowed only to view the documents, select See. If they will be
able to make changes to the document or delete it, select Control. Members
of these groups will be able to modify the document only if their exchange
roles (for example, manager or publisher) allow them to do so.
2. For each group, select one of the following options from the Protection list:
– Do not protect
– Protect
– Protect/No Print
With document protections, you can prevent users from downloading copies
of the documents or require them to enter their email address and password
before viewing a downloaded copy of the documents. You also can prevent
users from printing the documents.
The type of browser, browser version, and browser settings determine
whether the document can be downloaded, or must be viewed on the
exchange. For detailed information about document protections, see Chapter
6, Protecting documents, on page 93.
3. Click Next.
Configuring email alerts that will be sent to document recipients
The Document Alert Configuration step should be displayed.
1. In the Subject field, enter the text that you want to appear in the subject line
for the email alerts.
2. (Optional.) In the Note field, enter a note that will appear in the body of the
email alerts.
3. (Optional.) From the Include Custom Fields field, indicate whether you want
for custom fields to be displayed on the alerts.
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4. If you do not want permissioned groups to receive an email notification when
documents are distributed to them using this business process, mark the
Disable Notification option.
5. Click Next.
Configuring acknowledgment responses
The Response Configuration step should be displayed.
Use this step to determine whether recipients will be required to acknowledge that
they have received documents after they have been distributed. You can attach a
form to your document distributions and require that recipients complete and
return the form.
If you require that recipients submit a response form, you also can require
approval of the form and assign auto-publishing rules to the form. Both of these
functions are optional. (If you require approval, the response must be approved
before the form will be published.)
Additional setup is required for each of the options for which you select Yes. You
can set these options up on subsequent screens in this wizard.
If you select No for all the options on this screen, documents will be distributed to
recipients and no further follow-up will be required.
Click Next to display the next screen in the configuration process.
If you selected “Yes” for the Response Required field:
The Respond by Date screen should be displayed. (This screen is optional; if you
do not wish to set a due date, skip to step 6.)
1. (Optional.) In the Number of days to respond after document is received
field, enter the number of days within which recipients are expected to
respond.
2. Using the Send daily alert and Send alert once options, indicate the number
of times that you want reminders to be sent to recipients who have not
responded within the required number of days.
3. Click Next. The Instructions screen should be displayed. (This screen is
optional; if you do not wish to provide response instructions, skip to step 6.)
4. In the Note field, provide any additional instructions that you want to appear
on the email alert sent to document recipients.
5. To attach additional instructions or other documents, click Add
attachment(s). A pane appears, allowing you to select the file to be attached.
You can attach files from the exchange or your computer or network drive.
You can attach multiple files if you like.
6. Click Next.
If you selected “Yes” for the Approval Required field:
The Response Approvers screen should be displayed.
Use this step to create the rules that will be used to select the people who will
approve recipients’ acknowledgment responses.
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Your process must include at least one rule. You can create as many rules as you
like. If you create multiple rules, anyone who meets the criteria of one or more
rules will be allowed to approve recipients’ responses.
You can designate any of the following to be approvers:
•
Individual users
•
All users with specific exchange roles (for example, the manager plus
role)
•
Selected groups
•
Groups that share a common attribute, such as the country in which they
are located, or title
1. Click the Create a new rule button in the lower right corner of the screen. The
fields needed to create the rule are displayed.
2. Enter a name for the rule.
3. If you want specific people or groups, or people with specific exchange roles
to be approvers, select one of the following options:
•
Collaboration Group — Select this option if you want specific groups
that may not share common attributes to be approvers. A list of groups on
your exchange appears; highlight the groups that you want and click the
arrow button (>) to move the groups to the Selected Groups list. To select
multiple groups, press the SHIFT or CTRL key while clicking the groups’
names.
•
Role Group — Select this option if you want to all users who are
assigned a particular exchange role, such as Manager Plus, to be
approvers. You can select multiple roles if you like
•
Users — Select this option if you want specific individuals to be
approvers. You can select as many individuals as you like.
4. If all the groups you want to select share a common attribute, such as their
group type, click the Select Approvers by Group Metadata button. A
number of custom fields will appear, allowing you to identify the attributes that
the groups have in common. All the groups that match the criteria that you set
will be selected as submission approvers.
5. Your changes are saved automatically. Click Create a new rule to create
another rule, or Next if you have finished creating response approver rules.
If you selected “Yes” for the Auto-Publishing Allowed field:
The Auto Publish Configuration screen should be displayed.
You can set rules to allow users other than exchange managers to view these
attachments. You also must select a location on your exchange where the
attachments will be published.
1. Click Next. The Response Publishing Folder screen appears, displaying a
list of the folders on your exchange.
2. Highlight the folder where you want acknowledgment response attachments
to be published, and click Next. The Recipient screen appears.
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3. If other members of the submitter’s collaboration group (typically coworkers at
the same worksite) should be able to view submitted documents, mark the
Allow the submitter’s collaboration group to view the document option.
(If the submitter does not belong to any groups, the attachment will not be
visible to him.)
4. Click the Create a new rule button in the lower right corner of the screen.
Your process must include at least one permission rule. You can create as
many rules as you like. If you create multiple rules, any group that meets the
criteria of one or more rules will be given access to acknowledgment
response attachments.
5. Create rules following the same steps that you used previously for
determining who would receive distributed documents.
6. The remaining steps for configuring acknowledgement responses are the
same as those you used earlier for distribution of documents. Repeat the
steps that you performed earlier.
When you are ready for users to begin performing the tasks associated with this
process, activate the process. For more information, see “Activating business
processes” on page 143.
Activating business processes
When you create a new business process, it is created in draft mode. This allows
you to review the process configuration and make any needed changes before the
process becomes available to the users who are responsible for performing the
tasks associated with the process. When you are ready for users to begin
performing tasks, activate the process.
 To activate a business process
The Hub should be displayed; if it is not, click the Hub button in the upper left
corner of the screen.
1. Click the Maintenance button on the left side of the screen. A list of the
business processes created for the exchanges that you manage should be
displayed; if it is not, click the Business Process button.
2. Highlight the business process that you want to activate.
3. From the Action menu, select Activate Business Process.
The process is activated and is ready for use by all the users who are assigned to
it. It also becomes visible to all users with the Manager Plus role.
Inactivating, reactivating and deleting business processes
If you create a business process and then discover that you do not need it before
it has been activated, you can delete. Once the process is activated, you can
inactivate it, but you cannot delete it. Users will be able to complete business
process instances that were created while the business process was active, but
they will not be able to create new business process instances unless you
reactivate the business process.
You can make changes to inactive processes; these changes will be applied to
any business process instances that are already underway.
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 To inactivate a business process
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Maintenance button. A list of the business processes created for the
exchanges that you manage appears.
2. Highlight the business process that you want to inactivate.
3. From the Action menu, select Deactivate Business Process.
The process is inactivated. The users who are assigned to the process no longer
can create new business process instances using this business process, but they
can complete any business process instances that are already underway.
 To reactivate a business process
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Maintenance button. A list of the business processes created for the
exchanges that you manage appears.
2. Highlight the business process that you want to reactivate.
3. From the Action menu, select Reactivate Business Process.
The process is reactivated and becomes available to all the users who are
assigned to it.
 To delete a business process
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Maintenance button. A list of the business processes created for the
exchanges that you manage appears.
2. Highlight the business process that you want to delete. Remember, only draft
business processes can be deleted. Once a process has been activated, it
can be inactivated, but it cannot be deleted.
3. From the Action menu, select Delete Business Process.
4. A message appears asking you to confirm your selection. Type yes and then
click the Yes button.
The process is deleted.
Renaming a business process
 To rename a business process
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Maintenance button. A list of the business processes created for the
exchanges that you manage appears.
2. Highlight the business process that you want to rename.
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3. From the Action menu, select Rename Business Process. The Rename
Business Process window appears.
4. Enter the new name for the business process in the Enter new name field.
5. Click Rename.
Copying a business process
You can copy business processes to other exchanges, as long as the exchanges
were created using the same template.
 To copy a business process
If the Hub is not already displayed, roll your mouse over the exchange name in
upper left corner of the screen and select Hub from the list that appears.
1. Click the Maintenance button. A list of the business processes created for the
exchanges that you manage appears.
2. Highlight the business process that you want to copy.
3. From the Action menu, select Copy Business Process. The Copy
Business Process window appears.
4. Mark the Activate the copy of the business process option if you want the
process to be immediately available in the new exchange.
5. Highlight the exchange where the business process is to be copied.
6. Click Copy Business Process.
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Chapter 10: Managing multi-task
processes
Overview
In this chapter you will learn about Intralinks Platform’s multi-task business
processes and how they can be used to manage and track the progress of
complex activities involving many related tasks.
You also will learn how to:
•
Create, configure and activate multi-task processes
•
Inactivate and reactivate multi-task processes
•
Delete multi-task processes in draft stage
•
Rename multi-task processes
•
Making changes to multi-task processes
•
Managing processes and the tasks associated with them
Before you begin
In order to perform the tasks in this chapter, Adobe Flash Player 9 must be
installed on your computer.
When you select an Intralinks Platform exchange in the Intralinks Hub, a message
will appear if Flash Player 9 is not installed. This message includes links to
information about the Flash Player software and to a location on the Adobe
website where you can download this free software utility. Your organization’s IT
department may be required to install this software for you.
If Flash Player 9 is not installed, you can open the exchange, but you will be able
to perform only basic reviewer-related tasks like reading and printing documents.
What are multi-task processes?
Multi-task processes combine elements of standard and rules-based processes
and can be used to manage and coordinate many tasks related to a single activity.
Intralinks Global Enterprise Services team members will work with your
organization to create these processes to expedite your specific business
processes.
Multi-task processes can be created only by those with the Manager Plus
exchange role. Users with any exchange role can be task initiators (submitters or
requestors of documents) or document reviewers.
Setting up multi-task business processes
Note: This section applies only to multi-task business processes. For information
about standard business processes, see “Setting up standard business
processes” on page 120. For information about rules-based business processes,
see “Setting up rules-based business processes” on page 127.
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You must be assigned the Manager Plus exchange role in order to create multitask processes. In addition, the following exchange settings must be active for
your exchange: custom fields, workflow, collaboration groups and document
ownership.
Unlike other business processes, which are created at the Hub, multi-task
processes are created within the exchange where they will be used.
Although you can create multi-task processes yourself, the Intralinks Global
Enterprise Services team is available to configure these processes for you. A
customer service representative will meet with you to understand your business
needs and then create multi-task processes that are designed to improve
organizational productivity and reduce the amount of time needed to execute and
manage repeatable business processes.
 To configure a multi-task process
The exchange where the process will be used should be displayed.
1. Roll your mouse over the Maintenance tab at the top of the screen. Additional
options appear.
2. Select the Processes option. A list of the multi-task processes created for this
exchange appears.
3. Click the New Process button. The Properties step of the Multi-Task
Process Wizard appears.
4. Enter a name and description for the process that you are creating, and
indicate whether users will be allowed to fax in documents for the tasks
associated with the process.
5. When you have made your entries, click Next. The Target view of the wizard
appears.
6. Identify the collaboration groups that will be responsible for completing the
tasks associated with this process. You can select specific groups, or you can
select groups that share the same group attributes (for example, groups
located in Canada). Attributes are identified using custom fields.
Each process can include a combination of groups and group attributes
selections.
To select specific groups: From the Add Target list, select By Group
Name and click Go. In the screen that appears, highlight the groups that you
want to select and click the arrow button to move them to the list on the right.
When you have selected all the groups you want, click Done.
To select groups using group attributes: From the Add Target list, select
By Group Attributes and click Go. In the screen that appears, a number of
custom fields appear; using these fields select the attributes that describe the
groups who will perform the tasks associated with this process. When you
have selected all the groups you want, click Done.
Important! Be sure that the groups you select are collaboration groups. If
other group types are selected, you may not be able to publish documents
that are associated with the tasks assigned to those groups, and members of
these groups may be allowed to view tasks that should not be visible to them.
7. When you have made all of your selections, click Next. The Visibility view of
the wizard appears.
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8. Select the members of the target groups who will be able to view the process,
based on the group member roles that have been assigned to them. Select
the group member roles that are allowed to view the process. If no roles are
selected, then all group members will be allowed to see the process.
For more information about group member roles, see “Group member roles”
on page 48.
9. When you have made your entries, click Next. The Tasks view of the wizard
appears.
10. If you wish to set a due date for this process (that is the date on which all
tasks associated with the process are expected to be completed), use the
Due Date fields to do so. Note that this due date is for all tasks, not individual
tasks. If you set a due date, you will have the option in a later step to send
alerts to members of the target group(s) to alert them that the process due
date is pending or that the due date has passed.
You can select:
•
No due date
•
A due date that is a specified number of days after the process is initiated
(for example, 7 days from the time the process is activated)
•
A specific date
11. (Optional.) Enter a comment about, or description of, the business process.
This comment is for the overall process; you can enter comments for
individual tasks as you add the task. The comment will appear in the Process
Monitor for all viewers.
12. Next, add a task. From the Add Task list, select one of the following options:
•
Distribute Document
•
Distribute Document with Confirmation
•
Distribute Document with Reply
•
Request Document
•
Request Document from Owner
•
Request Review by Owner
•
Distribute Document for Edit & eSign
•
Request eSignature
•
To-Do
Select the task you want and click Go. A new screen will open, allowing you to
set up the new task. The specific information that you need to enter will
depend upon the type of task that you selected. You can create as many
tasks as you like. For step-by-step instructions for creating each of these
types of tasks, see “Creating tasks for a multi-task process” on page 150.
13. When you have added all the tasks that are required for this process, click
Next. The Owners view of the wizard appears.
14. Select the process owners — the people who are responsible for monitoring
the tasks associated with the process.
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Owners have the ability to perform any of the tasks associated with the
process, regardless of the group or group member role targeted to perform
the tasks. This can be useful if, for example, documents are posted
incorrectly. Rather than returning the documents to the target group for
corrections, the owner can choose to make the corrections himself. In
addition, owners can view all members of the target groups. For this reason,
we recommend that you avoid selecting users who have been assigned the
Reviewer, Previewer or Publisher role.
You can select specific users or groups, you can select users who have a
particular exchange role (for example, Manager Plus), or you can select
groups that share the same group attributes. Attributes are identified using
custom fields.
Each process can include a combination of these selections.
To select groups using group attributes: From the Add Owner list, select
By Group Attributes and click Go. In the screen that appears, a number of
custom fields appear; using these fields select the attributes that describe the
groups that will own the tasks associated with this process. When you have
selected all the groups you want, click Done.
To select specific groups: From the Add Owner list, select By Group
Name and click Go. In the screen that appears, highlight the groups that you
want to select and press the arrow button to move them to the list on the right.
When you have selected all the groups you want, click Done.
To select individuals with a particular exchange role: From the Add
Owner list, select By Exchange Role and click Go. In the screen that
appears, highlight the exchange role(s) that you want to select and press the
arrow button to move them to the list on the right. When you have selected all
the roles you want, click Done.
To select specific individuals: From the Add Owner list, select By User
Name and click Go. In the screen that appears, highlight the names of the
users whom you want to select and press the arrow button to move them to
the list on the right. When you have selected all the names you want, click
Done.
15. When you have made all of your selections, click Next. The Alerts view of the
wizard appears.
16. Select the name that you wish to appear in the From: field on email alerts.
Select one of the following options:
– Name of user initiating the process
– Name of user configuring the process
– Name of exchange host
– Intralinks
17. Enter the subject line and a message that will accompany the email alerts that
are sent to the task’s target groups and owners. You can modify the alerts
that are sent to invite users to the process, to update the process, to alert
owners when the process is complete, and to warn users when a due date is
approaching or past.
If you do not want a particular alert to be sent for this process, unmark the box
that appears next to the alert’s title.
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Note that the Due Date Approaching and Overdue alerts are available only if
you set a due date for the process on the Tasks tab.
If you choose to send alerts for updates to tasks, alert summaries will be sent
to process owners and target group members roughly every 8 hours. Users
will not receive a separate alert for each update. Alerts will be sent only if
changes have been made to business process instances since the last alert.
(Users will not receive empty alerts.) Alerts are sent regardless of a user’s
preference for receiving other alerts (immediately, once daily, and so on.).
Alert summaries will provide a snapshot of the business process instances
that have changed since the last alert. Only instances that had a status of
Open at the time of the change are included. (Instances that had a status of
Closed, Suspended or Deleted are not included.) Alert summaries are tailored
to the users who receive them; only the instances that apply to a particular
user will be included on the summaries that are sent to that person.
Each alert summary will include the name of the exchange being reported on,
the number of business process instances that have been changed, and the
time the report was created.
18. When you are satisfied with all your selections, click Save to create the
process.
When you are ready for users to begin performing the tasks associated with this
process, activate the process. For more information, see “Activating multi-task
processes” on page 156.
Creating tasks for a multi-task process
Use the following procedures to create the tasks associated with a multi-task
business process. For more information about these processes, see “Setting up
multi-task business processes” on page 146.
 To create a Distribute Document task
Use this task type to route documents on your exchange that do not require either
approval or a response from the recipient.
1. If you have not already displayed the screen used to create this task type, do
so. In the Tasks step of the Multi-Task Process Wizard, select Distribute
Document from the Task List field and click Go. The Add a Document
Distribution Task screen appears.
2. Enter a descriptive name for the task.
3. Attach the document that you want to distribute, or identify the document’s
attributes if you want the document to be selected automatically based on
those attributes. You can select only one document for each Distribute
Document task.
To select documents using document attributes: From the Attach
Document list, select By Document Attributes and click Set Attributes. In
the panel that appears, a number of custom fields appear; using these fields
select the attributes that describe the document that is to be distributed. When
you have selected all the attributes that you want, click Done.
To select a specific document: From the Attach Document list, select By
Document Name. In the panel that appears, locate and highlight the
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document that you want to select. When you have selected all the groups you
want, click Done.
4. If you want the document to be distributed to a person with a particular group
member role, mark the Target Role option, then choose the group member
role you want from the list to the left. You can select multiple roles if you like.
Each selected group member role appears below the list. A separate task will
be created for each person with the selected role(s).
If you do not mark the Target Role option, a single task will be created for all
members of the target group.
5. (Optional.) Enter a comment that describes the document and the reason it is
being distributed to the target group. The comment will appear in the Process
Monitor for all viewers.
6. To create another task, select the task type from the Add Another Task list
and click Go. If no more tasks are required, click Done.
 To create a Distribute Document with Confirmation task
Use this task type to route documents on your exchange and require the
recipients to confirm that they have received the documents.
1. If you have not already displayed the screen used to create this task type, do
so. In the Tasks step of the Multi-Task Process Wizard, select Distribute
Document with Confirmation from the Task List field and click Go. The
Add a Document Distribution with Confirmation Task screen appears.
2. Enter a descriptive name for the task.
3. Attach the document that you want to distribute, or identify the document’s
attributes if you want the document to be selected automatically based on
those attributes. You can select only one document for each Distribute
Document with Confirmation task.
To select documents using document attributes: From the Attach
Document list, select By Document Attributes and click Set Attributes. In
the panel that appears, a number of custom fields appear; using these fields
select the attributes that describe the document that is to be distributed. When
you have selected all the attributes that you want, click Done.
To select a specific document: From the Attach Document list, select By
Document Name. In the panel that appears, locate and highlight the
document that you want to select. When you have selected all the groups you
want, click Done.
4. If you want the document to be distributed to a person with a particular group
member role, mark the Target Role option, then choose the group member
role you want from the list to the left. You can select multiple roles if you like.
Each selected group member role appears below the list. A separate task will
be created for each person with the selected role(s).
If you do not mark the Target Role option, a single task will be created for all
members of the target group.
5. (Optional.) Enter a comment that describes the document and the reason it is
being distributed to the target group. The comment will appear in the Process
Monitor for all viewers.
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6. To create another task, select the task type from the Add Another Task list
and click Go. If no more tasks are required, click Done.
 To create a Distribute Document with Reply task
Use this task type to route documents on your exchange and require the
recipients to return documents to you in response. With this task type, separate
tasks are created for distributing the original document and requesting additional
documents from the tasks’ targets.
1. If you have not already displayed the screen used to create this task type, do
so. In the Tasks step of the Multi-Task Process Wizard, select Distribute
Document with Reply from the Task List field and click Go. The Add a
Document Distribution with Reply Task screen appears.
2. Enter a descriptive name for the document distribution task.
3. Attach the document that you want to distribute, or identify the document’s
attributes if you want the document to be selected automatically based on
those attributes. You can select only one document for each Distribute
Document with Confirmation task.
To select documents using document attributes: From the Attach
Document list, select By Document Attributes and click Set Attributes. In
the panel that appears, a number of custom fields appear; using these fields
select the attributes that describe the document that is to be distributed. When
you have selected all the attributes that you want, click Done.
To select a specific document: From the Attach Document list, select By
Document Name. In the panel that appears, locate and highlight the
document that you want to select. When you have selected all the groups you
want, click Done.
4. Enter a descriptive name for the document request task.
5. Identify the attributes of the document that you want to the recipient to submit.
Click the Set Attributes button that appears next to the Request Document
by Attributes field. In the panel that appears, a number of custom fields
appear; using these fields select the attributes that describe the document
that the recipient is to submit. When you have selected all the attributes that
you want, click Done.
6. If you want to assign the task to a person with a particular group member role,
mark the Target Role option, then choose the group member role you want
from the list to the left. You can select multiple roles if you like. Each selected
group member role appears below the list. A separate task will be created for
each person with the selected group member role(s).
If you do not mark the Target Role option, a single task will be created for all
members of the target group.
7. (Optional.) Enter a comment that describes the document and the reason it is
being distributed to the target group. The comment will appear in the Process
Monitor for all viewers.
8. To create another task, select the task type from the Add Another Task list
and click Go. If no more tasks are required, click Done.
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A single task is created for distributing the document and requesting a reply. If you
discover that you need to update the document associated with this task, you can
do so until a reply is sent by the target group for the task.
 To create a Request Document, Request Document from Owner, or
Request Review by Owner task
The steps that you need to follow for these task types are identical; the business
process instances that will be created will vary, however, depending upon the type
of task you choose to create here.
Use this task type to request documents from members of the target group.
1. If you have not already displayed the screen used to create this task type, do
so. In the Tasks step of the Multi-Task Process Wizard, select Request
Document from the Task List field and click Go. The Request Document,
Request Document from Owner or Request Review by Owner screen
appears.
2. Enter a descriptive name for the task.
3. If the document request should be assigned to a person with a particular
group member role, mark the Target Role option, then choose the group
member role you want from the list to the left. You can select multiple group
member roles if you like. Each selected group member role appears below
the list. A separate task will be created for each person with the selected
role(s).
If you do not mark the Target Role option, a single task will be created for all
members of the target group.
4. (Optional.) Enter a comment that describes the document and the reason it is
being requested. The comment will appear in the Process Monitor for all
viewers. Click Set Attributes. A panel appears on the left side of the screen.
5. Select the type of document that you are requesting. Additional fields may
appear; if they do, make entries in them, as well. When you have finished,
click Done to hide the panel.
6. To create another task, select the task type from the Add Another Task list
and click Go. If no more tasks are required, click Done.
 To create a Distribute Document for Edit & eSign task
Use this task type to route forms that must be completed or documents that must
be edited and then eSigned by the recipient, the initiator or both. Once the
documents have been signed, they can be published.
For more information about using tasks to collect eSignatures, see “Using multitask business processes to apply electronic signatures to documents” on
page 158.
1. If you have not already displayed the screen used to create this task type, do
so. In the Tasks step of the Multi-Task Process Wizard, select Distribute
Document for Edit & eSign from the Task List field and click Go. The Add a
Distribute Document for Edit/Sign screen appears.
2. Enter a descriptive name for the task.
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3. Attach the document that you want to distribute, or identify the document’s
attributes if you want the document to be selected automatically based on
those attributes. You can select only one document for each task.
To select documents using document attributes: From the Select
Document list, select By Document Attributes and click Select Attributes.
In the panel that appears, a number of custom fields appear; using these
fields select the attributes that describe the document that is to be distributed.
When you have selected all the attributes that you want, click Done.
To select a specific document: From the Select Document list, select By
Document Name. In the panel that appears, locate and highlight the
document that you want to select. When you have selected all the groups you
want, click Done.
4. Next, select the custom fields that will be applied to submitted documents.
To select documents using document attributes: From the Select
Document list, select By Document Attributes and click Select Attributes.
In the panel that appears, a number of custom fields appear; using these
fields select the attributes that describe the document that is to be distributed.
When you have selected all the attributes that you want, click Done.
To select a specific document: From the Select Document list, select By
Document Name. In the panel that appears, locate and highlight the
document that you want to select. When you have selected all the groups you
want, click Done.
5. (Optional.) If you want the document to be distributed to a person with a
particular group member role, choose the group member role you want from
the Assign by Member Role list. You can select multiple roles if you like.
Each selected group member role appears below the list. A separate task will
be created for each person with the selected role(s).
If you do not select any group membership roles, a single task will be created
for all members of the target group.
6. Enter the number of eSignatures that are required for the document.
Signatures can be required for members of the target group, members of the
owner group, or both groups. You must require least one signature from one
of the groups.
7. (Optional.) Enter a comment that describes the document and the reason it is
being distributed to the target group. The comment will appear in the Process
Monitor for all viewers.
8. To create another task, select the task type from the Add Another Task list
and click Go. If no more tasks are required, click Done.
 To create a Request eSignature task
Use this task type to route documents on your exchange that require an
eSignature from the recipient, the initiator or both. Once the documents have
been signed, they can be published.
For more information about using tasks to collect eSignatures, see “Using multitask business processes to apply electronic signatures to documents” on
page 158.
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1. If you have not already displayed the screen used to create this task type, do
so. In the Tasks step of the Multi-Task Process Wizard, select Request
eSignature from the Task List field and click Go. The Request eSignature
screen appears.
2. Enter a descriptive name for the task.
3. Attach the document that you want to distribute, or identify the document’s
attributes if you want the document to be selected automatically based on
those attributes. You can select only one document for each Distribute
Document task.
To select documents using document attributes: From the Select
Document list, select By Document Attributes and click Select Attributes.
In the panel that appears, a number of custom fields appear; using these
fields select the attributes that describe the document that is to be distributed.
When you have selected all the attributes that you want, click Done.
To select a specific document: From the Select Document list, select By
Document Name. In the panel that appears, locate and highlight the
document that you want to select. When you have selected all the groups you
want, click Done.
4. Next, select the attributes by which the signed document will be selected.
To select documents using document attributes: From the Select
Document list, select By Document Attributes and click Select Attributes.
In the panel that appears, a number of custom fields appear; using these
fields select the attributes that describe the document that is to be distributed.
When you have selected all the attributes that you want, click Done.
To select a specific document: From the Select Document list, select By
Document Name. In the panel that appears, locate and highlight the
document that you want to select. When you have selected all the groups you
want, click Done.
5. If you want the document to be distributed to a person with a particular group
member role, choose the group member role you want from the Assign by
Member Role list. You can select multiple roles if you like. Each selected
group member role appears below the list. A separate task will be created for
each person with the selected role(s).
If you do not select any group membership roles (or if group membership
roles are not enabled for this exchange), a single task will be created for all
members of the target group.
6. Enter the number of eSignatures that are required for the document.
Signatures can be required from members of the target group, members of
the owner group, or both groups. You must require least one signature from
one of the groups.
7. (Optional.) Enter a comment that describes the document and the reason it is
being distributed to the target group. The comment will appear in the Process
Monitor for all viewers.
8. To create another task, select the task type from the Add Another Task list
and click Go. If no more tasks are required, click Done.
 To create a To Do task
Use this task type to request documents from members of the target group.
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1. If you have not already displayed the screen used to create this task type, do
so. In the Tasks step of the Multi-Task Process Wizard, select To Do from the
Task List field and click Go. The To Do screen appears.
2. Enter a descriptive name for the task.
3. If the task should be assigned to a person with a particular group member
role, mark the Target Role option, then choose the group member role you
want from the list to the left. You can select multiple group member roles if
you like. Each selected group member role appears below the list. A separate
task will be created for each person with the selected role(s).
If you do not mark the Target Role option, a single task will be created for all
members of the target group.
4. (Optional.) Enter a comment that describes the task in greater detail or
provides instructions for completing the task. The comment will appear in the
Process Monitor for all viewers.
5. To create another task, select the task type from the Add Another Task list
and click Go. If no more tasks are required, click Done.
Activating multi-task processes
When you create a new business process, it is created in draft mode. This allows
you to review the process configuration and make any needed changes before the
process becomes available to the users who are responsible for performing the
tasks associated with the process. When you are ready for users to begin
performing tasks, activate the process.
 To activate a multi-task process
The exchange to which the process belongs should be displayed.
1. Roll your mouse over the Maintenance tab at the top of the screen. Additional
options appear.
2. Select the Processes option. A list of the multi-task processes created for this
exchange appears.
3. Highlight the business process that you want to activate.
4. Click the Activate Process button.
The process is activated and is ready for use by all the users who are assigned to
it. It also becomes visible to all users with the Manager Plus exchange role.
Inactivating, reactivating and deleting multi-task processes
If you create a business process and then discover that you do not need it before
it has been activated, you can delete. Once the process is activated, you can
inactivate it, but you cannot delete it. Users will be able to complete business
process instances that were created while the business process was active, but
new business process instances will not be created unless you reactivate the
business process.
You can make changes to inactive processes; these changes will be applied to
any business process instances that are already underway.
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 To inactivate a multi-task process
The exchange to which the process belongs should be displayed.
1. Roll your mouse over the Maintenance tab at the top of the screen. Additional
options appear.
2. Select the Processes option. A list of the multi-task processes created for this
exchange appears.
3. Highlight the business process that you want to inactivate.
4. Click the Deactivate Process button.
The process is inactivated. The users who are assigned to the process no longer
can create new business process instances using this business process, but they
can complete any business process instances that are already underway.
 To reactivate a multi-task process
The exchange to which the process belongs should be displayed.
1. Roll your mouse over the Maintenance tab at the top of the screen. Additional
options appear.
2. Select the Processes option. A list of the multi-task processes created for this
exchange appears.
3. Highlight the business process that you want to reactivate.
4. Click the Activate Process button.
The process is reactivated and becomes available to all the users who are
assigned to it.
 To delete a multi-task process
Note: Multi-task processes that have not been activated yet can be deleted using
the procedure below. Once multi-task processes have been activated and put into
use, they can be deleted only if all the business process instances associated with
them have been deleted first. If you do not wish to delete the business process
instances that are currently in process, you can inactivate the multi-task process
instead. When a multi-task process is inactivated, work can continue with existing
business process instances remain, but no new instances will be created.
The exchange to which the process belongs should be displayed.
1. Roll your mouse over the Maintenance tab at the top of the screen. Additional
options appear.
2. Select the Processes option. A list of the multi-task processes created for this
exchange appears.
3. Highlight the business process that you want to delete. Remember, only draft
business processes can be deleted. Once a process has been activated, it
can be inactivated, but it cannot be deleted.
4. Click the Delete Process button.
5. A message appears asking you to confirm your selection. Type yes and then
click the Yes button.
The process is deleted.
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Renaming a multi-task process
 To rename a multi-task process
The exchange to which the process belongs should be displayed.
1. Roll your mouse over the Maintenance tab at the top of the screen. Additional
options appear.
2. Select the Processes option. A list of the multi-task processes created for this
exchange appears.
3. Highlight the business process that you want to rename.
4. Click the Overview button.
5.
The Overview tab of the Update Process window appears.
6. In the Properties section of the screen, click the Modify button. The
Properties view is displayed.
7. Enter the new name for the business process in the Process Name field.
8. Click Save.
Making changes to a multi-task process
Before an active multi-task process can be updated, it must be inactivated. For
instructions on inactivating processes, see “To inactivate a multi-task process” on
page 157.
 To update a multi-task process
The exchange to which the process belongs should be displayed.
1. Roll your mouse over the Maintenance tab at the top of the screen. Additional
options appear.
2. Select the Processes option. A list of the multi-task processes created for this
exchange appears.
3. Highlight the business process that you want to change.
4. Click the Overview button.
5. The Overview tab of the Update Process window appears, displaying a list
of items that can be modified.
6. Click the Modify button for the item you want to update. The screen used to
modify that item is displayed.
7. Make whatever changes are needed.
8. Click Save.
9. If you inactivated this process, reactivate it using the instructions in “To
reactivate a multi-task process” on page 157.
Using multi-task business processes to apply electronic signatures
to documents
You can set up multi-task business processes to collect and manage electronic
signatures (eSignatures) on documents that you distribute. Users who receive
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documents for signing have the option either to sign or refuse to sign the
documents. If multiple signatures are required from document or form recipients,
group member roles must be enabled.
Any document type can be submitted for signing; documents do not have to be in
Microsoft Word or PDF format, for example. Signature pages are maintained as
separate attachments to the documents.
Two task types are used to request eSignatures:
•
Distribute Document for Edit & eSign
•
Request eSignature
Using these task types, users can attach documents from a computer or network
drive, or to select documents from an Intralinks Platform exchange based on the
document’s name or attributes. The initiator can define the users who are to sign
the document, along with the number of signatures required (zero or one for target
groups, and zero or one for owner groups). At least one signature from either a
target group member or an owner is required.
A document custom field, eSignature State, can be used to track a document’s
progress through the eSignature process. It has two values: Ready to be
eSigned and eSigned.
The task types support the distribution of both documents to be signed and forms
that must be completed and then signed. Documents must be signed (or rejected)
as they are presented; amended copies cannot be uploaded and then signed.
Forms can be completed and then signed; if updates are needed, they can be
made before the completed forms are signed. Completed forms are returned to
the process initiator, who can publish them if appropriate.
Either the initiator or a member of the target group can replace a document that
has been signed already; in this case, the signatures are invalidated, and the
document must be signed again.
Multi-task business processes can be configured to allow users to select a reason
for signing the document. By default the reason provided will be “Approved.”
Users who refuse to sign (reject) a document will be provided with a comment
field to allow them to provide an explanation for their action. For example, a user
might note that the document contains errors and cannot be signed until the errors
are corrected.
Two actions help process owners to manage eSignature tasks. Restart allows
process owners to return eSignature tasks to their original state. This action is
similar to the Resubmit action for other business processes. Accept can be used
to return a task in its current state to the owner’s control even if the required
number of signatures has not been obtained. The Restart and Accept actions
can be selected at any point in the eSignature cycle; if one of these actions is
selected, all previous actions are undone, but a record of the actions is retained in
the task’s history. The process owner will be warned about the implications of
their selection.
Documents can be published at any time, regardless of whether the required
number of signatures has been obtained. The process owner will be warned if a
document does not have the required number of signatures.
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Process owners can track the progress of signature tasks using the Last
Interaction column on the Process List screen.
Once a signed document has been published, any user who has permission to
access the document can print a page with eSignature information for the
document. Use the View & Print eSignature command on the document Actions
menu to enable this. The signature page displays the name and organization of
each signatory, the action they took (signed or refused to sign), the reason for
their action, and the time it was made.
Documents are assigned a unique ID that allows users to match signatures to a
specific version of a document. A new ID will be assigned to the document if its
contents change. The ID will not be updated if the document’s metadata (custom
field selections) are updated.
Process owners can search their exchanges for documents based on their
eSignature status (eSigned or Ready to be eSigned).
A report listing all the eSigned documents on a particular exchange, along with
detailed history for each document is available to users who are preparing for an
audit. Users must request the report from Intralinks customer service.
If documents are copied, eSignature information is not copied with them.
eSignature information is not affected if documents are moved. eSignature
information also is not affected if a signed document is deleted from an exchange
for which the Save deleted documents exchange setting is enabled.
Electronic signatures are Title 21 CFR Part 11 compliant
The following features have been implemented to ensure that eSignatures are
Title 21 CFR Part 11 compliant:
•
The ability to view eSignature information for specific documents
•
The ability to print eSignature information for each version of a specific
document using a unique signature code
•
Audit support via a report that lists documents associated with eSignature
tasks
•
The ability for users to search for documents that have been signed
•
The ability for users to search for documents that are waiting to be signed
To ensure full compliance, your organization may have to implement additional
procedures. For example, you may need to perform some measure of physical
validation that the person you have assigned a particular user ID (email address)
to is in fact the same person specified in your organization’s Human Resources
records.
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Chapter 11: Completing tasks that are
assigned to you
Overview
In this chapter you will learn how to:
•
View tasks that are assigned to you
•
Submit documents for review or approval
•
Approve and reject documents, and ask for them to be resubmitted
•
Request information
•
Add co-monitors
•
Rename a business process instance
•
Cancel tasks
•
Add comments to tasks
•
Use the Process Monitor screen to manage processes and the tasks
associated with them
Before you begin
In order to perform the tasks in this chapter, Adobe Flash Player 9 must be
installed on your computer.
When you select an exchange in the Hub, a message will appear if Flash Player 9
is not installed. This message includes links to information about the Flash Player
software and to a location on the Adobe website where you can download this
free software utility. Your organization’s IT department may be required to install
this software for you.
If Flash Player 9 is not installed, you can open the exchange, but you will be able
to perform only basic reviewer-related tasks like reading and printing documents.
Business processes serve as templates from which exchange users can create
business process instances — the actual requests for approval or for documents.
Intralinks provides several types of business processes — standard, rules based
and multi-task.
Standard processes can be set up quickly and are used in situations where both
the people and documents involved are known. Rules-based processes require a
bit more setup effort, but they offer great flexibility in selecting documents, users
and groups — even those that do not exist yet. Rules can be based on a variety of
information about the users, groups and documents, including the entries that
have been made for them in custom fields. (This information is referred to as
metadata.)
Multi-task processes combine elements of standard and rules-based processes
and can be used to manage and coordinate many tasks related to a single activity.
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Standard processes include:
•
Document date trigger
•
Document submission for approval
•
Document submission with two-step approval
•
Document submission (without any approval)
•
Document submission for review
•
Request for documents
Rules-based processes include:
•
Group-triggered document distribution
•
Rules-based document distribution
•
Rules-based submission
Using standard and rules-based business processes
Viewing tasks that are assigned to you
When tasks are assigned to you, an email alert containing a link to the task is sent
to you. You also can view a list of tasks that are assigned to you, as well as those
that you have assigned or submitted to other people, within Intralinks.
Note: If you use the Tasks list within an exchange, you will view only tasks that
are associated with a multi-task process. Tasks associated with other business
processes can be viewed only on the Hub.
The Tasks list displays current tasks that still need to be completed.
 To view all tasks that are assigned to you, or by you
You should be viewing the Hub.
1. In the navigation pane on the left side of the screen, click the Tasks option.
Additional options appear.
2. Click the By Task Name option. A list of tasks that are assigned to you and
that you have assigned to others (if your exchange role allows this).
3. To view tasks assigned to you, click the Open tasks assigned to me option
in the Saved Searches box that appears to the right of the navigation pane.
To view tasks that you have assigned to others, click the Open tasks
assigned by me option in the Saved Searches box.
Submitting documents
Use the following procedure to create a standard business process instance and
use it to submit documents to reviewers or approvers.
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Note that you can create business process instances only for business processes
to which you have been assigned. If you have not been identified as a submitter
for any business processes, you will not be to perform this procedure.
 To submit a document
You should be viewing the exchange where the document will be submitted.
1. Click the Tasks tab at the top of the screen.
2. From the Actions menu, select New To Do or Submission. The Select
Business Process wizard appears.
3. Highlight the business process you want to use, and click Continue. The
Instructions view of the wizard for your business process instance appears.
4. Review the instructions and any attached documents, then click Next. The
Submission view of the wizard appears.
5. In the Process Instance field, enter a descriptive name for the task.
6. Enter other notes to explain the purpose of the submission.
7. Attach the document(s) that will be submitted. You can attach a document
from the exchange or your computer or network. (If necessary, you can select
documents from both the exchange and your computer or network.)
To attach a document on the exchange, click the Attach Link button. A pane
appears showing the folders on your exchange. Locate the document you
want and highlight it, then click the Attach button that appears above the
folder list. You can select as many documents as needed. When you have
finished selecting documents, click the x button above the Attach button to
close the selection pane.
To attach a document on your computer or a network drive, click the Attach
Document button. A Select file(s) to upload dialog box appears, allowing
you to select the document you want.
To select multiple items, press the SHIFT or CTRL key while clicking the items
to highlight them.
8. You may be required to enter additional details, such as the type of document
that you are submitting. If this is the case, a new screen with a number of
additional fields appears. Make an entry in each field that applies to the
document.
9. Click Save.
A task will appear in the Tasks list for the person who is supposed to receive your
document, and an email alert will be sent to the person, alerting him or her that
your document has been submitted.
Faxing in documents
Depending upon the way your exchange is set up, you may be able to fax
document into the exchange for some business processes. In order to do this, you
must print a cover sheet that will be used to direct your document to the correct
exchange.
To create a fax-in cover sheet
You should be viewing the exchange where the document will be submitted.
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The Tasks tab should be selected.
1. From the Actions menu, select Create a Fax Cover Sheet. The Select
Business Process view of the Fax in Cover Sheet screen is displayed.
2. Highlight the business process that you want, and click Next. The Create
Cover Sheet view is displayed.
Note: If the business process that you want does not appear in the list, the
exchange manager does not allow you to fax documents to it. You must
submit your document online using the previous procedure.
3. Enter a title and note that will appear on the cover sheet.
4. Click Create Cover Sheet.
Fax the document, including the cover sheet, to the phone number that appears
on the cover sheet. The documents and notes are uploaded to Intralinks, and the
exchange manager is alerted.
Resubmitting documents
The managers of your exchange may have set up an approval process for
document submissions. If your submission is reviewed and additional information
is required, you may receive an email asking you to resubmit your documents with
changes. A new task also will appear in the By Task Name view of your Tasks
list.The process for resubmitting documents is very similar to the process that you
used to submit the original documents.
 To review a document that does not require approval
You should be viewing the exchange where the document will be submitted.
The Tasks tab should be selected.
1. In the Tasks list, highlight the task.
2. From the Actions menu, select View Details. The Submission Request
view of the task wizard appears, displaying any notes and supporting
documents that the reviewer or approver provided to explain the changes that
you are required to make.
3. After you have reviewed the instructions, click Next. The Response view of
the task wizard appears.
4. Enter any notes that you wish to include in the Submission Instructions
field.
5. Attach the document(s) that will be submitted. You can attach a document
from the exchange or your computer or network. (If necessary, you can select
documents from both the exchange and your computer or network.)
To attach a document on the exchange, click the Attach Link button. A pane
appears showing the folders on your exchange. Locate the document you
want and highlight it, then click the Attach button that appears above the
folder list. You can select as many documents as needed. When you have
finished selecting documents, click the x button above the Attach button to
close the selection pane.
To attach a document on your computer or a network drive, click the Attach
Document button. A Select file(s) to upload dialog box appears, allowing
you to select the document you want.
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To select multiple items, press the SHIFT or CTRL key while clicking the items
to highlight them.
6. When you have selected all the documents that you wish to submit, click
Save.
A task will appear in the approver’s Tasks list, and an email alert will be sent to
the person, alerting him or her that your document has been resubmitted.
Reviewing and approving documents that have been submitted to
you
Use the following steps to respond to a document submission. Depending upon
the type of business process that the task is based upon, you may be able to
approve or reject the submission, return it to the submitter and request a
resubmission, or simply mark the task as done.
 To review a document
You should be viewing the Hub. If you have opened the task wizard using the link
in the email alert that was sent to you, skip to step 6.
1. In the navigation pane on the left side of the screen, click the Tasks option.
Additional options appear.
2. Click the By Task Name option. A list of tasks that are assigned to you and
that you have assigned to others (if your exchange role allows this).
3. Click the Open tasks assigned to me option in the Saved Searches box that
appears to the right of the navigation pane.
4. Locate the task that you want to view.
5. From the Actions menu, select View Details. The Submission view of the
task wizard appears.
6. Read any notes provided by the person who submitted the document, then
read the document. You can open documents by double-clicking them.
7. When you have finished viewing the document, return to the task wizard and
click Next. The Response view of the wizard appears.
8. Review the instructions and reference documents, if any, that have been
provided for you.
9. (Optional.) Enter a note. If the document is being returned to the submitter
(you are asking for it to be resubmitted with changes, for example), use the
note to provide the submitter with information about any changes that are
needed.
10. (Optional.) You can attach a document from the exchange or your computer
or network. (If necessary, you can select documents from both the exchange
and your computer or network.)
To attach a document on the exchange, click the Attach Link button. A pane
appears showing the folders on your exchange. Locate the document you
want and highlight it, then click the Attach button that appears above the
folder list. You can select as many documents as needed. When you have
finished selecting documents, click the x button above the Attach button to
close the selection pane.
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To attach a document on your computer or a network drive, click the Attach
Document button. A Select file(s) to upload dialog box appears, allowing
you to select the document you want.
To select multiple items, press the SHIFT or CTRL key while clicking the items
to highlight them.
11. From the Status field, select an action. The selections available to you vary
depending upon the type of business process that was used to create this
task.
– Done — The task will be marked as Done in the Tasks list, and no
further steps are required. When you view it in the Tasks list in the
future, only the history view will appear, showing the actions taken by
you and the submitter.
– Reviewed — The task will be marked as Reviewed in the Tasks list,
and no further steps are required. When you view it in the Tasks list in
the future, only the history view will appear, showing the actions taken
by you and the submitter.
– Approve — If the Document Submission with Approval business
process was originally used to create this task, the task will be marked
as Approved in the Tasks list, and no further steps are required.
If the Document Submission with Two-Step Approval business process
was used to create this task, the task will be marked as Pending
Approval 2 in the Tasks list, and it will be transferred to the second
approver. When you view it in the Tasks list in the future, only the
history view will appear, showing the actions taken by you and the
submitter. (Note, however, that if the second reviewer rejects a
document that you have approved, you will be asked to approve the
resubmitted document.)
– Reject — The task will be marked as Rejected in the Tasks list, and
no further steps are required. When you view it in the Tasks list in the
future, only the history view will appear, showing the actions taken by
you and the submitter.
– Resubmit — The task will be returned to the submitter’s Tasks list. Its
status in the Tasks list is Pending Resubmission until the submitter
responds.
12. Click Save.
Requesting a document
The process for requesting a document is very similar to the one used for
submitting documents.
 To request a document
You should be viewing the exchange where the document will be submitted.
The Tasks tab should be selected.
1. From the Actions menu, select New To Do or Submission. The Select
Business Process wizard appears.
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2. Highlight the business process you want to use, and click Continue. The
Instructions view of the wizard for your business process instance appears.
3. Review the instructions and any attached documents, then click Next. The
Select Submitters view of the wizard appears.
4. In the Process Instance field, enter a descriptive name for the task.
5. Enter other notes to explain the purpose of your request.
6. (Optional.) Attach document(s) that further explain your request. You can
attach a document from the exchange or your computer or network. (If
necessary, you can select documents from both the exchange and your
computer or network.)
To attach a document on the exchange, click the Attach Link button. A pane
appears showing the folders on your exchange. Locate the document you
want and highlight it, then click the Attach button that appears above the
folder list. You can select as many documents as needed. When you have
finished selecting documents, click the x button above the Attach button to
close the selection pane.
To attach a document on your computer or a network drive, click the Attach
Document button. A Select file(s) to upload dialog box appears, allowing
you to select the document you want.
To select multiple items, press the SHIFT or CTRL key while clicking the items
to highlight them.
7. When you have selected all the documents that you wish to attach, click Add
Rule. The Submission Rule 1 view of the task wizard appears.
8. Select the individuals who can provide the document that you need.
The people who can be document submitters have been defined for you.
You can select a combination of users and roles. If your exchange is set up to
include collaboration groups, you can select these groups, as well. Choose
Groups, Role Group, Users, or Group Metadata from the list that appears
on the left side of the screen. Depending upon your selection, a list of users,
roles, collaboration groups or custom fields appears.
Highlight the users, groups or roles that you want to assign to the process,
and click the arrow button to move them to the list on the right. If you selected
Group Metadata, select the attributes that match the groups that you want to
select.
9. Repeat steps 7 and 8 to select additional document submitters.
10. Click Save.
A task will appear in the Tasks list for the person who is supposed to provide the
document, and an email alert will be sent to the person, alerting him or her to your
request.
Responding to document requests
Use the steps below if your are asked to provide a document.
 To respond to a document request
You should be viewing the exchange where the document will be submitted.
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The Tasks tab should be selected.
1. In the Tasks list, highlight the task.
2. From the Actions menu, select View Details. The Response view of the task
wizard appears, displaying any notes and supporting documents that the
reviewer or approver provided to explain the changes that you are required to
make.
3. After you have reviewed the instructions, enter any notes that you wish to
include in the Submission Instructions field.
4. Attach the document(s) that will be submitted. You can attach a document
from the exchange or your computer or network. (If necessary, you can select
documents from both the exchange and your computer or network.)
To attach a document on the exchange, click the Attach Link button. A pane
appears showing the folders on your exchange. Locate the document you
want and highlight it, then click the Attach button that appears above the
folder list. You can select as many documents as needed. When you have
finished selecting documents, click the x button above the Attach button to
close the selection pane.
To attach a document on your computer or a network drive, click the Attach
Document button. A Select file(s) to upload dialog box appears, allowing
you to select the document you want.
To select multiple items, press the SHIFT or CTRL key while clicking the items
to highlight them.
5. When you have selected all the documents that you wish to submit, click
Save.
A task will appear in the approver’s Tasks list, and an email alert will be sent to
the person, alerting him or her that you have provided the requested document.
Acknowledging receipt of documents
Exchange managers may, at their discretion, require that you acknowledge that
you have received documents that have been distributed to you using a document
distribution business process. You may be required to complete and submit a
form with your acknowledgment. Additional instructions and other documents may
be attached to this request. Review all the attached files, complete the documents
(if any) using the instructions provided, along with the fields on the subsequent
screens, and then submit your acknowledgment.
If the distributor of the original documents requires an acknowledgment by a
specified date and you do not respond by that date, an email reminder will be sent
to you and other members of your group.
To acknowledge receipt of a document that has been distributed to
you
You should be viewing the Hub. If you have opened the task wizard using the link
in the email alert that was sent to you, skip to step 6.
1. In the navigation pane on the left side of the screen, click the Tasks option.
Additional options appear.
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2. Click the By Task Name option. A list of tasks that are assigned to you and
that you have assigned to others (if your exchange role allows this).
3. Click the Open tasks assigned to me option in the Standard Searches box
that appears to the right of the navigation pane.
4. Locate the task that you want to view.
5. From the Actions menu, select View Details. The Instructions view of the
task wizard appears, displaying instructions for acknowledging that you have
received the documents. Additional files may be attached.
6. Review the instructions. To view attached files, double-click them.
7. When you have finished reviewing the instructions, click Next. The Response
view is displayed.
8. (Optional.) Enter a note for your acknowledgment response.
9. Attach any document(s) (if any) that need to be submitted.
To attach a document on the exchange, click the Attach Link button. A pane
appears showing the folders on your exchange. Locate the document you
want and highlight it, then click the Attach button that appears above the
folder list. You can select as many documents as needed. When you have
finished selecting documents, click the x button above the Attach button to
close the selection pane.
To attach a document on your computer or a network drive, click the Attach
Document button. A Select file(s) to upload dialog box appears, allowing
you to select the document you want.
To select multiple items, press the SHIFT or CTRL key while clicking the items
to highlight them.
10. If an eForm was attached, complete it and click the Submit Using Intralinks
button on the form. (eForms are PDF documents that allow you enter
information onscreen, just as you would with a paper-based form.)
11. (Optional.) When you have added all the documents that are needed for the
response, highlight the first document beneath the Response tab on the left
side of the screen.
12. (Optional.) A number of custom fields may appear on the screen. Make the
appropriate selection or entry for each field.
13. (Optional.) Click Next Doc to display the fields for the next file that you
attached, and make the appropriate selection or entry for each field.
Repeat this step until you have made entries for all the files that are attached
to this submission.
14. Click Save.
Your acknowledgment response is uploaded to Intralinks, and the exchange
manager is alerted.
The exchange manager may have a response approval process; if this is the
case, acknowledgment responses may be returned to you for clarification or
additional information if needed. If this is the case, the task will be redisplayed in
your Tasks list and will include instructions from the manager about the
clarifications or other changes that are needed.
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Resubmitting acknowledgment responses
The exchange manager may have set up an approval process for
acknowledgment responses. If your response is reviewed and additional
information is required, you may receive an email from the exchange manager (or
other contact) asking you to resubmit your response with changes. The process
for resubmitting responses is very similar to the process that you used to make
your original acknowledgment response.
To respond to a request to resubmit information
1. The email alert that you received requesting that documents be resubmitted
includes a link to your exchange. Click this link to display the screen used for
resubmission.
2. Review the message from the document approver. Make any required
changes to your original documents.
3. Click Next. The Response view is displayed.
4. (Optional.) Enter a note about the resubmitted documents.
5. Attach the documents you updated and any additional documents requested
by the document approver.
To attach a document on the exchange, click the Attach Link button. A pane
appears showing the folders on your exchange. Locate the document you
want and highlight it, then click the Attach button that appears above the
folder list. You can select as many documents as needed. When you have
finished selecting documents, click the x button above the Attach button to
close the selection pane.
To attach a document on your computer or a network drive, click the Attach
Document button. A Select file(s) to upload dialog box appears, allowing
you to select the document you want.
To select multiple items, press the SHIFT or CTRL key while clicking the items
to highlight them.
6. (Optional.) When you have added all the documents that are needed for the
resubmission, highlight the first document beneath the Response tab on the
left side of the screen.
7. (Optional.) A number of custom fields may appear on the screen. Make the
appropriate selection or entry for each field.
8. (Optional.) Click Next Doc to display the fields for the next file that you
attached, and make the appropriate selection or entry for each field.
Repeat this step until you have made entries for all the files that are attached
to this submission.
9. (Optional.) You can view information about the original document, your
acknowledgment response and any resubmissions that you have made by
clicking the Submission History tab on the left side of the screen.
10. When you are ready to resubmit your response, click Save.
Your documents and/or notes are uploaded to Intralinks, and the exchange
manager is alerted.
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Adding co-monitors
Co-monitors are people who have been given permission to monitor your
document submissions and to resubmit documents if required. Co-monitors are
optional.
 To add co-monitors to a business process instance
You should be viewing the exchange where the assignments were made.
1. Roll your mouse over the Tasks tab. Additional options appear.
2. Select By Process Name. A list of business processes with tasks that have
been assigned to you, or that you have initiated, is displayed.
3. Highlight a business process instance that you want to be co-monitored.
4. From the Actions menu, select Add Co-monitor. The Select Co-monitors
screen appears.
5. Select the individuals who will be co-monitors.
The people who can be co-monitors have been defined for you.
You can select a combination of users and roles. If your exchange is set up to
include collaboration groups, you can select these groups, as well. Choose
User, Role or Collaboration Groups from the list that appears on the left
side of the screen. Depending upon your selection, a list of users, roles or
collaboration groups appears.
Highlight the users, groups or roles that you want to assign to the process and
click the arrow button to move them to the list on the right.
6. Repeat step 5 until you have selected all the document reviewers or
approvers.
7. Click Save.
Renaming a business process instance
 To rename a business process instance
1. Roll your mouse over the Tasks tab. Additional options appear.
2. Select By Process Name. A list of business processes with tasks that have
been assigned to you, or that you have initiated, is displayed.
3. Highlight a business process instance that you want to rename.
4. From the Actions menu, select Rename Task. The Rename Task window
appears.
5. Enter the new name for the business process instance in the Enter new
name field.
6. Click Rename.
Canceling a task
Depending upon the way your business process has been set up, you may be
able to cancel a task that is not needed if no action has been taken on the task
yet.
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 To cancel a task
1. Locate the task using the Tasks list and highlight it.
2. From the Actions menu, select Cancel task. A message appears asking you
to confirm your selection.
3. Select Yes.
Using multi-task processes
As noted earlier, multi-task processes are collections of related tasks that must be
completed to achieve a particular goal. Tasks are the individual, discrete actions
that users must take while working to achieve the goal. For instance, you may
have a separate task for reviewing each document that is associated with a
process.
Use the procedures in this section to view processes and tasks, to complete
tasks, and to add comments on tasks and processes.
Viewing processes and tasks
You can view the processes and tasks created by or assigned to using process
lists and task lists that can be accessed from the Hub or from individual
exchanges. In the Hub, the process lists and task lists displays both multi-task
processes created within your exchanges and standard and rules-based business
processes created and managed at the Hub level. If you view these lists within an
exchange, only the processes and tasks created within the exchange are
displayed.
 To view lists of processes and tasks
Display the Hub.
1. Click the Tasks tab.
The By Process Name option is selected automatically, displaying a list of
processes that you have created or that include tasks that you are assigned
to, either as a target group member or as an owner.
For all processes, the process name and status is listed. Additional
information is listed for multi-task processes, including the number of days
since the process was initiated; the number of pending tasks awaiting your
action; a calculation of the percentage of the process that has been
completed; If you are viewing processes within an exchange you also can
view the target group selected to perform tasks; the number of unread
documents, the due date for completing the process, if any; and information
about the last action taken for the process. If you are viewing multi-task
processes on the Hub, the exchange and host organization associated with
each process also is displayed.
2. To view only the tasks that are assigned to you, click the By Task Name
option.
When you double-click a multi-task process, all the tasks associated with it are
displayed.
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 To view the details of a process
Display the Hub.
1. Click the Tasks tab.
The By Process Name option is selected automatically, displaying a list of
processes that you have created or that include tasks that you are assigned
to, either as a target group member or as an owner.
2. Highlight the multi-task process that you want to view.
3. From the Actions menu, select View Details. All the tasks associated with
the process are displayed, as are comments about the process
 To export task information
1. Display the details of the process for which you want to export information.
For information on displaying process details, see “To view the details of a
process” on page 173.
2. From the Actions menu, select Export List. A message appears allowing
you to open or save the list as a Microsoft Excel worksheet.
The exported list includes the name of each task and any documents that have
been associated with it, the task’s status, and information about the last action
that was taken on the task.
Completing tasks
Use the steps below to take action when tasks are assigned to you. (Note that if
you are a process owner, you also can take action on tasks that are assigned to
others.)
 To complete tasks
1. Display the details of the process that contains the tasks that you want to
complete. For information on displaying process details, see “To view the
details of a process” on page 173.
2. Locate the task that you want to complete, and select an option for it from the
list in the Next Step column. The next steps available depend upon the type
of task you selected and the actions that have been performed on it already.
Possible next steps include:
Download — Select this option to download the document(s) attached to a
task; the status of the task will be set to Confirmed, indicating that you have
received the document.
Upload — Select this command to update documents associated with a task
before action has been taken on a task with one of the following task types:
Distribute Document with Reply, Request Document, Request Document
from Owner, and Request Review by Owner. This command appears only for
tasks that have a status of Submitted or Pending Review.
Publish — Select this option to publish a submitted document to your
exchange. The Add Document Wizard appears, allowing you to select a
location for the document, set details using custom fields, set permissions and
alert permissioned users that the document is available.
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Exclude — Select this option if the task is complete or is no longer needed; it
will no longer appear in the target group members’ Tasks lists. Excluded
tasks can be reinstated; to reinstate an excluded task, select the action that
appears in the Next Step column for it. (This is the first step that must be
completed for the task.)
Confirm — Select this option to indicate to task owners that you have
received a document that has been distributed to you.
Accept — After you have reviewed documents, select this option to indicate
that the documents are ready to be published. If this task is for a document
that has been distributed for eSignatures, Accept can be used to return the
task in its current state to the owner’s control even if the required number of
signatures has not been obtained; all previous actions are undone, but a
record of the actions is retained in the task’s history.
Resubmit — Select this option to send a request for resubmission to the
target group associated with this task. If you need to provide additional
direction to the target group, add a comment to the task. For information on
adding comments, see “Adding comments to processes and tasks” on
page 176.
eSign — Select this option to electronically sign the document that you have
uploaded to a task. A box appears asking you to enter a reason for your
signature. Enter your reason, then click Continue. Another box appears,
asking you to enter your email address and Intralinks password. Once you
have entered them, click eSign Document. Note that your eSignature is the
equivalent of a handwritten signature and is legally binding.
Refuse to eSign — Select this option if you cannot electronically sign the
document that you have uploaded to a task. A box appears asking you to
select a reason for your signing of the document. Select your reason, then
click Continue. Another box appears, asking you to enter your email address
and Intralinks password. Once you have entered them, click Refuse
eSignature.
Restart — Select this option to return an eSignature task to its original state.
If this action is selected, all previous actions are undone, but a record of the
actions is retained in the task’s history.
3. To view comments that have been entered for a task, click the bubble icon for
that task in the Comments column. The number of comments that have been
made appears in bubble icon. To add a comment, click the Add Comment
link at the top of the screen.
4. To view a list of the actions that have been performed for this task, click the
clock icon for the task in the History column.
 To upload documents without associating them with any task
You can upload documents related to a process and associate them with tasks
later. To upload files, complete the following steps:
1. Display the details of the process with which the documents will be
associated. For information on displaying process details, see “To view the
details of a process” on page 173.
2. Select the Upload link. The Upload Documents screen appears.
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3. Click Choose File. A Select file(s) dialog box appears, allowing you to select
the documents that you want to upload.
To select multiple items, press the SHIFT or CTRL key while clicking the items
to highlight them.
4. Click Open. The documents appear on the Upload Documents screen.
5. Click Save. The documents are uploaded, and line items appear for them in
the task list.
 To associate uploaded documents with particular tasks
If you have uploaded tasks for a process and have not associated them with any
tasks, use the following steps to do so.
The task list that includes the documents should be displayed.
1. Display the details of the process that contains the documents and tasks that
you want to associate. For information on displaying process details, see “To
view the details of a process” on page 173.
1. Locate the document that you want to associate.
2. In the Next Step column, select Task Association. The first screen of the
Task Association wizard appears.
3. Select the task with which this document should be associated.
4. Click Next. The Properties view of the wizard appears.
5. Review the properties that are displayed. You can change the document’s
name if you like.
6. Click Next. The Details view of the wizard appears.
7. Enter details about the document. An entry must be made for fields that
appear in red with an asterisk (*) next to them.
8. Click Save.
The document is removed from the task list and is associated with the task that
you selected. The task’s status is updated, as well.
Faxing in documents
Depending upon the way your exchange is set up, you may be able to fax
document into the exchange for processes. In order to do this, you must print a
cover sheet that will be used to direct your document to the correct exchange.
Note: Do not use the same cover sheet for multiple documents unless you want
the documents to have the same name on your exchange.
Once the document has been faxed in, it will be associated with the process, but it
will not be associated with any particular task. To information on how to do this,
see “To associate uploaded documents with particular tasks” on page 175.
To create a fax-in cover sheet
1. Display the details of the process with which the documents will be
associated. For information on displaying process details, see “To view the
details of a process” on page 173.
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2. At the top of the screen (to the right of the Actions menu), locate the Fax
Cover option and click it. The Choose Users view of the Create Fax Cover
Sheet wizard appears.
3. In the list on the left side of the screen, highlight the user(s) who will fax in the
document, and click the arrow button to move them to the list on the right.
4. Click Next. The Cover Sheet view of the wizard appears.
5. Enter the title of the document. You also can enter notes about the document
if you like; these notes will appear on the document’s properties screen in the
exchange.
6. Click Save. The cover sheet is created in PDF format, and a message
appears asking you whether you want to open the cover sheet or save it.
Either open the cover sheet and print it or save it and print it later.
Fax the document, including the cover sheet, to the phone number that appears
on the cover sheet. The documents and notes are uploaded to Intralinks, and the
exchange manager is alerted.
Adding comments to processes and tasks
You can add comments to multi-task processes when they are configured, and
exchange members will be able to add comments when they complete tasks that
are assigned to them.
You can add comments both to individual tasks in task lists and the overall
process. Process comments are not associated with any particular task.
Users who are members of either a target group or a process owner group can
add and view comments. The person entering the comment can send an alert
manually to target members and owners of the process.
Users’ ability to view, and respond to, specific comments are affected by their
exchange role. For example, reviewers cannot see comments entered by other
reviewers, but they can see comments entered by an exchange manager who is
visible to them and respond to those comments. Process owners and users with
the Manager Plus and Hidden Manager Plus exchange roles can see and respond
to all comments, regardless of who created them. (Users with the Hidden
Manager Plus role should avoid posting comments, however, since this will make
them visible to all users who can view the comments.)
You have the option of saving deleted comments for audit purposes; the save
deleted comments must be enabled to allow this functionality.
Comments can be exported to a Microsoft Excel spreadsheet.
 To add a comment to a task
1. Display the details of the process that contains the task for which you want to
add a comment. For information on displaying process details, see “To view
the details of a process” on page 173.
2. Highlight the task.
3. From the Actions menu, select Add Comment. The Add Comment screen
appears.
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4. Enter your comment in the text box. Note that the following characters cannot
be used in comments:
/\:*"<>?|
5. If you want to apply the comment to a task other than the one that is selected,
select the task you want from the For Specific Task list.
6. Click Save.
 To add a comment that is not associated with any task
1. Display the details of the process for which you want to add a comment. For
information on displaying process details, see “To view the details of a
process” on page 173.
2. From the Actions menu, select Add Comment. The Add Comment screen
appears.
3. Enter your comment in the text box. Note that the following characters cannot
be used in comments:
/\:*"<>?|
4. If you want to apply the comment to a task other than the one that is selected,
select the task you want from the For Specific Task list.
5. Click Save.
Your comment will appear in the Process Comments section of the task list for
this process.
 To view comments that have been entered for a task
1. Display the details for the process containing the comments that you want to
view. For information on displaying process details, see “To view the details of
a process” on page 173.
2. Highlight the task that has been commented upon.
3. From the Actions menu, select Comments. The Comments screen
appears, displaying the comments for the selected task.
4. The first 50 characters of each comment is displayed; you can view the entire
comment if you like. To view additional text, click the More>> link next to the
comment. When you have finished viewing the extended text, click Back to
All Comments to view all the comments entered for the task.
5. When you have finished viewing comments, click Close.
 To view all comments that have been entered for a process and its
tasks
1. Display the details for the process containing the comments that you want to
view. For information on displaying process details, see “To view the details of
a process” on page 173.
2. Click the See All Comments link that appears in Process Comments section
of the screen. The Comments screen appears, displaying all the comments
entered for the process and the tasks associated with it.
3. The first 50 characters of each comment is displayed; you can view the entire
comment if you like. To view additional text, click the More>> link next to the
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comment. When you have finished viewing the extended text, click Back to
All Comments to view all the comments entered for the task or process.
4. When you have finished viewing comments, click Close.
Changing the status of processes
You can change the status of individual processes as they are completed or no
longer needed. It is important that processes’ status is correct, since this
information is used to determine the number of open tasks, percentage of
completion and other statistics used to monitor and manage processes.
Important! When processes are completed, their statuses should be changed to
Closed, to ensure accurate reporting.
You can perform this task only if you are a process owner.
 To change the status of a process
1. Display the details for the process whose status you want to change.
For information on displaying process details, see “To view the details of a
process” on page 173.
2. From the Status list in the upper right corner of the screen, select one of the
following options:
Open —This status is displayed by default for processes that are in progress.
Select this option if you have selected another status and now wish to begin
using the process again.
Closed — Select this option when a process is completed or you do not wish
to continue using it for another reason. If any tasks associated with the
process are open, their status will be changed to Excluded. Closed processes
can be viewed by process owners, but the processes cannot be changed in
any way. Closed processes can be reopened if necessary.
Suspended — Select this option when you do not want to include a process
in tallies of open tasks and unread comments, but you are not ready to close
the process. The status of tasks that are underway are not changed when
processes are suspended, and target group members and owners can
continue to make changes to the tasks and add comments. Suspended
processes can be reopened.
Deleted — Select this option if you wish to stop using the process and hide its
tasks from target group members. The status of individual tasks that are in
progress will not be changed. Owners will be able to view tasks, but cannot
take action on them. Deleted processes can be reopened if necessary.
3. An informational screen may appear informing you of the changes that will be
made to the process. Review the information on the screen, then click
Continue.
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Chapter 12: Using Intralinks eForms
Intralinks eForms offer an easy and secure way to collect and manage information
from business partners. eForms are created using Adobe Acrobat technology and
posted to your Intralinks exchange. Any PDF form that allows all PDF capabilities
can be used as an eForm.
You will work with an Intralinks support representative to create your forms. Once
they have been created, you can modify the forms before distributing them. You
can attach eForms to business processes; for instance, with the rules-based
document distribution business process, you can require that document recipients
complete an eForm and return it to your organization or team for review. Note that
you can attach only one eForm to each business process task.
Requirements and prerequisites
Note that eForms cannot be used with exchanges for which watermarking or
document locking and protection are enabled.
The workflow option must be enabled on the exchange. For more information
about setting up business processes, see Chapter 9, Managing standard and
rules-based business processes, on page 117.
Forms authors wishing to modify eForms must have the following software:
•
Adobe Acrobat Professional version 7.x or later
Forms recipients must have the following software:
•
Adobe Reader version 7.x or later
- or -
•
Adobe Acrobat Professional version 8.x or later
If you are using eForms with business processes
The workflow option must be enabled on the settings screen for the exchange.
You can use eForms only with the rules-based document distribution and rulesbase submission business processes.
For more information about setting up business processes, see Chapter 9,
Managing standard and rules-based business processes, on page 117.
Creating and modifying eForms
Creating forms is a collaborative effort between your organization and customer
support specialists within Intralinks Global Enterprise Services:
1. You create a blank version of the form using Microsoft Word or another tool.
2. You send the form to Intralinks, along with information about which fields
should be form fields, and which of those fields are required.
If you plan to use the form with Q&A, also note:
– The exchange to which the completed copies of the form will be posted
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– The title you want to use for the question created for each copy of the
form
– The Q&A category that will be used for the form
3. An Intralinks customer service representative converts the form to a PDFformatted eForm and returns it to you.
4. You populate any fields that cannot be changed by the form’s recipients and
mark these fields as read only.
5. You enable usage rights that allow recipients to use Adobe Reader to
complete the form. (When you enable usage rights, you make the form
available to recipients using Adobe Reader and you prevent recipients using
Adobe Acrobat Professional from modifying the form in ways that you did not
intend. Note that users of Acrobat Professional can edit the form after usage
rights have been enabled by making a copy of it, but changes to the form may
cause it not to work.)
6. You distribute the forms to recipients using a business process.
 To populate fields and mark them as read only
1. Open the form using Adobe Acrobat Professional.
2. Fill in any fields that cannot be edited by users.
3. From the Forms menu, select Add or Edit Fields. The fields view of the form
is displayed.
4. Right-click on the first field that you updated in step 2. A menu appears.
5. Select Properties. The Properties screen for the field appears.
6. Mark the Read Only option.
7. Click Close.
8. Repeat steps 4 through 7 for each field that you updated in step 2.
9. When you have marked all the necessary fields as read only, click Close
Form Editing in the upper right corner of the screen. The standard view of
the form is redisplayed.
 To enable the usage rights
Usage rights allow recipients to use Adobe Reader to complete the form.
Important! Complete this procedure only after you have entered information that
cannot be changed by users and marked those fields as read only.
1. If you are using Adobe Acrobat version 8: From the Advanced menu, select
Enable User Rights.
If you are using Adobe Acrobat version 9: From the Advanced menu, select
Extend Features in Adobe Reader.
The Enable Usage Rights in Adobe Reader window is displayed.
2. Click Save Now.
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Chapter 13: Viewing, exporting and
printing reports
Overview
Read this chapter for information about:
•
Reports about documents
•
Reports about users and groups
•
Advanced access reports
•
Process access reports
•
Other reports
Before you begin
In order to perform the tasks in this chapter, Adobe Flash Player 9 must be
installed on your computer.
When you select an Intralinks Platform exchange in the Intralinks Hub, a message
will appear if Flash Player 9 is not installed. This message includes links to
information about the Flash Player software and to a location on the Adobe
website where you can download this free software utility. Your organization’s IT
department may be required to install this software for you.
If Flash Player 9 is not installed, you can open the exchange, but you will be able
to perform only basic reviewer-related tasks like reading and printing documents.
Viewing document reports
Intralinks Platform provides a number of reports that help you make the most of
the time you spend in your exchange.
Intralinks provides a printer-friendly view of the Document List, which provides a
detailed view of the folders and the documents on the exchange.
As a manager, you also can view the Document Access Report to learn which
users have access to a selected document or documents, the number of times
they have viewed, downloaded and printed the documents, the date they last
looked at the documents, and the version of the documents they most recently
viewed, if applicable. The report also identifies when the document was added or
updated and by whom.
In addition, as manager, you can view the Permissions Overview screen, which
enables you to view and change users’ permissions and security settings for
selected documents in a report-like format. To learn more about using the
Permissions Overview screen, see “Reviewing and modifying permissions” on
page 75.
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Viewing a list of folders and documents on the exchange
You can display a printer-friendly view of your exchange’s Document List, then
use your browser’s Print function to print the list if you like.
 To display a printer-friendly view of the Document List
The Documents tab should be displayed.
1. From the More Actions menu, select Print Document List. A browser
window opens displaying a list of all the folders and documents on the
exchange in a format that is suitable for printing.
2. (Optional.) Select Print from the File menu to print the list.
Viewing access information for documents
As noted above, the Document Access Report provides insight into how group
members are using the exchange’s documents and when they most recently
viewed them.
 To display the Document Access Report
The Documents tab should be displayed.
1. Highlight the document whose access information you want to view.
2. From the More Actions menu, select Access Report.
3. (Optional.) To export the information that appears on the report to a Microsoft
Excel spreadsheet, click the Export button.
4. When you have finished viewing the report, click Close.
Viewing history information for documents
Use the Document History Report to see an audit trail for a selected document (or
documents). This report shows information about when the document was added
to the exchange, changes to permissions, updates to the document itself or the
document’s properties, views by users, and instances where the document was
moved. If you are viewing a deleted document, the report includes information
about the document’s deletion.
 To display the Document History Report
The Documents tab should be displayed.
1. Highlight the document whose access information you want to view.
2. From the More Actions menu, select History. A list of all actions performed
on the document appears.
3. If you want to view a smaller range of information, enter a date in the Since
field. To view a single type of action (such as changes to permissions),
choose the action you want from the Show list.
4. To show more details about the document, click Show Details.
5. (Optional.) To export the information that appears on the report to a Microsoft
Excel spreadsheet, click the Export button.
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6. When you have finished viewing the report, click Cancel or Save.
Viewing a list of deleted documents
Use the procedure below to view a list of deleted documents on your exchange.
If the save deleted documents exchange setting has been enabled (on) for your
exchange and you were able to modify a document before it was deleted, you can
double-click the document to view it or print it. (Documents that have been
protected to prevent printing cannot be printed, of course).
 To view a list of documents that have been deleted from your
exchange
The Documents tab should be displayed.
1. Click the Deleted Documents link at the bottom of the Folders list on the left
side of the screen. A list of documents that have been deleted is displayed,
along with the date on which they were deleted.
2. If you want to view a smaller range of information, click the Advanced Filter
smart filter. The Exchange Filter Criteria window appears, allowing you to
select a variety of options for limiting the information that is displayed.
3. To create a Microsoft Excel spreadsheet containing the currently displayed
information, select Export This View from the Export menu. You can print
the spreadsheet using Excel if you like.
Viewing reports for users and groups
Intralinks’ reporting capability makes it easy for you and other exchange
managers to see trends in groups’ exchange usage and to evaluate their level of
interest in particular issues.
At other times, you simply need to manage the exchange, and a comprehensive
user list can assist you in performing management tasks efficiently.
Exporting a list of users on the exchange
You can export a list of all exchange users (or a subset of the entire list) to
Microsoft Excel, where you can manipulate the information and print it if you like.
Use the following procedure to do so.
 To export and print a list of all users on the exchange
The Users & Groups tab should be displayed.
1. From the More Actions menu, select Export Entire List. A File Download
dialog box appears.
2. Click Open to display the user list in Excel.
3. In Excel, from the File menu, select Print. A print dialog box appears.
 To export and print a list of the users who currently appear in the
User List
Be sure the list of users you want to export is displayed in the User List.
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1. From the More Actions menu, select Export This View. A File Download
dialog box appears.
2. Click Open to display the user list in Excel.
3. In Excel, from the File menu, select Print. A print dialog box appears.
4. Click OK.
Viewing users’ and groups’ overall exchange activity
Intralinks Platform provides the following reports, which show information about
the documents accessed by particular users or groups:
•
User Activity by Group Report
•
Multi-user Coverage Report
•
Group Coverage Report
Intralinks Platform also provides the following advanced reports:
•
Folder Coverage
•
Search Summary
•
Exchange Activity Summary
•
Exchange Statistics Summary
The User Activity by Group Report
The User Activity by Group report provides a comprehensive view of group and
user coverage for folders and documents. The report can be created for specific
groups or for all groups. Groups that do not include any members yet are not
included on the report. You can choose to exclude documents for which there has
been no activity.
The report is produced offline and provided to you when it is ready for viewing.
Reports generally are available within one hour after a request is made. The
report will be delivered as a Microsoft Excel spreadsheet. The activity for each
group included on the report will be displayed on a separate worksheet.
The top section of the report provides summary information about the number of
times users and each group has accessed documents on the exchange. The
lower part of the report lists individual documents by folder, along with the number
of documents each user has accessed in each folder and the most recent date (if
any) that the user accessed each document. If the user is not allowed to view the
document, No permission appears on the report.
 To request the User Activity by Group report
The Reports tab should be displayed.
1. Highlight User Activity by Group and click the Open Report button. The
User Activity by Group screen appears.
2. Click the New Report button. The Set Properties view of the User Activity by
Group wizard appears.
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3. Select the time period for the activity that you want to include in the report:
since the launch of the exchange; the last day; the last seven days; last
month; or a range of dates that you specify.
4. (Optional.) Mark the Do not include on the report documents that have
not been viewed option. If you mark this option, the report likely will be
shorter and take less time to create.
5. Click Next. The Select Groups view of the User Activity by Group wizard
appears.
6. In the Available groups list, highlight each group that you wish to include on
the report and click the arrow button
included in report list.
to move the name to the Groups
7. Click Submit.
8. When the report is ready to be viewed, you will receive an email alert. Click
the link in the email message to display the report in Microsoft Excel.
Alternatively, highlight the report in Intralinks, then select Download from the
Actions menu. A dialog box appears, allowing you to open or save a copy of
the report.
9. To print the report, from the File menu within Excel, select Print. A print
dialog box appears.
10. Click OK.
The Multi-user Coverage Report
The Multi-user Coverage Report provides insight into the documents that selected
users are viewing and printing. The report is presented in a tabular format; you
can print the report for multiple users and perform side-by-side analysis of the
users’ document usage.
The Multi-user Coverage Report captures information about document activities,
including viewing, printing and permissions. You also can view the most recent
date on which the selected user viewed particular documents.
 To view, export and print the Multi-user Coverage Report
The Users & Groups tab should be displayed.
1. Locate the user whose information you want to view, and highlight the user’s
name. To view information for multiple users, hold down the SHIFT key while
clicking the users’ names.
2. From the More Actions menu, select Multi-user Coverage Report. The
Multi-user Coverage Report screen for the selected user(s) appears.
3. To view a shorter list of documents, enter information in the Filter
documents field at the top of the screen. Note that this field is case sensitive.
4. Select the information that you want to view. From the Show field, select
Viewed, Permissioned, Printed or Last Viewed on.
5. Click Update. Information for the selected users is displayed.
If you change the report options, be sure to click Update again.
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6. When you are ready to print the report, click the Export button in the lower
right corner of the window. The report appears in table format in a Microsoft
Excel spreadsheet.
7. In Excel, from the File menu, select Print. A print dialog box appears.
8. Click OK.
The Group Coverage Report
Like the User Coverage Report, the Group Coverage Report provides a view of
the documents that selected groups are accessing most often. The report is
presented in a tabular format; you can print the report for multiple groups and
perform side-by-side analysis of the groups’ document usage.
The Group Coverage Report captures information about document activities,
including viewing, printing and permissions. You also can view the most recent
date on which the selected members of the selected group or groups viewed
particular documents.
 To view, export and print the Group Coverage Report
The Users & Groups tab should be displayed.
1. Locate the group whose information you want to view, and highlight it. To view
information for multiple groups, hold down the SHIFT key while clicking the
groups’ names.
2. From the More Actions menu, select Group Coverage Report. The Group
Coverage Report window for the selected group(s) appears.
3. To view a shorter list of documents, enter information in the Filter
documents field at the top of the screen. Note that this field is case sensitive.
4. Select the information that you want to view. From the Show field, select
Viewed, Permissioned, Printed or Last Viewed on.
5. Click Update. Information for the selected groups is displayed.
If you change the report options, be sure to click Update again.
6. When you are ready to print the report, click the Export button in the lower
right corner of the screen. The report appears in table format in a Microsoft
Excel spreadsheet.
7. In Excel, from the File menu, select Print. A print dialog box appears.
8. Click OK.
The Folder Coverage report
The Folder Coverage report provides insight into which groups are most active
and which folders they are accessing most often. It is presented in a graphical
format that allows you to make a quick analysis both of group activity and the
information that is most interesting to the groups’ members.
The Folder Coverage report captures information about document activities,
including viewing, printing and downloading. You can view information for the
groups and folders that are most, and least, active. The report is presented in the
form of a “heat map”; darker colors indicate a higher level of activity, while lighter
colors indicate little or no activity. If a group does not have access to any
documents within a folder, the folder appears blank appears on the report. If the
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group has not read any of the documents within the folder, 0% appears. If the
folder is empty (no documents have been placed in it yet), n/a is shown. In
addition to percentages, the actual number of accesses is displayed on the report.
If you select the Show total coverage option, an additional row appears at the
top of the report showing aggregated totals for all folders on the exchange, not
only those displayed on the report.
 To view, export and print the Folder Coverage report
The Reports tab should be displayed.
1. Highlight Folder Coverage.
2. Click the Open Report button. The Folder Coverage screen appears.
3. A series of options appear at the top of the window. Mark the Total Coverage
option to see coverage information for the entire exchange, in addition to the
coverage information for individual folders.
4. Click Update. Information for the selected number of folders and groups is
displayed.
If you change the report options, be sure to click Update again.
5. When you are ready to print the report, click the Export button at the bottom
of the screen. The report appears in table format in a Microsoft Excel
spreadsheet.
6. In Excel, from the File menu, select Print. A print dialog box appears.
7. Click OK.
The Search Summary Report
The Search Summary Report provides a view into the terms being used when
users search the exchange for specific documents or folders. This information is
displayed in table and bar graph format. You can add or remove individual terms
from the bar graph by clicking the boxes in the Chart column. You can specify the
timeframe and the number of terms that appear on the report.
This report is available only if the enable document content search setting is
selected for your exchange.
Using the information in this report, you can get another view into the information
that is most important to users. You also can use it to determine whether
important information needs are not being met by the exchange; if a large number
of users search for a term frequently, it may indicate that the information they want
is missing from the exchange or that the documents they want to access are not
located in the folders where they expect to find them.
 To view, export and print the Search Summary report
The Reports tab should be displayed.
1. Highlight Search Summary.
2. Click the Open Report button. The Search Summary screen appears.
3. Options for selecting a time period and the number of terms that will be
included on the report appear at the top of the window. You also can view
information for groups or individual users. Select the options you want.
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4. Click Update. Information for the selected number of folders and groups is
displayed.
If you change the report options, be sure to click Update again.
5. When you are ready to print the report, click the Export button at the bottom
of the screen. The report appears in table format in a Microsoft Excel
spreadsheet.
6. In Excel, from the File menu, select Print. A print dialog box appears.
7. Click OK.
The Exchange Activity Summary Report
The Exchange Activity Summary Report provides insights into whether particular
groups and their members are actively using the documents on your exchange
and whether their level of activity is ongoing. The report can display information
about either the most active exchange users or those who are least active.
The Exchange Activity Summary Report can be printed either for user groups or
for individual users. It identifies the groups or users who are most (and least)
actively viewing documents on the exchange.
The report offers two views: The Over Time view and the Total view. As their
names suggest, the Over Time view enables you to see whether users’ interest is
sustained over a long period of time, is increasing, or is waning. In this view, a line
graph shows the percentage of all available documents that group members or
individuals have viewed over the specified period of time. Viewing, printing and
downloading documents all are examples of accesses that are included in this
report.
The Total view offers a bar graph that shows aggregated information. It provides a
quick snapshot of overall interest during the selected time period, but does not
provide insight into whether users’ interest is growing, falling or steady.
You can view the number of documents viewed by each user or group using the
Unique Access selection. (Each viewed document is counted once in this view,
regardless of the number of times it has been viewed.) If you select All Access,
the report displays the number of times the users or group members viewed
documents.
Note that the Exchange Activity Summary Report is based on the documents that
are available to each group or group member. Documents to which a group is not
permissioned are not included in the analysis of their usage. In some cases, one
buyer group may have more total accesses but a lower percentage than another
group. This simply means that the first group was given access to a larger number
of documents but viewed a lower percentage of them than the second group did.
Important! Be aware that printing of protected Microsoft Office documents is not
tracked, and printing instances of Microsoft Office documents are not included in
totals on the Activity Summary Report. If your organization requires this
information, you can require users to view documents using Intralinks Viewer,
which provides tracking of both the number of times a document is printed and the
amount of time the document is viewed.
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 To view, export and print the Exchange Activity Summary Report for
users
The Reports tab should be displayed.
1. Highlight Activity Summary Report.
2. Click the Open Report button. The Activity Summary Report screen
appears.
3. A series of options appear at the top of the window. Select the options you
want. Be sure that Users is selected, rather than Groups.
4. Click Update. Information for the selected users is displayed both in a graph
and in a table.
If you change the report options, be sure to click Update again.
5. When you are ready to print the report, click the Export button at the bottom
of the screen. The report appears in table format in a Microsoft Excel
spreadsheet.
6. In Excel, from the File menu, select Print. A print dialog box appears.
7. Click OK.
 To view, export and print the Exchange Activity Summary Report for
groups
The Reports tab should be displayed.
1. Highlight Activity Summary Report.
2. Click the Open Report button. The Activity Summary Report screen
appears.
3. A series of options appear at the top of the window. Select the options you
want. Be sure that Groups is selected, rather than Users.
4. Click Update. Information for the selected groups is displayed both in a graph
and in a table.
If you change the report options, be sure to click Update again.
5. When you are ready to print the report, click the Export button at the bottom
of the screen. The report appears in table format in a Microsoft Excel
spreadsheet.
6. In Excel, from the File menu, select Print. A print dialog box appears.
7. Click OK.
The Exchange Statistics Summary Report
The Exchange Statistics Summary Report displays high-level statistical
information about exchange users, as well as for documents, in a table format.
For each user role, the number of currently active and inactive users are included,
as are the total number of current users (active and inactive) and the highest
number of users who had access to the exchange at a single time.
For documents, the report shows the current number of documents and pages
within the documents, as well as the size of the documents. The High column
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shows the largest number of documents and pages posted at any one time, along
with their size.
This report provides insight into the size of your exchange, both in terms of users
and in terms of content.
 To view, export and print the Exchange Statistics Summary Report
The Reports tab should be displayed.
1. Highlight Exchange Statistics Summary.
2. Click the Open Report button. The Statistics Summary screen appears.
3. When you are ready to print the report, click the Export button at the bottom
of the screen. The report appears in table format in a Microsoft Excel
spreadsheet.
4. In Excel, from the File menu, select Print. A print dialog box appears.
5. Click OK.
Viewing advanced access reports
You can view document access information across multiple exchanges for
selected groups of documents, users or groups or working sets for documents,
users, groups or exchanges. These Access Reports can be viewed in three
formats: by exchange, group and user; by exchange and group; and by user.
In order to view these reports, you must be an exchange managers who belongs
to a user group for which the Permission to run advanced access report
custom field has been set to Yes. These reports are available only for exchanges
that were created using a Life Sciences industry template.
The Access Reports include the following: Name of the document, exchange,
group and user; the user’s email address, phone number and fax number; the
date and exchange on which the user first accessed the document; the date and
exchange on which the user last accessed it; the dates on which the document
was published and permissioned to the user’s group; the date on which the user
first printed the document; information about the first and last dates on which the
user was sent email alerts about the document, and information if the alerts failed
to be delivered (“bounced back” because of a bad email address or temporary
email system outage, for example), including a suggested course of action.
You can view information for a time period up to 366 days. This date range can be
based on either the date that documents were published, or that alerts were sent
to users. You must enter at least one date range in order to view the report. (This
limitation does not apply if you are viewing the report for documents or document
working sets.)
These reports can include:
•
Up to 25 exchanges
•
Up to 15 documents
•
Up to 15 users
•
Up to 15 groups
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These limitations apply to working sets as well.
Exchanges that require enhanced security (two-factor authentication) must be
open at the time the report is run in order to be included. Exchanges that require
public-private declarations or use Intralinks’ Access Gatekeeper functionality
cannot be included.
You can filter results using the dates on which alerts were published or alerts were
sent, or a combination of the two. Reports can include up to 366 days’ worth of
results. If the resulting report is likely to be very large, a message will appear
suggesting that you filter the report to ensure that the resulting report can be
printed.
Very large reports (those containing more than 10,000 records) may take some
time to be generated. When your report is complete, you will receive an email
message with a link to the report. The report results will be available for 7 days.
If the selected exchange was migrated from IL5 to Intralinks Platform, the date
that documents were last accessed before migration occurred also is displayed.
Note: Be aware that the time to generate this report will increase as you select
more exchanges that contain large amounts of data and large numbers of users. If
you find that the time required to generate your report is excessive, consider
creating the report for a smaller range of information.
You can request audit reports that provide details about use of the Hub Access
Reports, including the frequency with which they have been created for members of
your organization. These reports must be created by a member of the Intralinks client
services team and are available to members of the organizations for which the Hub
Access Reports were created. Contact Intralinks customer assistance to request audit
reports.
 To display the Access Reports
The Hub tab should be displayed.
1. Locate the exchanges, users, groups, documents or working set whose
access information you want to view, and highlight them.
2. From the Actions menu, select the type of Access Report that you want to
print:
•
Access Report by Exchange/Group/User
•
Access Report by Exchange/Group
•
Access Report by User
3. A screen will appear allowing you to specify the information that you want to
include on the report, and how the information will be sorted. Be sure to enter
a range of dates in the Publish Date and/or Alerted Date fields. When you
have made your entries, click Update. The report in displayed on the lower
half of the screen.
Very large reports (those containing more than 10,000 records) may take
some time to be generated. When your report is complete, you will receive an
email message with a link to the report. The report results will be available for
7 days.
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4. (Optional.) To export the information that appears on the report to a Microsoft
Excel spreadsheet, click the Export button.
5. When you have finished viewing the report, click Close.
Viewing Process Access Reports
You can view the Process Access Reports for business processes, for specific
process instances or tasks, and for the users who have accessed the processes.
The Process Access Report for business process instances lists the groups that
have been assigned tasks through the selected business process instance, along
with information about the users from each group who accessed the instance for
the first time and most recently. You can view groups that currently have access
to the instance, groups that no longer have access to the instance, and groups
that have never been given access to the instance.
Note: The Process Access Reports include only users and groups that you are
allowed to view.
The Process Access Report for groups lists processes; the target group for each
process; the date each target group was give access to the process; and the
dates on which group members accessed the process for the first time and most
recently. You can view processes to which the groups currently have access,
processes to which the groups no longer have access, and processes to which
the groups have never been given access.
The Process Access Report for users lists processes; the target group for each
process to which the selected user belongs; the date the target group was give
access to the process; and the dates on which this user accessed the process for
the first time and most recently. It also includes information about when the user
was first alerted and most recently alerted about the process. If one or more alerts
could not be delivered, the date of the most recent delivery failure is listed, along
with the reason for the failure. This information can help you to resolve issues that
arise when users’ email addresses change, for example. You can view processes
to which the user currently has access, processes to which the user no longer has
access, and processes to which the user has never been given access.
 To display the Process Access Report for business process
instances
You should be viewing the exchange that is associated with the business process
instances.
1. Roll your mouse over the Tasks tab at the top of the screen. A menu appears.
Select By Process Name. A list of business processes with tasks that have been
assigned to you, or that you have initiated, is displayed.
2. From the Actions menu, select Process Access Report. The Process
Access screen appears.
3. When you have finished viewing the report, click Close.
 To display the Process Access Report for Groups
The Users & Groups tab should be displayed.
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1. Highlight the group whose access information you want to view.
2. From the Actions menu, select the Process Access.
3. (Optional.) To export the information that appears on the report to a Microsoft
Excel spreadsheet, select either Export this page or Export all pages from
the Export list.
4. To view the tasks associated with a specific process instance, double-click
the instance.
5. When you have finished viewing the report, click OK.
 To display the Process Access Report for Users
The Users & Groups tab should be displayed.
1. Locate the user whose access information you want to view and highlight it.
2. From the Actions menu, select the Process Access.
3. (Optional.) To export the information that appears on the report to a Microsoft
Excel spreadsheet, select either Export this page or Export all pages from
the Export list.
4. To view the tasks associated with a specific process instance, double-click
the instance.
5. When you have finished viewing the report, click OK.
Other reports
The Process Definition Summary Report
The Process Definition Summary Report provides a list of the business processes
that have been created using a selected business process definition, along with a
count of the business process instances in use for each process and their status
(pending approval, approved, rejected, and so on).You can double-click any
business process in the list to view more information about the business process
instances associated with it.
 To view the Process Definition Summary Report
The exchange whose information you want to view should be displayed.
1. In the left column, highlight To Do & Submissions. A list of your to dos and
submissions appears, along with a View menu above this list.
2. From the View menu, select Summary Report. The Process Definition
Summary Report screen appears.
3. Select the business process definition whose details you want to view from
the Process Definition list. Details for the definition are displayed.
4. To view the business process instances created from a particular business
process, double-click the process. Click the back button when you have
finished viewing the information on the screen.
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Appendix A: Exchange settings
Exchange settings determine many of the features that are available on your
particular exchange. Other features are determined by the template used to
create the exchange and may be tailored to your particular market segment.
All exchange settings also appear on the templates that are used to create
exchanges.
The field labels (shown below are those that appear on the update workspace
settings screen. Some labels may be different on the view workspace settings
screen.
Note: Depending upon the industry type associated with the templates used to
create your exchanges, some of the settings below may not appear on the view
workspace settings and update workspace settings screens.
General
Enable document content search
This setting determines whether selected user groups are able to perform only
basic searches — that is, searches of document and folder names — or whether
they can perform more comprehensive searches, including the contents of
documents and any notes that have been entered for them in the New Documents
Wizard or on the properties screen for each document.
Allow access by Intralinks administrators
This setting allows security-conscious managers to control Intralinks
administrators’ access to exchange content. This command appears only if it was
enabled on the template used to create your exchange.
•
If the setting is marked (on), Intralinks administrators have the ability to
see all information on exchanges created using this template.
•
If the setting is unmarked (off), you have the option to block Intralinks
administrators from viewing exchange content; administrators still will be
able to view the exchange name and settings. You can turn the exchange
setting on and off as your needs require.
Regardless of how this setting is set, Intralinks administrators are able to view
your templates and business group information.
Note: Enabling this setting may impact Intralinks customer service
representatives’ ability to respond to support issues. We do not recommend
enabling this exchange setting unless your organization’s security needs require
it.
Show welcome to workspace alert screen
This setting determines whether email alerts can be sent to exchange users when
you change the exchange phase to a phase that makes the exchange visible to
these users. If this setting is marked, a screen will appear when you change the
exchange’s phase, allowing you to change the subject line and add a note to the
alert before sending it.
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•
If the setting is marked (on), email alerts will be sent to users when the
exchange becomes visible to them.
•
If the setting is unmarked (off), no welcome alerts will be sent.
Tags
This setting determines whether exchange managers and publishers will be able
to assign tags — words or phrases that describe the contents of documents
added to the exchange — to documents using the New Document Wizard. Tags
can be used to classify and organize information in ways that are meaningful to
your organization.
•
If the setting is marked (on), users will be able to use tags to describe
documents.
•
If the setting is unmarked (off), tags will not be available.
Custom fields
This setting determines whether custom fields are available on your exchange.
Custom fields provide a structured way for managers and publishers to describe
documents and other elements in greater detail. Custom fields can be used to
enter specific pieces of information, such as expiration dates, internal tracking
numbers, and the like.
•
If the setting is marked (on), users will be able to use custom fields to
describe documents.
•
If the setting is unmarked (off), custom fields will not be available.
Enable business processes
This setting determines whether exchange users will be able to set up business
processes for requesting and submitting documents for review and approval. This
setting can be enabled only by an Intralinks administrator; once it has been
enabled, it cannot be disabled again.
•
If the setting is marked (on), users will be able to set up and use
workflows.
•
If the setting is unmarked (off), workflows will not be available.
When you mark this setting, you must also select one of the following options:
•
Enable process only — If this setting is marked, standard and rulesbased business processes will be available on the exchange. This setting
must be marked!
•
Enable multi-level processes — This setting is used only for exchanges
that are used for Amendment Vote Management. Do not select this
option.
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Access Workspace Builder
This setting determines whether exchange managers will be able to access
Intralinks Designer from within the exchange. Intralinks Designer is a tool that
enables managers to upload and manage content and users en masse. If this
setting is not marked, managers can use Intralinks Designer, but they will have to
start it using selections on the Microsoft Windows Start menu.
•
If the setting is marked (on), managers will be able to access Intralinks
Designer from within the exchange.
•
If the setting is unmarked (off), Intralinks Designer will not be available
within the exchange.
Session Inactivity Timeout Setting in minutes
This setting determines the amount of time that a user may leave Intralinks
Platform inactive before the user is logged out of the system automatically. By
default, Intralinks Platform sessions end automatically when they have been idle
for 60 minutes. Using this setting, you can specify a shorter amount of time for
session timeouts. The minimum session time allowed is 20 minutes. If users have
access to multiple exchanges, the shortest timeout period specified for any of
those exchanges will be the one used.
Shorter timeout periods reduce the window of opportunity for a user’s session to
be compromised by a computer hacker; this may be a concern, for example, if a
user accesses Intralinks Platform on a public computer, or if the user has left his
machine unlocked.
Enhanced security
This setting identifies the security level that has been selected for this exchange.
The setting can be changed only by an Intralinks employee.
The setting determines the level of security applied to the exchange:
•
Standard: No enhanced security measures have been applied to the
exchange. Standard security measures apply. Users who log into
Intralinks successfully can open the exchange without answering their
challenge question or entering a one-time password.
•
Risk assessed challenge question then one time password: A risk
assessment is performed whenever a member of this exchange attempts
to access it. If the risk level is low, the exchange will be displayed
immediately. If the risk level exceeds an acceptable limit, the user will
have to provide the answer to their challenge question. When they have
successfully answered the challenge question, a one-time password will
be emailed to them. They will have to enter the password in order to enter
the exchange. Each password can be used only once; if the user closes
the login window or enters an incorrect password, another password will
be emailed to them. Once the users have successfully entered the onetime password, the exchange is displayed.
•
Risk assessed challenge question: A risk assessment is performed
whenever a member of this exchange attempts to access it. If the risk
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level is low, the exchange will be displayed immediately. If the risk level
exceeds an acceptable limit, the user will have to provide the answer to
their challenge question. When they have successfully answered the
challenge question, the exchange is displayed.
•
Risk assessed one time password: A risk assessment is performed
whenever a member of this exchange attempts to access it. If the risk
level is low, the exchange will be displayed immediately. If the risk level
exceeds an acceptable limit, a one-time password will be emailed to
them. They will have to enter the password in order to enter the
exchange. Each password can be used only once; if the user closes the
login window or enters an incorrect password, another password will be
emailed to them. Once the users have successfully entered the one-time
password, the exchange is displayed.
•
Always challenge question: Members of this exchange will have to
provide the answer to their challenge question every time they access the
exchange, regardless of their risk level.
•
Always one time password: Members of this exchange will be emailed
a password each time the attempt to access the exchange, regardless of
their risk level. They will have to enter the password in order to enter the
exchange. Each password can be used only once; if the user closes the
login window or enters an incorrect password, another password will be
emailed to them.
•
Custom: A custom authentication method has been created for this
exchange. For example, your organization may have requested that the
exchange be available only during business hours, or access may be
restricted to computers that have an IP address within a specified range.
Custom authentication methods are set up by Intralinks employees and
should not be changed.
You can allow one-time passwords to be sent by email, by text message (SMS),
or by either method. An Intralinks employee must implement your selection. If the
Deliver One Time Password By Email option is marked, users can have onetime passwords sent to the email addresses they use when logging into Intralinks
Platform. If the Deliver One Time Password By SMS option is marked, users
can have one-time passwords sent to mobile devices that they have registered
with Intralinks. If both options are marked, users will b e able to select the method
by which a one-time password will be sent each time a password is required.
Password complexity
This setting determines whether exchange users will be required to create simpler
or more complex passwords for their Intralinks account. If a user belongs to more
than one exchange and any of those exchanges requires a complex password,
the user is required to enter a complex password.
Note: The normal setting typically is used only by managers of Private Equity
exchanges. Managers of other types of exchanges generally should choose the
complex option.
Normal
Users whose exchanges allow normal passwords can create passwords that use
the following rules:
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•
Contains 8 or more characters
•
Does not repeat any character three times consecutively
•
Does not contain quotation marks (“), semicolons (;), backslashes (\) or
spaces
•
Normal passwords can contain a combination of alphabetic, numeric and
special characters.
Complex
Complex passwords use the following rules:
Passwords are case sensitive and must have at least 8 characters. They must
contain two or more of the following types of characters:
•
Lowercase letters
•
Uppercase letters
•
Numbers
•
Special characters
They may not use the following characters:
:”;’\<>
When a user creates a complex password, he or she cannot repeat any
character three times. The user also cannot reuse a password that has used
within the past 365 days.
Alternatively, the user can enter a phrase of 16 to 30 characters; in this case,
the user does not need to follow the rules above.
Password expiration timeframe
This setting determines when, and if, the passwords for users of this exchange
will expire. Selections for this field are 90 days, 365 days and never expire.
The default setting for Private Equity templates is never expire; for all other
industry types, the default setting is 90 days.
If a user belongs to multiple exchanges with varying requirements for password
resets, the shortest duration will applied to the user.
You cannot change this setting yourself; it must be changed by an Intralinks
employee. If you wish to change the expiration timeframe for this exchange,
contact Intralinks Global Enterprise Services.
Enable E-Forms
This setting determines whether Intralinks eForms functionality is available in this
exchange. eForms are PDF forms that are used to collect information from
business partners and post it to your Intralinks exchange.
You cannot change this setting; it must be changed by an Intralinks employee. If
you wish to use e-forms with this exchange, contact Intralinks Global Enterprise
Services and request that the setting be changed for that exchange.
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•
If the setting is marked (on), you can use eForms to publish information in
this exchange.
•
If the setting is unmarked (off), eForms are not available for this
exchange.
Enable custom alerts
This setting determines whether the email alerts sent from your system are
standard alerts supplied by Intralinks or alerts that have been customized
specifically for your organization to reflect your organization’s branding and
messaging standards. (If this setting is enabled but no custom alerts have been
created, Intralinks’ standard alerts will continue to be sent.)
You cannot change this setting or perform the customizations yourself; these
tasks must be done by an Intralinks employee. If you wish to use custom alerts
with this exchange, contact Intralinks Global Enterprise Services.
•
If the setting is marked (on), custom alerts are being used for this
exchange.
•
If the setting is unmarked (off), Intralinks’ standard alerts are being used
for this exchange.
Q&A
Q&A module
The setting determines whether Q&A functionality is available on the exchange.
(Q&A functionality generally is used by the Mergers and Acquisitions market
segment.)
•
If the setting is marked (on), buyers will be able to ask questions and
coordinators in your organization will be able to answer the question or
delegate it to subject matter experts. You also will be able to create FAQ
entries from questions that will be visible to all buyers.
•
If the setting is unmarked (off), Q&A functions will not be available.
Question limit
This setting appears only if the Q&A module setting is marked (on). The
Question limit setting provides a default entry for new buyer groups as they are
created; you can choose to limit the number of questions each group can ask
(using a different limit for different groups if you like) or to allow buyers to ask an
unlimited number of questions. On this screen, enter a numeric value or leave it
blank if there is no limit.
Enable Q&A Coordinator role
This setting appears only if the Q&A module setting is marked (on). Note that this
setting enables the limited Q&A coordinator role. When this setting is enabled, the
Reviewer Plus role (if it has been enabled) will be replaced with the new
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coordinator role. If existing users have been assigned the Reviewer Plus role,
they will lose that role.
Once this exchange setting has been enabled, it cannot be disabled again.
The limited Q&A coordinator role must be assigned to users; it is not assigned
automatically. Users selected to be limited Q&A coordinators cannot be members
of collaboration groups.
Users with this role can answer and delegate questions; they also can freeze and
unfreeze Q&A categories. They cannot perform the following tasks:
•
Create documents
•
Create folders
•
Update user permissions
•
Select buyers to be question submitters for their buyer group
•
Add, update or remove users from the exchange
•
Add, update or delete groups
•
Add or remove users from groups
•
Set question limits
These tasks must be performed by a Q&A coordinator with the Manager Plus
exchange role. (Some tasks can be performed by a user with a manager-level or
publisher-level exchange role.)
M&A advisors who act as Q&A coordinators and exchange managers use the
limited Q&A coordinator role to delegate some authority to their clients without
providing managerial access to the exchanges that they manage. The limited
Q&A coordinator role provides greater visibility into the clients’ deals than the
subject matter expert (SME) role does.
SME delegation
Q&A coordinators, who may be external to the seller organization, can delegate
questions to one or more SME groups within the seller organization; these groups
in turn to can re-delegate those questions to the SME groups best equipped to
respond to them. The groups that are allowed to re-delegate questions are
referred to as the SME coordinator groups.
If this functionality is enabled, any SME group that has been delegated a
question, either manually by the Q&A coordinator or through auto-delegation, can
re-delegate that question to another SME group if necessary. Questions that have
been re-delegated cannot be delegated again by the SME group that received the
re-delegated question. The SME coordinator who re-delegates a question can set
a new due date for the SME group that will receive the question. However, if the
Q&A coordinator assigned a due date, the SME coordinator cannot change it. The
SME coordinator also cannot retract a delegation made by the Q&A coordinator or
another SME coordinator group.
If a member of an SME coordinator group re-delegates a question, the response
will be delivered to the SME coordinator group, which is responsible for providing
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the final response to the Q&A coordinator. Similarly, the Q&A coordinator will
respond to the SME coordinator and not directly to the SME group to which a
question was re-delegated.
Users and Groups
Enable workspace groups
This setting is marked by default in all exchanges and cannot be unmarked.
Exchange groups are required in order for users to view documents on your
exchanges.
Collaboration groups
This setting typically is used with Intralinks’ Q&A functionality. It determines
whether collaboration groups are available on your exchange. Collaboration
groups enable members of your organization to communicate with one another
while using your exchange. They also are used to delegate buyers’ questions to
subject matter experts within the organization if you are using Intralinks Platform’s
Q&A function in the exchange. Once this setting is enabled for an exchange, it
cannot be turned off.
•
If the setting is marked (on), you will be able to create collaboration
groups using the Add Group Wizard.
•
If the setting is unmarked (off), you will not be able to create collaboration
groups on the exchange, and you will not be able to delegate users’
questions to subject matter experts within your organization.
Buyer groups
This setting determines whether buyer groups are available on the exchange. It
typically is used with Intralinks’ Q&A functionality on Mergers & Acquisitions
exchanges. Members of a buyer group can view one another’s comments. Buyer
group members must have an exchange role of Previewer or Reviewer; a user
can be a member of only one buyer group. Once this setting is enabled for an
exchange, it cannot be turned off.
•
If the setting is marked (on), you will be able to create buyer groups using
the Add Group Wizard.
•
If the setting is unmarked (off), you will not be able to create buyer groups
on the exchange.
Group member roles enabled
This setting determines whether group member roles will be used with this
exchange. If this option is selected, users can be assigned a group member role
that describes their position within their organization or the function they perform
as a member of your exchange. Group member roles can be used to define and
drive business processes and naming convention rules, as well as to organize
and control access to your exchange’s contents. These roles are optional and
need not be assigned to all members of a group. Group member roles are in
addition to users’ exchange roles (reviewer, manager, etc.).
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Group member roles must be identified on the templates used to create your
exchanges. This functionality must be enabled or disabled by an Intralinks
administrator, and changes to the roles must be made by Intralinks. Intralinks
Global Enterprise Services team members will work with your organization to
define group member roles to help expedite your business processes. If this
function is enabled, a new tab appears on each user’s Properties screen,
allowing you to select the user’s group member role.
•
If the setting is marked (on), group member roles are being used for this
exchange.
•
If the setting is unmarked (off), group member roles are not available for
this exchange.
Enable roles
This section displays all the exchange roles that are available for users of this
exchange. This section is informational only; the roles that appear here were
selected on the template that was used to create the exchange and cannot be
changed once the exchange has been created.
For more information about exchange roles, see “Users’ roles within an
exchange” on page 46.
Disallow concurrent logins
This setting determines whether exchange users can log into Intralinks more than
once simultaneously.
•
If the setting is marked (on), users will be able to log into only one
Intralinks session at any given time. (Note, however, that Intralinks
administrators can override this setting for an individual user by changing
a setting on the user’s profile screen.)
•
If the setting is unmarked (off), users will be able to log into Intralinks
more than once simultaneously using the same user ID and password.
Removal options
User self remove option
This setting determines whether exchange users can remove themselves from the
exchange.
•
If the setting is marked (on), users will be able to remove themselves from
the exchange if they no longer plan to participate in it.
•
If the setting is unmarked (off), users will not be allowed to remove
themselves from the exchange, and the Remove Me option will not
appear on the Actions menu in the Hub when this exchange is
highlighted.
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Send alerts to users who are removed from the exchange
This setting determines whether email alerts will be sent to exchange members
who are removed from the exchange, to alert them that they have been removed.
•
If the setting is marked (on), an alert will be sent to users when they are
removed from the exchange.
•
If the setting is unmarked (off), no alert will be sent to users when they are
removed from the exchange.
Suppress remove me alert
This setting is used only in the creation of Intralinks Courier exchanges. It does
not have any effect on your exchange and cannot be changed.
Alerts inbox
This field is used to define one or more “bcc:” addresses for your exchange.
These addresses can be used to capture information for audit purposes. A copy of
all alerts generated by the exchange, except for those related to password
changes and those used for logging into exchanges with enhanced security, will
be sent to this address. Individual users will not be made aware that their alerts
have been sent to the bcc: address.
The addresses displayed in this field can be viewed, added, edited and deleted
only by Intralinks employees.
Documents
Save deleted documents
The setting determines whether a deleted document is removed merely from view
or is removed altogether from the Intralinks system. This setting must be marked if
the people using your exchange will use the Historic Filter to view information
about the documents that were available in the past.
•
If this setting is unmarked (off), deleted documents are removed from the
system and cannot be recovered. Both current and prior versions are
deleted. Information about the documents (metadata), including the
documents’ names, is retained, and reports for the documents continue to
be available.
•
If this setting is marked (on), deleted documents are hidden from view of
most users but remain in the system. In this case, deleted documents can
be viewed by users who had rights to modify the documents before they
were deleted, but they cannot be updated or permissioned. Once deleted,
documents cannot be “undeleted,” either by exchange users or Intralinks
administrators. All reports for the deleted documents will continue to be
available.
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Automatically version modified documents
This setting determines whether each version of a document is retained as new
updates to the document are posted. This can be useful for auditing and archiving
purposes. This setting must be marked if the people using your exchange will use
the Historic Filter to view information about the documents that were available in
the past.
•
If the setting is marked (on), a copy of every version of each document
will be saved. All copies will be available for viewing.
•
If the setting is unmarked (off), only the current version of each document
is retained. Information about each version (who changed the document,
and when) is retained.
Allow bulk downloading of documents
This setting determines whether exchange users are allowed to download more
than one document at a time.
•
If the setting is marked (on), users are allowed to download multiple
documents.
•
If the setting is unmarked (off), users can download only one document at
a time.
Indexing
This setting determines whether folders and documents will be indexed
automatically as they are added to the exchange. For more detailed information
about indexing, see “Indexing folders and documents” on page 64.
•
If the setting is marked (on), folders and documents are indexed
automatically.
•
If the setting is unmarked (off), folders and documents will not be indexed.
Effective date
This setting determines whether managers and publishers will be able to specify
an effective date for each document added to the exchange.
•
If the setting is marked (on), managers and publishers can specify
effective dates for documents.
•
If the setting is unmarked (off), managers and publishers cannot specify
effective dates.
Naming rules
This setting determines whether you are allowed to use naming convention rules
to ensure that document names on this exchange conform to your organization’s
standard operating procedures
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You cannot change this setting; it must be changed by an Intralinks employee. If
you wish to use naming conventions with this exchange, contact Intralinks Global
Enterprise Services and request that the setting be changed for that exchange.
•
If the setting is marked (on), naming conventions can be used to rename
documents added or updated on this exchange.
•
If the setting is unmarked (off), naming conventions are not used on this
exchange.
Document ownership
This setting determines whether you are able to identify a particular user or
exchange group as the owner of a document. If you use this function, document
ownership information can be used to select documents used by business
processes
You cannot change this setting; it must be changed by an Intralinks employee. If
you wish to specify owners for the documents on this exchange, contact Intralinks
Global Enterprise Services and request that the setting be changed for that
exchange.
•
If the setting is marked (on), you can specify document owners on this
exchange.
•
If the setting is unmarked (off), document ownership is not used on this
exchange.
Save deleted comments
Comments can be added to multi-task business processes and the business
process instances created from them. This setting allows you to save a copy of
these comments for audit purposes if they are deleted.
•
If this setting is unmarked (off), deleted comments are removed from the
system and cannot be recovered.
•
If this setting is marked (on), deleted comments are hidden from view of
most users but remain in the system. In this case, deleted comments can
be viewed by users who had rights to view or participate in the
conversations before they were deleted, but comments cannot have
additions comments posted to them. Once deleted, documents cannot be
“undeleted,” either by exchange users or Intralinks administrators.
Reports for the deleted comments will continue to be available.
OCR (Optical Character Recognition)
This setting determines whether graphic images that contain text and PDFs
created from images will be scanned by an optical character reader when they are
uploaded to your exchange. This function allows users to find these documents
using Intralinks Platform’s search tools. If you use this function, the text is
attached to the scanned documents as metadata; the contents of the files are not
changed in any way.
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•
If the setting is marked (on), PDF documents and graphic images that
contain text will be scanned when they are added to your exchange, and
this text will be made available to Intralinks Platform’s search engine.
•
If the setting is unmarked (off), PDF documents and graphic images will
not be scanned when they are uploaded.
UK Full Text Searching (US Index)
This setting allows users whose data is stored in the United Kingdom (the geo
specific mount point setting is set to uk) to perform full-text searches of their
exchanges based on an index that resides on Intralinks servers in the United
States. This setting is set by Intralinks employees at the template level and can be
ignored.
Binder enabled
This setting determines whether users will be allowed to specify a binder when
creating or updating documents. Binders allow you to organize documents in
different locations either within an exchange or across multiple exchanges.
•
If the setting is marked (on), users can specify binders for the documents
that they add or update.
•
If the setting is unmarked (off), users cannot specify binders for their
documents.
Geo specific mount point
This setting determines whether the data on this exchange is stored in the United
States or in the United Kingdom. This option was set on the template used to
create the exchange, and it cannot be changed for the exchange. File processing
will be performed in the United States, but apart from temporary processing, UKbased documents will not be stored in the United States.
Expand/collapse folders
This setting determines whether Expand All and Collapse All links will appear
above the folder list for this exchange. These links can be used as toggles to
show only top-level folders or top-level folders and all the subfolders within them.
•
If the setting is marked (on), the Expand All and Collapse All links will be
displayed above the folder list.
•
If the setting is unmarked (off), the Expand All and Collapse All links will
not be displayed.
Expand folders by default
This setting determines whether top-level folders and all their subfolders are
displayed in the folder list automatically when users select the Documents tab.
This setting is available only if the Expand/collapse folders setting is marked
(on).
User Guide for Managers and Publishers
page 206
•
If the setting is marked (on), top-level folders and all their subfolders are
displayed automatically.
•
If the setting is unmarked (off), only top-level folders are displayed.
Permissions & protections
Bulk permissioning: Remember selections for future documents
and subfolders
This setting determines whether the permissions applied to a folder’s contents
apply only to the current documents and subfolders within the selected folder, or
to documents and subfolders added in the future, as well. In both cases, the
permissions you set can be overridden for selected documents and subfolders.
You cannot change this setting; it must be changed by an Intralinks employee. If
you wish to use folder-level permissioning with an existing exchange, contact
Intralinks Global Enterprise Services and request that the setting be changed for
that exchange.
•
If the setting is marked (on), permissions will be remembered and applied
to documents and subfolders that are added in the future, as well as to all
content in the folder at the time permissions are applied.
•
If the setting is unmarked (off), permissions will be applied only to the
documents in the folder (and any subfolders) at the time of permissioning.
Documents added in the future will not be permissioned automatically.
Allow Reviewers and Previewers to add documents to selected
folders
This setting determines whether managers can give reviewers and previewers the
ability to add documents to selected folders when the managers set permissions
for those folders. This setting can be changed only by an Intralinks administrator.
•
If the setting is marked (on), managers who are setting permissions for
folders will have the option to allow reviewers and previewers to add
documents to the selected folders. If the Remember selections for
future documents and subfolders option also is marked (on), reviewers
and previewers who have permission to add documents to a folder will be
able to add documents to subfolders within that folder, as well. This can
be overridden for each subfolder.
When reviewers and previewers add documents, they can send an email
alert to other limited publishers with permission to the folder where the
new documents are stored. Alerts are sent to all limited publishers with
permission to the folder. Reviewers and previewers without limited
publisher permission will not receive the alert.
•
If the setting is unmarked (off), reviewers and previewers will not be able
to add documents to the exchange.
Allow Reviewers and Previewers to create sub folders and add
documents to selected folders
This setting determines whether managers can give reviewers and previewers the
ability to add folders and documents to selected folders when the managers set
User Guide for Managers and Publishers
page 207
permissions for those folders. This setting can be changed only by an Intralinks
administrator.
•
If the setting is marked (on), managers who are setting permissions for
folders will have the option to allow reviewers and previewers to add
folders and documents to the selected folders. If the Remember
selections for future documents and subfolders option also is marked
(on), reviewers and previewers who have permission to add documents to
a folder will be able to add documents to subfolders within that folder, as
well. This can be overridden for each subfolder.
When reviewers and previewers add documents, they can send an email
alert to other limited publishers with permission to the folder where the
new documents are stored. Alerts are sent to all limited publishers with
permission to the folder. Reviewers and previewers without limited
publisher permission will not receive the alert.
Reviewers and previewers will be able to edit the name and set custom
field values for the folders that they have created.
•
If the setting is unmarked (off), reviewers and previewers will not be able
to add folders and documents to the exchange.
Allow Reviewers and Previewers to edit custom fields to
selected folders
This setting determines whether managers can give reviewers and previewers the
ability to edit custom field values for selected folders when the managers set
permissions for those folders. This setting can be changed only by an Intralinks
administrator.
•
If the setting is marked (on), managers who are setting permissions for
folders will have the option to allow reviewers and previewers to edit
custom field values for the selected folders. Reviewers and previewers
will not be able to change other folder attributes, such as the folder name.
If users also are granted the ability to add subfolders to the selected
folder, they will be able to set the values for those folders’ custom fields.
•
If the setting is unmarked (off), reviewers and previewers will not be able
to edit custom field values for folders.
Permission by
Users & groups and Groups only
These settings determine whether permission to view, download and print
documents can be assigned to individual users, as well as exchange groups. In
this version of Intralinks Platform, the groups only setting is marked by default
and cannot be unmarked.
Disable “all participant” permission
This setting determines whether the All Current and Future Users group will be
available for this exchange. The All Current and Future Users group provides you
with an easy way to give all exchange users access to documents that do not
require permissions controls.
User Guide for Managers and Publishers
page 208
Members of the All Current and Future Users group will be able to view
documents, but will have no other capabilities. If you want specific users to be
able to modify documents, you will have to give them permission to control the
documents separately.
You cannot change this setting; it must be changed by an Intralinks employee. If
you wish to disable (or re-enable) the setting for this exchange, contact Intralinks
Global Enterprise Services and request that the setting be changed.
•
If the setting is marked (on), the All Current and Future Users group is
disabled, and is not available for use.
•
If the setting is unmarked (off), the group is available for use.
Disallow reviewers to see document creation and modification
dates
This setting determines whether users can view the date and time each document
was added to the exchange, as well as the date and time that it most recently was
updated.
•
If the setting is marked (on), reviewers and previewers will not see date
and time information for documents.
•
If the setting is unmarked (off), reviewers and previewers will see date
and time information.
Disallow reviewers to see document creator’s and modifiers’
names
This setting determines whether users can view the name of the people who
added or updated each document on the exchange.
•
If the setting is marked (on), reviewers and previewers will not see the
names of people who have added or updated documents.
•
If the setting is unmarked (off), reviewers and previewers will be able to
see these names.
Enable protection of PDF and Microsoft Office documents
This setting determines whether exchange managers or publishers who add
documents to the exchange can apply various types of protection to them. This
includes requiring users to enter their email address and password before viewing
documents and preventing users from printing protected documents. Documents
in PDF (Portable Document Format) and Microsoft Word, Excel and PowerPoint
documents can be protected.
•
If the setting is marked (on), document protection can be applied to PDF
and Microsoft Office documents.
•
If the setting is unmarked (off), document protection functions are not
available on this exchange.
User Guide for Managers and Publishers
page 209
Disallow use of Print Screen
This setting is available only if enable protection of PDF and Microsoft Office
documents is marked.
•
If the setting is marked (on), users cannot use the Print Screen button
while viewing this exchange.
•
If the setting is unmarked (off), users are allowed to use the Print Screen
button to capture images of this exchange and its contents.
Bind users’ Intralinks ID to first computer used to view protected
PDFs and Office documents on this exchange
This setting is available only if enable protection of PDF and Microsoft Office
documents is marked. This setting determines whether exchange users will be
able to work with protected documents on more than one computer, or only on a
single computer.
•
If the setting is unmarked (off), users will be able to view protected
documents on any computer that they may use to access this exchange.
•
If the setting is marked (on), users will be able to view protected
documents on only one computer — the first computer they use to access
a protected document on this exchange.
Plugin-free IRM protection
This setting can be changed only by an Intralinks administrator. Once this setting
is marked, it cannot be unmarked.
This setting determines whether Intralinks’ plugin-free solution will be used to
protect Microsoft Office and PDF (Portable Document Format) documents.
•
If the setting is unmarked (off), users will have to install a plugin before
viewing protected Microsoft Office and PDF documents. Please note that
the plugin-based solution will be retired on June 30, 2016, and
plugin-free IRM must be used after that date if you intend to protect
documents in this exchange.
If you need information about plugin-based document protection, please
see the Intralinks Platform Plugin-Based Document Protection Guide for
Managers and Publishers or the Intralinks Platform Plugin-Based
Document Protection Guide for Reviewers.
•
If the setting is marked (on), users will be able to view protected
documents without first installing a plugin. Protected documents can be
viewed on Windows and Macintosh computers. Encryption is based on
Microsoft Windows’ native Rights Management technology.
User Guide for Managers and Publishers
page 210
Watermarking
Watermark PDFs using
This setting determines whether PDF documents that are viewed or downloaded
will be stamped with a watermark containing the exchange user’s name and
organization, the date and time the document was viewed, and other text, such as
“Confidential” or “Final.” You can choose to apply watermarks only to protected
PDF documents or to all PDFs.
•
If the setting is unmarked (off), no watermarks are applied to documents.
•
If the setting is marked (on) and watermarking is selected for all PDF
documents, watermarks will be applied to all PDF documents on this
exchange.
•
If the setting is marked (on) and watermarking is selected for protected
PDF documents only, watermarks will be applied to protected PDF
documents on this exchange. If this setting combination is chosen, the
enable protection of PDF and Microsoft Office documents setting
must be marked, as well.
You can select the information that will appear in watermarks.
User name
Mark this option if you want the name of the person who viewed or printed the
document to appear in the watermark.
Host organization name
Mark this option if you want the name of your organization to appear in the
watermark.
Download timestamp
Mark this option if you want the time the document was downloaded to appear in
the watermark. The time displayed is North American Eastern Time (ET).
Text label
If you want an additional text label, such as “Confidential” or “Draft,” to appear in
the watermark, mark this option, then select the text label you want. If the label
you want does not appear in the list, select use typed in text and then enter the
label in the box below the text label list.
Document title
You can include the document name in the watermark. If the document name is
too long to fit on a single line, it will be wrapped to a second line. (Any part of the
name that exceeds two lines will not be included.).
Index number
If your exchange uses index numbers, mark this option to include the document’s
index number in the watermark.
User Guide for Managers and Publishers
page 211
Color
You can select to display watermarks in one of the following colors: red, green,
gray, blue, black, brown.
Intensity
You can select the intensity, or opaqueness, with which watermarks will be
displayed on your documents. Select from five levels; Level 1 is the lightest, and
Level 5 is the darkest, or most opaque.
Position
You can select to display watermarks diagonally across each page, in the header
and footer of each page, in each corner of each page, or any combination of these
selections.
Watermark protected Office files
This setting determines whether Microsoft Word, Excel and PowerPoint
documents that are printed will be stamped with a watermark containing the
exchange user’s email address and the date and time the document was printed.
•
If the setting is unmarked (off), no watermarks are applied to Microsoft
Office documents.
•
If the setting is marked (on), watermarks will be applied to all Office
documents on this exchange.
You can select the information that will appear in watermarks.
User email address
Mark this option if you want the email address for the person who printed the
document to appear in the watermark.
View timestamp
Mark this option if you want the time the document was printed to appear in the
watermark. The time displayed is North American Eastern Time (ET).
Position
You can select to display watermarks diagonally across each page, in the header
and footer of each page, or both across the page and in the header and footer of
each page.
User Guide for Managers and Publishers
page 212
Appendix B: Data limits
Use the tables below to determine the recommended limits for information that is
stored and functions that are performed on your exchanges. These are the
recommended guidelines for best performance only; you can exceed these limits
(except where noted) but you may find that Intralinks Platform’s responsiveness is
affected if you do.
Documents
Item
Limit
Comments
Total number of
documents
recommended
20,000
Exceeding this limit will impact performance of
advanced reports and exports, DVD archives, smart
filters. Performance will degrade as the number of
documents increases; users may experience
failures or timeouts.
Number of
documents
recommended in a
single folder
1,000
Performance of folder navigation will slow as the
number of items in the folder increases.
File size limit
recommended
2047 MB
PDF watermarking
200 MB
Watermarking PDF documents is supported for files
up to 200 MB.
Protected PDF
documents
500 MB
Document protection is supported for files up to 500
MB.
Protected Microsoft
Office documents
150 MB*
IRM protection is supported for files up to 150 MB.
Total size of
documents
recommended
40 GB
It is possible to have more than 40 GB of
documents, but DVD archives may be impacted.
Item
Limit
Comments
Total number of
folders
recommended
10,000
Advanced reports and exports will be affected if this
limit is exceeded. Performance degrades as the
number of documents increases; users may
experience failures or timeouts.
Number of top-level
folders
recommended
200
The time required to open an exchange from the
Hub increases as the number of top-level folders
increases.
*(IRM protection is supported for Excel files with the
.xls extension up to 40 MB.)
Folders
User Guide for Managers and Publishers
page 213
Users
Item
Limit
Comments
Number of users
recommended in an
exchange
5,000
Performance of user-based functions (document
access reports, users & groups smart filters, etc)
degrades as the number of users increases.
Number of users in
a group
2,500
Groups
Item
Limit
Comments
Recommended
number of groups
2,500
User of advanced reports and DVD archives will be
affected if this limit is exceeded. Performance
degrades as the number of groups increase.
Business processes
Item
Limit
Comments
Rules-based
document
distribution business
processes
500
No more than 500 groups can be configured as
recipients for rules-based document distribution
business processes.
Item
Limit
Comments
Users
7,500
The maximum number of users for a monitored
domain is 7,500.
Item
Limit
Comments
Permissions
125,000
Setting permissions in bulk should be limited to
125,000 permission records at a time (the total
number of documents multiplied by total number of
groups). If this limit is exceeded, the following
operations will be affected:
Compliance
Bulk operations
• Permission Overview
• Set Folder Permissions
• Copy Group Permissions
User Guide for Managers and Publishers
page 214
Item
Limit
Comments
Folder permissions
100,000
We recommend that you set permissions in bulk for
no more than 100,000 permission records at a time
(the total number of documents multiplied by total
number of groups). If this limit is exceeded, the
following operations will be affected:
• Set Folder Permissions
• Copy Group Permissions
Bulk deletion of
documents
6,000
Bulk deletion of
folders
2,000
Copy/paste
20,000
Total of folders and documents should be less than
20,000
Alerts
5,000
Alerts for 1,000 documents can be sent to 5,000
users.
Multi-file Uploader
Item
Limit
Comments
Number of groups in
an exchange
100
This limit applies to reviewers who are allowed to
add files to a folder using Multi-file Uploader.
Performance improvements are planned for future
releases.
File size
2 GB
Download Wizard
Item
Limit
Comments
Total number of files
per download (.NET/
FFClickOnce
version)*
40,000
Expected download rate of 1 GB/hour with good
network connection
Total size of
download (.NET/
FFClickOnce
version)*
6 GB
Total number of files
per download
(Silverlight version)
2,000
Total size of
download
(Silverlight version)*
500 MB
User Guide for Managers and Publishers
page 215
*The .NET version is used automatically if you are using Internet Explorer and the
Microsoft .NET Framework. If you are using a Windows-based browser other than
Internet Explorer (for example, Firefox), you may be able to install a browser
plugin such as FFClickOnce that allows your browser to communicate with .NET
Framework. Other users must use a version of Download Wizard that is based on
Microsoft Silverlight; that version requires no plugin, but has less robust capability.
Intralinks Viewer
Item
Limit
File size limit for
PDF documents
200MB
File size limit for
Microsoft Excel files
40MB
File size limit for
Microsoft Word files
40MB
Comments
Excel files that contain up to 100 worksheets and
65,000 rows can be viewed using Intralinks Viewer.
User Guide for Managers and Publishers
page 216
Index
A
Access Report 36
by Exchange/Group 191
by Exchange/Group/User 191
by User 191
acknowledgment responses
configuring 141
acknowledgment responses for distributed
documents 168
resubmitting 170
Activity Summary Report
exporting and printing 189
Add Group Wizard 42
Add Users Wizard 48
Adobe
Acrobat Professional 179
Flash Player 41, 60, 117, 146, 161, 181
Reader 7, 8, 179
using Intralinks Viewer as an alternative 114
alerts
adding notes 23
custom
exchange setting 199
enabling welcome to exchange alerts
194
exchange settings 203
for multi-task processes 149
Due Date Approaching alert 150
Overdue alert 150
preferences 14
sending for documents 84
sending to multiple addresses 14
alerts inbox
exchange setting 203
All Users - Current and Future option 62, 70,
73, 83, 103
exchange setting 208
Android
allowing access on 39
Answer Library 18
training videos 18
apps, mobile
allowing access on 39
allowing users to view protected documents 39
archive copies
compliance 35
data 35
ordering 34
User Guide for Managers and Publishers
assignments
viewing tasks assigned to you 162
audit controls
capturing alerts sent by Intralinks 203
automatic logout
exchange setting 196
autopublishing
configuring 137, 142
enabling for a business process 128
B
binders
associating with a document 67
creating 67
exchange setting 206
browser requirements 7, 8
bulk downloading 110
enabling 204
bulk permissioning
enabling 207
business group 20
creating 20
membership levels 20
business process definitions
defined 117
business process instances
defined 117
Process Access Report for business process instances 192
renaming 171
business processes 117
activating 143
co-monitors 171
copying from one exchange to another
145
creating and configuring group-triggered
document distribution 138
creating and configuring rules-based
document distribution 133
creating and configuring rules-based
submission 127
defined 117
deleting 143
document date trigger 118
document submission for approval 118
document submission for review 119
document submission with two-step approval 119
document submission without any approval 119
draft mode 121
page 217
enabling 195
inactivating 143
managing 173
multi-task processes 146
activating 156
configuring 147
deleting 156
inactivating 156
reactivating 156
renaming 158
updating 158
Process Definition Summary Report 193
Process Monitor 172, 173
reactivating 143
renaming 144
request for documents 119
submitting and approving documents
161
viewing 172
business processes, see also multi-task processes
buyer groups
enabling 201
C
challenge question 12
checking out documents 86
Chrome (browser) 7, 8
collaboration groups
analyzing exchange usage 186
defined 42
exchange activity report 189
exporting a list of members 44
exporting group history to Excel 45
filtering 58
finding 58
moving users from one group to another
53
properties
modifying 44
viewing a list of members 44
viewing group history 45
colleagues
adding to your exchange 16
comments
for tasks 176
co-monitors
adding 171
defined 171
compliance reporting
maximum users per monitored domain
214
concurrent logins
allowing 202
User Guide for Managers and Publishers
contact details
editing 14
Copy Group Permissions screen 76, 98
curtain (Intralinks Viewer) 115
custom alerts
exchange setting 199
custom fields
activating 33
adding 31
adding to documents 69
adding to folders 61
allowing reviewers and previewers to edit
91, 208
changing options lists 31
defining 30
disabling 32
enabling 32, 195
enabling advanced access reports 190
field types 29
modifying
restrictions 30
publishing 33
renaming 30
setting default values and access rights
33
setting up 29
types 31
users who are allowed to set custom
fields 29
using in naming conventions 89
viewing 30
D
dashboard 12
data
storing in the United States or Europe
206
data entry limits 213
date-triggered business processes 118
digital rights management
for PDF documents 209
Document Access Report 182
document distribution business processes
133, 138
Document List 182
printing 182
document locking and protection 93
capabilities 93
changing protection settings 95
defined 93
document ownership 69, 71
exchange setting 205
page 218
document placeholders
adding 66
replacing with a document 71
document submission business processes
127
document submission for review (business
process) 119
document submission without any approval
(business process) 119
document tags, see tags
documents
Access Report
by Exchange/Group 191
by Exchange/Group/User 191
by User 191
acknowledging
resubmitting 170
adding 66
adding multiple 72
alerting users 70
allowing reviewers and previewers to add
62, 63, 78, 80, 81, 82, 91, 101,
102, 207
recommended limit 215, 216
approving 165, 167
asking for resubmission 165, 167
assigning tags 68
associating with a task 175
automatically applying permissions 79,
100
auto-versioning 204
binders
enabling 206
changing protection settings 95
checking out and in 86
copying and pasting 85
recommended data entry limits 215
using working sets 86
deleting 85, 183
recommended data entry limits 215
distributed, acknowledging 168
Document Access Report 182
document links (URLs) 108
document usage report (Folder Coverage) 184, 187
document usage report (Group Coverage) 186
document usage report (User Activity by
Group) 184
document usage report (User Coverage)
185
downloading 110
downloading from multiple exchanges
111
downloading multiple 110
User Guide for Managers and Publishers
effective date 67
enabling 204
entering custom fields 69
favorites 109
freezing and unfreezing 65
indexing 64
list of folders and documents 182
lock icon 113
locking 86
moving 83
in a frozen exchange 65
naming 67
overriding automatically applied permissions 81, 102
ownership 69, 71
exchange setting 205
permissioning to all users 70, 83, 103
placeholders 66
printer icon 113
printing 112
printing all 112
protected 113
protecting 93
recommended file size limit 213
recommended file size limit per exchange 213
recommended limit per exchange 213
recommended limit per folder 213
rejecting 165, 167
renaming using naming conventions 87,
204
identifying a document’s original
name 88
replacing 75
replacing a document placeholder 71
reports 181
requesting 166, 171
resubmitting using Intralinks 164
reviewing and modifying permissions 75,
97
saving deleted documents 203
searching for 105
searching for across multiple exchanges
107
setting permissions 69, 97
setting properties 67
setting protections 63, 70, 74, 81, 102
smart filters 109
submitting 162
submitting and approving 161
submitting via fax 163, 175
uploading and associating with tasks
174, 175
viewing 104
viewing by effective date 107
page 219
viewing deleted 183
viewing in Intralinks Viewer 114
viewing new 105
viewing unread
Advanced Filter 106
watermarking 211, 212
Download Wizard 111
recommended limits 215
downloading documents 110
preventing 63, 70, 74, 81, 93, 102
Due Date Approaching alert (multi-task process) 150
DVD archive copies
ordering 34
E
effective date 67
enabling 204
using to find documents 107
eForms 129, 136, 179
creating 179
exchange setting 198
requirements and prerequisites 179
using with business processes 179
email address (user ID) 11
email alerts
adding notes 23
configuring for a business process 140
sending for documents 84
enhanced security 12
enabling access to 196
Excel 76, 98
exporting a list of exchange users 183
exporting a list of removed users 55
exporting a list of user group members 44
exporting group history 45
exporting reports
Exchange Activity Summary Report
for groups 189
Exchange Activity Summary Report
for users 189
Exchange Statistics Summary Report 190
Folder Coverage 184, 187
Group Coverage 186
Search Summary 187
User Activity by Group 184
User Coverage 185
protected documents 113
performing ad hoc analysis 114
size limit for protected documents 213
Exchange Activity Summary Report
exporting and printing 189
User Guide for Managers and Publishers
exchange groups
analyzing exchange usage 186
defined 42
enabling 201
exchange activity report 189
exporting a list of members 44
exporting group history to Excel 45
filtering 58
finding 58
Group Coverage Report 186
moving users from one group to another
53
properties
modifying 44
viewing a list of members 44
viewing group history 45
exchange ID
viewing 38
exchange roles 10
changing 54, 55
changing for multiple users 54
manager roles 46
publisher roles 47
reviewer roles 46, 47
roles enabled for this exchange 202
exchange settings 194
changing 25
session inactivity timeout setting 196
viewing 24
Exchange Statistics Summary Report
exporting and printing 190
exchange users
adding 48
adding without an email address 49
assigning to another user group 53
changing exchange roles 54
for multiple exchanges 55
definition 19
exchange roles 46
finding 58
importing from another exchange 48
removing from an exchange 45, 55
exporting a list of removed users 55
viewing a list of removed users 55
exchanges
activity report 188
changing phase 24
copying 21
creating 21
creating a footer 22
creating a splash screen 22
data
storing in the United States or Europe 206
definition 9
page 220
deleting 34
freezing and unfreezing 65
hold phase 24
host organization
viewing 38
life cycle 19
open phase 24
ordering archive copies 34
phase
viewing 38
preparation phase 24
removing yourself 16
settings 194
setup 19–37
templates 21
viewing details 38
experts (Q&A)
SME coordinators
enabling 200
exporting
permissions information 76, 98
user lists 183
list of folders and documents 182
moving 65
in a frozen exchange 65
naming 61
organizing 64
permissioning to all users 62, 73
permissions, setting for documents and
subfolders
recommended limits 215
recommended total number per exchange 213
setting permissions for documents and
subfolders 76, 98
smart filters 109
subfolders 61
top-level 61
User Activity by Group report 184
footer 22
creating or modifying 22
freezing exchanges 65
FTP archive copies
ordering 34
F
G
Favorites folder 109
Favorites menu 110
fax cover sheets
printing 163, 175
fax-in
enabling for a business process 128
faxing documents 163, 175
field types
for custom fields 29
fields, custom
adding to documents 69
adding to folders 61
filters 58, 109
Advanced Filter 106
Historic Filter 106
Firefox 7, 8
Folder Coverage report 184, 186, 187
folders
allowing reviewers and previewers to add
91, 207
copying and pasting
recommended data entry limits 215
creating 60
deleting 66
recommended data entry limits 215
entering custom fields 61
Folder Coverage report 184, 187
freezing and unfreezing 65
indexing 64
indexing an existing folder 64
geo specific mount point 206
Global Enterprise Services 147
Global User Directory (GUD) 48
Google Chrome 7, 8
graphics
OCR
making graphics searchable 205
Group Coverage Report 186
group member roles 44, 48
group membership roles
exchange setting 201
groups
adding 42
All Users - Current and Future option 62,
70, 73, 83, 103
analyzing exchange usage 183, 186
applying one group’s permissions to another group 76, 98
automatically applying permissions 79,
100
collaboration groups
defined 42
copying and pasting 57
using working sets 57
enabling 201
exchange activity report 189
exchange groups
defined 42
exporting a list of members 44
exporting group history to Excel 45
User Guide for Managers and Publishers
page 221
filtering 58
finding 58
Folder Coverage report 184, 187
Group Coverage report 186
moving users from one group to another
53
overriding automatically applied permissions 81, 102
Process Access Report for groups 192
properties
modifying 44
recommended total number per exchange 214
removing 45
setup 41–45
User Activity by Group report 184
user groups
defined 41
viewing a list of members 44
viewing group history 45
group-triggered document distribution business processes 138
H
help
Answer Library (knowledgebase) 18
training videos 18
help system 18
Hidden Manager Plus exchange role 46
Historic Filter 106
setting up 203, 204
hold phase 24
host organization
viewing 38
HTML alerts
preference 14
Hub
using to add users 50
I
ID, exchange
viewing 38
importing information 87
indexing 64
definition 64
existing folders 64
index number format 64
Information Right Management, see IRM (Information Rights Management)
Intralinks administrators
blocking administrators’ access to your
exchange 194
User Guide for Managers and Publishers
Intralinks Designer
enabling access to 196
starting 52, 87
using to copy exchanges 21
using to import information 51, 87
Intralinks ID 11
Intralinks Viewer 114
enabling 25
printing documents 115
iPad
allowing access on 39
iPhone
allowing access on 39
IRM (Information Rights Management) 113
capabilities 93
defined 93
performing ad hoc analysis on protected
Excel documents 114
K
key contacts
changing 54, 55
definition 54
removing 54, 55
knowledgebase 18
L
limited publisher 62, 63, 78, 79, 80, 81, 82,
91, 101, 102
limits
for data entry 213
lock icon on documents 113
locking documents 86
locking exchanges, see freezing exchanges
logging in 10–14
allowing concurrent logins 202
logging in the first time 11
logging out 16
lost password 13
resetting using email 14
resetting using SMS 14
M
Macintosh
system requirements 8
Manage Exchanges wizard 55
Manager exchange role 47
Manager Limited exchange role 47
Manager Plus exchange role 46
managers 46
exchange role 10, 46
page 222
Microsoft Excel 76, 98
exporting a list of exchange users 183
exporting a list of removed users 55
exporting a list of user group members 44
exporting group history 45
exporting reports
Exchange Activity Summary Report
for groups 189
Exchange Activity Summary Report
for users 189
Exchange Statistics Summary Report 190
Folder Coverage 184, 187
Group Coverage 186
Search Summary 187
User Activity by Group 184
User Coverage 185
protected documents 113
performing ad hoc analysis 114
viewing documents in Intralinks Viewer
114
Microsoft Internet Explorer 7, 8
Microsoft Office
protected documents 113
Microsoft Office documents
protecting
size limit 213
Microsoft PowerPoint
protected documents 113
Microsoft Windows
system requirements 7
Microsoft Word
protected documents 113
mobile apps
allowing access on 39
allowing users to view protected documents 39
mobile phones
registering 15
Multi-file Uploader 72
recommended limits 215, 216
multi-task processes 146, 156
alerts 149
Due Date Approaching alert 150
Overdue alert 150
configuring 147
deleting 156
inactivating 156
managing 173
owners 149
Process Monitor 172, 173
reactivating 156
renaming 158
target groups 147
tasks 150
User Guide for Managers and Publishers
updating 158
uploading documents 174, 175
viewing 172
Multi-user Coverage Report 185
my profile screen 14
N
naming conventions
character limits 89
elements 89
exchange setting 204
using custom fields 89
naming conventions (documents) 87
activating 90
copying 90
creating 88
deactivating 90
New Document Wizard 66
O
OCR
exchange setting 205
one-time password 12
open phase 24
operating system 7, 8
optical character recognition
exchange setting 205
Overdue alert (multi-task process) 150
overriding folder-level permissions 81, 102
owners
documents
exchange setting 69, 71, 205
multi-task processes 149
P
password
changing 13
entering a one-time password 12
exchange settings
password complexity 197
requiring a password for PDF and Office documents 209
rules for creating complex passwords 198
rules for creating normal passwords
197
setting the expiration timeframe 198
resetting a lost password 13
using email 14
using SMS 14
using text messages (SMS) 15
page 223
PDF documents
enabling PDF protection 209
OCR
making PDFs searchable 205
protecting
size limit 213
viewing in Intralinks Viewer 114
watermarking 211, 212
size limit 213
performance
data entry limits 213
permissioning users to documents 69, 97
permissions 69, 97
applying one group’s permissions to another group 76, 98
automatically applying to documents 79,
100
document-level permissioning 77, 99
enabling bulk permissioning 207
folder-level permissioning 79, 100
overriding 81, 102
overriding automatically applied permissions 81, 102
permissioning a document to all users
83, 103
recommended data entry limits 214
reviewing and modifying 75, 97
setting for all the documents in a folder
76, 98
recommended limits 215
Permissions Overview screen 75, 97
using to set document protections 95
personalizing Intralinks 14
phases, exchange 24
placeholder users 49
plain-text alerts
preference 14
PowerPoint
protected documents 113
size limit for protected documents 213
preferences
updating 14
preparation phase 24
Previewer exchange role 47
previewers 47
allowing previewers to add documents
62, 63, 78, 80, 81, 82, 91, 101,
102, 207
recommended limit 215, 216
allowing previewers to add folders 91,
207
allowing previewers to edit custom fields
for folders 91, 208
setup 209
User Guide for Managers and Publishers
Print Screen
blocking use of 210
printer icon on documents 113
printing 112
fax cover sheets 163, 175
preventing 63, 70, 74, 81, 93, 102
Process Access Report
for business process instances 192
for groups 192
for users 192
Process Definition Summary Report 193
processes, see business processes or multitask processes
profile 11
challenge question 11
sharing profile information with others 12
sharing with others 14
updating 14
protected documents
allowing users to view on mobile apps 39
public (shared) working sets 37
adding users 37
removing users 38
Publisher exchange role 47
Publisher Plus exchange role 47
publishers 47
exchange role 10, 46
Q
Q&A
collaboration groups
defined 42
SME coordinators
enabling 200
R
Reader (Adobe) 7, 8
recommending other users 16, 52
registering a mobile phone 15
Remove Me command 202
removing 202
removing yourself from an exchange 16
reports
Access Report by Exchange/Group 191
Access Report by Exchange/Group/User
191
Access Report by User 191
Document Access Report 182
Document List 182
Exchange Activity Summary Report 188
Folder Coverage 186
for user groups 183
Group Coverage 186
page 224
Multi-user Coverage 185
Process Access Report
for business process instances 192
for groups 192
for users 192
Process Definition Summary Report 193
Search Summary Report 187
User Activity by Group 184
request for documents (business process)
119
requirements
Macintosh 8
Windows 7
resubmitting documents 164
Reviewer exchange role 47
Reviewer Plus exchange role 47
reviewers 47
allowing reviewers to add documents 62,
63, 78, 80, 81, 82, 91, 101,
102, 207
recommended limit 215, 216
allowing reviewers to add folders 91, 207
allowing reviewers to edit custom fields
for folders 91, 208
exchange role 10, 46
setup 209
roles, see exchange roles and group member
roles
rules-based document distribution business
processes
creating and configuring 133
recommended recipient group limit 214
S
Safari 7
saving (downloading) documents
preventing 63, 70, 74, 81, 93, 102
screen resolution
Macintosh 8
Windows 7
search
adding tags to documents 68
Boolean, advanced 108
Search Summary Report 187
search tool 105
tips 108
searching documents
enabling 194
security 9, 11
document protection 63, 70, 74, 81, 93,
102
exchange settings 196, 209–212
security codes
receiving by text message (SMS) 15
User Guide for Managers and Publishers
session inactivity timeout
exchange setting 196
Set Folder Permissions screen 77, 79, 99,
100
settings, exchange 194
changing 25
viewing 24
setup
exchanges 19–37
user groups 41–45
Single Sign-On (SSO) 10, 11, 12, 13
smart filters 58, 109
SME coordinators
enabling 200
special characters
in searches 109
splash screen 22
creating or modifying 22
Spotlight (Intralinks Viewer) 115
SSO, see Single Sign-On (SSO)
standard operating procedures
standardizing document names 87
statistics
viewing for users and documents 190
subfolders
defined 61
submitting documents 162
system requirements
Macintosh 8
Windows 7
T
tag sets
deleting 28
renaming 28
tags 27
activating 29
adding 28
adding to documents 68
deleting 28
enabling 195
publishing 29
renaming 28
viewing 27
target groups
for multi-task processes 147
tasks
comments 176
for multi-task processes 150
managing 173
renaming 171
viewing 172
viewing your assignments 162
Tasks List 162
page 225
templates
creating 20
defining for exchanges 21
settings 194
time zone
selecting 14
timeout (session)
exchange setting 196
top-level folders
defined 61
training videos 18
troubleshooting
data entry limits 213
using the Answer Library 18
U
UK full text search exchange setting
searching documents
enabling for UK-based exchanges
206
unfreezing exchanges 65
URLs
for documents 108
User Activity by Group Report 184
User Activity by Group report 184
User Coverage report 185
user groups
see also buyer groups, collaboration
groups, exchange groups
adding 42
analyzing exchange usage 183
defined 41
exporting a list of members 44
exporting group history to Excel 45
Folder Coverage report 184, 187
Group Coverage Report 186
Group Coverage report 186
moving users from one group to another
53
properties
modifying 44
recommended total number per exchange 214
removing 45
setup 41–45
User Activity by Group report 184
viewing a list of members 44
viewing group history 45
user ID 11
user lists
exporting and printing 183
user profile 11
challenge question 11
sharing profile information with others 12
User Guide for Managers and Publishers
sharing with others 14
updating 14
users
accepting and rejecting requests to add
users 53
adding 48
adding from the Hub 50
adding to a public working set 37
adding without an email address 49
alerting 70
alerting removed users 203
analyzing exchange usage 184, 185,
186
assigning to another user group 53
changing exchange roles 54, 55
changing roles 54
definition 19
exchange activity report 189
exchange roles 46
finding 58
Folder Coverage report 184, 187
Group Coverage report 186
importing from another exchange 48
Process Access Report for users 192
recommended total number per exchange 214
recommended total number per group
214
recommending 16
removing from a public working set 38
removing from an exchange 45, 55
exporting a list of removed users 55
viewing a list of removed users 55
requesting that another manager add users 52
reviewing and modifying permissions 75,
97
User Activity by Group report 184
User Coverage report 185
V
videos
training 18
viewpoint
in archive copies 34
W
watermarking
Microsoft Office files 212
PDF documents 211
size limits for watermarked documents
213
web browser requirements 7, 8
page 226
welcome to exchange alerts
enabling 194
wildcards
in searches 109
Windows
system requirements 7
Word
protected documents 113
size limit for protected documents 213
workflows, see business processes
working sets
adding items to an existing set 36
creating 36
enabling for a business process 128
public (shared) working sets 37
removing 37
using to copy documents 86
using to copy groups 57
using to view the access reports 191
User Guide for Managers and Publishers
page 227
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