DocumentGuardian Help

Receiving Files

Personal Document Drop
A Personal Document Drop is a permanent URL that you can use to receive files.

You can for instance:
- Add this link to your email signature.
- Post in forums and other public places where you also would be comfortable posting your email address.
- Send to anyone in a private email for them to use when sending files to you repeatedly.
You can get your Personal Document Drop link by going to the Account Section. It will look something like this:

In the Personal Document Drop tab, you will see two links, one random and one with your email address.

The random link is a link that can't be guessed so it is safer to post in places when you're not sure if you want to share your email address. If the link ever falls in the wrong hands, you can always go back to this page and click on the "Reset Personal Document Drop URL" button. This will generate a new random Personal Document Drop URL for you. Please note that this will automatically expire your previous URL so anyone who will try to use the previous URL will get a 404 page not found message.

The link with your email looks nicer and is easier to validate if someone has to type it in. But this link will never expire (unless you change your email address).

When someone visits your Personal Document Drop URL (https://DocumentGuardian.company.com/Personal Document Drop/~VZ209z in this example), they will see a page like this:

Anyone who visits this page will be able to send files to you by filling in all the fields, clicking on the "Add Files" button, and clicking "Send". Please note that there is no "To" field. Since this is your Document Drop URL, all files sent here will always be delivered to you.
Request Files
Receive files with no prior registration required

File Requests provides an easy way for you to request files from someone. The system will make it very easy so that there's no need to do any further explanation, or walk someone through the process over the phone.

You Request the Files by clicking on the File Request button in the main menu bar.

This will open up a page with a list of existing File Requests if you sent any previously. You can send a new File Request by clicking on the New File Request button.

This will open up a new page that you can fill in like this:

When you click on the Request File button, an email will be delivered (to meg@external.com in our example) with a unique File Request link. The email will look something like this:

And when the user clicks on the File Request, they will be taken to a page that will look something like this:

Where they can send the Requested Files back to the requester.

A couple of things to note:
- The Link is for one-time use only and will expire when the files have been delivered. If you need something to be used more than once, please look at using the Personal Document Drop instead.
- The user that got the link doesn't need to register or do anything other than click on the link in the email, and since they got the email with the link, we know that the email address is valid.

Sending Files

Sending Files Using the Standard Compose Window
This is how the main compose window looks in DocumentGuardian:

When sending files, these are the steps and options available:
1. Select recipients in the same way as a web based email system, please select To, CC and BCC email addresses to your recipients.
2. Type the Subject and Message to your recipients.
3. Add Files, you can add files up to the max size displayed in the limitations section 10).
4. If you have sent any files previously, you can send them again without uploading them again.
5. Pool files are files that an administrator can make available for groups of users that they send repeatedly, like a large company-wide presentation and similar.
6. Limitations — Message Size, Quota, and File Extension Limitations.
7. Select Authentication requirements and Access Restrictions for your recipients. See the Forwarding Permissions section for a complete description.
8. When the message expires. After this day, the attached files will be deleted.
9. If set, each recipient can only download each file this number of times. Without the requirement to authenticate the download, each download by anyone is counted towards the limit.
10. Send a copy to your own email address (for storage in your sent folder).
11. A Private Message is a message where the Message is not included in the email sent to the recipients. When sending a Private Message:
  - The recipients will get a generic email telling them to click on the link to view the message.
  - You will get a read receipt when the recipient has viewed the message as well as when any attachments has been downloaded.
  - You can send a Private Message without any attachments.
  - It's not possible to send a Private Message with the permission that Anyone can download — in order to send a Private Message, authentication is required.
12. When you're ready, please hit Send. If uploads are taking a long time, you can check the checkbox to "send when uploads are done".

Forwarding Permissions

Permission	Authentication Required	Download Receipt	Description
Recipients Only	Yes	When each recipient download each file.	Only the recipients you have specified in the To, CC and BCC fields will be able to download the files. It won't be possible to forward the email or message URL to anyone.
Recipients + Locals	Yes	When each recipient download each file.	In addition to the Specified Recipients, any files sent may also be downloaded by any local users on the system by forwarding the email or sending the message URL.
Recipients + Domains	Yes	When each recipient download each file.	In addition to the Specified Recipients, any files sent may also be downloaded by any recipient domain user. I.e. if you send to boss@company.com then secretary@company.com can also access the message, but not sneaky@competitor.com.
Anyone (Secret Link)	Yes	When each recipient download each file.	Anyone may download the files. Use this option to post the Public Message URL in public forums, on web pages or anywhere where you want to make the files available. When the user visits the Public URL, they will be asked to authenticate by providing their email address and a confirmation.
Anyone (Secret Link)	No	Once per file, when someone has downloaded the file.	Anyone may download the files. Use this option when you don't want your recipients to have to authenticate to download the files. The downside is that since we don't authenticate the recipients, we don't know who downloaded what.

Processing Uploaded Files

When large files (100MB+) are uploaded, they are split into 100 Mb blocks. All files are also scanned for viruses. This can take some time on a busy system and the files are placed in a queue for reassembly and AV scan. As per the notice beneath the files, you don't have to wait for this to complete to send the message. In the unlikely event of an infected file, the file will be automatically deleted before anyone can download the file.
Browser Support
The Recipients Email
When you have clicked Send, an email will be sent to your recipients. Depending on what system they use to read the email it will look a little bit different, and something like this:

You will see:
- The email header with the To, From, Subject, and so on at the top.
- The message is typed in the message field in the compose window.
- The Files attached to the message header that begins the DocumentGuardian added part.
- Each file sent is then listed together with the filename, file size, and checksum.
- Beneath the files is the link the recipient will have to click to download the message.
- There is notice if the email or download link can be forwarded to other users depending on the permission settings when the message was sent.
- There's an expiration notice alerting the user when they will have to download the files by.
- And finally, there's a Message-ID which is a unique ID that can be used when searching for this message in the DocumentGuardian system.
A couple of things to note:
- There are obviously no files attached directly to this email. All the files are stored on the DocumentGuardian system.
- When the message expires, the attachments will be automatically deleted. It's not possible to restore files after they have been deleted.
How To Verify the Integrity of the Downloaded Files (Checksum)

A checksum, or hash is a way to verify the integrity of the downloaded files, to verify that the download was successful.

It works by applying a cryptographic calculation on a file of any size and it will output a short checksum, or hash, that represents the message or file.

The trick with checksums or hashes is that every time they calculate the checksum for the same file, they will produce the same checksum. And if the file changes only one single bit, the calculation will produce a different checksum.

So when you receive a message from the DocumentGuardian system, and it displays a checksum like: 36f037e00350864828a507420a50689eb473cb919df6b4b6205f3e09c913e0cb you can use a Checksum Tool to calculate the checksum of the file you downloaded. DocumentGuardian uses SHA-256 as its checksum function (sometimes referred to as SHA2-256).

We use a Windows applications from the list of Checksum Tools at Wikipedia to calculate the checksum of the file we downloaded, selecting SHA2-256 as the checksum function (or hash type).

As you can see, the checksum in the message is the same as from the downloaded file. The file must be identical to the one on the DocumentGuardian system.

If the checksum is the same, the file you have downloaded is identical to the one sent from the DocumentGuardian system.

If the checksum is not the same, the file you downloaded is not the same as the one sent from the DocumentGuardian system.

So as an example, lets say that we received a message with the following attachment:

FileLinks

Using FileLinks
FileLinks are a way to easily share files without having to send them to a specific recipient. You can access the FileLinks by clicking on FileLinks in the main header.

The New FileLink interface looks like this. In this case, we have already selected (option 1 below) a file (Presentation1.doc).

The options available include
1. Select a file (in this screenshot that has already been done).
2. You can remove the file and select another.
3. Set how long this FileLink is available for.
4. Set if you wish to receive Download confirmations when someone's downloaded this file.
5. If users are required to log in to this system to access the FileLink.
6. You can set a password that needs to be entered in order to access this FileLink.
7. Or instead of uploading a new file, you can select any of the currently existing files to create a FileLink with.
When you have created a FileLink, or if you're viewing an existing FileLink, you will see a page like this:

The FileLink page

When a user is visiting the FileLink, they will see the following page.
1. The file details include filename, file size, and SHA-256 checksum.
2. The download button.
When you will visit one of your own FileLink pages, will see the following page.
1. The file details including filename, file size, and SHA-256 checksum (same as any other user).
2. You can see/update the FileLink expiration date.
3. You can see/update the Download Receipt Status.
4. You can see/update the Require Authentication requirement.
5. Clicking the copy FileLink to the clipboard button will copy the URL to the FileLink to the clipboard.
6. You can see if a password has been set and update as needed.
7. The list of all downloads for this FileLink.
Using the "Copy FileLink to Clipboard" function, you can now copy the FileLink in a chat message, post on a forum, post in SharePoint, or anywhere else where you want to make this file available.

Anyone who accesses this URL will see this file but only you will have the ability to change settings.

Get the most out of DocumentGuardian®

Receiving Files

Personal Document Drop

Request Files

Sending Files

Sending Files Using the Standard Compose Window

Forwarding Permissions

Processing Uploaded Files

Browser Support

The Recipients Email

How To Verify the Integrity of the Downloaded Files (Checksum)

FileLinks

Using FileLinks