Manager Guide

This guide covers basic day-to-day administrative tasks such as inviting users, sending files and sharing directories.

Additional resources: 

- The manual for setting up accsyn on your premises can found here: Admin Manual

- The user manual on how to use accsyn desktop client and web application can be found here: User Manual

Contents

What is accsyn?

accsyn is a SaaS (Software as a Service) MFT (Managed File Transfer) solution for secure and fast delivery of large file packages with metadata across your organization over Internet or private WAN - a replacement for outdated insecure file services like FTP/WWW delivery, using an algorithm similar to *nix RSYNC.  Accsyn is designed to be easily integrated into your workflow using a Python API and/or CLI and/or . Please head over to accsyn.com for a complete description on Accsyn features.  The name Accsyn is shorthand for for Secure Accelerated Data Synchronisation. 

How does it work?

Accsyn is in its simplest form a Java software client that sends a package of files and metadata from point A to B, over the Internet or VPN WAN, orchestrated by a cloud software component and its  web application interface. accsyn serves files beneath "root shares" which is the base folder defined during installation, "shares" are then being created below root share to give users access to files. Each user are given a "home share" by default were they can upload files, it's located @ subfolder <root share>/accsyn/<email> by default.

Who can manage accsyn?

Besides administrators, users having the "Employee" built-in accsyn role can perform the management operations described in this guide. If you are an administrator and wish to delegate these tasks, simply invite the employee you wish to be able to manage accsyn - typically a coordinator or a project manager.

Receive files - invite users

Depending on how your accsyn is configured, there are multiple ways to have remote users send files and metadata to your organisation:

Auto join

The quick and easy way to board users, with minimal effort from your side - perfect for outside office hour uploads were you have limited computer access.

Prerequisites

• Have your accsyn administrator enable Auto join feature: go to Admin>Settings>User and tick "Enable auto join" option. Choose an optional auto join password to keep anyone from registering an account.

• To enable user to upload files upon invite - also make sure home shares are created by default: go to Admin>Settings>Share and tick "Auto create home shares" option. If you do not want home shares to be created, auto joined users cannot upload files directly - you will have to give them explicit access to a share (see below).

Simply send the link to your accsyn domain and tell user to join and upload the file(s), here is an sample template email/SMS (leave out the password part if no auto join password is configured):

Hello, please join and upload your file here: mydomain.accsyn.com, use this password when prompted: abcd1234

Regards

Note:  With auto join turned off, users can still request to join. Administrators will get an email were they can choose to accept or deny join request.

Manual invite

When auto join is disabled or you simply want to make it easier for a user to get on board.

Prerequisites

• To enable user to upload files upon invite - also make sure home shares are created by default: go to Admin>Settings>Share and tick "Auto create home shares" option. If you do not want home shares to be created, invited users cannot upload files directly - you will have to give them explicit access to a share (see below).

1. Log on to  accsyn using your web browser (https://yourdomain.accsyn.com).

2. Choose Invite option; in menu bar, at transfer page  or at Admin>Users.

3. Enter their email address, always double check it so you do not invite the wrong user - accsyn can not check the validity of email accounts out there.

4. Click [ Invite as user now ].

The user will get an email with instructions on how to activate their account and install the accsyn desktop application.

Invite to a share

When you want to direct the new user to upload to a certain location, could be a project directory, instead of their home share.

Note: If automatic home share creating is disabled within accsyn, this is the only option to enable your users to upload files.

Invite to a new share: 

1. Log on to  accsyn using your web browser (https://yourdomain.accsyn.com).

2. Go to Admin>Shares and click [ Create share ] or click Share in menu bar and click [ Create share ].

3. Select the parent root share.

4. Browse to and/or create the share directory, click [ Next ] when done.

5. Give the share a (unique) name and click [ Create ].

6. Upon creation, you will be directed to the Share wizard were you give a user access to entire share or a directory beneath the share. 

7. Use [ New directory ] button to create new directories. Choose the directory user should be able to access and choose [ Next ].

8. Choose Invite new and enter the email address of user.

9. Make sure Write option is ticked so user can upload files, if you want to have separate download (Read) and upload (Write) directories - first invite user to read a directory and then give user write access afterwards as a separate task.

10. Click [ Grant access ] when done, a prompt will ask you to confirm the invitee email.

Invite to an existing share: 

1. Log on to  accsyn using your web browser (https://yourdomain.accsyn.com).

2. Choose Share in menu bar or  transfer page and choose the share you wish to give user access to. Alternatively, go to Admin>Shares and click [ Share ] button on the share.

3. Use [ New directory ] button to create new directories. Choose the directory user should be able to access and choose [ Next ].

4. Choose Invite new and enter the email address of user.

5. Make sure Write option is ticked so user can upload files, if you want to have separate download (Read) and upload (Write) directories - first invite user to read a directory and then give user write access afterwards as a separate task.

6. Click [ Grant access ] when done, a prompt will ask you to confirm the invitee email.

In both cases, the user will get an email with instructions on how to activate their account and install the accsyn desktop application. During upload, user will have access to the share you created above and be able to browse down into eventual directories you created.

Invite during send

When sending file/directories, new users can be invited within the process. See chapter below.

Send file(s) to user

Besides being able to download files from shares, users can receive files you can send them.

User can preview the following file types through web browser prior to download: .mp4 .jpg .tiff .png .pdf .svg .ico .ogg .mkv .jpeg .apng .bmp .gif .txt .html .json .xml .wav .webm

Send using desktop application:

1. Download and install the desktop application (GET APP option in web application menu bar).

2. Launch app and logon.

3. On your computer, browse to the directory were the files/directories reside.

4. Drag-n-drop the file(s)/directory onto accsyn.

5. If accsyn can recognise the files as originating from a root share, the [ Send to user ] option will appear, otherwise choose [ Transmit to user ] - have files being uploaded to user home share and then being sent.

6. A list of users will appear, choose an existing user or invite a new.

7. Choose submit, unless transmit and you want to choose were to upload your local files before being sent to user.

Send using web browser:

1. Log on to  accsyn using your web browser (https://yourdomain.accsyn.com).

2.  Choose New  from menu bar or click the [ Send ] button on transfers page.

3. Browse to the file/directory, select it and click [ + Add selected ].

4. Repeat this until you have all files collected.

5. Select the user or click Invite new and enter the Email address of new user to invite.

6. (Optional) Add a description to package.

7. Click [ Send now ] to send the files.

User will receive an email with instructions on how to download the package, using desktop app (accelerated) or using web browser (if less than 5GB).

Project queues

For those who have multiple projects and a lot of ongoing file transfers, you can structure file transfer into project queues. This also gives the opportunity to prioritise traffic among projects.

Prerequisites

• Make sure your users download files from shares, and you send out files located beneath shares. If accsyn cannot identify the share, it cannot put the transfer beneath correct queue. See chapter Invite to a new share above on how to invite user to a project share.

1. Log on to  accsyn using your web browser (https://yourdomain.accsyn.com).

2.  Go to Admin>Queues and click [ + Create queue ].

3. Enter a name for the queue, we suggest you use the exact same name as for your project and the project share. Click [ Create ] when you are done.

4. Go to Admin>Shares and edit the project share you have invited the user to. See Invite to a new share above on how to invite user to a project share.

5. Click Advanced settings to bring up more options.

6. Choose the queue you just created and click [ Save ].

From now on, all these jobs will be put in your queue when:

• User(s) upload files to/download files from the project share.

• You send files residing in the share's folder at server to user.

• You transmit files from your local computer, over this project share.

For more information on how to administrate accsyn, please refer to the Admin Manual.