Product: Intralinks Designer
Applies to: Managers and publishers
When you are ready to update the exchange to the Intralinks primary service, queue your changes. Once the changes have been queued, you can update your exchange immediately or at a later time.
I want to
- Add my changes to the queue for uploading
- Upload my queued changes
Queuing an exchange and setting permissions for documents
- Click the Add Changes to Queue button on the toolbar.
- If you have added documents to your exchange, a message appears asking whether you want to set permissions for them now. If you want to set permissions, click Yes.
If you do not want to set permissions for your documents, click No and go on to step 10.
- If this exchange uses folder-level permissioning, a message appears to warn you that your changes will override any permissions that were set for the folder that contains the new documents. Click Override to continue.
- The Set Permissions screen appears with the newly added documents displayed at the left and exchange groups listed to the right.
- If you are using folder-level permissioning, click the Override option next to each group whose permissions you want to change.
Mark or unmark the box that appears above the Override column to give or remove permissions for all the groups on the exchange.
If you are using document-level permissioning, the Override option does not appear, and you can go on to the next step.
- For each group that will be allowed to view the documents, mark the See option next to the group’s name.
Mark or unmark the box that appears above the See column to give or remove permission to view the documents to all the groups on the exchange.
Note: The All Users - Current and Future option can be used to give all users on the exchange permission to view documents. If you want 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 next to the All Users - Current and Future option. (Note: If this option has been disabled for your exchange, it does not appear.)
- 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 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.
Mark or unmark the box that appears above the Control column to give or remove permission to all the groups on the exchange.
Note: The All Users - Current and Future option cannot be used to give users permission to control documents. The users must be assigned to a group that has been given control permission, or must have an exchange role (Manager Plus, Hidden Manager Plus, Manager or Publisher Plus) that gives them automatic permission to control all documents on the exchange.
- 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. Depending upon the type of documents that you are adding, you can either 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 following document types can be protected:
- PDF (Portable Document Format)
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
For each group, select one of the following options from the Protection list:
- Do not protect – Choose this option if members of the selected group are allowed to print the documents and to download copies of them to their computer or a network drive.
- Protect – Choose this option to limit users’ ability to share the documents. Documents can be downloaded, but the user who downloaded them will be required to enter his or her email address and Intralinks password in order to open the document.
- Protect/No Print – Choose this option if members of the group are not allowed to print the documents or open them without entering their credentials.
Note that if you select Protect, viewers will be able to print the documents and share the printed copies with others. If these documents are particularly sensitive, consider the Protect/No Print option, which provides a higher level of security.
- When you have finished setting permissions, click Apply.
- The Exchange Updater window opens and the Intralinks Designer main window is refreshed. The exchange list appears, ready for you to select another exchange to modify. Exchanges that are queued are not accessible until processing is complete or they are removed from the queue.
The name of the exchange you selected for updating appears in the Exchange Updater window. If you previously queued other exchanges, the most recently queued exchange appears at the bottom of the queued exchange list with a status of“Staged.”
Converting Microsoft Word and PowerPoint files and graphic images to PDF format
You can choose to have the Microsoft Word and PowerPoint documents and graphics files converted to PDF format during the upload process. The orientation (portrait or landscape) of each page in the original document will be used in the PDF that is created, and documents may have a combination of pages with portrait and landscape orientation.
If you choose this option, it is recommended that you check the PDFs on your exchange to be sure that they were converted as expected.
- Mark the Convert Microsoft Word and PowerPoint documents option and/or the Convert images to PDF option
Alerting users about exchange changes
You may want the selected group to be automatically alerted that the exchange has been modified as soon as you upload it to the primary service (if the exchange is in the open phase). This option appears in the Exchange Updater window.
Users can set a preference to receive a single alert daily that consolidates all of the messages sent to them by Intralinks, or they can choose not to receive alerts from Intralinks at all. You have the option to override these preferences and send your alert immediately to all members of the selected group.
- Select the Send option in the field that appears below the Alerts heading. The other fields in the Alerts section become available.
- If you want to send the alert to all users immediately, mark the Deliver immediately (override user preferences) option.
- If you want to change the text that will appear in the alert’s subject line, unmark the Use default Subject text option, and then enter the text you want in the field to the right.
- If you want to add a note to the body of the alert, unmark the Use default Message text option, and then enter the text you want in the box to the right.
This summary alert will list the modified exchange content in the email to the users.
Updating additional exchanges
After you have queued an exchange, you can return to the Intralinks Designer main window and select other exchanges that you want to modify. As you finish working with each exchange, click the Add Changes to Queue button on the toolbar to add them to the queue in the Exchange Updater window.
You can return to the Exchange Updater window from the Intralinks Designer main window at any time to view the status of exchanges submitted for processing. You can switch between the Intralinks Designer main window and the Exchange Updater window by selecting the window you want from the Intralinks Connection menu. You can display this menu by right-clicking the Intralinks Connection icon in the Taskbar Notification Area in the lower right corner of your computer screen.
Uploading your changes
To upload your changes to the Intralinks primary service, select the exchange and click the Submit button at the top of the Exchange Updater
If the exchange is next in line for processing, the status changes from “Staged” to “Ready and then to “Updating.” When processing is completed, the status changes to “Completed.”
You can click the Submit button for each queued exchange. Because only one exchange is processed at a time, the status for each “submitted” exchange changes to “Ready.” When processing is complete or canceled for an exchange, processing begins on the next exchange in the queue.
If you decide not to continue to upload an exchange while it is being processed, click the Cancel button.
You are prompted to confirm that you want to stop the upload process. When you click Yes, the status changes to “Cancelled.” Any content that was processed before you clicked Cancel is uploaded to the exchange. The number of files that were processed, that may have failed during processing, and that are pending upload are displayed on the Summary tab.
Note: You cannot resume processing after canceling the operation.
While “submitted” exchanges are awaiting processing, you can make changes to the options you selected in the window. To do this:
- Select the exchange and click the Hold changes button at the top of the window. The status changes to “Staged.”
- Make the desired changes to the selected options.
You can also reorder the exchanges that are “Staged” or “Ready” for processing. To do this, select and drag the exchange to another position in the queue.
You can remove the exchanges listed on the Exchange Updater screen whose status is other than “Updating.” To delete staged changes, select the exchange and click the Delete button. The exchange is removed from the queue.
Viewing exchange upload information
You can view information about the exchange that is currently being uploaded and about the exchanges that are awaiting processing.
As an exchange is being processed, the Summary tab displays the following information:
- The name of the file being uploaded.
- The overall progress of the upload, shown on a progress bar. The percentage of completion and the number of tasks completed also is shown. (A task is an action, such as “add,” “delete,” etc.)
You can view the same progress in more detail by clicking the Details tab. You can view the type of task being performed, the name of the content item being updated, its status, and the time its processing was completed. The Step column displays the order in which the content items were processed.
After you update an exchange, you can view a list of the uploaded items using the bulk upload smart folder on the Intralinks primary service.
If errors occur during the upload process, the process doesn’t stop. To view the files that resulted in errors, click the exchange name and view the issues in the Details tab.
You can double-click the row containing the error to view a dialog box displaying more information about the error.
You can click Open log in the upper right corner of the Exchange Updater window to view a Microsoft Excel spreadsheet that lists the results of the upload, including any errors that occurred during the upload process.
Upload errors may occur for the following reasons:
- The Intralinks primary service was not available at the time the upload was performed.
- The session was terminated because another user logged into Intralinks Designer.
- Another user has frozen the exchange on the Intralinks primary service, preventing you from updating that exchange. Updating continues for the other queued exchanges.