Using the VIA Pro mobile app for iOS

  • Updated

Applies to: All VIA Pro mobile app users

You can use the Intralinks VIA Pro mobile app to securely access and manage your workspaces and files from your mobile device. The app is designed to complement the VIA Pro web experience by allowing you to review information, search for content, share files and workspaces and perform common file-management tasks while you are away from your computer.

Depending on your role and the permissions assigned to you, you can:

  • View and search workspaces and their content.
  • Use traditional text search or voice search to find content.
  • View files and folders.
  • Upload documents from your device.
  • Scan physical documents using your device camera and upload them as files.
  • Create and manage workspaces.
  • Create folders and perform file and folder operations.
  • Share files, folders and workspaces.
  • View and manage available permissions.
  • Delete files and folders when permitted.
  • Leave a workspace that you no longer need access to.
  • Manage your profile and app settings.

Note: The availability of individual features depends on your role, workspace permissions and policies configured by your administrator.

Requirements

The VIA Pro mobile app requires a supported mobile device and an active Intralinks VIA Pro account.

Some device features, such as voice search and document scanning, require permission for the VIA Pro app to access the device microphone or camera.

English is currently the supported language for the mobile app.

If you have not installed the Intralinks VIA Pro mobile app, download and install it from your device's app store.

Video - VIA Pro mobile app

Check out the features of the VIA Pro mobile app - only available for iOS. 

Getting started

Starting the VIA Pro mobile app

The first time you start the VIA Pro mobile app, your device must be connected to the Internet. If you have never logged in to an Intralinks product, you must activate and set up your Intralinks account. A message will instruct you to log in using a web browser to set up your account. You need to do this only once.

  1. Tap the VIA icon to start the app. The login screen appears.
  2. Enter your email address and tap Next.
  3. Enter your password or passphrase, then tap Login.

If you are required to verify your identity, select a verification method. 

  • If your account is set up to use Intralinks Authenticator, the Verification code field is automatically populated. 
  • If you are using Okta Verify with Push, tap Yes it’s me in your Okta Verify app. 
  • If you are using another authentication method (either another app or email), enter the verification code that you received from the app or by email in the Verification code field.

If your organization uses Single Sign-On (SSO), the app opens when you tap on on the icon. If you have not signed into your organization’s network, you will be redirected to your company’s sign-on page.

Your organization may have a rule that denies access to users who log in from a certain IP address or IP address range. If you try to log in using an IP address that is not allowed, the message, Your organization requires you to log in using an authorized network, is displayed.

Using Touch ID or Face ID to access the app

If your iOS device has Touch ID or Face ID capability, you can use it to quickly access the Intralinks VIA Pro mobile app. (You must first log in using your email address and password.) You can continue to use Touch ID or Face ID to access the app until you log out. If you log out, you will have to enter your address and password to log in again.

If you have not set up Touch ID or Face ID on your device yet, you can do so by opening Apple’s Settings app, then tapping Touch ID & Passcode or Face ID & Passcode. Follow the instructions on the screen. The next time you open the Intralinks VIA Pro app, you will be able to log in using your fingerprint or facial image.

Important! If you are using Touch ID or Face ID, anyone whose fingerprint or face is enrolled on your device will be able to log into Intralinks VIA Pro and view or change the contents of your deals. If you share your device with a colleague or family member who uses Touch ID or Face ID, be sure to log out of Intralinks VIA Pro before giving the device to them.

Navigating the app

After you sign in, the app displays your available workspaces.

The main navigation provides access to the areas you use most frequently.

Depending on your device and account configuration, you can access:

  • Workspaces - view and manage the Workspaces available to you.
  • Search - find files, folders, and other Workspace content.
  • Profile - manage your account and app-related settings.

Tap a workspace to open it and browse its folders and files.

Working with Workspaces

View a Workspace

  1. Open the VIA mobile app.
  2. Locate the workspace you want to access.
  3. Tap the workspace.
  4. Browse the folders and files in the workspace.
  5. Tap a folder to open it.
  6. Tap a file to view it.

The content and actions available to you depend on your workspace role and permissions.

Create a Workspace

If you have permission to create workspaces, you can create a new workspace directly from the mobile app.

  1. From the workspaces screen, tap the + (Create Workspace) icon.
  2. Enter a name for the Workspace.
  3. Enter a description, if required or desired.
  4. Configure expiration date if desired.
  5. Tap Create.

The new workspace is added to your workspaces list.

Workspace names must comply with VIA Pro naming requirements. Your organization's policies may also require additional workspace settings, such as an expiration date.

Share a Workspace

You can share a Workspace with other users when you have permission to manage Workspace participants.

  1. Tap on [...]  in the desired workspace you want to share.
  2. Tap Share.
  3. Enter or select the people you want to invite.
  4. Select the appropriate role or permissions, if available.
  5. Add an optional message.
  6. Tap Share or Send.

The recipients receive access according to the permissions assigned to them.

Note: You may not be able to share a workspace if your role or your organization's policies do not allow you to manage participants.

Leave a Workspace

If you no longer need access to a workspace, you can leave it when this option is available.

  1. Tap on [...]  in the workspace you want to leave.
  2. Tap Leave Workspace.
  3. Review the confirmation message.
  4. Tap Leave to confirm.

After you leave the Workspace, it is removed from your available workspaces. Leaving a workspace does not delete the workspace or its content.

Important: Workspace owners may not be able to leave a workspace until ownership or management responsibilities have been transferred.

Searching for content

Search for a file or folder

You can use text search to quickly find content across your available workspaces.

  1. Tap Search.
  2. Enter the name or keyword you want to find.
  3. Review the search results.
  4. Tap a result to open the corresponding file, folder, or workspace.

Use specific keywords when possible to narrow the results.

Use voice search

You can use your device's voice-to-text capability to enter a search query without typing.

  1. Tap Search.
  2. Tap the microphone icon.
  3. When prompted, allow the VIA Pro app to access your microphone.
  4. Speak the name or keywords you want to search for.
  5. Review the transcribed search text.
  6. Submit the search.

Voice search uses your device's speech-to-text functionality to enter the search query.

Note: Voice search requires microphone permission. You can manage this permission through your device settings.

Managing files and folders

View a file

  1. Open the Workspace containing the file.
  2. Navigate to the folder where the file is stored.
  3. Tap the file.
  4. Use the available viewer controls to review the document.

The actions available while viewing a file depend on the file type and your permissions.

Create a folder

Workspace owners and editors can create folders from the iOS app, subject to their Workspace permissions.

  1. Open the Workspace.
  2. Navigate to the location where you want to create the folder.
  3. Tap the More or ellipsis icon.
  4. Tap Create Folder.
  5. Enter the folder name.
  6. Tap Create.

The new folder is added to the current location.

Rename a file or folder

If you have permission to edit Workspace content:

  1. Locate the file or folder.
  2. Open its actions menu.
  3. Tap Rename.
  4. Enter the new name.
  5. Tap Save.

File and folder names must comply with VIA Pro naming requirements.

Delete a file or folder

If you have permission to delete content:

  1. Locate the file or folder.
  2. Open its actions menu.
  3. Tap Delete.
  4. Review the confirmation message.
  5. Tap Delete again to confirm.

Workspace owners can delete Workspace files and folders. Editors can delete files they have added but cannot delete folders.

Important: Deleting content removes it from the Workspace. Deleted content may remain recoverable through the VIA Pro web trash bin functionality for a limited period, depending on the applicable retention rules.

Uploading documents

Upload a document

You can upload documents stored on your mobile device to a Workspace.

  1. Open the Workspace where you want to add the document.
  2. Navigate to the destination folder.
  3. Open the More or ellipsis menu.
  4. Tap Upload or Upload Document.
  5. Select the document from your device.
  6. Confirm the upload.

The document is uploaded to the selected Workspace location.

You can also add files to a Workspace from another iOS app using the device's sharing functionality.

Scan a document

You can use your device camera to capture a physical document and upload it directly to a Workspace.

  1. Open the Workspace where you want to store the scanned document.
  2. Navigate to the destination folder.
  3. Open the More or ellipsis menu.
  4. Tap Scan Document.
  5. If prompted, allow VIA Pro to access your device camera.
  6. Position the document within the camera view.
  7. Capture the page.
  8. Continue scanning additional pages, if necessary.
  9. Review the scanned document.
  10. Tap Save or Upload.
  11. Enter a file name if required.

The scanned document is added to the selected Workspace.

Note: Document scanning requires camera permission. You can manage camera access through your device settings.

Sharing content

Share a file

You can share a file when your Workspace permissions allow you to do so.

  1. Locate the file.
  2. Open the file's actions menu.
  3. Tap Share.
  4. Select the people or sharing method available to you.
  5. Configure any required permissions.
  6. Tap Share or Send.

The recipient's access is controlled by the permissions assigned to the shared content.

Share a folder

  1. Locate the folder you want to share.
  2. Open the folder's actions menu.
  3. Tap Share.
  4. Select the people you want to share the folder with.
  5. Review the available permissions.
  6. Tap Share or Send.

Sharing a folder may provide access to the content contained within that folder, depending on the permissions configured.

Managing permissions

Permissions determine what other users can do with files, folders, and Workspaces.

Depending on your role, you may be able to:

  • View content
  • Download content
  • Edit or upload content
  • Share content
  • Manage participants
  • Modify permissions

To view or change permissions:

  1. Open the relevant Workspace, folder, or file.
  2. Open the Actions or More menu.
  3. Tap Permissions.
  4. Review the current access settings.
  5. Make the required changes, if you have permission to do so.
  6. Tap Save.

Note: Permission options vary depending on the content, your Workspace role, and your organization's VIA Pro policies.

Managing your profile

View your profile

Your profile provides access to account and application settings.

  1. Tap your Profile icon.
  2. Review your account information and available settings.
  3. Select the setting you want to manage.

Depending on your account configuration, available options may include account information, security settings, notifications, and help resources.

Getting help

If you have a question or encounter a problem while using the VIA Pro mobile app, use the available help and support options from your profile or the Intralinks Support Center.

Find help articles

  1. Tap your Profile icon.
  2. Tap Help or Learning Resources.
  3. Select the relevant VIA Pro help resource.

A browser page opens with the applicable Intralinks Support Center content.

Contact Intralinks Support

If you need additional assistance, use the support options available from the VIA Pro mobile app or contact Intralinks Support through the Intralinks Support Center.

When contacting Support, include information such as:

  • The Workspace where the problem occurred.
  • The file or folder involved, if applicable.
  • The action you were attempting to perform.
  • The device and operating system you are using.
  • A description of any error message displayed.

Do not share your password or other sensitive authentication information with Support.

Logging out

  1. Tap your Profile icon.
  2. Tap Log Out.
  3. Confirm that you want to log out.

You must sign in again the next time you access the app.

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