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IntraLinks Courier for the Web

User Guide

Intralinks 24x7x365 support US: + (1) 212 543 7800 UK: +44 (0)20 7623 8500.See Intralinks login page for other national numbersCopyright © 2018 Intralinks, Inc. Version 3.3-E5 Revised June 2018

IntraLinks Courier for the Web User Guide page 2

Table of ContentsChapter 1: Welcome.............................................................................................. 3

System requirements................................................................................................................ 3

Chapter 2: Getting Started..................................................................................... 4Logging into Intralinks Courier .................................................................................................. 4Registering as a new user ........................................................................................................ 5Overview of Courier functionality .............................................................................................. 7Need help using Courier?......................................................................................................... 9

Chapter 3: Using the Courier Inbox ..................................................................... 10Inbox functions ....................................................................................................................... 10Working with your Inbox ......................................................................................................... 11Frequently Asked Questions .................................................................................................. 21

Chapter 4: Create Package................................................................................. 24The Create Package tab......................................................................................................... 24Package settings .................................................................................................................... 25Frequently Asked Questions .................................................................................................. 29

Chapter 5: Using the Sent Packages Tab ........................................................... 33The Sent Packages tab .......................................................................................................... 33Viewing your sent packages................................................................................................... 33Viewing responses to a sent package .................................................................................... 34Adding files and users to an exchange................................................................................... 34Updating a package................................................................................................................ 34Viewing or Downloading the contents of a sent package ....................................................... 34Viewing an Activity Report ...................................................................................................... 35Viewing a Package Access Report......................................................................................... 36Refresh, sort, delete and filter your sent packages ................................................................ 37Frequently Asked Questions .................................................................................................. 40

Chapter 6: Managing Your Contacts ................................................................... 41The Contacts tab .................................................................................................................... 41Your Contacts list ................................................................................................................... 41Managing your Contacts list ................................................................................................... 41Viewing a Recipient Access report ......................................................................................... 44

Chapter 7: Setting Preferences ........................................................................... 45The Settings link ..................................................................................................................... 45Frequently Asked Questions .................................................................................................. 49

Appendix A: Performance Guidelines and Limitations ........................................ 50Intralinks Courier for the Web................................................................................................. 50

Appendix B: Importing Contacts .......................................................................... 52Supported File Types ............................................................................................................. 52Column layout of imported files .............................................................................................. 52How Courier reads column heads .......................................................................................... 52Missing or incorrectly formatted data...................................................................................... 53Validation rules for importing contacts.................................................................................... 53


Chapter 1: WelcomeWelcome to Intralinks® Courier, the premier tool for secure transfer of files over the Internet.

Intralinks Courier is designed to be easy to use. This user guide provides step-by-step instructions for completing tasks in Intralinks Courier. Of course, Intralinks also provides award-winning support. If the resources within Intralinks Courier don’t answer your question, give us a call! Local telephone numbers for Intralinks Client Services can be found at:

http://www.Intralinks.com/contactus/customer-care/

System requirementsIn order for you to use Intralinks Courier for the Web, your computer must meet the following minimum standard:

Windows® operating system

• Operating system: No specific requirement, but must be able to operate with a supported Web browser.

• Screen resolution: 1024 by 768 dpi or greater

• Web browser: Microsoft® Internet Explorer® 6, 7, 8, 9, 10; Firefox® 7.0, Chrome V14+

Macintosh®

• Operating system: No specific requirement, but must be able to operate with a supported Web browser.

• Screen resolution: 1024 by 768 dpi or greater

• Web browser: Safari® 5.1 or greater; Firefox® 7.0, Chrome V14+

SilverlightSilverlight is required to use the administration features of Courier and for downloading large files (> 3 GB).

• Version SL4

• Version SL5

Copyright © 2014 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.

Chapter 2: Getting StartedIntralinks Courier enables you to exchange files from a web browser easily and securely. The files will be uploaded to your exchange, or personal space for sharing couriered files, and the recipients will be notified by email that the files are available for them to access. You can use Intralinks Courier within a web browser, or you can install Intralinks Courier on your computer, depending upon your needs. Packages sent and received in either version of the application can be viewed in the other version, as well.

Intralinks Courier delivers a number of key benefits:

• The ability to distribute files securely via a personal exchange.

• Easy access for document recipients — simply click a link in an email, enter your credentials (if the package is authenticated), and the document is available.

• The ability to keep an audit trail for authenticated files; you are able to track where the files have been sent and who has accessed them.

• Intralinks Courier provides an easy way for you to download packages sent to you if you are an Intralinks user who does not have an Intralinks Courier account.

• The ability to upload package files and recipients from your Intralinks Courier Inbox and Sent Packages screen directly to any Intralinks Platform exchange on which you are a member and on which you have permission to add documents and users. You can also add files received from your Lockbox as well as the users who sent those files.

• The alerts that are sent to package recipients can be customized to conform to your company’s needs. See your customer service representative about branding options.

You can send files as large as 6 gigabytes in size. Keep in mind that very large files or a large number of files will take longer to transfer than a few small files would.

Logging into Intralinks CourierYou can access Intralinks Courier from any computer that has access to the Internet. If you have a Courier account, use the following procedure to log in to Courier:

To log into the Web-based version of Intralinks Courier

1. Using an Internet browser, go to http://courier.Intralinks.com/. The login screen for Intralinks Courier appears.

2. Select a preferred language from the pull-down menu.

3. Enter your email address and Intralinks password.

4. Click Login. Intralinks Courier opens.

Courier opens with the Inbox displayed. The tabs that are displayed, if any, will depend upon the role the user is assigned in the Intralinks platform (for example, Coordinator, Manager, Reviewer, etc.).


Log into Courier from the Intralinks Platform

If you have an account on the Intralinks Platform, you can log into Courier from the Welcome page by clicking the My Courier icon at the bottom left-hand side of the page. Courier will open in a new browser window.

Registering as a new user

Registering as a new user from the Log In screen

If you have a Courier package but are new to Intralinks Courier, use the following procedure to establish an account.

1. Using an Internet browser, go to http://courier.Intralinks.com/.

The login screen for Intralinks Courier appears.

2. Select option No, I am new to Intralinks.

3. Enter your email address.

4. Click Submit.

The following message will display:

“Thank you! You will receive an email shortly with instructions for setting

your password.”

5. Click OK.

6. When you receive the email message, click on the link Activate my account.

7. Select I Agree when the end user license agreement appears and then click OK.

8. Complete the following steps:

• Enter a password.

• Re-enter the password.

• Select a security question from the pull-down menu.

• Provide an answer to the security question.

Click Continue.

If you are not a user of another Intralinks product such as ILP, an End User License Agreement (EULA) will display.

9. To accept the agreement, click the box I Agree and then click OK.

The Courier Inbox will load and the following message will display:

“Thank you! You have activated your Intralinks Courier account.”

10. Click OK.

Registering as a new user from an email alert

If you have never used Courier before and someone has sent you a Courier package, you will need to register with Courier to retrieve your package.

You can start Courier in two ways:

◊ Click the link in your email alert that indicates that a file has been sent to you.


Note: If your email alert displays your Courier alert message in plain text instead of HTML, you won’t see a clickable link. In this case, copy and paste the link text (URL) into a browser address window and press Enter.

or

◊ Type https://courier.Intralinks.com in your browser address window and press Enter.

When the Courier Log In screen appears:

1. Enter your email address.

2. Select No, I am new to Intralinks.

3. Select Continue.

4. Click OK.

• You should receive an email message shortly. If you do not receive this message, your email program may have discarded the message as spam. Check your spam folder or trash for the message.

• Be aware that the amount of time it takes to receive the email message will vary with network conditions.

• When you receive the email message, click on the link Activate my account. A screen will display that allows you to set a password.

5. Complete the steps required for setting your password and click Continue.

6. When the End User License Agreement appears, click the box I Agree and then click OK.

• The Courier Inbox will load and the following message will display: “Thank you! You have activated your Intralinks Courier account.”

7. Click OK and your Courier Inbox displays.


Overview of Courier functionality

Courier functions

Courier functionality is organized under four tabbed sections.

• Inbox

– View all received packages and attached notes

– View all other recipients of this package

– View all responses to each package

– View details of your package

– Filter, sort and delete packages

– Update packages

– Adding users and files to an ILP exchange

– Download the files attached to a package

– Respond to a package using the “Reply to All” button or the reply link in the message.

– View a private message, if provided

– View the file protection assigned to the files you were sent

• Sent Packages

– View all the packages you have sent

– View responses to a package you have sent

– Update packages you have sent

– Download the contents of a package you have sent

– Adding users and files to an ILP exchange

– View a Package Access Report for each package you have sent

Indicates which groups/users viewed and/or printed the package

documents

– View a Summary Report showing the activity for each Web-created package sent

– View the file protection assigned to the files you sent

– View the private message attached to the package, if provided.

– Refresh, sort, delete, and filter your sent packages

• Contacts

– Create contacts

– Import contacts from a file

– View a list of your contacts


– Filter your Contacts list

– Create a Contact group for easy package addressing

– View a report on each contact showing what packages he/she has accessed.

– Sort Contact list columns

– Clear and Refresh the page

• Create Package

– Create and send packages

– Attach files to your packages from a local drive or from an Intralinks Platform exchange

– Apply settings to your packages

Private message

Security

Permissions

Notification

– Apply tracking IDs to packages for billback or accounting purposes

– Add contacts to your contact list

If you are a Courier user authorized to create packages, these tabs will be available for selection when you log into Courier.

If you are not authorized to create packages, you will see a Courier Inbox tab but no other tabs. Not all functions are available to all Courier users.

Additional features

• Create and assign Black/White lists to restrict the domains and/or email addresses to which Courier packages can be sent.

• Access Courier from your Intralinks Platform exchange.

• Use the Intralinks Integration Adapter (ILIA) to:

– automate the process of sending Courier packages

– create, update, and delete Courier accounts.

Settings

The Settings link at the top right-hand corner of the Courier screen allows you to set important options that affect the way your package is handled. These include:

• Include a tracking ID

• Send a copy of the package to yourself (BCC)

• Package security


• File protection

• Lockbox settings

Some of these options are set by your organization, in which case they will not be available to you. They are shown so you will know which settings have been selected.

Need help using Courier?If you are experiencing difficulties using Courier or want to know how a Courier feature works, read through the FAQs at the end of each chapter. If you can’t find an answer to your question, just click the global support team link at the bottom of the Courier screen.


Chapter 3: Using the Courier InboxInbox functions

Your Courier Inbox displays all of the packages that have been Couriered to you. Use the Inbox to perform the following activities:

• View all received packages and attached notes

• View all other recipients of this package

• View all responses to each package

• View details of your package

• Filter, sort and delete packages

• Refresh the Inbox display

• Update packages

• Adding users and files to an ILP exchange

• Download the files attached to a package

• Respond to a package using the “Reply to All” button.

• View a private message, if provided

• View the file protection assigned to the files you were sent

How the Inbox appears If you are a Courier user authorized to create packages, the Inbox will display along with the following tabs:

• Sent Packages

• Contacts

• Create Package


If you are not authorized to create packages, only the Courier Inbox tab will be functional. Not all functions are available to all Courier users.

Working with your Inbox

Selecting a received packages to view

When you log into Courier, you will be taken to your Inbox.

◊ Click on any package in the left-hand pane of the Inbox.

• The most recently received package will be at the top of the list.

• The contents of the package, along with any notes, will be displayed in the right-hand pane.

Package responses

Courier users are able to see all the responses to a package, permitting enhanced collaboration. When you send a package, the number of responses you receive will be shown under the package name.To see the responses to your package:

1. Click on the triangle next to number of responses.

The responder and date are shown for each response to the package.

2. Click on the response you want to view.

The contents of the package, along with any notes, will be displayed in a pop-up window.

Layout of a received package

Title of packageWhen you create a package, you are asked to complete a Subject field. This becomes the title of the package.


Show/Hide details

Show details

◊ Click on the arrow beside Show Details to reveal the following information:

• From—The name and email address of the person who sent the package.

• Expires—The date the package expires (if set). An expired package is removed from the Sent Packages list and recipients of the package no longer have access to it. See Package settings under Sending a Package.

• Last Updated—Indicates if this package was updated, and if so, when.

• Require recipients to log in—Indicates if this was a private package (Yes) or a public package (No).

• Protection— Whether one or more of the attached files are protected. See Package settings under Sending a Package.

Hide details

◊ Click on the arrow beside Hide Details to conceal this information.

To: fieldDisplays your name and the name of all the other recipients of this package.

Package contentsDisplays the name, format, and size of the files included in this package.

Download All buttonThis button allows you to view or download all of the files in your package. If all the file sent to you are protected, the Download All button will not appear. You can view these files by clicking on them.

Viewing or downloading files in a received package

To view or download all of the files in a package:

1. Click the Download All button.

A browser window opens and the following message appears: “Please wait while we locate the requested file.”

2. When a File Download box opens:

• Either, click Open to display the document.

• Or, click Save to open a Save As box. Then navigate to a directory in which to save the file and click Save.

• If there is more than one attached file, they will be packaged in a zip file.You will have the same options to open or save this file.

Note: Some files may be protected and cannot be downloaded. If this is the case, you will see a small padlock icon displayed next to the file name.


Private messageIf you are sent a private message it will not be visible. Click on the Show Private Message button to see it. This option is only available for secure packages (those that require user authentication to open.)

Note areaThe notes area can contain any of the following information:

• A note from the sender

• A link to the Intralinks Help Center.

• A link to the Lockbox, if included.

Replying to a package

When you send a package, you can add a link allowing the recipient to reply to the package. Recipients who are not registered with Courier can only reply if you allow them to, or if you have provided them with a Lockbox link.

Courier users who receive your package can also reply by sending a message or creating a new package, but it will not be grouped as a response in your Inbox. It will be displayed as a separate package.

Replying to a received package using the Reply or Reply to All button

To reply to a package:

1. Click the Send a Reply (or Reply to All) button at the top of the screen (if provided).

A reply box opens.

The response will already have a title, allowing it to be grouped in the receiver’s Inbox with the original package.

The package you are responding to is shown below the reply box.

2. If you wish to include a file with your message, click either the My Computer or the My Exchanges button and select one or more files to upload using the File Upload window.

The name of each uploaded file appears with the word “remove” next to it in parentheses. Click remove followed by Continue if you change your mind and wish to remove the file from your package.

Note: You cannot attach files over 2GB when replying even if you have the ability to create new packages with files over 3GB.

3. In the field below the attached file(s), you have the option to enter a note that will appear when recipients open files in the packages you’ve sent to them. The note can include a description of the files, details about their contents or instructions for their use.

To add a Private Note that can only be viewed when the recipient logs in, click the Private Message button and enter your message in the box that opens.

Note: If restrictions are applied to outgoing messages by your system administrator, you will be unable to add a note.


4. Click Submit to send your response.

Adding files and users to an exchange

The Add to Exchange button can be used to add Courier package files and/or Courier package recipients to one of your existing Intralinks exchanges.

• To add files, your role on the exchange must be Publisher+ or above.

• To add users, your role on the exchange must be Reviewer+, Manager, or Manager+.

Note: Files received from a user’s Lockbox can also be added.

This can save you time when you are trying to populate an exchange. For example, you can use Courier to solicit information and responses and then select the appropriate users and documents to upload.

You can also:

• Select the exchange and folder where you want to place each file.

• Place each user within an existing group, or create a new group for this purpose

– New users added to an exchange will be assigned the role of Reviewer. This role can only be changed from within the IL Platform.

• Permission "See" access to a file by adding users to an existing group.

– Existing user permissions on the exchange will still apply.

– Existing folder permissions on the exchange will still apply.

Note: You can also use the Add to Exchange button from the Sent Packages tab.


Adding files to an exchange

1. Select the Courier package that contains the file(s) you want to add.

2. Select the Add to Exchange button.

The Select the exchange to update box opens.

3. Select the exchange you want to add the file(s) to.

4. When the Choose users and/or files to add to this exchange screen opens, select the Files tab.This option will not be available if you don’t have permission to add users to this exchange.

5. Select the check box(es) next to the file(s) you want to add.

If you are not the owner of a file and it is protected, you won’t be able to add it to the exchange.

6. Click the Select button to identify the folder where you want to upload the files.

The Select a file location box opens.

7. Select a folder and click OK.

8. Click the Update button.

A status message will display the progress of the upload including the name of the exchange being updated.

When the process is completed, the [exchange name] has been successfully updated screen opens.

Note: If a file with that name already exists within the folder you selected, another copy will be added with a version number appended. For example, if you uploaded a file named “budget,” a file named “budget(2)” will be added.


9. If you wish to view the exchange contents, click the Open Exchange button. If not, click Close.

Adding users to an exchange

1. Select the Courier package that contains the user(s) (package recipients) you want to add.

2. Select the Add to Exchange button.

The Select the exchange to update box opens.

3. Select the exchange you want to add the user(s) to.

4. When the Choose users and/or files to add to this exchange screen opens, select the Users tab.

This option will not be available if:

• You don’t have permission to add users to this exchange.

• You sent the package to yourself and there are no other recipients.

A list containing the package recipients will open.

5. Click Add, next to the user’s name, to add that user to the exchange. Or, click Add All to add all the users in the list.

The user’s name appears in the right-hand column.

If you change your mind and decide not to add a user, click the next to the name to return it to the left-hand column.

6. To add users to a group, select one of the following methods.

Add user to an existing group

• Select existing group.


• Select a group.

• Click OK.

A list of current group members displays.

– A gray dot appears next to the names of existing group members.

– An will appear next to the names of the users you want to add to the group.

If you change your mind about adding members to the group, click the in the upper-right-hand corner of the screen. The existing group members will be removed.

If you change your mind about adding a particular user to the group, click the

next to his/her name and the user will be returned to the left-hand column. You cannot remove existing group members.

• Click Update to add the new users to the group.




If you wish to view the exchange contents, click the Open Exchange button. If not, click Close.

Add user to a new group

• Select new group.

• Enter a name for the group.

– The limit is 49 characters

– You cannot use the following characters: < > \

• Select the group type:

– Exchange Group—Members can have any role and cannot see one another.

– Collaboration Group—Members can have any role and can see one another.

– Buyer Group—Members can have only have a Reviewer or Previewer role and can see one another.

• Click OK.

An will appear next to the names of the users you want to add to the new group.

If you change your mind, click the in the upper-right-hand corner of the screen.

7. Click Update to add the users to the group.

The update window will display the progress of the upload. If users fail to get added due to network or other problems, their names will be displayed.

Note: If you are adding a user from a public package who is not currently registered on Intralinks, you will need to complete the information on the following screen and then click Continue.




If you wish to view the exchange contents, click the Open Exchange button. If not, click Close.

Updating a package

You can update a package in your Inbox and resend it if you have entered yourself as a recipient of the original package or if someone has replied to it. This can save you the time involved in creating a new package.

Updating a package in your Inbox

1. Click the Update Package button.

The package opens in the Sent Packages tab.

2. You can change any of the following items:

• Add or remove recipients

• Add or remove files

– Files can be added from a local drive or from an Intralinks Platform exchange


– You cannot attach files over 2GB when updating a package, even if you have the ability to create new packages with files over 3GB.

• Add, remove, or change the expiration date

• Change an existing tracking ID (if required) or add one (if optional)

3. When you have finished making changes, click Send.

Note: If you attempt to send a package to an email address or domain that has been restricted by your Courier system administrator, you will receive a message that the package could not be sent to that recipient. Any other recipients not on the restricted list will receive the package.

Sorting, filtering, and deleting packages

Sorting your received packages

1. Click on the Sort button and select one of the following options from the drop-down list:

• By Date

– The most recent date will be at the top of the list.

• By Subject

– Package subject will be arranged alphabetically, with numbers preceding letters.

• By Sender

– Sender’s names will be arranged alphabetically.

Filtering your received packages

1. Click the Filter button.

The Filter Inbox box opens.

2. Select or complete one or more of the following fields to pinpoint your selection criteria:

• From

– Enter a sender’s name (first, last, or both)

• Organization

– Enter an organization name using the drop-down menu. This filter will show you the packages you received from the specified organization.

• Search for

– Enter a word or words that appear in the title of the package.

• Date Range

– Click the boxes next to the From and To fields and select a date range from the calendars that appear.

• Show Responses Only


– Click the check box Responses Only.

• Show Package set to expire

– Click the check box Package set to expire.

3. Click Update to see your results, if any.

The following message displays: “Viewing x of x packages”.

If you wish to change your selection criteria, click Clear and reenter new choices.

Click Cancel to abort the process.

4. If you wish to return to the full list of received packages, click Refresh.

Deleting received packages

To delete packages from your Inbox:

1. Highlight the package(s) you want to delete by clicking its name in the left-hand panel.

• Use the Shift key and click to select multiple packages in sequence.

• Use the Control key and click to select multiple packages not in sequence.

• If you delete a package, all responses will be deleted as well.

2. Click the Delete button.

You will see the following message: “Are you sure you want to delete these packages and all their contents?”

3. Click Continue to delete the package(s) or Cancel if you change your mind.

Refreshing the Inbox display

The Refresh icon has two functions:

• Click the Refresh icon to view any new Courier packages that have been received since you logged in.

• Click the Refresh icon to reset the Filter functions to the default (all packages shown).

Frequently Asked Questions

Is Courier an email program?

No. To ensure secure delivery, Courier packages are not sent directly through the Internet. In addition, they must contain attachments. Courier packages are placed on a secure server (on an Intralinks exchange) and can only be retrieved by users who have permission to do so. Recipients are sent email alerts telling them that they have a package. If they are registered Courier users, they can click the link in the email alert or log directly on to Courier. Either way, the package will appear in their Inbox. If they are not registered Courier users, they can click the link in the alert message to retrieve the package. They may be asked to register at this time.


The Courier Plug-in for Outlook (2010) can be used in conjunction with your Outlook email program. In this case, you have the choice to convert your email messages to Courier packages, if they contain attachments.

Do all Courier packages require an attachment?

No, attachments are optional.

When I respond to a package, why don’t I see a copy of my response in the Sent Packages tab?

You will not be able to see your own responses to a package. The Courier user who sent the original package will see the response in his/her Inbox, grouped under the package name.

If you send a package and solicit responses they will appear grouped together in your Inbox. This allows you to track the responses you receive for a given package.

Why can’t I reply to certain packages?

The package sender must activate the Allow Response feature in order for you to respond.

You can send a new package in response, but it will not be grouped with the original package in the receivers Inbox. It will appear as a separate package.

What happens when I delete packages from my Inbox?

You can delete packages from your Inbox just as you do with email.The packages will not be deleted from the Sent Packages list of other people who sent these packages to you. No alerts will be generated.

Why can I no longer see a package in my Inbox that was there before?

The person who sent it to you has deleted it from his/her Sent Packages tab or the package has expired.

When I tried to open a Microsoft Office file, why was I prompted to log in?

The person who sent you the file has applied security to the file so unauthorized users cannot view or print it.

I clicked Download. Why didn’t Courier download all of the files in the package I received?

Some files may be protected and cannot be downloaded. You can only view them from within the Courier application.


When I tried to open a file, why did I receive the message “This file is no longer available.”?

The package containing the file may have been deleted by the sender.

When I tried to reply to a package, why did I receive the message “This package is no longer available. Your reply will not be sent.”?

The package may have been deleted by the sender or it may have reached its expiration date.

Can I download large files using Courier?

You can download files up to 3GB in size using Courier.

If you wish to download files between 3GB and 6GB you must install the Courier Download Wizard. The Download Wizard only works with private packages.

Courier will automatically detect when you are trying to download a file over 3GB and will give you the option to install the Download Wizard.

• Courier Download Wizard works with the following versions of .NET 2.0 (SP2) to 3.5 (SP3).

• Courier Download Wizard works with all versions of Internet Explorer.

• Courier Download Wizard works only with Firefox 3.0.x and also requires an additional plug-in: FFClickOnce.

• Courier Download Wizard does not work with Chrome, Safari, or any browsers other than those listed above.


Chapter 4: Create PackageThe Create Package tab

The Create Package tab allows you to perform the following functions:

• Create and send packages

• Attach files to your packages from a local drive or from an Intralinks Platform exchange

• Add a text note to the package

• Apply the following settings to your packages:

– Private message

– Security

– Permissions

– Notification

• Apply a tracking ID to a package

• Add contacts to your Contacts list

Creating packages

The Create Package screen has two sections:

• An area to create, address and send your package (left pane).

• An area to apply packages settings (right pane).


Sending a package

1. Enter one or more email addresses in the box next to the To button. Addresses should be separated by a semicolon. You can enter your own email address if you want to receive a copy of the package in your Courier Inbox. Your can also enter the name of a Contact Group and all of the names in the group will be entered.

You can also click the To button and select one or more of your contacts by clicking in the box next to their name(s) or group(s). (If you select the box next to the word Name at the top of the list, all the entries will be selected.)

Next, click Add to enter your selections. You can also click Cancel to quit.

2. Enter a description of the package in the Subject field (60 characters maximum).

This name will appear as the subject of the email alert that is sent to your recipients to let them know that you have sent files to them. It also will appear on the Sent Packages screen once the package has been sent. For these reasons, we recommend that you use words that clearly describe the contents of the package or its purpose.

3. If you wish to attach a file, click either the My Computer button to attach a file from a local drive, or click the My Exchanges button to attach a file from one of your Intralinks Platform exchanges.

• If you chose the My Computer button, select one or more files to upload using the File Upload window and then click Open.

• If you chose the My Exchanges button, select an exchange from the “Select an exchange” window. Then select a folder and click the check box(es) next to the files you wish to load and click the Attach button.

• The name of each uploaded file appears with the word “remove” to the right in parentheses. Click remove followed by Continue if you change your mind and wish to remove the file from your package.

4. In the field above the Send button, you have the option to enter a note that will appear on the alert that recipients receive for the packages you’ve sent to them. The note can include a description of the files, details about their contents or instructions for their use.

Note: Your Courier System Administrator has the option to turn this feature off. If this is the case for your exchange, you will not see the note field and will not be able to enter a note.

Your entry in this field can be viewed by anyone who views a copy of the email alert, so avoid including confidential or sensitive information here.

Package settings5. The Security options available in this section may have already been set by your

organization as a matter of company policy. If this is the case, you will not be able to change these settings.For sensitive information:

• Select the checkbox that reads Make this message private. Recipients will be required to login to view this message.

• Click Continue.


• Enter your message in the text box. Adding a private message will require package recipients to log in to access your package. Your private message will appear on a pop-up screen once the recipient logs in.

If you deselect Require login to view package under Security and press Continue when the warning message appears, your private message will be made public.

6. If this package contains sensitive information, require the recipient to enter his or her email address and Intralinks password in order to access the package. To do so, select the Require login to view package check box.

If you don’t select this option, you will be sending a public package. You cannot prevent recipients from forwarding a public package to others. If you have allowed recipients to respond to your package, you may receive responses from everyone who receives a forwarded copy.

7. Mark the Delete package and replies on option and select a date if you want to limit the amount of time recipients will have to access the files in the package. After the date specified, the files will no longer be available to the recipients. If you do not specify an expiration date, the files will be available indefinitely. You cannot change the expiration date if you update the package later.

Next, determine whether the contents of the package should be protected. Depending upon the type of files that you are sending, you can either prevent recipients from downloading copies of the files or require them to enter their email addresses and passwords before viewing downloaded copies. You also can prevent recipients from printing the files. Your selection here affects only specific file types; other types of files cannot be protected in this way.

The following file types can be protected.

• PDF (Portable Document Format)

• Microsoft Word (DOC, DOCX)

• Microsoft Excel (XLS, XLSX)

• Microsoft PowerPoint (PPT, PPTX)

The following versions of Microsoft Office files can be protected:

• 2010

• 2013

• 2016

Select one or both of the following options. If you don’t select either of these options, recipients are allowed to print the files and to download copies of the files to their computer or a network drive.

• Do not allow Save – Choose this option to limit recipients’ ability to download and share files. Microsoft Office files can be downloaded, but recipients who download them will be required to enter their email address and password in order to open the files. All Microsoft Office and PDF files in your packages will be affected if you choose this option.

• Do not allow print – Choose this option if recipients will not be allowed to print the files or download them (PDFs) or open them without entering their


credentials (Microsoft Office files). If you choose this option, the Microsoft Office and PDF file types listed above will be affected.

Notes:

– If you select Do not allow Save, viewers will be able to print the file and share the printed copy with others. If contents of the file are particularly sensitive, consider the selecting both options, which provides a higher level of security.

– If you select Do not allow Save for a public package, recipients can’t save the package but they can share the information by forwarding the package because no password is required.

Intralinks Viewer

If Intralinks Viewer, Intralinks’ proprietary document viewer application, is enabled on your exchange, you also have the option to use it. Intralinks Viewer provides enhanced security for PDF documents, Microsoft Excel documents, Microsoft PowerPoint documents, and Microsoft Word documents. The Viewer provides an alternative to Adobe Reader and similar tools. Intralinks Viewer is enabled by default on your exchange but if you experience any problems, call your customer service representative.

• If you send a secure package, you have the ability to select the type of protection: Intralinks Viewer or IRM. If Intralinks Viewer does not function for some reason, the package will be opened using IRM.

• If you send a public package, Intralinks Viewer will be selected automatically. No backup is provided in the event of failure.

For more information, see the Intralinks Viewer Quick Reference.

8. Under Permissions, select Allow replies back to package if you want recipients to be able to send a package in return. You cannot change this setting if you decide to update the package and resend it.

If you delete the package from your Sent Packages screen, no one will be able to respond to it. It will be deleted from the recipient’s Inbox, or in the case of non-registered recipient, the email response link will become inactive.

Select Allow recipients to see replies if you want the recipients of your Courier packages to be able to see each other’s replies.

9. Under Notification, select the Confirm Delivery check box if you wish to receive email notification that your package has been sent successfully. You cannot change this setting if you decide to update this package and resend it.

10. Select the Notify me when a file is opened check box if you wish to receive an email notification:

• For each recipient who has downloaded a file from a private package (one that requires the recipient to log in):

– You will receive email notification only on the first download by each recipient.

• When a recipient has downloaded a file from a public package:

– You will receive one email notification each time the file is downloaded.


You cannot change this setting if you decide to update this package and resend it.

11. Click the check box “Use these settings for future packages” if you wish to save these settings for future use. You can always alter them for an individual package.

12. If your organization assigns tracking IDs to clients, projects, or cost centers for billing or auditing purposes, you may be required to enter one for each package you send. If this is the case, either:

• Type a tracking ID in the Tracking ID box

• Select the list icon next to the Tracking ID box, select a tracking ID from the list, and click OK.

If your organization pre-assigns tracking IDs, you can see the name or organization associated with a given ID number by clicking the box to the right of the pull-down menu.

13. Review your selections, then click Send. Or, if you don’t want to send the package, click Cancel.

14. When you send a package, you will see status messages at the bottom of the screen. When you see the message “Package Sent Successfully” you have the option to click the View Items button to review the contents of the package you just sent.

Note: If you are uploading files that exceed 2GB in size you must have Silverlight (3.0 or 4.0) installed. If Silverlight is not installed, you will see a message indicating that packages with large files cannot be sent.

Once you submit a package• When you click Submit, the selected files are sent to your Courier exchange

and email alerts are sent to the recipients. (A single alert is sent to each recipient, regardless of the number of files included in the package.)

– The alert will provide a link to the files.

Note: Recipients receive alert notification when they receive a

package with no attached documents that contains a private note.

– If recipients are registered Intralinks users, they also can log into Intralinks, navigate to the Intralinks exchange, and access the files there.

• Recipients who are not Courier clients will be able to log in.

– They will see an HTML version of the Inbox where they can view the files. They will see no other tabs.

– They will be able to respond to the package, if you have given them permission to do so.

– They can also respond to any package using the Intralinks Courier Lockbox feature (if enabled, and if they have permission to do so).

• If you have selected Confirm Delivery, you will receive email notification that your package has been sent successfully.

• If you have selected the Notify me when a package is opened, you will receive an email notification when the package is downloaded (see above for details).


• If you or your Courier system administrator has activated the BCC option for your account, a copy of the package you sent will be sent to your inbox.

• If you attempt to send a package to an email address or domain that has been restricted by your Courier system administrator, you will receive a message that the package could not be sent to that recipient. Any other recipients not on the restricted list will receive the package.

• If you have not sent a package to this email address before, the recipient(s) will be added to your Contacts list.

Adding contacts manually

When you send a package to an email address not already on your Contacts list, it is added automatically. You can also enter new contacts manually.

To add contacts to your Contacts list

1. Click the To button.

2. When the Select your package recipients.. box opens, select the New Contacts tab.

• Type the Email address of the new contact and press the Tab key.

• Type the First Name and press the Tab key.

• Type the Last Name and press the Tab key.

• Type the Organization and press the Tab key.

• Type the Phone number and press the Tab key.

3. Press Add.

The email address of the new contact appears in the To window.

The new contact will be added to your Contacts list once you send the package. If you cancel the package, the new contact will not be added.


What are private and public packages?

A private package is one that requires the recipient to log in to access it.

With a public package, anyone who has your email alert can open it. Remember that people can forward email and you don’t always know who will have access to the package once you send it.

Do all Courier packages require an attachment?

No, attachments are optional with packages.


Why can’t I change some of my Courier settings; the choices are grayed out?

Your Courier administrator has implemented company-wide policies that apply to all or a group of users. You cannot override these settings. For example, company policy may mandate that all packages require the recipient to log in, or that tracking IDs must be associated with every package.

If I require recipients to log in, what will they have to do?

The recipient will be informed that someone is sending them confidential material and that logging in assures that this package can’t be seen by others.

Recipients who use another Intralinks product, log in using their existing Intralinks credentials.

A recipient new to Intralinks will need to activate his/her Courier account before they can open the package. They enter their email address, press submit, and receive an email alert with a link to activate the account. This is a one-time process and does not take long.

What kinds of files are protected, if I enable this option?

The following files types can be protected. Other file types cannot be protected.






• 2010

• 2013

• 2016

Intralinks ViewerIf it is enabled on your exchange, you also have the option to use Intralinks Viewer, Intralinks proprietary document viewer application. It provides enhanced security for PDF documents, Microsoft Excel documents, Microsoft PowerPoint documents, and Microsoft Word documents. The Viewer provides an alternative to Adobe Reader and similar tools. It also allows Macintosh computer users to view protected documents. Intralinks Viewer is enabled by default on your exchange but if you experience any problems, call your customer service representative.





What is a tracking ID?

Some companies assign tracking IDs to clients, projects, or cost centers for billing or auditing purposes. You may be required to enter one for each package you send by either:

• typing a tracking ID in the Tracking ID box, or

• select a tracking ID from a pull-down list.

You will see the Tracking ID box whether the feature is required or not. If it is required and you try to send a message without adding an ID, you will receive an error message.

If I select “Notify me when file is opened,” will I be swamped with email notifications?

Here are the rules governing the Notify me when file is opened feature.





Because you can’t determine how many people will access a public package, this feature should be used cautiously under these circumstances. If you want to know how many people have looked at the files, use the Access Report feature on the Sent Packages tab.

If I send a package to a non-Courier user, can he/she respond?

There are three ways to allow recipients who are not registered Courier users to respond to the packages you send them.

• By including a Lockbox URL in your email alert.

• By selecting Allow Response under Package Settings.

– The following link will be added automatically to the email alert when it is sent:

You may reply back to <name> securely with large files.

Use the Lockbox feature if you are soliciting information from users who may not be known to you. Example: You are an employer soliciting resumes. Example: You are a film director seeking screenplays.

Use the Allow Response feature for private package replies (those that require use authentication) from a select group of people. Example: I am a lawyer who needs my clients to respond to certain documents.


Use the Allow Response feature for public package replies when you are not concerned about who sees the package. Example: I am a screen writer soliciting responses to my screenplay.

Why am I getting a message that packages with large files cannot be sent when I try to send a package?

Courier requires Silverlight (3.0 or 4.0) to upload files over 2GB. The maximum file size is 6GB.


Chapter 5: Using the Sent Packages TabThe Sent Packages tab

The Sent Packages tab allows you to perform the following functions:

• View all the packages you have sent

• View responses to a package you have sent

• Update a package you have sent

• Download the contents of a package you have sent

• Adding users and files to an ILP exchange

• View a Package Access Report for each package you have sent

• View an Activity Report summarizing current information about who has accessed your package.

• Indicates which groups/users viewed and/or printed the package documents

• View the file protection assigned to the files you sent

• View the private message attached to the package, if provided.

• Refresh, sort, delete, and filter your sent packages

Viewing your sent packagesThe Sent Packages tab allows you to view all of the packages you have sent. To view a sent package:

◊ In the left-hand pane, highlight the name of the package you want to review.

The package details display in the right-hand pane.

The number of responses to this package, if any, are shown on the Responses button in the upper-right hand corner (above the orange Update Package button).


Viewing responses to a sent packageTo view all the responses to a package you have sent:

◊ Click the Responses button.

The Inbox displays with the responses highlighted.

Adding files and users to an exchangeThe Add to Exchange button can be used to add Courier package files and/or Courier package recipients to one of your existing Intralinks exchanges.

See Using the Courier Inbox: Adding files and users to an exchange.

Updating a package

UpdatingYou can update an existing package and resend it. This can save you the time involved in creating a new one.

You can make the following changes to a secure package and resend it:

• Add or remove recipients

• Add or remove files

– Files can be added from a local drive or from an Intralinks Platform exchange

– You cannot attach files over 2GB when updating a package, even if you have the ability to create new packages with files over 3GB.

• Add, remove, or change the expiration date

• Change an existing tracking ID (if required) or add one (if optional)

To update a package

1. Click the Sent Packages tab.

2. Highlight the package you want to change and click the Update Package button. The Update screen appears.

3. Make changes to the package. You can only make the changes listed above.

4. When you have finished making changes, click Send. If you change your mind and wish to return to the Sent Packages tab, click Cancel.

Note: If you attempt to send a package to an email address or domain that has been restricted by your Courier system administrator, you will receive a message that the package could not be sent.

Viewing or Downloading the contents of a sent package

Viewing or downloading files in a sent package

To view or download the files attached to a sent package:

1. Click the Download All button.


A browser window opens and the following message appears: “Please wait

while we locate the requested file.”

2. When a File Download box opens:

• Either, click Open to display the document.

• Or, click Save to open a “Save As” box. Then navigate to a directory in which to save the file and click Save.

• If there is more than one attached file, they will be packaged in a zip file. You will have the same options to open or save this file.

Note: Some files may be protected and cannot be downloaded. If this is the case, you will see a small padlock icon displayed next to the file name.

Viewing an Activity ReportThe Activity Report provides the following information about each package you send.

• The number of people you sent the package to and the number who have accessed (viewed, opened, saved, or printed) it.

– This is expressed as “x/x active recipients, where the first “x” is the total number of recipients and “x active” the recipients that accessed it.

The following summary information is provided for each active recipient:

• Name

• Email address

• The total number of file views.

– This is the total number of file views for all the files that were viewed. (Be aware that some files may not have been viewed.)

• Whether the recipient viewed a private message (if included).

– A recipient can view a private message by clicking an email link to the package or by logging in to his/her Courier Inbox and clicking on the Show Private Message button associated with the package.

• How many times the recipient replied to the package, if any.

Viewing the Activity Report for a package

1. Select a package in the Sent Packages tab.

2. Click the View Activity tab.

The “Active Recipients” box opens with summary information for the package.


Viewing a Package Access Report

The Package Access ReportThe Package Access Report provides information about which groups and users viewed and/or printed the documents in your secure or public package as well as users who responded with an attachment.

For each file in a package, the following information is provided:

• The number of package replies with attachments

• The total number of users/groups that viewed or printed the documents in your package.

• The organization that each viewer belongs to

• The type or role of each viewer

• Whether access was allowed for that viewer

– Viewers who have been deleted from will show an access type “Disallowed”

• Whether the user viewed and/or printed the document and how many times

– A report for a public package will show the number of times a document is viewed or printed but it will not identify individual viewers.

• The date and time the document was first viewed

• The date and time the document was last viewed

• The version number of the document

Viewing a Package Access report

1. Select the Sent Packages tab.

2. Select a package from your list of sent packages.

3. Click the Access Report button on the right-hand side of the screen.

The Package Access Report will open in another window.


Refresh, sort, delete and filter your sent packages

Refresh

The Refresh icon has two functions:

• If you have just sent a package, it will not appear on the Sent Packages list until you click the Refresh icon.

• Click the Refresh icon to reset the Filter functions to the default (all packages shown).

SortYou can sort your list of sent packages by:

• Date: Dates packages were sent (earliest date first)

• Subject: Subjects of message in alphabetical order (numbers, A-Z)

Sorting your sent packages

◊ Click on the Sort pull-down menu and select one of the following options:

• Date

• Subject

To return to the default setting, click the Refresh icon.


DeleteIf you delete a package from your Sent Packages list:

• The package will be deleted from the Inbox of each recipient. No warning message will be provided to the recipients.

• If a registered or non-registered Courier recipient clicks on the open link in the alert email, they will receive the following message:

We could not retrieve the details of your package. The package does not exist, or you do not have access to this package.

• If a registered or non-registered Courier recipient clicks on the reply link in the alert email, they will receive no error message but they will be unable to access the package.

Deleting sent packages

To delete packages you have sent:

1. Highlight the package(s) you want to delete by clicking its name in the left-hand panel.

• Use the Shift key and click to select multiple packages in sequence.

• Use the Control key and click to select multiple packages not in sequence.

• If you delete a package, all responses will be deleted as well.


You will see the following message: “Are you sure you want to delete these

packages and all their contents?”

3. Click Continue to delete the package(s) or Cancel if you change your mind.

FilterYou can filter your sent packages list by a variety of criteria. You can combine these criteria to narrow your search.

Filtering your Sent Packages list

To create and run a filter:


The Filter box opens (shown above).


2. Select one or more of the following filter criteria:

• To

– Enter a recipient’s name (first, last, or both)

• From

– Enter a sender’s name (first, last, or both)

• Organization

– Enter an organization name using the pull-down menu. This filter will show you the packages you sent to the specified organization.

• Search for

– Enter a word or words that appear in the title of the package.

• Date Range

– Click the boxes next to the From and To fields and select a date range from the calendars that appear.

• Show

– Select the check box for Package set to expire.

3. Click Update to see your results, if any.

The following message is displayed: “Viewing x of x packages”.

If you wish to change your selection criteria, click Clear and reenter new

choices.

Click Cancel to abort the process.

4. If you wish to return to the full list of received packages, click the Refresh icon.



What happens when I delete a package from my Sent Packages list?

If you delete a package from your Sent Packages list:

• The package will be deleted from the Inbox of each recipient. No warning message will be provided to the recipients.

– All responses to this package in your Inbox will be deleted as well.

• If a registered or non-registered Courier recipient clicks on the open link in the alert email, he/she will receive the following message:

We could not retrieve the details of your package. The package does not exist, or you do not have access to this package.

• If a registered or non-registered Courier recipient clicks on the reply link in the alert email, he/she will receive the following error message:

We could not retrieve the details of your package. The package may have been deleted by the sender.


Chapter 6: Managing Your ContactsThe Contacts tab

The Contacts tab allows you to perform the following functions:

• View a list of your contacts.

• Add new contacts

• Import contacts in bulk from an Excel or .csv file

• Refresh your Contacts list

• Filter your Contacts list

• Create a Contact group for easy package addressing

• View a report on each contact showing what packages he/she has accessed.

Your Contacts listThe Contact list enables you to send Courier packages without entering the full email address of each recipient. Once a name is entered into the Contact list, the email address will be completed automatically when you type the first few characters into the “To” box on the Create Package screen.

Contacts can be created in three ways:

• When you send a Courier package, the names of the recipients are entered automatically in the Contacts list.

• You can enter contacts manually using the “New Contact” button.

• You can import contacts in bulk from an Excel or .csv file

Managing your Contacts listYour Contacts list contains information about all the people to whom you have sent new or updated packages.

To view your Contacts list

◊ Click the Contacts tab.

The Contacts list is displayed.

To add new contacts

To add new contacts to your Contacts list:

1. Select All my contacts from the “Contacts” pane on the left-hand side of the screen.

1. Click the Add Contacts button.

The Add Contact box opens

2. Enter the email address of the contact and press Enter.


Courier will see if the contact is already registered. If so, it will complete the remaining required fields. If not, enter the following information.

• First name

• Last name

• Organization

• Phone

(See the table in Appendix B: Importing Contacts for validation rules.)

3. If you want to add the contact to a group:

• Enter a new group name in the box provided, and/or

• Select an existing group or groups by clicking the appropriate check box(es).

4. Click Add.

The contact will be

• Registered in the Intralinks Global User Directory (GUD)

• Added to your exchange

• Added to the Contacts list which will be visible on the Contacts screen and available from the Create Package tab when you send packages.

• Added to any Contact group or groups you specified.

Importing contacts from a file

You can import contacts in bulk from an Excel or .csv file.

1. Select All my contacts from the “Contacts” pane on the left-hand side of the screen.

2. Click the Add Contacts button.

The Add Contact box opens

3. Click the Choose File button under the heading “Import multiple contacts from a spreadsheet” in the right-hand pane.

The “Choose File to Upload” box opens.

4. Select a .csv or Excel file and click Open.

The file name appears next ot the Choose File button.

5. Click the Import button.

If the import was successful, you will see the following message: “Thank You! Contacts were successfully imported.” Click OK to close the message box. The new contacts will appear in your contact list.

If the import was partially successful or unsuccessful, you will receive an error message telling you what to correct. The rules for formatting a contact file can be found in Appendix B: Importing Contacts.


To refresh your Contacts list

If you have just added someone to your Contacts list, you will need to refresh the screen before the new contact information is displayed. To display the latest contact information:

◊ Click the Refresh button.

Filtering your Contact list

To filter your Contacts list:

1. Enter a first name, last name, or other search string in the Search contacts field.


The following message displays: “Showing x of x contacts”.

If any contacts match your search criteria, they will be displayed. To return to the full list, click Clear or Refresh.

Create a Contact group

If you frequently send Courier packages to the same group(s) of people, you can enter the names of multiple recipients in a distribution list to simplify package addressing.

1. Click the check box next to the name of each of the contacts you wish to add to the group.

2. Click the Add to Group button.

The Contact Groups screen is displayed.

3. Enter a unique group name and click Done.

The following message is displayed: “[Group Name] has been updated. Click on a group to view or edit details.”

4. Click OK.

The name of the Contact group will appear in the Contacts pane along with an indication of how many contacts are in the group.

Use a Contact group

1. Select the Create Package tab.

2. Enter the Group name in the To: field.

The email address of all the people in the Contact group are displayed.

Edit a Contact group

1. Highlight the name of the Contact group in the Contacts pane.

2. Then:

• If you are adding new members to the group, click Update Group and select the check box(es) next to the name(s) you wish to add.

• If you are removing members from the group, select the check box(es) next to the name(s) you wish to add and click Remove Contacts.


3. Click Save.

A confirmation message will be displayed.

4. Click OK.

Delete a Contact group

1. Highlight the name of the Contact group in the Contacts pane.


3. When the confirmation message is displayed, click Continue.

Viewing a Recipient Access report

The Recipient Access reportThe Recipient Access report provides the following information about every package you have sent to a given contact.

• The name of your Courier exchange

• The date and time you asked for this report

• The recipient’s name

• The recipient’s email address

• The package name

• The package tracking ID (if required)

• The date and time the package was sent

• The date and time the package was last modified

• The date and time the package expires (if required)

• The names of all the documents in the package

• The number of times each document was accessed

• The first date each document was accessed

• The last date each document was accessed

• The number of times each document was printed (if the document is protected)

Viewing a Recipient Access report

◊ Click on the Report check box for a specific contact.

The report opens in a separate browser window.


Chapter 7: Setting PreferencesThe Settings link

The Settings link, at the top of the screen, can be used to set your default preferences for the packages you send. It is also used to enable the Lockbox feature.

General rule

Include a tracking ID1. This is a view-only field that will tell you whether your company policy requires you

to enter a tracking ID. If you see a mark in the check box, you are required to:

• Enter a tracking ID in the tracking ID field before sending a package, or

• Select a tracking ID from the pull-down list before sending a package.

If the you don’t see a mark in the check box, you will still see the Tracking ID field, but you have the option to enter or not to enter a tracking ID before sending a package.

Automatically BCC me2. If the BCC option is active for your account, a copy of the each package you send

will be sent to your Inbox. This setting is created by your Courier system administrator and you cannot change it. It is included here so that you will know if the setting is on or off.

3. Click Update to save your settings.

Package settings

Package Security1. Intralinks allows users to send packages that contain nonsensitive information

without requiring recipients to enter their email addresses and Intralinks


passwords in order to access the packages. These are known as unauthenticated packages. Unauthenticated packages allow users greater flexibility and provide recipients with anonymity, but you cannot prevent recipients from downloading or printing the contents of unauthenticated packages, or from sharing the package contents with others.

Packages that require authentication offers enhanced security and many companies make this a standard policy. Mark the Require recipients to log in to view packages setting to ensure that all packages recipients log in to view their packages.

Additionally, with an authenticated package, you can send a public note that everyone can see or a private message that only the package recipient can see. Mark the All messages are private setting to ensure that the package text is sent as a private message.

2. Mark the Delete package and replies on option and select a date if you want to limit the amount of time recipients will have to access the files in the package. After the date specified, the files will no longer be available to the recipients. If you do not specify an expiration date, the files will be available indefinitely. You cannot change the expiration date if you update the package later.

For PDF and Microsoft Office files3. Depending upon the type of files that you are sending, you can either prevent

recipients from downloading copies of the files or require them to enter their email addresses and passwords before viewing downloaded copies. You also can prevent recipients from printing the files. Your selection here affects only specific file types; other types of files cannot be protected in this way.

The following file types can be protected.






• 2010

• 2013

• 2016

Select one or both of the following options. If you don’t select either of these options, recipients are allowed to print the files and to download copies of the files to their computer or a network drive.

• Do not allow Save – Choose this option to limit recipients’ ability to download and share files. Microsoft Office files can be downloaded, but recipients who download them will be required to enter their email address and password in order to open the files. All Microsoft Office and PDF files in your packages will be affected if you choose this option.

• Do not allow print – Choose this option if recipients will not be allowed to print the files or download them (PDFs) or open them without entering their


credentials (Microsoft Office files). If you choose this option, the Microsoft Office and PDF file types listed above will be affected.

Notes:

– If you select Do not allow Save, viewers will be able to print the file and share the printed copy with others. If contents of the file are particularly sensitive, consider the selecting both options, which provides a higher level of security.

– If you select Do not allow Save for a public package, recipients can’t save the package but they can share the information by forwarding the package because no password is required.

Intralinks Viewer

You also have the option to use Intralinks Viewer, Intralinks proprietary document viewer application. It provides enhanced security for PDF documents, Microsoft Excel documents, Microsoft PowerPoint documents, and Microsoft Word documents. The Viewer provides an alternative to Adobe Reader and similar tools. It also allows Macintosh computer users to view protected documents. Intralinks Viewer is enabled by default on your exchange but if you experience any problems, call your customer service representative.




Permissions4. Select Allow replies to package if you want recipients to be able to send a

package in return. You cannot change this setting if you decide to update the package and resend it.

If you delete the package from your Sent Packages screen, no one will be able to respond to it. It will be deleted from the recipient’s Inbox, or in the case of non-registered recipient, the email response link will become inactive.

5. If you select Allow replies to package, you have the added option to select Allow recipients to see replies if want the recipients of your Courier packages to be able to see each other’s replies.

Notification6. Select the Confirm Delivery check box if you wish to receive email notification

that your package has been sent successfully. You cannot change this setting if you decide to update this package and resend it.

7. Select the Notify me when a file is opened check box if you wish to receive an email notification:






You cannot change this setting if you decide to update this package and resend it.


Intralinks Courier Lockbox

Intralinks Courier Lockbox provides an easy way for recipients of your packages to send messages and/or files back to you. Your recipients do not need to have an Intralinks Courier exchange themselves in order to use Lockbox. If you choose to use Lockbox, recipients will have access to a Web-based application that will enable them to send messages and/or files back to you.

Lockbox packages are limited to 2 GB.

You decide whether to enable the Lockbox for your exchange. If you do, you will need to generate an address, or URL, for the Lockbox.

You can change this address periodically, and you can choose whether to share the address with individual recipients. (The URL for your Lockbox is unique to you, so people will need the address in order to send files to you.)

To enable Lockbox for your exchange

1. Click the Settings link at the top of the screen.

2. Under Lockbox Setting:, select the following option:

• Allow others to send packages to my Lockbox

3. Under Accept Lockbox packages from:, select one of the following options:

• Accept from anyone

• Accept from my package recipients

4. Click Update to save your changes.

To send a package with a Lockbox link


2. Highlight the Lockbox URL and click Copy.

3. Click the Create Package tab.

4. Paste the Lockbox URL into the Notes section (above the Submit button).

5. Enter a note above the URL such as: “To respond to this package, use my Lockbox URL.”

6. Complete your package and click Submit.

To disable Lockbox for your exchange



2. Under the Lockbox settings heading, select the Disable Lockbox option.


To reset your Lockbox address

1. To create a new address, or URL, for your Lockbox click the Generate a new URL button.

A new URL appears in the field above the button. You can create a new address as frequently as you like. (Keep in mind that anyone who has your existing address will no longer be able to send packages to you.)



Why can’t I change some of my Courier settings; the choices are grayed out?

Your Courier administrator has implemented company-wide policies that apply to all or a group of users. You cannot override these settings. For example, company policy may mandate that all packages require the recipient to log in, or that tracking IDs must be associated with every package.


Appendix A: Performance Guidelines and LimitationsIntralinks Courier for the Web

Performance Aspect Guideline Comments

File upload size (for create packages)

6 GB Silverlight 4.0 or 5.0 must be installed and enabled to upload files over 2 GB.

File download size for secure packages

6 GB The Courier Download Wizard is required to download files over 3 GB.

Courier Download Wizard works with .NET 2.0 (SP2) to .NET3.5 (SP3).

Courier Download Wizard works with all versions of Internet Explorer.

Courier Download Wizard works only with Firefox 3.0.x and also requires an additional plug-in: FFClickOnce.

Courier Download Wizard does not work with Chrome, Safari, or any browsers other than those listed above.

File download size for public packages

3 GB

Max. files per package 600 Over 50 files, other IL Courier functionality such as the Package Access report may suffer performance degradation.

Package size Unlimited

Bulk account creation 1000

Total number of recipients 200 new IL users may be added to a package in the ILC Web client (new users are recipients to whom you are sending a package for the first time)

500 existing IL users may be added to a package in the ILC Web client

500 maximum recipients for an IL Courier package


Package subject field 60 characters maximum

Text limits In Secure Note: 4000 characters

In regular note: 2500 characters

Email addresses Maximum length = 100 characters

Contact group names Restricted characters ("\ < > @ ;" are not allowed)

Length (max 200 char)

Black/White lists Maxiumum entries = 100

Performance Aspect Guideline Comments


Appendix B: Importing ContactsIf you wish to import contact information into Courier from an external file, please observe the following rules.

Supported File TypesThe following file types can be imported into Intralinks Courier:

• Comma separated value (.csv)

• Excel 2010, 2013 or 2016 (Windows) or 2016 (Macintosh) (.xls, .xlsx)

Files in .txt format are not supported. You must convert these files into one of the supported file types.

Column layout of imported filesImported files must include the following column heads:

• One of the following: Email, E-mail, E-mail Address. or E-mail Address 1

• One of the following: Company, Organization

• One of the following: First Name, First

• One of the following: Last Name, Last

• One of the following: Business Phone, Work Phone, Work Phone 1, Phone, Mobile Phone

How Courier reads column heads• Case is ignored (for example, you can title a column “Phone” or “phone,” “E-

Mail” or “e-mail”).

• If any of the required columns heads are not present in the file, the import process will stop and an error message will be displayed.

• Only data in the columns shown above will be imported. All other columns will be ignored.

• A contact will not be imported if all of the required information is not present.

• If Courier has an existing record for a user, the data in the file will be ignored.

• If you have multiple columns for one of the categories above, only the first valid one will be imported. (For example, if you have “Company” and “Organization,” only the first will be imported.)

• In regard to phone numbers:

– Courier will look first for Business Phone. If this is not found, Courier will look for Mobile Phone.

– Courier will look next for Work Phone. If this is not found, Courier will look for Mobile Phone.

– Courier will look next for Work Phone 1. If this is not found, Courier will look for Mobile Phone.


– Courier will look last for Work Phone. If this is not found, Courier will look for Mobile Phone.

Missing or incorrectly formatted dataAt the end of the importation process, a message will list any missing or incorrectly formatted data.

• You can correct the input file and resubmit it. Only the corrected contacts will be imported.

• Or, you can enter the contacts one at a time, using the Courier “Creating a New Contact” screen.

Validation rules for importing contacts

Source file Limit 3000 contacts

Email addresses Limit: 100 char.

Organization Limit: 49 characters.

Restricted characters: / @ , ~ % + : { } ( ) [ ] < > | ` ; \ "

First name Limit: 29 characters.


Last name Limit: 29 characters.


Phone number Limit: 240 characters. No letters.


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