File Transfer User Guide

Please go to https://hlsfiletransfer.law.harvard.edu to access HLS Secure File Sharing.

Types of Accounts

HLS Users - Users with an HLS e-mail Address can send files to anyone, but cannot see other user’s files or perform any administrator functions.

External Recipients – An external recipient can only receive files from and send files to HLS Users.

Difficulty Logging in?

If you are having difficulties logging into your Secure File Transfer Account, please contact the Help Desk by e-mail:  HLSHelp@law.harvard.edu or by phone: 617-495-0722.

HLS Users

Login

Your username is your full HLS e-mail Address, e.g. jharvard@law.harvard.edu, jharvard@jd16.law.harvard.edu, or jharvardjd16@clinics.law.harvard.edu. Your password will be the same password you use for systems such as Helios, Myrooms and secure web pages on www.law.harvard.edu. (This is your ME/LDAP password.)

Forgot Your Password?

HLS Users who forgot their password should contact the Help Desk by e-mail: HLSHelp@law.harvard.edu or by phone: 617-495-0722.

Navigating the Menu

When you log in, you see the “Compose” message screen

 At the top of the screen there is a menu bar that lists five options: Compose, Inbox, Sent Messages, Your User Account Name, and Logout. 

  • To view a history of email messages, click on Inbox in the menu bar
  • To view a history of files sent, click on Sent Messages on the menu bar
  • To access your personal account settings, click on your user account name on the menu bar (i.e., John Harvard). Here you can adjust the language and time zone settings for your account.  
  • The final option is Logout, to end your File Transfer session

Sending a File

Once logged in, you will be provided with an interface to compose an e-mail and attach a file (or select Compose from the menu bar). To attach a file, follow these steps:

  1. Enter the email address(es) for user(s) that you want to receive the file(s)

Note: This file can only be opened by the recipient(s) specified by the sender. If other individuals need to access the file(s), please have the sender resend the attachment and include those individuals.

  1. Enter a subject
  2. Compose a message to the user(s).  The text of the message will not be sent securely.
  3. Click the +Add Files... button
  4. Browse through your files and documents, and select the file(s) you wish to send
  5. The file(s) will be available to the receiver for 3 days by default, but if you would like them be made available longer, please click on the calendar button near “Message Expires.” You can choose to extend the availability up to 7 days.
  6. Once you have composed your e-mail and attached a file, click the Send button. Your file will first be uploaded to the File Transfer Application, and then your e-mail will be sent along with a secure link to the file. You’ll receive a copy of the email as long as you leave that option check-marked
  7. Once you have sent your email you can send files you previously sent by using the +Select Existing Files button

How long will the file remain available?

The file will expire by default after 3 days, but when you send the message you can choose to increase this expiration date up to 7 days.

What is the maximum file size I can send?

With File Transfer you can send individual files up to 1GB in size. If you need to send files or file folders exceeding 1GB in size, please contact the HLS Helpdesk at HLSHelp@law.harvard.edu, or by phone: 617-495-0722. To determine the size of a file, right click the file and select Properties. The dialog box that opens up will display the size of the file.

Receiving a File

  1. The recipient of a File Transfer document will receive an email from the sender’s email address containing a link to the File Transfer system. 
  2. The email message will contain a link that says: “Please click on the following link to download the attachments: …”  The recipient must clink on this link.
  3. The recipient will then be directed to the File Transfer system through their browser. The recipient will be asked to enter their e-mail address and click “Authorize”  

Note: This message can only be opened by the recipients specified by the sender. If other individuals need to access the attachment, please have the sender resend the attachment and include those individuals.

  1. You will then be prompted to enter your password.  Your password will be the same password you use for systems such as Helios, Myrooms and secure web pages on www.law.harvard.edu. (This is your ME/LDAP password.)
  2. Click on the file name next to “Attached Files:” to download or view your file(s).

External Recipients

Login

An external recipient can only login if they have an active account on the HLSFILETRANSFER system.  External recipients will receive an email to create their account the first time a HLS User sends them a file using this system or after 180 days of account inactivity.

Important: An external user can only get an account if a HLS User first sends them a file through the system.

Receiving a File

  1. The external recipient of a File Transfer document will receive an email from the sender’s email address, containing a link to the File Transfer system. 
  2. The email message will contain a link and state: “Please click on the following link to download the attachments: …”  The recipient must clink on this link.
  3. The external recipient will then be directed to the File Transfer system through their browser. The recipient will be asked to enter their e-mail address and click “Authorize

Note: This message can only be opened by the recipients specified by the sender. If other individuals need to access the attachment, please have the sender resend the attachment and include those individuals.

  1. If this is the first time the external user is logging in or they have not logged in for 180 days, the external user will get an email with a link to create their account (the subject of this email is “Validate Email”). This link will be active for only 20 minutes. 
    1. The external recipient will now have to provide a name and create a password
    2. Once an account is successfully created, the external recipient can download the file(s).
  1. If the user already has an account they will:

    1. Enter their full email address and clicking the Authorization button
    2. Enter their password and clicking the Authenticate button
    3. Click the file name next to “Attached Files:”

Sending a File (Note: External user must have already activated an account)

Once the external user is logged in, they will be provided with an interface to compose an e-mail and attach a file (or select Compose from the menu bar). To attach a file, follow these steps:

  1. Enter the email addresses for users that you want to receive the file.  External users can only send file attachments to users with @*.law.harvard.edu email addresses.

Note: This message can only be opened by the recipients specified by the sender. If other individuals need to access the attachment, please have the sender resend the attachment and include those individuals.

  1. Enter a subject
  2. Compose a message to the user(s).  The text of the message will not be sent securely
  3. Click the +Add Files... button
  4. Browse through your files and documents, and select the file(s) you wish to send
  5. The file(s) will be available to the receiver for 3 days by default, but if you would like them be made available longer, please click on the calendar button near “Message Expires.” You can choose to extend the availability up to 7 days.
  6. Once you have composed your e-mail and attached a file, click the Send button. Your file will first be uploaded to the File Transfer Application, and then your e-mail will be sent along with a secure link to the file. You’ll receive a copy of the e-mail, as long as you leave that option check-marked.
  7. Once you have sent your email, you can send files you previously sent by using the +Select Existing Files button

How long will the file remain available?

The file will expire by default after 3 days, but when you send the message; you can choose to increase this expiration date up to 7 days.

What is the maximum file size I can send?

External users can send individual files up to 50MB in size.

Forgot Your Password?

If you forgot your password, following the steps below to reset it:

  1. Go to an email sent by a HLS User that includes a link to the attachment and click on the link. Note: Messages sent by the system are only valid up to a maximum of 7 days.  If you don’t have one of these email messages, you will need to have an HLS User send you a file through the file transfer system.
  2. The external recipient will then be directed to the File Transfer system through their browser. The external recipient will be asked to enter their email address and click Authorize.
  3. If the external recipient’s account is still active, they will have the option to perform a password reset.  Click on Password Reset.
  4. The External user must now provide the email address the message used in step 1 was sent to
  5. A new message with a link to a password reset webpage will now be sent to the external email address
  6. Click on the link and create a new password
Last modified: May 13, 2013

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