Welcome to the FileGuardian tutorial for FileGuardian Express (FGX). This tutorial will provide information on the FileGuardian Express process, enabling and disabling FGX, setting up File Name Patterns and reporting. All aspects of FGX can be found under the MY ACCOUNT icon on the homepage.
Once you are in the My Account area, select the FileGuardian Express tab. In order to utilize FGX, you must enable the FileGuardian Express add-on. To do this, see the appendix to learn how to enable/disable FileGuardian Express.
To get started, proceed to the “Setup” tab. In this area, set the Administrator Email. This email address will receive all primary communication regarding FileGuardian Express.
FileGuardian Express Software Install:
Once you have enabled FileGuardian Express and set your administrator email address, you can now install the FileGuardian Express client software on the computer that contains the files you want to have sent automatically.
Simply log onto that computer, then open up a web browser and log into the FileGuardian website (www.myfileguardian.com). Inside of FileGuardian, navigate back to My Account, then to the FileGuardian Express area. Scroll down to the Registered FileGuardian Express Computers section, then click the Add button on the right. A window will open that will allow you to download the FileGuardian Express software.
The FileGuardian Express software installer will download as a ZIP file (FileGuardianExpress.zip). Save the file to your computer, then open the ZIP file and extract the two files that are inside (FileGuardianExpress.msi and setup.exe). Once both files are extracted, run setup.exe. This will start the setup process.
Note that the FileGuardian Express software is built on top of the Microsoft .Net Framework platform (version 3.5 SP1.) Many editions of Microsoft’s operating systems already have the Microsoft .Net Framework pre-installed. However, if it is not already installed, the FileGuardian Express setup program will install it for you. The .Net Framework install may a few minutes to download and install, and at the end it may prompt you to reboot the computer. If so, once the computer comes back up and you log back in, simply go back and run the setup.exe again to continue where you left off.
A series of screens will guide you through the install process itself. First, read and indicate your agreement with the FileGuardian Express license agreement. Next, choose the install location of the FileGuardian Express software itself. Note: that the install location is simply location where the software will live; and not where the files you wish to send automatically live – that will be set later on.
The very last step of the setup process is the FileGuardian configuration screen.
The Folder To Monitor specifies the folder on this computer that FileGuardian Express will watch for files. The Success Folder is the directory where FileGuardian Express will move files to after it processes the file. If FileGuardian picks up a file for processing, but it cannot send it, it will be moved to the Error Folder.
After you choose the Folder To Monitor, the success and error folders will be defaulted automatically (as two new subfolders within the folder to monitor.) If need be, you can override each to any other folder on the computer.
The Include Subfolders? checkbox tells FileGuardian Express whether or not to not only process files in the monitor folder, but in all of its in its subfolders.
It is important to note that FileGuardian Express will attempt to process every file in the monitor folder. This happens regardless of whether a File Name Pattern has been set up for the file or not. For that reason, you will want to make sure that the folder you chose to monitor is empty (or at least, does not have any files in it do not have file name patterns defined.) Otherwise, as soon as the install is complete, FileGuardian Express will try to process those files but be unable to because there is no File Name Pattern. As a result, those existing files would all end up being moved to the Error folder.
After the folders have been set, click the Register FGX button. You will be prompted to enter your FileGuardian username and password.
After clicking register, you will receive a message letting you know that the registration was successful.
At this point, the software portion of the install is complete, and FileGuardian Express is running on your computer. FileGuardian Express will check the monitor folder once every 10 minutes, and process any new files that were saved there.
Establishing a File Name Pattern:
File name patterns are used by FileGuardian Express to determine message settings including the desired recipients for a secure automatic file delivery. Let’s move forward to the File Name Pattern setup. To add a new File Name Pattern, click the “Add New” button.
Step 1 – Choose the File Type and the File Naming Pattern.
Select the type of file to send
- Choose from the type of file from the available file type dropdown list. To help with commonly sent files, we’ve populated this list with a number of file types including PDF, CSV, Excel, Text, etc… If you need a send a file type that’s now in the already list, simply add a new one using the “** Add New **” option.
- Choose if your file name will start or end with specific text
- Typically, files that you’re using FGX to send automatically contain some sort of client identifier in the file name itself, either at the start of the file name or at the end. Look at the files you are going to send via FGX and enter if they start or end with a specific name pattern.
For example, if I needed to automate the delivery of a file named 1234_reports.txt, I’d note that the file name starts with the text ‘1234’. 1234 is my client identifier. In this case, I would setup a File Name Pattern that starts with ‘1234.
Sometimes you have files which start or end with the same characters/text but should be delivered to different recipients. By adding a “contains” set of characters, you can then direct output based on a file start or end value with an additional set of criteria.
For example, if a file name “starts with 1234” and contains “401k” it should be sent to Joe Smith. If a file name “starts with 1234” and contains “Payroll” it should be sent to Mary Jones.
If you don’t require this level of granularity, leave the “contains” empty and then any file which starts with “ABCD” will be delivered to your selected recipients.
After the information is entered, click next at the bottom.
Step 2 Select the Recipient(s) for this Pattern.
The step allows you to choose who FileGuardian Express will deliver files for this file name pattern. You have two options: 1) choose from a recipient already in your address book or 2) add a new recipient never sent to before. There is no maximum amount of recipients but there must be at least one recipient to move to the next step. Once a recipient(s) is added, click next at the bottom of the screen.
Step 3 Setting the Message Options
Setting the Keyword/Tag:
- When creating a file name pattern for FileGuardian Express, you will want to organize all the patterns you have based on an identifier other than the client the files will be delivered to. With the KEYWORD, you have your way to organize all your patterns just like you can organize a standard blog post.
- For example, you may want to organize your file name patterns by client vs. vendor vs. partner. To do this, you can create keywords for each of these values and then tie a pattern to one of these keywords. You can then go back to the complete list of file name patterns you have defined and filter the list by this keyword.
Choosing Sender/From Account:
- Choose who you want this File Name Pattern to be sent from. Click on the arrow for the drop down box to appear and select the sender from the list. This list is associated with the list of users on your FileGuardian account.
Determining the Subject of your message:
- Write any email subject you want or choose from the templates. These templates can be created by going to the My Account section under the Branding tab. Any template you create there will be accessible in the Send a File and File Name Pattern process. If you choose a template, the body of your message will appear automatically in the appropriate box. These templates are helpful when sending the same messages to different recipients.
Creating the Body of Your message:
- If a template is used, the body of the message will be in the box. If no template is used, type in the body of the message in the text box.
Setting the Link Availability and Delivery Confirmation:
- Choose the default number of days for your FileGuardian account or set a custom number of days. This determines how many days from when the file is sent will your recipients have to download.
Set your delivery confirmation settings. By selecting Yes, the sender you’ve chosen above will receive an email once files are downloaded by the selected recipients for this file name pattern. This is FileGuardian’s equivalent to FedEx and UPS delivery confirmation.
Step 4 Review your Pattern and Save.
After clicking “Save”, you will be taken back to the File Name Pattern startup page. If you click “Save and Add New”, your file name pattern will be saved and you’ll be taken you back to Step 1: Define the File Name Pattern.
Edit a previously entered File Name Pattern:
To Edit a previously entered File Name Pattern click on the edit button next to the file you wish to edit. There are a few things that can be changed in the edit process. For instance, the type of file, the file name pattern, the recipient(s) list, contents of the message, and link availability options.
If you want to change the type of file, choose from the drop down list:
Be sure to click “Save” to validate your changes have been made. A success bar will appear to notify you your changes have been accepted.
The same format will appear as it did in the Add New File Name Pattern process. Select from your address book or add a new recipient.
How to Enable/Disable FileGuardian Express.
The status of FileGuardian Express is easy to see. A checked “Enable FileGuardian Express” checkbox indicates FGX is enabled. An unchecked box, indicates FGX is not enabled.
To enable FGX, click on the checkbox. Once checked, the following message will display with the FileGuardian Express Terms and Conditions. Click the “I Accept” button to accept these terms to enable FGX.
To disable FGX, simply uncheck the “Enable FileGuardian Express” checkbox.
Last, confirm that you truly want to disable FGX by emailing our customer service team at email@example.com with the name of your company. A member of our team will fully disable FGX for you within one business hour.