Whitepaper OTMFT Technical Overview

TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER

OpenText Managed File Transfer

Technical Overview

Abstract

The Email-integrated Manage File Transfer solution from OpenText provides an extensive

and well-balanced solution to file-transfer problems. Unbound by file size, widely compatible,

and secure, this solution is engineered to streamline file exchange and bolster productivity.

This document provides a general overview of OpenText Managed File Transfer (OpenText

MFT) and its functionality. Practical examples illustrate the wide ranging applicability of

OpenText MFT to different industries and business processes.

TOGETHER, WE ARE THE CONTENT EXPERTS WHITEPAPER 2

Contents

Introducing OpenText Managed File Transfer ......................................................... 3

As Simple as Sending and Receiving Emails .......................................................... 5 Two Familiar ways to Send Files with OpenText Managed File Transfer .............. 5 Receiving Files sent with OpenText MFT .............................................................. 7

Feature Highlights ...................................................................................................... 9 Unlimited Size Capabilities .................................................................................... 9 Ultra-Fast File Transfer .......................................................................................... 9 Transfer Rules ...................................................................................................... 10 Checkpoint Restart .............................................................................................. 11 Security and Compliance ..................................................................................... 11

User and Task Management .................................................................................... 13 Registered User ................................................................................................... 13 Activity Dashboard ............................................................................................... 13

Open Text MFT Administration Console ................................................................ 15


Introducing OpenText Managed File Transfer

Organizations need to transfer information between local employees, across global

departments, to partners, customers, legal service providers, and more on a daily basis. The

files they transfer, however, continue to grow in size, making the sharing of information

increasingly inefficient and restricted.

Information is critically important. By extension, information transfer should be not only easy

but efficient, secure, and auditable. With the introduction of OpenText Managed File Transfer,

OpenText resolves the challenges organizations now face in their attempts to send, receive,

and track vital information.

Capabilities of OpenText MFT file-exchange solution

OpenText MFT enables you to send high-volume files to one or more recipients quickly and

securely.

This file exchange software provides:

Ability to send, receive, and track files in real time

Different sending methods (on the Web, or using the Microsoft Outlook e-mail

software)

Administration features that enable you to manage how file transfers are conducted

and who may send or receive files

OpenText MFT uses client/server architecture, and a proprietary protocol, to perform,

manage, and track file transfers.

Benefits of the OpenText MFT file-exchange solution

Increased productivity—Avoid time-consuming workarounds to current file-transfer

limitations, including file size restrictions, unstable transfer protocols, and

geographical logistics

Improved business agility—Maintain business momentum by preventing workflow

interruption caused by currently available transfer technologies.

Reduced risk—Achieve compliance with industry security standards and

government regulations


OpenText Managed File Transfer takes advantage of people’s familiarity with widely used

email systems, extending people’s ability to send and receive large files without increasing

the burden on the email system itself.

This whitepaper offers a concise view of the workflow involved in using OpenText Managed

File Transfer.


As Simple as Sending and Receiving Emails

Regardless of whether it’s a two-page memo or a 500MB video ad proposal, people

instinctively click the email icon when they have to send a file. Often, they are disappointed to

discover their files are too big for the email system to handle, and panic.

This scenario gives tremendous intrinsic value to a managed file transfer solution that is tied

to habitual email workflows. OpenText Managed File Transfer allows users to initiate large file

transfers in the manner most familiar and habitual to them: right from their email clients. But

ultimately, the ―heavy lifting‖, the work of transferring the file, is offloaded from the email

system to the OpenText MFT solution. The handover is seamless. The file size limitation is no

longer an issue with respect to both email server-based restrictions and to file transfer speed

and stability.

Two Familiar ways to Send Files with OpenText Managed File

Transfer

You can send files with OpenText MFT in two ways:

OpenText MFT for Microsoft Outlook—This component installs as an add-in. If you

currently use Microsoft Outlook, you know what to do.

OpenText MFT Web Client—All you need is a browser. If you’ve used other web-

based email clients, you know what to do.

The method you use will depend on your situation. Maybe you’re at a client site, working on a

tablet with only a browser available to you, or maybe you’re in the office and the Outlook add-

in has been installed on your workstation. In either case, the workflow is a familiar one.

Workflow from within Microsoft Outlook

Microsoft Outlook users have the option to integrate OpenText MFT directly into their Outlook

client by installing two small components:

A small piece of software embeds OpenText Managed File Transfer functionality

directly in the Microsoft Outlook interface as an add-in


A separate file transfer engine called Transfer Manager runs independently to handle

all of the file transfer activities you initiate in Outlook.

The OpenText MFT add-in for Microsoft Outlook places a new option group on the Outlook

new message ribbon

The OpenText MFT Client

installation offers two components.

Because the engine may be

installed to work in conjunction

with OpenText Web Client, the

integration client listed on the

Custom Setup page is an optional

installation.

You can use this Attach File button

instead of the native Microsoft

button to attach files. Use the

Options button to configure your

attachment preferences if

permitted.


You can use this Attach File button instead of the native Microsoft button to attach files. Use

the Options button to configure your attachment preferences if permitted.

When you attach a file this way and send the email, the rest of the process is offloaded to

OpenText MFT, which ensures that none of the limitations of email file transfer apply. When

you send the email, OpenText MFT completes this task as follows:

1. The attachment is removed from the email message.

2. OpenText MFT Transfer Manager, the file transfer engine installed with the add-

in, uploads the file to the OpenText MFT repository on the network.

3. A URL is automatically placed in the Outlook email, which directly routes the

email recipient to the attachment.

4. The email is sent to the specified recipient.

The Web Client Workflow

A user who does not use Microsoft Outlook, does not use Microsoft Windows at all, or simply

does not have access to their office computer at the moment, can send files via a web

interface akin to popular

online email providers, such

as Gmail or Yahoo Mail.

Log into an account on the

OpenText MFT webpage and

proceed as you would in any

other Web-based email client.

The attachment is loaded

directly to the OpenText MFT

repository, and an

attachment-specific URL is

automatically placed in the

email.

Receiving Files sent with OpenText MFT

If you are the recipient of files sent by OpenText MFT, the email arrives in your Inbox like any

other. You can download your attachments by clicking on the link(s) in the message. When

you do, the sender gets a delivery receipt. Depending on the configuration and options set on

the OpenText MFT server, the receiver may be required to authenticate before downloading


the attachment. This added security ensures that only the intended recipient can download

the attachment you sent.

Follow a day in Andrew’s life

Andrew works as marketing coordinator. He is sending 500MB of video files to Betty

from a PR promotional company. Using Microsoft Outlook, Andrew attaches those

video files in an email and clicks the SEND button. He receives no warnings or errors

from Outlook--in fact the email is sent to Betty without so much as a hiccup. In

actuality, attachments are replaced by URLs, which point to the OpenText Managed

File Transfer Server where those attachments reside. As far as Andrew is concerned,

the exchange of information is trivial and transparent.


Feature Highlights

OpenText MFT offers:

unlimited file-size capabilities,

acceleration technology,

customizable transfer rules,

checkpoint restart,

advanced security and compliance.

Thus, OpenText MFT solution generates productivity through reliability and efficiency. The

following section will explain the software and its benefits to the business user.

Unlimited Size Capabilities

Unlike many file transfer solutions in the market where file sizes are often limited to a few MB

(an example would be email) to 2GB (typically associated with web-based or cloud-based

solutions), OpenText Managed File Transfer has no limitation on the size of file that can be

transferred thanks to the advance communication protocol that is developed specifically for

this solution. Therefore, the sender will never endure a failed upload due to size. The real

benefit is that it allows the file exchange process to become internalized by the user. It

integrates the process of file exchange into a process they are already familiar and

comfortable with. This is an enabling feature that empowers users to independently execute

file transfers without hesitation or involvement of the IT community. Thereby streamlining the

file exchange process and enhancing productivity through consolidation of a difficult process

into a familiar medium, their email.

Ultra-Fast File Transfer

A feature of OpenText Managed File Transfer that contributes to boosting productivity is the

acceleration technology embedded in the protocol used for file transfer. It is up to 100 times

faster than that of traditional transfer methods over any type of

network connection regardless of bandwidth, latency and connection

quality. If a file would normally require 90 minutes in order to upload,

the process would now only take as little as 1 minute. This

technology not only increases speed of transfer but optimizes

efficiency based on the available bandwidth, and adheres to


corporate bandwidth usage policy thanks to the support of Quality of Services (QoS)

mechanism.

The time the user saves from the expediency of the transfer generates seamlessness to the

process of file transfer. Not only does this free up time but also allows the user to focus on

transitioning immediately to the next task. The empowering attribute of this feature is that it

makes file transfer fit into the user’s schedule rather than vice versa.

Transfer Rules

The transfer rules of the OpenText MFT solution refer to the management of send and

receive behaviors. There is a distinction between system-wide and user-specific transfer

rules. System-wide transfer rules manipulate deeper technical features and they are reserved

for Administrative users only. Settings such as bandwidth consumption are a domain in which

the business user should have no control. Various corporate-brand related templates, such as

email template are also controlled by the administrator.

Users are allowed to control message specific transfer rules; however these permissions

have to be permitted by the administrators. Certain features can be left to the discretion of the

user granting autonomy and intelligence to the business process.

Notifications

Users can choose to be alerted of the

status of a file transfer; when a file is

uploaded successfully, or when a user has

downloaded one or all attachments in an

email, etc. Notifications are configured in

OpenText MFT Admin Console.

Legal Template

When dealing with external companies,

such as vendors, partners, or customers,

users can select a specific legal template to

satisfy Service Level Agreements with the

targeted recipient’s organizations. Template

usage is configured in OpenText MFT

Admin Console.


File Retention

While OpenText Managed File Transfer allows administrators to control the life cycle of files

stored by the solution, users can shorten the file retention when exchanging highly sensitive

documents in order to enhance security.

Checkpoint Restart

Checkpoint-restart is a feature that is designed to maximize efficiency and safeguard against

variables that could hinder progress of the upload. With OpenText Managed File Transfer one

can stop and resume the transfer at any point with no loss to the progress of the upload. This

feature encompasses both accidental and intentional interruptions, thereby nullifying the risks

associated with poor Internet connection, or technical difficulties. A file transfer is never futile

because it can be resumed from the point of interruption at the next available interval.

Furthermore, for the user’s convenience they are granted the ability to interrupt the process in

the event a task with a higher priority arises. For example, after Andrew started a lengthy

upload he needed to attend a meeting, Andrew could use the file transfer temporarily, unplug

his laptop, and continue the transfer after he was settled in the boardroom. This feature

allows users to better prioritize their work process. Similarly to acceleration, the checkpoint

restart feature allows the user to focus on other tasks rather than monitor the transfer

process.

Security and Compliance

Two major security concerns are

addressed by OpenText Managed

File Transfer solution:

achieve high level of security

to protect files in motion and

provide a detailed trail for

auditing purposes.

The first security feature is

encryption protection on attachments


that are being sent. An attachment is stripped at the beginning of the sending process and

loaded directly to the server from which it will be downloaded. In order to protect the file,

OpenText Managed File Transfer employs FIPS 140-2 validated1 cryptography to encrypt and

protect the information while it is in transit. Thus, if Andrew was sending sensitive information

he would not have to be concerned about the security of the attachment. Preventing the

possibility of leaks or tampering.

The audit trail keeps a record of all user interactions that occurs – every authentication

attempt, every file that is sent and received, the results of every file transfer, and every

change to the system is recorded with time, date, as well as the user’s information that is

associated with the particular action. This feature provides the organization with complete

transparency and tractability in all events related to file transfers. It allows a user to hold and

be held accountable for the exchange of intellectual property, not to mention the fact that it

helps create a greater respect for due dates and timelines.

With the encryption and tractability, OpenText Managed File Transfer protects sensitive

information and creates an audit trail so that a company may best serve their clients, partners

and internal compliancy demands. It is compliance made simple and easy with no worry of

employee work around due to problems or inconvenience.

1 Pending approval.

Andrew’s Life Continues

Andrew is amazed that he can send 500MB worth of attachment with his email client

without triggering any complaint from the system. What amazes him even more is the

fact that, within half an hour, he receives an email notification from OpenText MFT

Server letting him know that Betty has already downloaded all video files successfully.

In the past, he would work with IT to set up an FTP site for Betty to download the large

files, entailing him to chase after Betty for half a day to find out if she has successfully

downloaded the videos. Upon learning that Betty accessed the files, Andrew must then

go back to IT to remove this sensitive and confidential information from the FTP site.

Now, with OpenText MFT, the exchange of files is quicker, it involves less people, the

transfer is more secure because of the built-in encryption, and Andrew is notified in a

timely fashion when the files are received!

Without wasting a minute, Andrew can now call Betty and start organizing the

upcoming marketing campaign.


User and Task Management

Registered User

A registered user is an individual that has volunteered identifying information that allows their

interaction with the OpenText MFT solution to be fully tracked and controlled. These

registered users can be an existing user in the corporate Microsoft Active Directory, or an

identity created and stored in a local user directory which is maintained by the solution solely

for the purpose of exchanging files using OpenText MFT. The latter applies in the case of a

third party vendor, business partner, supplier, or contractor -- those who do not have identities

defined in the internal corporate directory service.

Administrators can grant each registered user with access to different functions based on

their roles: send emails, access the dashboard, administer the system, or perform audits.

Activity Dashboard

The activity dashboard is the source of organization and management offering complete

transparency to the file exchange process. Registered users who are granted with the

dashboard privileges may access the dashboard upon logging onto the web interface. The

user will have a number of tabs available to them depending on their roles. Those with Send

privileges have access to ―Home‖, ―Send‖, and ―Files‖ tabs. Higher privileged users may have

access to ―Admin‖ or ―Audit‖ tabs, which are the access points for IT to manipulate the

program and auditors to perform system audits. From the dashboard the user has access

and abilities to manipulate some of the discretionary features of the solution to fulfill all their

file transfer needs.

Home

This is the tab that users will enter upon logging into the system. This tab provides the

overview for everything that a user needs to know about his file transfer related activities that

demand attention -- files that have recently been received, file transfers that are paused, and

attachments that are about to be expired by the built-in retention policy.

Send

The send tab allows registered users to craft an email and send attachments. Web send is an

act of direct interaction with OpenText Managed File Transfer similar to that of using an email

provider like Yahoo or Gmail. It is also the tab that houses options for users to change

transfer rules, such as retention time, notifications, and the legal template.


Files

This tab displays the history of every email transaction that is related to the user that has

occurred in the past: emails and the corresponding attachments that the user has sent in the

past, and emails with attachments that have been received. Information is conveniently

assembled by activity type and is fully searchable.

The end of a productive day for Andrew

As a registered user, not only can Betty receive files from Andrew but she can also send

updated version of those video files back to Andrew by using the web interface. Betty

enjoys the same high-speed transfer as Andrew along with all the security and productivity

features that comes with OpenText MFT.

With OpenText MFT, Andrew and Betty can exchange large files whenever they need to.

The high-speed and secure transfer is a game changer that boosts team collaboration. By

the end of the day, Andrew and Betty manage to finalize the promotional video clips after

sending back and forth a number of edits and revisions. The campaign is heading towards

a good start and that is more than what Andrew can ask for.


Visit online.opentext.com for more information about OpenText solutions. OpenText is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC) Copyright © 2011 by OpenText Corporation. Trademarks or registered trademarks of

OpenText Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved.

Open Text MFT Administration Console

Administrative tasks are performed in the OpenText MFT Admin Console.

Administration details, such as server information or files-in-progress in information may be

viewed in the OpenText MFT Web Client, on its Admin page. Access to this page requires that

the user account has the Administrator user role.

Functionality Feature File transfer profile You can add, edit or delete a file transfer profile. A

profile is a collection of properties that define a file

transfer. The profile enables you to:

select templates for file transfer e-mails

select agreements that recipients need to

acknowledge before they can download

select whether and when a sender

receives a notification that a file has been

received (downloaded)

select whether and how often the

recipient is reminded that a file awaits a

download (is available)

set bandwidth limits for specific daily time

slots

define how many times and in which time

interval OpenText MFT needs to attempt

to complete a failed file transfer

enable security (encryption and MAC

algorithms)

You can also add, edit, or delete a rule. A rule

triggers the use of an associated profile. When a

rule is deployed, files are transferred as the profile

specifies.

User management, authentication, and account provisioning

OpenText MFT enables the administrator to:

add, edit, or delete new OpenText MFT

user accounts, in the OpenText MFT

Administration Console

assign the user roles and manage their

user permissions

validate requests from file recipients

who are not current OpenText MFT

users and create these new user

accounts




Functionality Feature create and manage access to OpenText

MFT based on a request sent by the file

recipient who is currently not in the user

pool.

Security and Compliance OpenText MFT enables the administrator to:

Configure the user's account so that the

user can audit history of transaction

performed by OpenText MFT

Enable tracing of file transfers

Configure whether tracing may be

overridden by the end user (sender)

Enable encryption

Enable MAC algorithm

Enable NAGLE algorithm

Note: A proprietary protocol is used to optimize

and secure file transfer rates over the network.

NAGLE algorithm is available for additional

optimization.




About OpenText

OpenText is the world’s largest independent provider of Enterprise Content Management

(ECM) software. The Company's solutions manage information for all types of business,

compliance and industry requirements in the world's largest companies, government

agencies and professional service firms. OpenText supports approximately 46,000 customers

and millions of users in 114 countries and 12 languages. For more information about

OpenText, visit www.opentext.com.

http://connectivity.opentext.com

Service commercial

[email protected]

+1 905 762 6400 | 1 877 359 4866

Support technique

[email protected]

+1 905 762 6400 | 1 800 486 0095

Whitepaper OTMFT Technical Overview

Documents

Transcript of Whitepaper OTMFT Technical Overview