Email is one of the easiest and most commonly used vehicles for sharing files and folders. When Intellittach is enabled, Xythos Drive can replace file attachments with encrypted links to files. You can use this technology to send local as well as server-resident files. Only one copy of a file is saved on the server, regardless of the number of recipients.

If you use Lotus Notes or Microsoft Outlook and Intellittach is enabled, the next time you send a message with an attachment, you will see an Intellittach dialog box. Intellittach is the Xythos technology that transparently replaces the file with a link. Click OK and start sending links. That is the only change you will see.

You attach files to email messages in the usual manner. Xythos Drive adds a link to the file instead of attaching the actual file. You can also right-click the file using Windows Explorer and select Create Intellittach. Use the Intellittach dialog box to confirm whether you want to sent the file as link, a ticket, or a regular attachment. Your recipient can view the file by double-clicking what looks to them like a regular attachment.

Links

A link is used when you send a file to other Xythos users. You decide who has access to the file via the link, and whether each recipient can read, write, or delete it, on an individual basis. For more information, read sending attachments as links.

Tickets

Tickets are links that allow users with or without Xythos accounts to access your files. You can grant read or write permissions with tickets. The permissions to be defined once for everyone that uses the ticket, rather than setting permissions per user.  For more information, read sending attachments as tickets.

When you send a file using a link or a ticket, the file is automatically copied to a folder on the server. You must select the attachment folder before using links and tickets. Only one copy of a file is saved in the attachment folder, regardless of the number of recipients.

Note: Intellittach only works when connecting to a Xythos WebFile Server and using either Microsoft Outlook or Lotus Notes to send email messages. If you use another email program, you can right-click a file or folder name, select Copy URL to Clipboard, and paste it into the email message.

 

Before you can use Intellittach you must enable the feature, and identify the folder Xythos Drive uses to save copies of attachments.

Enabling and Disabling Intellittach

It is possible your installation does not have the intellitach plugin installed. Please consult your Administrator if the intellittach option is not available. On the Intellittach tab, select Enable Intellittach in Outlook and Notes. To disable Intellittach and send file as normal attachments, clear this check box. This setting takes effect after the email client is restarted.

Using Intellittach with Windows Vista

If an Intellilink is opened in Internet Explorer, while using Vista, the security settings may prevent a log file from being created for the temporary Xythos Drive connection that is established. Adding the Xythos server to Vista's "Trusted Servers" list will allow Xythos Drive to create the log file for the temporary Xythos Drive connection.

Selecting Attachment Folder

When you use Intellittach to send a file attachment, Xythos Drive automatically copies the file to the server. Before sending links and tickets instead of attachments, you must select the server folder for Xythos Drive to save copies of the attachments.

1. In the Use this Service when a file needs to be uploaded, choose the service. If you have access to an Intellittach capable service and it is not showing in this list, connect to the service first.
2. In the and save the file in this directory box, select the folder you want attachments copied to. To help you locate the folder, click Browse.
3. Select a folder, and then click OK.

These settings take effect immediately. Only one service is active at any given time. When you change this setting, the previous service will not be used. If the service containing the attachments folder is not connected, when you send a file while Intellittach is enabled, the service will be automatically connected.

Changing default sending options

If Intellittach is enabled, when you send an email message with an attachment from Microsoft Outlook or Lotus Notes, the Intellittach dialog box is displayed to allow you to change the default sending options.

If you do not want the Intellittach dialog box to automatically appear, on the Intellittach tab, select Do not display Sending Options when sending email.  If you need to change the default sending options, you can manually display the Intellittach dialog box by pressing SHIFT when you send the email message.

 If this option is not selected, when you click Send the Intellittach dialog box will be displayed by your email client.

When using Outlook, it is advised to use the "Create Intellitach" option by right-clicking on the file rather than Outlook's paperclip attachment option. If you click on the paperclip icon to intellitach a file, you will be creating a copy of the file in the intellitach folder. This is due to a technical limitation within Outlook.

 

Sending attachments as links:

On the Intellittach tab, under Default Sending Options, select Link.

When you send an attachment as a link, the recipient must have Read permission on the file to access it. To ensure that the attachment can be read:

Click Link Options, and then choose Change Permissions.

The Sharing Options dialog box will be displayed whenever you send attachments as links, giving you the opportunity to change file permissions at that time.

 

Sending attachments as tickets:

When you send an attachment as a ticket, you do not have to consider the file's permissions. With tickets anyone that receives the email message (either directly from you, or because it was forwarded by one of your recipients) can access the attached file, whether they have an account on the server or not.

To send attachments as tickets:

 On the Intellittach tab, under Default Sending Options, select Ticket.  

You can decide whether your recipient has write permission or not.

Press Ticket Options to select Read and Write or Read Only permissions for the recipients.

Tickets expire after a certain period of time. Once a ticket expires, your recipients can no longer access the attachment. The default lifetime is 30 days. You can change the lifetime in the Ticket Options box.

 

In summary, sending attachments as links is more secure.  You can identify specific users and grant them individual permissions. When you send tickets, you don't have to consider permissions, but anyone receiving it can access it.