Intralinks Secure MobileTM for iPad and iPhone User … Secure Mobile...Intralinks Secure Mobile for iPad and iPhone User Guide page 4 four-digit passcode instead of your email address

Intralinks Secure MobileTM

for iPad and iPhoneUser Guide

Intralinks 24x7x365 support US: + (1) 212 543 7800 UK: +44 (0)20 7623 8500. See Intralinks login page for other national numbers

Copyright © 2013 Intralinks, Inc. Version 2.5 September 2013

Intralinks Secure Mobile for iPad and iPhone User Guide page 2

Table of Contents

Welcome to Intralinks Secure Mobilesm for iPad and iPhone ...................3Requirements .....................................................................................................................3Installing the Intralinks app .................................................................................................3Logging in ...........................................................................................................................3

Using a passcode to log in ...........................................................................................3The home screen................................................................................................................4Exchanges..........................................................................................................................5

Exchange reporting for managers................................................................................5Documents .........................................................................................................................6

Viewing documents ......................................................................................................6Uploading documents ..................................................................................................9

Contacts ...........................................................................................................................12Adding users to an exchange ...........................................................................................13Viewing Secure Mobile settings on Intralinks Platform.....................................................14Frequently asked questions..............................................................................................16

Secure Mobile basics .................................................................................................16Reviewers ..................................................................................................................17Managers ...................................................................................................................17

Security features within Secure Mobile ............................................................................17

Welcome to Intralinks Secure MobileSM for iPad and iPhone

Intralinks Secure MobileSM provides access to mission-critical business information wherever you use your iPad or iPhone. You can access documents and contacts, and if you are an exchange manager, you can view document access information and key exchange reports.

Requirements

Supported devicesIntralinks Secure Mobile can be used with iPad and iPhone to access Intralinks Platform exchanges. (Separate apps are available for iPad and iPhone.) The following devices are supported:

• iPhone — iPhone 3GS, iPhone 4, iPhone 4S, iPhone 5

• iPad — iPad, iPad 2, iPad 3, iPad 4, iPad Mini

iPods are not specifically tested with Intralinks Mobile, but they can be used while using a WiFi connection.

Supported operating systemsiOS 6 or later is required.

Installing the Intralinks app1. Using your iPad or iPhone, launch the App Store.

2. Search for Intralinks Secure Mobile. A listing for the Intralinks Secure Mobile app appears.

3. Tap the listing. A page describing the app appears.

4. Read the information provided, then tap the Free button. The Free button is replaced by an Install App button.

5. Tap the Install App button. Enter your Apple ID password when asked to do so. The installation process begins, and in a few moments an icon for Intralinks Secure Mobile appears on your device’s Home screen.

Logging in1. Tap the Intralinks Secure Mobile icon to start the app.

2. Enter your email address and password, then tap OK.

Using a passcode to log in

When you log in the first time, a message appears asking whether you want the app to remember your login credentials. If you select this option, you will enter a


four-digit passcode instead of your email address and password. Be sure to remember your passcode!

You also can use your passcode to view downloaded copies of documents, if those documents have not been protected. You can view these documents even if you do not have an Internet connection.

Figure 3: Passcode screen

Note: Your passcode will be invalidated if you enter it incorrectly more than four times. If this happens, you will have to enter your email address and password again; you will have to opportunity to reset your passcode after you log in.

The home screenThe home screen displays buttons your exchanges, documents, contacts and favorites, as well as settings. Tap a button to see more.

Figure 4: The home screen


ExchangesThe Exchanges screen displays a list of your exchanges.

Figure 5: The Exchanges list

Tap the search field at the top of the screen and begin typing to find a particular exchange.

Once you’ve located the exchange that you want, tap it to open it for more information and reports. The home page for that exchange is displayed. On the exchange home page, tap Documents to view your documents within that exchange.

Note: Depending upon the exchange’s security requirements, you may be asked to answer the challenge question that you selected in your Intralinks Platform profile. You must answer the question to access the exchange.

Exchange reporting for managers

To view access reports for the exchange that is currently displayed, tap the chart icon .

Note: Reports are available only to users with a manager exchange role.

Intralinks Secure Mobile offers several reporting options. You can:

• View group activity within an exchange as a line graph or pie chart by tapping the upper right corner of the graph or chart.

• Filter by “most active” or “least active” within a selected date range. To do this, tap the Filter button in the upper left corner of the screen.

• Tap a group to see its specific activity by date. Drag the chart left and right to browse the full date range.

Examples of the Exchange Activity Report in line graph and pie chart formats are shown below.


Figure 6: The Exchange Activity Report in pie chart and line graph formats

Documents

Viewing documents

From the home screen, tap Documents to display a list of all the documents to which you have access.

Note: Documents are listed by creation date.

Figure 7: The Documents list


Using the documents list, you can:

• Search for specific documents, based on their names.

• Display any previously saved filters by tapping the filter button to the left of the search bar. (The name of the currently used filter appears on the button.)

• Tap a document to view it. If a note is attached the document, it will be displayed first. The time needed to download and display the document depends upon the speed of your network connection and the size of the file.

A padlock icon in a red circle appears next to protected documents. Depending upon the type of document and the protections applied to it, you may not be able to download it or you may be required to enter your credentials before opening it. You also may not be able to print the document. Screen shots cannot be made of protected documents.

You can tap links in some types of documents (HTML, Microsoft Word, and unprotected PDF) to open the linked information in the relevant application. Hyperlinks open in Safari, phone numbers are dialed, street addresses are displayed in the Maps app, and email addresses are displayed in the To: field for a new message in the Mail app.

You can open the following types of documents in Secure Mobile: jpg, .tiff, .gif, .png, .doc, .docx, .htm, .html, .key, .numbers, .pages, .pdf, .ppt, .pptx, .txt, .rtf, .vcf, .xls, .xlsx, .mp4, m4v and .3gp. Watermarked PDF documents can be displayed. Other types of files can be opened in another app on your mobile device using the Open In feature. (You must have an app installed that is capable of displaying the selected file type.) To open the file in another application, such as GoodReader, Evernote or iBooks, tap the Open In icon to display a list of applications that can be used to open the document.

Figure 8: Document, with icons highlighted

As with other screens, the icon bar that appears below the document can be used to perform tasks related to the document: You can bookmark the document, and send an email alert to other users about it, for example. If you are an exchange


manager, you can use these icons to set permissions for the document and display the Document Access Report.

Bookmarking favoritesYou can easily bookmark your favorite documents by tapping the bookmark icon . A link to your bookmarked documents appears on your Favorites list.

You can rearrange your bookmarks by holding your finger on an icon for 3 seconds, then dragging them to their new location. To save changes, tap Done.

You can view favorites that are not protected even when your iPhone or iPad is offline. You will be required to enter your 4-digit passcode to open these documents. Protected documents can be viewed only when your device is online.

If a document you’ve marked as a favorite is updated on Intralinks Platform, your local version will be updated automatically the next time your device is online, ensuring that you always have the latest versions of your favorites.

Viewing document access informationAs a manager, you can view information about the people who have accessed the document that is currently displayed by tapping the chart icon .

Document access information is available only to users with a manager exchange role.

Figure 9: The Documents Access Report

Using this screen, you can:

• View document access information for each group on the exchange.

• Tap a group to see document access information for individual group members.

• View details about individual group members by tapping their names.


Viewing document permissionsAs a manager, you can see who has permission to use the currently displayed document by tapping the Users & Groups icon . The Permissions screen appears. It allows you to:

• View a list of groups and managers who can view the document.

• View an explanation of the permissions.

• Change the permission for a group, by tapping the group’s name. (Remember to save your changes.)

Note: You cannot change permissions for managers.

Uploading documents

You can use Secure Mobile to upload documents from your iPad or iPhone to an exchange. While viewing the document in another application, such as GoodReader, Evernote or iBooks, tap the Open In icon to display a list of applications that can be used to open the document. Tap Open in “Intralinks” as shown below.

Figure 10: Open the document in Intralinks

When you open the document in Intralinks, the screen below appears, allowing you to preview the document or select a location for it. Tap the Exchange field to select a location.


Figure 11: Tap Exchange to select a location for the file

Next, select the exchange, and then the folder within the exchange where the document will be stored.

Figure 12: Choose an exchange, then a folder for the document

When you’ve made your selection, the initial screen reappears, with the name of the exchange and folder that you selected.

If the exchange that you selected uses custom fields for documents, you can make entries for those fields. If any of the fields are required, you must make an entry for them before uploading the document.


Figure 13: Enter custom fields values if needed; some fields may require entries

When you’re ready to upload the document, tap Upload. (If you want to change the location, tap the Exchange field again.)

When the document has been uploaded, the following message will appear. Tap Yes if you want to set permissions for the document.

Figure 14: Tap Yes to set permissions

The Permissions screen appears, allowing you to select the groups that will have access to the document. When you have finished setting permissions, tap Done.


Figure 15: Tap a group to set permissions for it

ContactsTap Contacts to open your contacts list. You can scroll through the list or use the search bar to locate specific contacts.

Figure 16: The Info screen for a contact

You can send email messages to individual contacts. You also can:

• Sync Intralinks contacts with your iPad contacts.

• Create new contacts

• Link to existing contacts

Automatic syncing can be turned off at any time.


Adding users to an exchangeYou can add users to your exchange if your exchange roles allows it. The All Users screen will display a icon. Tap this icon to begin adding a new user.

Figure 17: The All Users screen, with the Add User icon highlighted

Use the Add User screen to enter the person’s email address, and tap Next. You can select a group and exchange role for the new exchange member. If the person has never used an Intralinks exchange, you may have to enter his or her name, phone number and organization, as well. When you’re satisfied that everything is correct, tap the Save button in the upper right corner of the screen.

Figure 18: The Add a New User screen; some information is required for the new user


Viewing Secure Mobile settings on Intralinks PlatformYou can log into Intralinks Platform to see whether the exchanges that you belong to can be viewed in Intralinks Secure Mobile. The Mobile Settings screen also shows you whether you can open unprotected Intralinks documents using other apps and whether you can open protected documents within Intralinks Secure Mobile. Only exchange managers users can view and change these settings.

To view the Mobile Settings screen, log into Intralinks Platform using a computer (not your iOS device). Locate your exchange and right-click on it. A menu will appear. Select View Exchange Details, then click the Mobile Settings tab.

Figure 19: Mobile Settings screen

If you are an exchange manager, and you want exchange users to be able to view protected documents in Secure Mobile, be sure the Allow protected documents to be viewed on the mobile device option is marked. No additional changes are needed for PDF documents, but if you want users to view protected Microsoft Office documents, please contact Intralinks customer support and ask that the Intralinks Viewer settings that allow Office files to be viewed as PDF be enabled. (These settings can be changed only by an Intralinks administrator.)


Figure 20: The Properties screen for a protected Word document


Frequently asked questions

Secure Mobile basics

Which exchanges can be viewed using Intralinks Secure Mobile?Managers of Intralinks Platform exchanges determine whether their exchanges will be available on mobile devices. Exchanges are available in Secure Mobile only if the exchange managers have enabled access. You can contact the exchange manager to request that access within Secure Mobile be activated; keep in mind, though, that activation is at the manager’s discretion.

What document types can be displayed using Intralinks Secure Mobile?Supported document types include: jpg, .tiff, .gif, .png, .doc, .docx, .htm, .html, .key, .numbers, .pages, .pdf, .ppt, .pptx, .txt, .rtf, .vcf, .xls, .xlsx, .mp4, m4v and .3gp. Watermarked PDF documents can be displayed. Other types of files can be opened in another app on your mobile device using the Open In feature. (You must have an app installed that is capable of displaying the selected file type.)

What version of iOS is required for Intralinks Secure Mobile?Intralinks Secure Mobile requires iOS 4 or later.

What happens if I need to switch to another Intralinks account using my iPad or iPhone?Intralinks Secure Mobile supports the use of multiple accounts on a single device. Information for each account is available only when you have logged into that account.

Note that you have a single passcode for Intralinks Secure Mobile, regardless of the number of accounts you access.

How do I save a search with Intralinks Secure Mobile? You cannot save the searches that you perform using Intralinks Secure Mobile. Saved searches created and saved in the standard browser-based versions of Intralinks Platform are available for you to use on iPad, however.

What happens if I enter the wrong passcode? Your passcode will be invalidated if you enter it incorrectly more than four times. If this happens, you will need to log in using your email address and password; you will have the opportunity to create a new passcode after you log in.

How long may I leave Secure Mobile idle before it’s locked and I have to enter my passcode to view it again?If the application is idle for one minute, it is locked, and you’ll have to enter your passcode to redisplay it.


Reviewers

Why can’t I use the “Open In” option to view a document in another application?The manager of the exchange may decide whether documents can be viewed in third-party applications, such as GoodReader, Evernote or iBooks. If you can, the Open In icon is displayed in the icon bar below the document. If this function isn’t available, you can contact the exchange manager to request that it be activated; keep in mind, though, that access to third-party applications is at the manager’s discretion.

Why can’t I view protected documents on my mobile device?The manager of the exchange may decide whether protected documents can be viewed on mobile devices. You can contact the exchange manager to request access to protected documents; keep in mind, though, that access is at the manager’s discretion.

I can’t see some of my Intralinks Platform exchanges in the Secure Mobile app. Why?The manager of each Intralinks Platform exchange may have made a decision not to allow access to the exchange via Secure Mobile, or it might have security restrictions that prevent it from being viewed. You can contact the exchange manager to request that access by Secure Mobile be activated; keep in mind, though, that activation is at the manager’s discretion.

Managers

How do I activate Secure Mobile for my exchange?Log into Intralinks Platform using a computer (not your mobile device). On the Hub, locate your exchange and right-click on it. A menu will appear. Select View Exchange Details, then click the Mobile Settings tab. Mark the Access exchange on mobile devices option.

How do I activate Open In functionality for my exchange?Log into Intralinks Platform using a computer (not your mobile device). On the Hub, locate your exchange and right-click on it. A menu will appear. Select View Exchange Details, then click the Mobile Settings tab. Mark the Allow other applications to open non-protected documents on mobile devices option. (The Access exchange on mobile devices option also must be marked.)

How do I allow protected documents to be viewed on mobile devices?Log into Intralinks Platform using a computer (not your mobile device). On the Hub, locate your exchange and right-click on it. A menu will appear. Select View Exchange Details, then click the Mobile Settings tab. Mark the Allow protected documents to be viewed on the mobile device option. (The Access exchange on mobile devices option also must be marked.)

Security features within Secure MobileIntralinks understands that security of your sensitive business information is your first priority when using applications like Secure Mobile. We have taken a variety


of steps to ensure that your information stays safely within your control. Intralinks offers a broad range of safeguards:

• Documents that are viewed in Secure Mobile do not remain on the device between sessions. They are not retained in your device’s memory.

• You must be online and be validated (that is, enter your email address and password or your four-digit passcode) in order to use Secure Mobile. If you lose your iPad or iPhone, there is no risk that someone else will be able to retrieve the documents on your exchanges.

• Documents are never synced to iTunes.

• Secure Mobile works within a “sandbox,” so other applications on your iPhone or iPad cannot access the information viewed in Secure Mobile.

• Exchange owners have the ability to turn off access by Secure Mobile at any time. They also can determine whether their documents can be opened in other devices, such as GoodReader or iBooks, or must be viewed within Secure Mobile. (Other applications may allow the users to save copies of the documents on their device.)

• Secure Mobile supports Intralinks Platform’s use of two-factor authentication. If two-factor authentication is enabled for an exchange, users who are deemed a risk, as determined by RSA Security, a leading Internet and network security provider, will be asked to provide the answer to their challenge question when they attempt to access an exchange. To maintain security, RSA does not reveal its methods for determining each user’s level of risk.
