Accessing and Using LiquidFiles

Accessing LiquidFiles

  1. Open https://liquidfiles.colby.edu/ in a browser
  2. Click on the SSO Login button in the lower right
  3. If prompted by Okta, enter a Colby account name and password then click Sign In
  4. LiquidFiles displays the Secure Message form

Sending a Secure Message

Enter information into the following fields related to the message to send:

To The address(es) to send the message to (Cc and Bcc options are also supported)
Subject The subject of the message
Message The text content of the message
Authentication The Authentication Required option is recommended when sending only to individual people; if the message is being sent to a Google Group (eg, its-web@colby.edu) then the Authentication Not Required option should be selected
Access Restriction Select who can access the message and files (the default option Recipients Only is recommended)
Message Expires Defines when the message and attachments will be removed from the LiquidFiles server; defaults to one month but can be set up to six months from the current date
Message Expires After How many times can the message be downloaded? Leaving this blank for unlimited downloads is recommended
Recipient can reply Check this box if the recipient should be able to reply to the email sent by LiquidFiles
Send a copy to myself Send a copy of the email to the creator of the message as well as the recipients specified with To, Cc and Bcc
Private Message Recipients will only receive a notification that a message is available in LiquidFiles; they will need to log into LiquidFiles to view the message
Attached files Drag and drop files to the "Drop Files Here" box to attach files to the message

Once the form is filled out, click on Send to send the message to the recipients. The message will include a link to the message in LiquidFiles where the attached files can be downloaded.

Receiving a File from Someone Outside Colby (File Request)

Unlike the old Dropbox system, with LiquidFiles people outside Colby can't send their own dropoffs to a Colby account. Instead, the Colby account holder must send the person a message from LiquidFiles to initiate the process by following these steps:

  1. Click on  the File Requests option at the top of any LiquidFiles webpage
  2. In the new webpage displayed click on +New File Request to view the file request form
  3. Enter values for To, Subject and Message
  4. Optionally, check the Send a copy to myself checkbox to receive a copy of the message
  5. Optionally,  change Request Expires date to when the File Request should no longer be available
  6. Click on Request File to send the email

The recipient will receive an email with a link to LiquidFiles:

An example of a File Request email message

When the recipient clicks the link a form is presented where they can add attachments and send a message related to the request. The person who initiated the file request will then receive an email with a link to the message in LiquidFiles.

Personal URLs

Every Colby account holder who has logged into LiquidFiles also has two personal FileDrop URLs that others can use to send attachments to the Colby account holder. To see the URLs for the Colby account holder who is logged into LiquidFiles:

  1. Log on to LiquidFiles at https://liquidfiles.colby.edu/
  2. Under the gear menu in the upper right select Account Settings
  3. In next webpage select the Personal Filedrop tab

ITS recommends using the Filedrop (random) URL because this URL can be changed between uses.

Custom Filedrops

LiquidFiles also supports the creation of custom forms to securely transmit sensitive information such as social security or bank account numbers. If a department, office, or organization is currently collecting this information through email please contact the ITS Support Center (support@colby.edu) with a request to replace the existing process with a secure Filedrop using LiquidFiles.

Details

Article ID: 136536
Created
Mon 11/1/21 1:24 PM
Modified
Thu 6/23/22 10:26 AM

Related Services / Offerings (1)

LiquidFiles provides secure sharing of files through email.