Sending Large Files from Vanderbilt to Anyone on the Internet with an Email Address

Vshare is a file uploader, downloader, repository that allows anyone with a VUNetID and ePassword to send a file up to 1GB in size to anyone possessing an email account. Email attachments are severely limited in file size and even if your file creeps in under the 15MB limit at Vanderbilt, there is no guarantee that will be the limit to the person, off campus, to whom you are transmitting the file. To solve the large file transfer problem, Vanderbilt has created vShare.

Vshare is a website you log into with your VUNetID and ePassword. You then upload a large file and fill out the form that sends an email to your intended recipient(s) with a weblink to the file. When they receive the email, they are given directions, in the email, about how to go “pick-up” the file. The file can then be erased from the system (or it will automatically be deleted exactly 7 days from uploading whether the file has been downloaded or not.). For security reasons it is recommended that HIPAA and FERPA data not be transmitted this way, though a quick upload, followed by an immediate download (typically triggered by a phone call to the recipient), followed by file deletion is fine.  The system uses Secure Sockets Layer (SSL) and never leaves the system until it is downloaded, so it is as secure as our on-campus email system, Blackboard, or MyHealthatVanderbilt.

Now for the exact steps:

 

Login in and put in your VUNetID and ePassword. Click “Login”.

Click “Choose File”.

Browser around and select the file. Then click” Open”.

Click “Upload”:

Fill out the form. I typically make the Description an d the email subject the same. You can put in any file up to 1GB (1024MB). I UNCHECK the “Use Captcha” box because I detest those funky characters you have to type in to “prove” you are not a machine.

Here is what Captcha looks like on this system. In this example it would require the recipient to type in S5UGPT in the beige text box and click “Proceed” before retrieving the file. If you simply uncheck the captcha box the recipient won’t have to go through this.

You can send yourself an email. You can include the remove link IF you want the recipient to have the ability to remove the file from the system. Keep in mind, however, that if you send that remove link and you have multiple recipients (multiple email addresses separated by commas), any early recipient may remove the file BEFORE the later recipients can pick it up, so typically I do NOT send the remove link. Instead I get the remove link and remove it myself as the sender. ( If no one removes the file it will AUTOMATICALLY be removed exactly 7 days from submission anyway.  If the intended recipient has not downloaded the file by then the file will have to be re-uploaded by the sender.)You can select password protection. That checkbox does NOT password protect the file. It just requires the recipient to type in a password before they are allowed to download the file.  When ready, click “Complete upload”.

 

The link to the file is immediately sent to the recipient and the sender sees this screen:

You can then log out. If you want to delete the file  you can log back in, go to “My Files”, click on  the link on the right.

Which brings up the following screen allowing you to send it again to someone else or delete it from the system.

Alternately, you can look at the automated email that was sent to you (the sender) and delete it from there.

Meanwhile, the recipient (in this case Betsy Weiner), received this message:

After clicking the link she sees this screen.  She does not have to log in. All she has to do is click the “Download file” button.

The recipient is then given the opportunity to save the file to their local hard drive.

NOTE: there is no way to reply. If the recipient wants to make changes to the file and return it to the original sender that requires the recipient create an entirely new message and send it. It also requires that person to have a VUNetID and ePassword since you must be logged in to send a file.

Once the sender knows the recipient has downloaded the file, the sender may delete the file from the system. If the file is not deleted by either sender or recipient, the file will automatically delete in 7 days.

 

JSG: 11152011