ISSUE: KSMTA or KSMLA staff indicate that when they receive secured documents sent to their KSMLA or KSMTA email address, they cannot log in to ksmcpa.sharefile.com using their ksmcpa.com network credentials to access the files. RESOLUTION: Staff need to add an alternate email to their account. This must be done by the staff, logged in to ksmcpa.sharefile.com as the user with ksmcpa.com network credentials. INSTRUCTIONS: While logged in as the requesting user, Navigate to Settings > Personal Settings > Edit Profile.    Click Add Alternate Email and enter the desired email address. 3.  ShareFile will send the added email address a confirmation email containing an activation link. Note: In order to use this email address, you must click the activation link in the confirmation email. If you did not receive the confirmation email, or your activation link is expired, return to the Add/Edit Email Address section and click the Send Confirmation Email link to resend the confirmation email and check your spam settings. 4.  Once you have clicked the activation link, sign back into your account to confirm the new email address works for login.     

26 STEPS 1. The first step is to open ShareFile Login and click Sign In 2. Click Create New User 3. Click Create Employee 4. Type First Name: * and Press Tab 5. Type Last Name: * and Press Tab 6. Type Email Address: * 7. Click Company: 8. Click Enter Katz Sapper & Miller 9. Scroll down and uncheck all but Use Personal File Box 10. Click highlight 11. Click highlight 12. Scroll down and click Assign Folders 13. Click Plus sign by Shared Folders 14. Click FolderClients 15. Click Next: Set Permissions 16. Click Delete 17. Scroll left and click Done 18. Click Create & Continue 19. Once created click Skip 20. Click Settings 21. Click Admin Settings 22. Click File Drops 23. Click KSM_FileDrop 24. Click the 1st letter of the last name created 25. Scroll down and click User you just created 26. Scroll down and click Save Changes Here's an interactive tutorial ** Best experienced in Full Screen (click the icon in the top right corner before you begin) ** https://www.iorad.com/player/2123072/Create-New-ShareFile-Employee-with-File-Drop Next step

ISSUE: Client has notified KSM that they have an employee that has been termed. Client wants to make certain that the termed/former employee no longer has access to their portals or email links that have been sent to them. Even if the person is deleted or disabled in ShareFile, they will still be able to click email links within 30 days of being sent and open/download them. RESOLUTION: There are several steps to make certain that a termed client employee no longer has access. Steps will be identified as needing to be performed by KSM IT or KSM staff. KSM Staff Responsibility Navigate to the client site in DMS where the termed staff has been set up and use client administration Select Portal Tools > Portal Setup > Client Administration and remove the person from ALL DMS sites This will remove the account from ShareFile on the next system reconciliation interval KSM IT Responsibility Navigate to ksmcpa.sharefile.com, locate the client email account for the termed staff and select Disable account AND Log this user out Select View folders and activity logs Select Generate Folder Access Report to determine what folders the termed staff has access to Select Generate Excel Report to generate the activity log for the last 90 days Send the Activity Log to KSM staff so they can determine if any sensitive email links need to be terminated From the Activity Log, identify any emails that have been sent in the last 30 days (our default to expire email links) Determine who sent the emails > navigate to their account > select View folders and activity logs Navigate to the KSM staff's File Box (click link to Access User's Content) > locate and select the email(s) in Sent Messages > Select Expire Link

Issue: The ShareFile icon is greyed out The ShareFile Tools are greyed out RESOLUTION: 1. Click on the icon in your Outlook Toolbar (main window, not an email window) 2. Enter "KSMCPA" for the account subdomain 3. IMPORTANT: Select "Sign in with my company credentials" 4. If Prompted, Please select your account. And login with Network Credentials if necessary. 5. You should now see a solid black ShareFile icon instead of a grey icon and your ShareFile tools should be available now.

ISSUE: The client needs to change their 2-step verification phone number SOLUTION:   The user must be signed in to ShareFile first in order to change  Click on the Personal Settings tab  Click on Two-Step Verification  Click the Edit Tab Enter the new phone number and hit the Send button         6. Enter the Code sent by SMS or Voice call and press the Verify button                                                   

ISSUE: What is the retention period for files uploaded to ShareFile from either DMS or the client RESOLUTION: ShareFile has a 30-day retention period from the date uploaded by KSM staff or the client After 30 days the files are irretrievable and have been purged from the ShareFile servers

Here's an interactive tutorial ** Best experienced in Full Screen (click the icon in the top right corner before you begin) ** https://www.iorad.com/player/2334784/KSM-Sharefile---How-to-place-the-upload-files-link-on-signature 19 STEPS 1. The first step is to open Outlook and click New Email 2. Click caret by Request Files 3. Click Use Custom Settings 4. Click caret 5. Click never 6. Click OK 7. Right Click Click here 8. Click Copy Hyperlink 9. Click Notification Chevron 10. Right Click Xink 11. Click My Contact Details 12. Click Enter Your ShareFile Link 13. Right Click Enter Your ShareFile Link 14. Click Paste 15. Click Save 16. Click Close 17. Click No 18. Click New Email 19. The Uploads files here button is shown on the signature. That's it. You're done.

ISSUE: Client has requested using an FTP server to upload large files or large quantities of files Client needs to have current ShareFile account with specific permissions applied by KSM/KSMTA staff SOLUTION: FTP Client Client will need to download an FTP client (FileZilla, WS-FTP, Ipswitch FTP, Smart FTP, etc. KSM does not support FTP clients) Application Specific Password Since KSM has enabled two-factor authentication, the client will need to go into their account and generate an application-specific password Login at ksmcpa.sharefile.com  Go to Settings > Personal settings > Two-Step Verification Generate Password > Enter label "FTPS" > Generate Copy password to clipboard and save it in a file ( you will not be able to view it again) > Close window Advanced Connections - FTP information specific to client While still logged into ksmcpa.sharefile.com > Go to Settings > Personal settings > Advanced Connections When the FTP Settings appears, client should use the following information in the FTP Client Security:    FTPS (Implicit) (Port 990) - Required FTP Server:    ksmcpa.sharefileftp.com User name:    ksmcpa/client ShareFile email or ID # ########## Password:    client ShareFile password Client will have rights to folders/files already setup by KSM staff or KSM DMS LIMITATIONS: A user can have 8 simultaneous connections. Attempting any more connections will result in an error. If you cannot close connections, you may do so by closing your FTP client. Move and Copy functions are not supported. Changes made in this manner will not be reflected in the ShareFile web app. ShareFile does not support the Rename function when moving files. KSM company credentials will not work.

How to send an email using the ShareFile Add-In in outlook Once you have an email created with attachments added, select the "Encryption" Lock icon The email will now be encrypted and attachments added to the ShareFile portal. Your client will receive the encrypted email. They will log in to ShareFile to be able to view and download attachments. If they reply to your encrypted email, the string will remain encrypted.

How to send an attachment securely through the Outlook ShareFile Add-In Create a New Email in Outlook > Select the ShareFile icon Select Convert Attachments if you already have a file attached to your email If you do not have a file attached, select Attach Files > From PC and browse to locate a file(s) on your machine. Once your attachment is converted or attached, it will show in your email as a secured link Your client will recieve an email and will be able to download after logging in