Xerox SaFTPas User Guide

June 6, 2012 Version 1.1

©2012 Xerox Corporation. All rights reserved. XEROX® and XEROX and Design® are trademarks of the Xerox Corporation in the United States and/or other countries. BRXXXXX

Other company trademarks are also acknowledged.

Document Version: 1.1 (June 6, 2012).

Table of Contents

1 SaFTPas User Guide System Requirements .................. 1-2

2 Introduction ..................................................................... 2-3

3 Installation....................................................................... 3-4

4 Registering SaFTPas ...................................................... 5-6

5 The application main window .......................................... 6-8

6 Header Buttons ............................................................... 7-9

7 Managing Encryption Keys ........................................... 8-11

8 Generating a Key Pair ................................................... 9-12

9 Importing a Key ........................................................... 10-13

10 Importing Public Key from PGP Desktop to SaFTPas . 12-14

11 Exporting a Key .......................................................... 13-17

12 Defining a File Transfer Configuration ......................... 14-20

13 Editing a File Transfer Configuration ........................... 15-23

14 Setting a Schedule for the Transfer ............................. 16-24

15 Manually Executing a Transfer .................................... 17-25

16 Starting the Scheduler Utility ....................................... 18-26

17 Viewing the Transfer Log ............................................ 19-27

18 Managing the Local Drop Box ..................................... 20-28

19 Application Settings .................................................... 21-30

20 Handling File Transfer Errors ...................................... 22-31

1 SaFTPas User Guide System Requirements Below are the minimum system requirements that are needed to install and use SaFTPas.

• 15 MB of Free disk space

• Network or Internet Access

• At Least 1 FTP Server

2 Introduction

SaFTPas is a tool for implementing automated secure transfer of files between servers. SaFTPas can be used for both internal (within the organization) as well as external file transfers. It supports both unattended and interactive file transfers. Files to be transferred are secured by OpenPGP encryption. All the tools necessary for key management and encryption are handled by SaFTPas, independently of any third party tools. How SaFTPas works…

SaFTPas saves the parameters of a File Transfer in a ‘File Transfer Configuration’. There can be multiple file transfer configurations, thus allowing multiple file transfers from the single SaFTPas installation. The File Transfer Endpoints The end points of File Transfer are called Drop Boxes. A single File transfer configuration involves two Drop Boxes:

a. Local Drop Box (Folder or FTP Server) b. Remote Drop Box (FTP Server)

Depending of the direction of File transfer, i.e. Host To Remote Or Remote To Host, one of the Drop boxes acts as a Source of the File Transfer and the other as the Destination. Managing Files for Transfer SaFTPas provides tools to manage the files in your source Drop Box, including adding, encrypting, deleting files from the drop box. The files added to the drop box using SaFTPas are automatically encrypted using the specified keys. Transfer of files The Files are transferred from Source To Destination Drop Box as per the schedule. Every file transfer configuration can have a different schedule.

3 Installation

To install SaFTPas, run the setup utility provided and follow the instructions.

1. Run the setup file SaFTPas _setup.exe

2. Setup will prompt for the installation directory. You can select the directory of your choice but it is recommended that the path suggested by the setup is selected. Click Next to Continue

3. Next, setup will prompt for Start Menu Folder for program shortcut. Select default or choose the folder of your choice.

4. Selected paths for the Application and Shortcut are displayed. Click Back to make changes, if any. Click Install to continue installation.

5. After the setup completes, the application can be run from Start menu > Programs > SaFTPas (or the location you specified in the installation

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5 Registering SaFTPas Installed copy of SaFTPas must be registered before using. When SaFTPas is started for first time, Registration window will pop up as follows.

If you have received the Registration ID, click Yes button. This will open the Registration Form as shown below. If you don’t have the registration ID, click No. A registration Request form will pop up.

If you have received registration ID In the registration form, the fields Registered To, Registration ID and Email should be entered exactly as you receive in the email containing registration information. Enter the other information and click Register button. The data will be sent to the server for verification. If the verification succeeds, your copy of SaFTPas will be registered, the license information will be saved and the application will be ready to run. If you do not have a Registration ID Click No when prompted for registration ID when you start the application for first time. Registration Request for will popup as follows.

Fill the form and click submit. If your request is approved, you will receive the registration ID by email. Then you will be able to proceed with registration. Requesting Lost Registration Information: In case you loose or accidentally delete the registration email, you can request the registration information from our website, using the following url https://dit.acs-inc.com/SaFTPas/getregistrationid.php On this page you will be asked to enter the email address, on which you had received the registration details. If the email is found in our database, the details will be sent to you by email.

6 The application main window The installer will add a link to the application in the system Startup Menu. Run the application from Start Menu > Programs > SaFTPas The main application User Interface is shown below.

The SaFTPas User Interface Functions of the various components of the main window are as follows.

7 Header Buttons New Transfer:

Define a new File Transfer. A new window opens to configure a transfer. Execute Transfer:

Manually run a selected (from the list) transfer. Transfer runs in background. The outcome of the transfer may be checked in ‘Logs’.

Encryption Keys:

Manage Encryption Keys. Generate a Key Pair. Import a public Key from ascii key file. Export keys to ascii armoured file (which can be used to send keys to other users).

Start Scheduler: Start the scheduler utility. Scheduler runs in background as a system process. (listed in Windows Task Manager>processes as SaFTPas.exe .) Scheduler reads the defined schedules for every file transfer, and performs the File transfers accordingly. Any change made to the file transfer schedules come to effect only after the scheduler service has been stopped and restarted. To stop and restart the scheduler service locate the service in windows task manager process list and click end process, restart the scheduler service within the SaFTPas. Application, using the start scheduler button. Note: Scheduler service must be running in order for scheduled file transfers to occur at the designated time. Shutting down the sending computer will also stop the scheduler service and will prevent scheduled transfers from taking place at designated times. Settings:

Define Folder paths for “Log’ folder and ‘Temp’ folder. SaFTPas Configurations This section displays the list of File Transfer Configurations. Each File transfer configuration defines a file transfer between two servers. It also displays the schedule for the File Transfers.

Buttons to Manage Existing Transfers These buttons to the right of SaFTPas configuration List Box, manage the selected Transfer from the list. Edit: Edit the parameters for selected Transfer. This opens a new window. Delete: Delete the Transfer from the list (and also from the system) Edit Schedule: Add/Update schedule for the transfer. This opens a new window. View Log: View log for the selected transfer. A log window opens that allows you to view log, save log to text file and clear log. Log file is updated when a transfer is run. Manage Local Dropbox: Manage your local drop box If your local drop box is a Source of transfer, you can,

- add files to local drop box - encrypt any unencrypted files - delete files

If your local drop box is Destination of transfer, you can - decrypt the received files and download to local folder

NOTE: Upon execution, SaFTPas will encrypt and securely transfer every file in

the local Dropbox folder. Please set up a designated local dropbox folder expressly for SaFTPas. DO NOT USE EXISTING SYSTEM FOLDERS like ‘My Documents’ FOR THE LOCAL DROPBOX.

8 Managing Encryption Keys The first step in setting up file transfers using SaFTPas is generating (or importing) your encryption keys. ACS Data Protection recommends setting up a separat e, dedicated keypair(s) specifically for your SaFTPas transfers . SaFTPas encryption keys are OpenPGP standard, and are managed using the Encryption Key Manager. This tool is accessed from…

a. Main window - Tools Menu > Manage Encryption Keys … Or b. Main window - ‘Encryption Keys’ button … Or

Add/Edit SaFTPas configuration window > ‘Insert Key’ button

Manage Encryption Keys window

The Application has its own key rings. The keys in the Public and Private rings and the key properties are listed above and can be viewed by selecting appropriate tabs. The Encryption keys Manager provides functions to

• View a list of available Private and Public Keys. • Import Private/Public keys from ASCII file. • Export Public/Private keys to ASCII file. • Generate a Key pair. • Backup your Private and Public key rings. • Restore Private/Public key rings from backup copies.

9 Generating a Key Pair The process to generate a Key pair is as follows.

1. Click the Generate Key Pair button on Manage Encryption Keys window. This opens a new window as shown below

Generate key pair

2.Enter the parameters for key generation. Key type is RSA, key size can be set to 1024/2048 bits. 3. Enter Name, Email and key Passphrase. 4. Click Generate Key Pair Button. This operation generates a Public and a Private Key.

10 Importing a Key Public keys from other PGP tools can be imported into the SaFTPas key ring. The keys are imported from an ASCII key file. (Most PGP applications allow exporting of keys to ASCII format).

To Import Key,

1. Click Import Key button on the Manage encryption keys window.

2. You will be prompted to select the ASCII key file.

3. The application will import it into the appropriate key ring.

This utility along with the Export key utility can be used to exchange the Keys between the SaFTPas applications installed on different servers.

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12 Importing Public Key from PGP Desktop to SaFTPas

The following example shows the procedure to import a Public Key from PGP Desktop to SaFTPas key ring.

1. Open the PGP Desktop application and click on the ‘PGP Keys’ tab on the left.

Select the key in the PGP Desktop application

2. Select the key you want to import in SaFTPas.

3. In PGP Desktop, click on File Menu, select Export > Key The following dialog box will pop up. Select the appropriate location to save the exported key, and click save button. ASCII key file will be saved to the selected location.

4. Close the PGP Desktop application.

5. Open the SaFTPas application, and click Encryption Keys button (it can also be accessed from Tools Menu > Manage Encryption Keys

6. Select ‘Public Keys’ tab (as we are importing a public key). Click Import Key.

7. File select dialog box will pop up as shown below. Select the location where you saved the exported key file in Step 3 above.

8. Click Open button. 9. The key will be imported to SaFTPas key ring and will be listed in the

“manage Encryption Keys” window as shown below

13 Exporting a Key

This utility exports the keys in public/private key rings to ASCII file. Click the Export Key button and select the path to save the output file. The selected key private or public will be exported to the key file. This file can be used to exchange keys generated by SaFTPas with other users or other PGP tools. Notes :

• Have the recipient generate a key pair and export and send the PUBLIC key to you.

• Sender only needs PUBLIC Key for Encryption. PRIVATE Key is only needed for Decryption

Example: Exporting Private Key From SaFTPas to PGP Desktop Following example shows the procedure to export a Private (or Public) key to PGP Desktop.

1. Open the Manage Encryption Keys window (from SaFTPas Main window > Tools Menu > Manage Encryption Keys)

2. Select “Secret Keys” Tab (same procedure applies to export Public keys). Select the Private Key from the list as shown in the figure below.

3. Click the Export Key Button.

4. Select the location and enter the name for the exported file.

5. Click save button to save the file to the selected location.

6. Now Open the PGP desktop application.

7. On File Menu, click “Import”. The following dialog will popup. Select the location of the key file exported in step 4 above

8. Click open. The PGP desktop will display the keys in the selected file as follows

9. Click “Select All” and click Import button

10. The PGP Information dialog will popup. Click OK

11. The key will be imported to the PGP Desktop.

14 Defining a File Transfer Configuration A File Transfer configuration defines the parameters (endpoints, direction, encryption keys etc.) of a transfer. To define a new File Transfer configuration from Main Window,

a. Click New Transfer button Or b. File Menu > New SaFTPas configuration

This will open a configuration window as show below

Following parameters are defined in a Transfer configuration:

Name: A name for the transfer. Spaces are not allowed and should begin with a letter. Only alphabets, digits and underscore character are allowed in a name. Validation is done automatically. Description: optional Transfer Type: Direction of Transfer Local Drop Box: can be defines as

- path to a local folder Or

- Ftp server Click … button to select a folder are add ftp server

Remote Drop Box: Remote ftp server Click … button to add/edit ftp server details. See the ‘add ftp server’ window below. A button to test ftp server connectivity is also provided. Enter the FTP server settings. Click Test Connection to check the connection to FTP server. If the connectivity test succeeds, click Submit button to save FTP server settings.

Encryption Keys: Select keys (from application key ring) for the transfer.

Add key button opens ‘manage encryption keys’ window with Insert Button as shown below. You can select existing Key in the key ring or Generate/Import new Keys. Click Insert selected Key to insert the selected key. You will be prompted to select a Public key if not already selected.

After entering all the parameters, click the Save Configuration button. The configuration will be saved to a file and will be available in the Main Window, SaFTPas configuration list

15 Editing a File Transfer Configuration

To edit an existing File Transfer configuration, select the configuration in the Main Window and click Edit button. This will open the same window as that of New configuration window, with populated filed values. All the fields except the ‘Configuration Name’ can be edited.

16 Setting a Schedule for the Transfer

To set a schedule for a File Transfer, 1. Select the File Transfer configuration from the Main window, SaFTPas

configurations list. 2. Click Edit Schedule button

This will open Edit Schedule window.

Transfers can be scheduled to run

1. After every specified hours (i.e. repeat after every X no of hours) 2. Every day at a specified time 3. Every specified weekday (Sunday, Monday, Tuesday …) at specified

time. 4. Every specified Date of a Month at the specified time

Click Update Schedule to save the schedule for the transfer. The defined schedules will be displayed in the Main Window as follows

17 Manually Executing a Transfer To Manually Run the Transfer,

1. Select the Transfer configuration from the list and 2. Click the Execute Transfer button as shown below

Checking the results of the Transfer The transfer will be executed in background. After the transfer operation is completed, the results of the transfer will be available in the Log. Log can be accessed by clicking the View Log button in the Main window. Log window displays the status of all the transfers executed along with Date & Time.

18 Starting the Scheduler Utility

SaFTPas Scheduler : SaFTPas scheduler is a utility that executes the file transfers according to the specified schedules. It runs in background as a system process. The File Transfers will run according to the schedule only if the Scheduler in running.

To start the SaFTPas Scheduler, click the Start Scheduler button from the main window.

The SaFTPas scheduler process (SaFTPas.exe ) can be accessed from Windows Task Manager > Processes as shown below:

19 Viewing the Transfer Log Every Execution of every Transfer is logged and the logs can be accessed from Main window > View Logs button.

The Log window provides the options to

a. Clear Log: to clear the log file. b. Save: Save the log to a text file.

Note: It is highly recommended that if you are havi ng problems with SaFTPas, save your log to a file and send it, with accompanying problem description, to acs-dit@acs-inc.com

20 Managing the Local Drop Box This utility provides the tools to manage your local drop box. From Main Window, click the Manage Local Dropbox button. Local Drop Box as a source of Transfer : (Host To Remote transfer) If your Local Drop box is a source of transfer, the Upload Files and Delete Files button are provided as shown below. Upload Files button allows you to select a file on local computer and encrypt and save it to the Local drop box. Delete Files button will delete the selected File from Local Drop Box.

In case the Local Drop Box is a folder on your local Machine, you get an additional Encrypt Files button as shown below, which allows you to check and encrypt all the existing files in Local Drop box, which may have been placed from outside the application.

Files placed using SaFTPas are always encrypted. So it is recommended that, you use SaFTPas to manage your Drop Box, even if it is a folder on your local machine. Local Drop Box as a Destination of Transfer : (Remote To Host Transfer) If the local drop box is a Destination of transfer, Decrypt Files button is provided.

Local Drop box as a Destination of Transfer, with D ecrypt Files button

Clicking on this button, you will be prompted to choose a path to save decrypted files and Password for decryption.

Clicking on Decrypt will download and decrypt files to your selected local folder (not in the drop box). The Drop box is unaffected after this operation.

21 Application Settings Settings can be accessed from Main window > Settings button or Menu > Tools > Settings

SaFTPas settings basically define the two folders, Log and Temporary. These folders are created during installation. Above figure shows the default locations. Log folder: where File transfer logs are saved. Temporary Folder: this folder is used for temporary processing of files. If you change this location, make sure the new path you specify has ‘write’ permissions.

Clicking on Save will save the settings. It is recommended that the log folder is not changed frequently.

22 Handling File Transfer Errors

If there is any error in File Transfers, either manual or scheduled,

1. On Application Main window, select the file transfer configuration for which you get error.

2. Click View Log Button

3. On the View Log window, click Save button, this will save the log to a text file.

4. Send this text file to acs-dit@acs-inc.com

Also in case of any other errors, please email acs-dit@acs-inc.com for assistance and technical support