Introduction

Exporting data can become a time-consuming task when you have to wait for the download to finish and then upload it to your review tool. With cloud transfer, you can export data directly to a secure FTP destination and load it automatically in your preferred review tool. Additionally, by bypassing downloads to personal devices or local servers you have more control over your data and increased security. You can also create export settings templates and reuse them in future exports. This will make the export task faster and less incline to human error. You can access the Cloud transfers feature from the Authorized connections area in Onna.

How to access Cloud transfers

Prior to creating an export, you must first create a cloud transfer connection to specify the location on where the export should be sent.



Authorized Connections


Click on your user profile icon to view the menu of options and select Authorized Connections.

Note: Only Onna administrators have access to the Authorized Connections feature.

1. Expand the cloud transfers section to view all existing cloud transfers.
2. If no cloud transfers are available, simply click the Add cloud credentials link to get started.


Add Cloud transfer credentials

To transfer your exports, you must create a new cloud transfer connection. This will authorize Onna to upload the files to your cloud service. You can choose between two cloud transfer options.


Note: If you reuse the same cloud transfer for all your matters, a subfolder will be created using the Export Query as the folder name.


1. There will be two different SFTP options to select from:

a. SFTP (Password)

b. SFTP (Private Key)

2. Once you select your cloud transfer option, click the Connect button to begin entering your configurations.


Add username and password

If you prefer to connect to your SFTP with a username and password, collect the details from your IT department and then follow these steps:


Configurations

Once the IT Manager has produced the authentication credentials you need to connect to an SFTP server, simply enter the information on this form.

Note: If you are managing multiple legal matters and require the exports to be separated from one another on the FTP folder, then Onna recommends you create multiple cloud transfers to represent each matter.


Note: Be sure the folder name is accurate. If you misspell it, Onna will create a new folder using the name you specified.

  1. Cloud Service name - the name used to identify the cloud transfer. This must not exceed 60 characters.

  2. Host name - the domain name of the FTP server you are connecting to. (e.g., ftp.onna.com )

  3. Port number - the port number that the FTP server will listen to for your connection request.

  4. Folder path - The folder structure path on where you would like your exports to be stored when the transfer completes. If the folder does not exist, Onna will create the folder on your behalf.

  5. Username - The user name given to you by the IT Manager used to authenticate the connection.

  6. Password - The password given to you by the IT Manager used to authenticate the connection

    Test Your Connection


    Once you have provided all of your SFTP configurations you are now ready to verify that your connection will work.

    Note: If your connection fails, the section that failed will be highlighted.

  1. Once all of your configurations are entered, click the Test Connection button.

  2. If Onna failed to connect to the SFTP server, the fields will be highlighted in red.

  3. If your test was successful and fields are highlighted in green, select SAVE.

Note: On the resulting dialog, you can see the MD5 hash. You can share it with your IT department to verify that your connection is safe from man-in-the-middle attacks.


Add username and private key

This SFTP option provides a more secure connection to the SFTP server. The IT Manager is responsible for creating your FTP account with a personal public and private key pair. The private key can only be decrypted by the public key that is stored on the FTP server. If these do not match, the authentication will fail.


Configurations

Once the IT Manager has produced the authentication credentials you need to connect to an SFTP server, simply enter the information on this form.

Note: If you are managing multiple legal matters and require the exports to be separated from one another on the FTP folder, then Onna recommends you create multiple cloud transfers to represent each Matter.

Note: Be sure the folder path is accurate. If you misspell a folder, Onna will create a new folder using the name you specified.

  1. Cloud Service name - the name used to identify the cloud transfer. This must not exceed 60 characters.

  2. Host name - the domain name of the FTP server you are connecting to. (e.g., http://ftp.onna.com )

  3. Port number - the port number that the FTP server will listen to for your connection request.

  4. Folder path - The folder structure path on where you would like your exports to be stored when the transfer completes. If the folder does not exist, Onna will create the folder on your behalf.

  5. Username - The user name given to you by the IT Manager used to authenticate the connection.

  6. User’s private key - The password given to you by the IT Manager used to authenticate the connection

  7. The private key contains many characters. Be sure to copy everything from:

    1. -----BEGIN RSA PRIVATE KEY-----

    2. through

    3. -----END RSA PRIVATE KEY-----

  8. Paste the entire private key into the private key field.

Test Your Connection

Once you have provided all of your SFTP configurations you are now ready to verify that your connection will work.

Note: If your connection fails, the section that failed will be highlighted.

  1. Once all of your configurations are entered, click the Test Connection button.

  2. If Onna could not connect to the Hostname and Port number, then those fields will be highlighted in red.

  3. If Onna could not authenticate the Username or Password, then those fields will be highlighted in red.

  4. If Onna could successfully connect to the FTP server, then all fields will highlight in green, and the SAVE button will become available.

  5. If your test was successful and fields are highlighted in green, select SAVE.

Note: On the resulting dialog, you can see the MD5 hash. You can share it with your IT department to verify that your connection is safe from man-in-the-middle attacks.

Using a Cloud Transfer for Exporting

Once you have established a cloud transfer connection, you could now use it when creating your export.

How to enable Cloud transfers

There is a new page in the export workflow that allows you to enable cloud transfer support.

Note: Leaving the cloud transfer option off will generate the volumes where you could continue to manually download the export.

  1. Leave the cloud transfer option disabled, if you would like to continue to manually download files.

  2. Enable the cloud transfer option to view additional fields for configuring your export to use a cloud transfer.

  3. Select the cloud transfer you would like to use.

  4. Enter an internal email address or an external email address to notify the user(s) when the cloud transfer has completed.

    How to view the progress of your export

    You will have visibility on the status of your export and cloud transfer.

  1. Click the ellipse button next to the Export configuration status to view your export configurations.

  2. View all volumes that were generated.





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