Sending files securely - LiquidFiles

What is LiquidFiles?

LiquidFiles is a secure file transfer system that allows you to send large files and request files from others without relying on email attachments. It’s designed to protect sensitive information and simplify file sharing while ensuring compliance with state and federal security standards.

Why does FGC use LiquidFiles?

• Meets Compliance Requirements: LiquidFiles helps FGC comply with federal and state regulations for secure file transfer (such as GLBA, FERPA, etc), protecting sensitive data such as student records and financial information.

• Secure Transfers: Every file is encrypted during transmission and at rest and access is logged.

• Simple Access: No extra software to install; just log in through your web browser and start sending or requesting files.

How to access LiquidFiles

1. Open your web browser and go to: https://files.fgc.edu

2. Click “SSO Login”.

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How to send files

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1. Click Secure Messages > Compose.

2. Enter the recipient’s email address in the To field.

   1. Optional: Add CC or BCC recipients as needed.

3. Add a Subject and Message.

4. Click “+ Add Files” and select the files you want to send.

   1. If you have sent files before, you’ll have an option to “+ Select Existing Files”.

   2. If your administrator has made available a pool of files that are sent often, you’ll have the option “+ Select Pool Files”.

5. Select an Authentication choice

   • Authentication Required: The recipient must sign in to view the message. This lets you track who opened the email.

   • Authentication Not Required: Anyone with the link can view the message. You won’t know who opened it, and there’s no limit on downloads per person.

6. Select an Access Restriction choice

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7. Options:

   1. Message Expires (date), Message Expires After (number).

   2. Recipient Can Reply, Send a copy to myself, Private Message.

8. Click Send.

   • The recipient will receive an email with a secure download link.

For more specific instructions with more screenshots and details about every option, see LiquidFiles' official documentation on Sending Files.

How to request files

This method will send a one-time use link which will expire once the files have been delivered to it.

1. Click File Requests

   1. This will open up a page with a list of existing File Requests, if you sent any previously.

2. Click “+ New File Request”

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3. Enter the recipient’s email address in the To field.

4. Add a Subject and Message.

5. Click Send Request.

   • The recipient will receive an email with a secure upload link.

   • They do not need a LiquidFiles account to upload files.

Screenshot of the email they’ll receive:

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For more specific instructions with more screenshots and details about every option, see LiquidFiles' official documentation on Request Files.

How to receive files

1. Notification about received files will come in to:

   1. Your Outlook Inbox

   2. In your account in LiquidFiles.

2. When you receive a message it will look something like this. (From: noreply@fgc.edu)

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3. From here you can either click reply or download.

   2. If DOWNLOAD:

      • You will see this page:

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        • To download the file simply click the download button next to the filename.

        • Additionally, you have the option to reply here.

   3. If REPLY:

      • You will see this page:

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        • To reply fill out the required fields & add attachments as needed then click send.

For more specific instructions with more screenshots and details about every option, see LiquidFiles' official documentation on Receive Files.

FAQ

Q: Do recipients need a LiquidFiles account?
A: No. They can upload or download files using the secure link provided; even with the “Authentication Required” choice selected (upon access they enter their email address and LiquidFiles sends them an access token).

Q: How large can files be?
A: LiquidFiles supports files much larger than email attachments. Our FGC Technology Department has set this limit at 10GB.

Q: How long do links stay active?
A: Links expire after a set time for security. If someone misses the deadline, you can send them a new link without having to re-upload the file; just use the “+ Select Existing Files” option.

Q: Can I send to multiple recipients?
A: Yes, you can enter multiple email addresses separated by commas.

Q: Will I be notified when files are uploaded or downloaded?
A: Yes, you’ll receive email notifications.