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User guide

Lines

Introduction

Lines are secure communication channels, where users can exchange messages and files in complete confidentiality.

  • Each Premium (Enterprise) user can create as many Lines as needed and invite participants to join. All participants in a Line can instantly communicate and share files with each other.
  • To participate in a Line, you must be identified, i.e. have a Shadline account (Premium Enterprise or Freemium).
  • Each Line is a unique space that is perfectly partitioned from the others. The Administrators of an Enterprise cannot access the Lines and their content if they are not expressly invited by the members of the Enterprise.
  • Lines have a controlled lifetime. When they expire, all messages and files in the Line are deleted.

Shadline offers a Freemium mode that allows anyone to create an account and thus join a Line to which they are invited.

Home - List of Lines

When you log in to the Shadline application, the home screen shows you the list of Lines.

  • To simplify your navigation, you can find your Lines very quickly with :
    • filters :
      • Followed lines (flag)
      • Favourite lines (star)
      • Lines with unread events
      • Lines by colour
    • search module (search in line name, tags, creator name)
    • sorting :
      • name of the Lines
      • date of modification
      • expiry date
  • You can activate or deactivate alerts for each Line by clicking on the bell. This allows you to receive notifications when new messages or files are added to the Line (see Settings Menu / Notifications).
    • You can access the Line settings directly from the option button on the far right.

Create a Line

With an Enterprise account, you can create as many Lines as you want. With a Freemium account, you can create up to 3 Lines.

To create a Line, click on the blue « + » button at the bottom right. The following screen allows you to customize your Line:

  • Name of the Line. Choose an explicit name, use nomenclature principles to find you easily. Remember that your guests will also have to find this Line easily
    Duration of validity (option). At the end of the term, all the contents of the line will be deleted. You can extend the lifetime of the line at any time.
    Keywords, also called « tags » (option). They make it easier to search for the Line among the complete list on the home page.
    Allow or not allow the participants of the Line to invite other participants themselves. If you do not check the box, only you can invite participants to this Line.
    Colour (very useful when you have to manage many lines). You can, for example, reserve a colour for a profession (purple for IT Lines), a geographical area (green for Europe), an emergency level (red for Crisis teams)…

Manage participants

Click on the blue button in the left-hand column (under the name of the Line).

Remarks

  • under this button you will see the list of participants of the Line. You can even see their status with the help of the grey or green icons in front of the name.
  • when you are invited to a Line, you will only have access to this button if the creator of the Line has authorised you to invite other participants.

Delete a participant
To delete a participant, click on the red « – » button to the right of the name. The selected participants will move to the right-hand column.
When the list is OK, click on the confirmation button that appears at the bottom right and the participants will be immediately removed from the Line. They will no longer see the Line in their application.

Adding a participant
If you want to invite a new participant, click on the blue button next to the search field. This will take you to a new screen.

To invite a participant, select them from your Shadline contact list using the blue « + » button or enter their email address if they are not listed.

The list in the right-hand column will expand with the participants to be added. Click on the button at the bottom right to validate the list and invite these people.

Note: if a participant does not yet have a Shadline account, they will receive an email inviting them to create a Freemium account.

Discuss (chat)

Messages and imported files are presented chronologically, at the pace of the discussion, in the Line thread.

To send a message, use the input field at the bottom of the Line. You can chat from the web or mobile application under the same conditions.

Tip: choose the way you want to send your message by clicking on the keyboard icon in the input field. Either with the « Enter » key or with a Send button.

Importing files

To load a document into a Line, a simple Drag&Drop is enough! You can also use the « IMPORT FILES » button located on the right of the input field.

  • You can then import a file :
    • from your computer (local storage)
    • from your individual Shadline storage space (see Storage section)

Note: you can choose to restrict access to this document by checking the « Read only » box. Line participants will then only be able to see the document in the Shadline application, but they will not be able to download it.

Manage documents

All files shared in a Line are visible in the thread.

To the right of the file name, the eye button allows you to preview it directly (if the format is compatible). The option menu allows you to :

  • store this file in your individual Shadline space
  • download this file to your workstation
  • transfer this file (direct transmission to the Shadline Transfer function)
  • copy this file to another Line
  • delete this file

You can also see in this menu how many participants have viewed and downloaded the file.

Note: of course, these actions will be limited if the person who shared this document has activated the « Read only » function.

All the files in the Line are also available in a grouped view accessible from the banner on the right of the Line. They are displayed in chronological order of import (the most recent being displayed first).

You can then, very simply :

  • find a file using the search engine
  • make multiple selections for actions on a set of files (download, delete,…)

By clicking on the option menu menu, you will find the information related to this file (size of the file, who made it available, when,…) and the possible actions.

Edit the Line

If you are the creator, you can change the characteristics of a Line at any time by clicking on the « Settings » button under the title of the Line, represented by a gear wheel. This is particularly useful if you need to extend the life of a Line.

Leave the Line

As a simple participant, you can leave the line by clicking on the cross under the name of the line.

If you are the creator of the Line, this action is replaced by deleting the Line. Deleting the line permanently deletes all messages and files in the line.

Storage

Introduction to Storage

Each user has an individual space to store their files. They are not accessible by any other Shadline member.

Depending on the Enterprise contract, some users have shared « Enterprise » storage areas, which are fed manually or automatically via APIs or system connectors.

From your storage spaces, you can share files immediately through Lines or by using the Transfer function.

Individual storage

Your individual storage space is organised in a classic tree structure, with folders and subfolders.

From the storage space, a file can be viewed, moved, downloaded, transferred,…

Enterprise storage

Depending on the company’s contract, shared storage spaces may be accessible to authorised users. These areas are called « containers » and are managed by the company’s Administrators.

You select the container you wish to access in the area on the left. You will then find the files in the container organised in a classic tree structure, with folders and sub-folders. The actions authorised on these files are defined according to the rights that have been granted to you by the Administrators.

Files transfer

Introduction to transfer

The Transfer function allows a Shadline user to simply send or receive files.

  • Each recipient receives an email with a unique and non-predictable link to download the files made available to them or to forward the requested files.
  • As a recipient, it is not necessary to have a Shadline account.
  • You control the validity of the download and upload links, as well as the number of downloads allowed per recipient. A password can be added as an option for each upload or download request.
  • You can deactivate a link at any time and keep full control over file exchanges.
  • Files are not sent by email as attachments, they are only exchanged securely through Shadline.

The Transfer function allows you to keep full control of the files sent and received. No copies of documents are made on intermediate servers (unlike email attachments) and you control how long the transfer is available.

Monitor files sending

The 1st tab (Sent) allows you to create and manage your file transfers.

The dashboard on the main screen shows a list of your uploads. This overview shows you for each upload: the number of uploads already made, the number of recipients, the number of files uploaded, the date the upload was created and its expiry date (if it is still valid).

Note: The name assigned to the transfer corresponds to the name of the first file sent.

You can change the order in which this list is displayed according to the name, creation date or expiry date of the transfers. You can also search for a transfer using the search engine at the top right

This list is divided into 2 sections:

  • The first section, entitled « Follow », lists the current shipments.
    The second, entitled « History », lists expired shipments (for traceability).

Note: this history feature is only available to Premium users.

You can download the list of your transfers (with the button on the right of the search engine).

You can also delete one or more transfers from this list.

By clicking on a transfer, the details sheet opens. It shows the complete list of files sent, the recipients, as well as the number of downloads made by each of them.

For active transfers, you can at any time revoke a sending in progress (for one recipient or for all); for example if the person has already downloaded the document or even if you have the wrong recipient!

If necessary, you can also add new recipients or extend the validity of the download link.

Send files

Create a transfer using the « + » button at the bottom right of the dashboard.

You import one or more files from your hard drive, your Shadline storage space or by simply dragging and dropping.

If you import several files, the application will automatically generate a compressed file (.zip) for the recipients.

You enter the recipients’ emails.

Fill in the options:

  • Duration of validity of the transfer (maximum 15 days by default)
  • Number of downloads per recipient
  • Notification of the sender of the transfer, when the files are downloaded by the recipients
  • Language of the email containing the download link

To reinforce security, you can enter a password associated with this transfer.

You complete with a message if you wish to personalise your transfer.

Send files - Receiver's side

Your recipient receives an email with a link to a web page on the Shadline server to retrieve the files.

This page summarises the information related to the transfer. The « DOWNLOAD » button is used to retrieve the files.

If a password has been set by the sender of the transfer, the recipient must enter it to access this page.

Monitor file receipts

The 2nd tab (Received) allows you to create and manage your file requests.

The dashboard on the main screen shows the list of your requests (i.e. received transfers). This overview shows you for each request: the number of recipients, the number of files received, the date the request was created and its expiry date (if it is still valid).

You can change the order in which the list is displayed by name, creation date or expiry date of the transfers. You can also search for a transfer using the search engine at the top right

This list is divided into 2 sections:

  • The first section, entitled « Follow », lists the valid receipts.
  • The second, entitled « History », lists expired receipts (for traceability).

Note: this history feature is only available to Premium users.

You can also delete one or more file requests from this list.

By clicking on a file request, the details sheet opens. It shows the complete list of files received by recipient (with date and time of reception, file size).

You can view the files, download them, copy them to Lines or to your individual Shadline storage, and delete them. This is possible on a per file basis or on a group basis for a selection of files.

You can revoke a current file request (for one or all recipients) at any time.

If necessary, you can also add new recipients or extend the validity of the file upload link.

Receive files

Create a file request using the « + » button at the bottom right of the dashboard.

You enter the emails of the recipients to whom your file request will be sent and give a title to this request.

Fill in the options:

  • Validity period of the file import form (maximum 15 days by default)
  • Language of the email containing the link to the file upload page

To reinforce security, you can enter a password associated with this file request.

You can add a message if you wish to personalise your request.

Note: This feature is limited to 3 requests for a Freemium user.

Receive files - Receiver's side

Your recipient receives an email with the link to a web page on the Shadline server to send you the files (upload form).

This page summarises the information related to the file request.

You import one or more files from your hard drive or by simply dragging and dropping (or from your Shadline storage space if you have an account and are logged in).

The « SEND » button allows you to send the files to the user who made the request. They will receive them in their secure Shadline space.

If a password has been set by the sender of the request, the recipient must enter it to access this page.

Visio

Introduction

Shadline’s Visio service makes it quick and easy to hold secure online audio & video meetings with screen sharing and chat capabilities.

This service is running independently of the Shadline application at this time. It is therefore not necessary to have a Shadline account to create or join a meeting. You can access it from the Visio menu in the Shadline application or directly through the URL https://visio.shadline.com/.

The service is accessible from any web browser and from a mobile phone (either via a mobile browser or via the Android or iPhone Jitsi application).

Shadline’s Visio service is based on the open-source tool Jitsi. More information on https://jitsi.org.

Create a meeting

From the Shadline application, go to the Visio menu and click on the « CREATE MEETING » button on the page displayed.

You can also access the service directly via the URL https://visio.shadline.com.

The Visio homepage opens in a new tab. Simply enter the name of the meeting and start it by clicking on the « Start meeting » button.

The meeting name is used as the link to access the meeting. Using a name that is too short and predictable can create a security risk. It is also possible to reinforce the access to the meeting with a password (see meeting options).

This homepage also lists previous meetings you have attended.

Join a meeting

After creating a meeting or following the link to an existing meeting, you are taken to the entry page to join the meeting.

You enter your participant name.

You can manage your audio settings (speaker and microphone on/off and selection), video (webcam on/off) or wallpaper before clicking on the « Join meeting » button.

Manage the meeting

An action bar appears at the bottom centre of the screen when you move the mouse over it. It allows you to manage the meeting and your configuration:

  • Activation/deactivation of the microphone and selection of audio parameters (choice of speakers and microphone)
  • Activation/deactivation of the webcam
  • Activation/deactivation of screen sharing
  • Access to chat (including a polling module)
  • Change view (mosaic or presenter) with the 7th button
  • The « … » button gives access to all the options (participant management, security options, video quality adjustment, recording, various settings, etc.). The options available vary depending on whether you are a participant or a moderator of the meeting.

The menu « … > Invite people » allows you to obtain the link of the meeting to invite other people. You can then quickly copy it and send it by the channel of your choice (Line, email, SMS, etc.).

The menu « … > Security Options » allows moderators to access 2 meeting settings:

  • Set a password (which participants will have to provide to join the meeting)
  • Activate the lobby mode (moderators must approve participants to allow them to join the conference)

Note: If you experience difficulties with the audio and video streams, we advise you to open the UDP port 10000 to visio.shadline.com on your local firewall and on your network.

About security

  • All audio and video traffic is encrypted using DTLS-SRTP for 1-to-1 and multi-party meetings
  • Ability to set a password for the meeting
  • Participants can be approved to join the meeting (lobby mode)
  • Ephemeral meetings are destroyed when the last participant leaves
  • No user information is kept after the meeting (only shared with other meeting participants)
  • No data recorded by Shadline
  • No transmission or commercial use of user data to third parties

Contacts

Introduction Contacts

This page lists your Shadline contacts. These are the users you have exchanged with through the application or invited to join Shadline.

Premium Enterprise users have a list divided into 2 categories:

  • your Company’s contacts (automatically updated according to the company’s Shadline accounts managed by the Administrators)
  • your personal contacts, which you can manage at your leisure

Your Shadline contacts are perfectly segregated from your other contact books (email, mobile directory, etc.). Shadline does not use your telephone number to connect users. This ensures an additional level of security, in particular by preventing so-called « man-in-the-contact » attacks.

Manage your contacts

From your contact list, you can directly invite a person to a Line or transfer files.

You can filter your contacts by using the star picto representing favourite contacts or the search field at the top right.

You can also sort this list by :

  • name
  • email
  • activity (is my contact connected to Shadline)
  • category (Personal or Business)

To add a contact, click on the blue button at the bottom right.

Add a contact

By clicking on the blue button at the bottom right, a new window opens:

You enter the email address of your contact. There are two possible scenarios:

  • If the contact already has a Shadline account, he/she is immediately added to your address book
  • If they don’t have a Shadline account yet, they will receive an invitation email to create a Freemium account

11_Line add contact
You can also add a person to your contacts from a Line, by clicking on the icon next to their name (see above).

Settings

Profile

Here you will find the information related to your profile.

You can import a photo to replace the default image, fill in the fields left blank and choose the language of your interface (French or English).

If the administrator of your instance allows it, you can change the visibility option of your email address (either display your address to other users of the application with whom you are in contact or replace this value by « Hidden address »).

Account

This page presents the main information related to your account and your use of the application (subscription plan for example).

Security

The main security information related to your account is gathered here.

In particular, you can change your account password and enable two-factor authentication. This option increases the security of access to your Shadline account. In addition to your password, each connection to the application will require a one-time code (a 6-digit code called OTP). This code is sent to you by email or SMS depending on the settings you define.

Note: companies can choose to make this two-factor authentication mandatory for their users.

An additional security option allows you to activate double encryption when uploading and downloading files. Disabling this option significantly speeds up download times. Its setting is also subject to the conditions set by the company.

Note: File exchanges remain protected at all times on Shadline (whether the option is activated or not) by securing all the application’s communication flows using HTTPS.

Notifications

You can define the notifications you wish to be subscribed to, according to your Lines and the desired rhythm. 3 types of notifications can be configured:

1. Alerts sent when a new message or file is posted in a Line

  • You can choose to receive these notifications by email, mobile and/or system message (via the web browser)
  • A time delay allowing to group the notifications is possible in order to limit the too frequent solicitations
  • You define from the list of Lines which ones can generate these notifications

Note: remember, the alert must be activated for each Line of which you wish to be warned in case of new event (the button with the « bell » must be activated from the list of Lines or while being in the Line).

2. Notifications in case of events related to the service (invitation to a Line, expiration of a Line, download of a file transferred, etc.)

3. Weekly summary of your account activities