Tuesday, January 3, 2023

ShareFile Changes in 2023!

We are about to make some changes in ShareFile. By now you should have received an invitation to activate your new Just Gurr ShareFile account and this guide assumes you have already activated it. This document will guide you through moving your files from your old Wheeler ShareFile account to your new Just Gurr ShareFile account. It will also walk you through the process of updating your ShareFile link in your Outlook signature.

What is Changing?

Wheeler Accountants will be using the Just Gurr ShareFile account as our new ShareFile account. Here is everything that will be changing:

• The URL https://wcpa.sharefile.com/ will be moved to the Just Gurr ShareFile account and will become your new Wheeler ShareFile account.
• You can still access your old ShareFile account under https://wcpa2.sharefile.com/.
• You will need to move your current files in your File Box and your Personal Files to your new account.
• The ShareFile link in your signature will need to be updated. Your old (current) ShareFile link will no longer work.

A Synopsis of the Following Sections

• The first section below is all about moving your current File Box files to your Personal Files folder. I will walk you through the steps necessary to select all your current File Box files and move them directly to your Personal Files folder so that they can be downloaded in the second section below.
• The second section below will walk you through the steps necessary to download your Personal Folders files to the Downloads folder on your computer, which is the default location for Google Chrome downloads. Once downloaded, you will be instructed to extract the files from the newly downloaded file.
• The third section below guides you through the steps you need to take to upload your extracted Personal Folders files to your new Just Gurr ShareFile account.
• The fourth and final section below will walk you through updating your Outlook signature with your new ShareFile link. Please note that this section needs to be done for both local and Citrix versions of Outlook to update your signature in both places.
• Please note that, for your ease of use, you may click the links in this document.

Moving Your File Box Files

You will not be able to move your File Box files from one account to another due to the nature of the folder – it’s meant as a temporary, 180-day holding place for incoming files. Instead, you must move your File Box files to your Personal Files folder to keep them around. This is the procedure for moving your File Box files to your Personal Folders in the former account.

1. Sign into https://wcpa2.sharefile.com/ with your Wheeler ShareFile credentials.
   Note: These are the credentials that you currently use to sign into your Wheeler ShareFile account.
2. To open your File Box:
   1. Click Folders in the side menu.
   2. Click File Box to open the File Box.
      
3. To move your File Box files:
   1. Click the “Select All” checkbox.
   2. Click Move.
      
4. To complete the process:
   1. Select Personal Folders.
   2. Click Move.
      
5. Your files will be moved to your Personal Folders.
   
6. To confirm that the files were moved, click the Refresh button in Chrome.
   

Downloading Your Personal Folders

Now that your File Box has been moved to your Personal Folders, you will need to download the files in your Personal Folders so that they can be transferred to the new account.

1. Download your Personal Folders folder:
   1. Click Personal Folders in the side menu.
   2. Click the “Select All” checkbox.
   3. Click Download to begin the download.
      
2. After a few seconds, your Personal Folders will download as a Compressed File.
   
3. When the file has been downloaded, open the folder to which it was downloaded:
   1. Right-click the Personal Folders.zip file.
   2. Click Extract All…
      
4. When the window pops up asking you to select a destination, accept the default and click Extract.
   

Uploading Your Personal Folders to New Account

This section walks you through uploading your recently downloaded Personal Folders to your new ShareFile account.

1. Sign into https://wcpa.sharefile.com/ with your Just Gurr ShareFile credentials.
   Note: These are the credentials that you currently use to sign into your new Just Gurr ShareFile account. Going forward, they are also now your new and current Wheeler ShareFile credentials.
2. Upload your Personal Folders files:
   1. Click Folders in the side menu.
   2. Click Personal Folders to open your Personal Folders.
   3. Click the Plus (+) button to open the file selection window.
      
3. Find the folder that you extracted your Personal Folders.zip file into.
   1. Click on any file in the folder and then hit CTRL-A to select all files.
   2. Click Open to begin uploading the files.
      
4. The files will transfer to your new Personal Folders.
   
5. Once the process is completed, you should see all of your Personal Folders files in place.
   

Updating Your Outlook Signature

This section walks you through the process of updating your signature with your new ShareFile link.

1. Click the ShareFile Options button in Outlook.
   
2. In the Options menu, click Log Out to log out of the old account.
   
3. Click the ShareFile Log In button in Outlook.
   
4. Sign-in to ShareFile:
   1. Type “wcpa” for the account subdomain.
   2. Click Continue.
      
5. Enter your Just Gurr ShareFile credentials.
   1. Wheeler email address.
   2. Just Gurr ShareFile credentials.
   3. Click Sign In.
      
6. In the ShareFile multi-factor authentication menu, click Text Message.
   
7. Verify the code you received:
   1. Enter the verification code you received in a text message on your mobile phone in the Verification Code box.
   2. Click Verify to verify your code.
      
8. After completing the ShareFile sign-in process and have been returned to your Outlook window, click the New Email button to open a new email.
   
9. In the New Email window, click Request Files to create a new link in the body of your email.
   
10. Copy the link:
    1. Select the complete link text: “Click here to upload files.”
    2. Use Ctrl-C to copy the new link text.
       
11. Edit your signature:
    1. Click the Insert tab.
    2. Click the dropdown arrow on your Signature button.
    3. Click Signatures…
       
12. Find and select the old link text:
    1. Select your default signature.
    2. Scroll down to the bottom of your signature.
    3. Select the current link text: Click here to upload files.
    4. Use Ctrl-V to paste the new link text.
    5. Click Save.
    6. Click OK.
       
13. Back in the New Email window, click the X to close the window.
    
14. If asked if you would like to save your changes, click No. This is only for the new email and not for your signature, which is already saved.
    

• Note: You must perform the steps in this section in both local and Citrix Outlook in order to update your signature in both places.