Introduction
FTP (File Transfer Protocol) is designed for advanced users or for specialist workflow purposes, and will not generally be used unless the Third Light Uploader and Browser Uploads are unsuitable. Use FTP if you have files larger than 2GB on 32-bit IMS installations or larger than 4GB on 64-bit installations.
SFTP (Secure File Transfer Protocol) is a modern replacement for FTP which makes use of encryption to secure the transfer of files.
SFTP is strongly preferred as it is encrypted. For this reason, FTP will be blocked by default in IMS versions 6.1.17-5 and onwards (Premium and Enterprise Editons only). If you wish to use FTP, you can use the following to re-enable in versions 6.1.17-11 and onwards: Configuration > System Administration > FTP > Enable Legacy FTP
Enable SFTP / FTP Uploads for IMS user accounts
A settings on a user's account controls whether they are allow to use SFTP/FTP and where their files will be uploaded to.
- Using the Users > Users & Groups page, click on the User's account
- Under the heading ‘Uploads’, check the box labelled ‘SFTP uploads’.
- Set Upload Destination Specify the Folder where files uploaded by the User will be placed. Alternatively, you may enable the User to decide where uploaded files should be saved.
- Upload Mode This enables the user to either merge uploads into the specified destination folder, or to create new folders under the destination folder.
Click Update User to save the settings.
Choosing an SFTP/ FTP Client
We do not recommend using browser based FTP implementations as their simplistic design is often not suitable for the transfer of large files. WinSCP is also discouraged as we have received reports of issues with this client that do not occur with FileZilla or Cyberduck. FTP uploads are incompatible with the IMS AD/LDAP authentication mechanism. Please use the Third Light Uploader instead.
The FTPS protocol is not supported.
How to Upload Using an SFTP / FTP Client
Step 1: Configure Client
The below shows an example configuration for both SFTP and FTP when using the FileZilla client. The accounts were created from the File > Site Manager page.
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Step 2: Drag and Drop Files
We cannot document each SFTP/ FTP client and assume you know how to operate the client you are using. In a typical SFTP / FTP client you will drag files from your PC which are displayed in a panel on the left-hand of the FTP client, into a panel on the right.
Please note that you won't see your IMS folders in the destination window of your SFTP / FTP client. You transfer the files to a 'holding area' and they are automatically moved into your chosen IMS folder when you have disconnected from SFTP / FTP.
Step 3: Further Actions
Login to IMS and check the folder to which you uploaded files – if the files will be available, no further action is required. If the files are not available:
- Check for a message about Pending Uploads on the left-hand side of the IMS page – if a message appears, click the link to open the Pending Uploads page.
- If no message appears then your files are awaiting approval by the designated approver. Check the folder again at a later-date. If the files are not uploaded in the time you expect, contact your IMS administrator.
Pending Uploads
If any of the following optional features are enabled, any files you upload will be placed into pending status awaiting further action, rather than being made available in IMS:
- Metadata available. You are given the opportunity to enter metadata for files you are uploading.
- Metadata required. You must enter some information about each of the files you are uploading - the presence of a red dot before a field indicates that a valid entry is mandatory..
- Version control. IMS detects if the file you are uploading is the same or very similar to a file already in IMS and if so asks you how to manage the duplication.
- Approval required. You will be informed that the files have been placed in pending while the necessary approval is sought. You need take no further action and will be informed when the designated administrator responds to the approval request.
When you are adding metadata or choosing revision options, individual files are added to IMS as you complete the necessary tasks. You can exit the page and return to it. To complete the required tasks for the remaining files, click the link included in the message on the left-hand side of the IMS window reminding you that pending uploads require your attention. The reminder message remains until all the files have been added to your IMS or have been removed from the upload.
Metadata
You can specify fields of metadata that a user must, or may (optionally) complete when uploading files. As well as presenting free-form entry fields, you can present users with lists of options they can click to select appropriate metadata content.
You can specify default metadata content that is automatically added to any new file uploaded to a specified Folder. These techniques can help you ensure consistent and useful metadata which will make assets easier to find and reuse. For details about enabling the entry of metadata with uploads, please refer to Metadata in Uploads. For details about completing metadata fields when uploading, please refer to Edit When Uploading.
Pending Uploads page - click to enlarge 
Message link to Pending Uploads - click to enlarge 
Pending Uploads - Metadata Required
Version Control
You can enable Version Control and specify for each user if IMS should detect potential duplicate files when users are uploading new files to IMS. If you enable these options, IMS detects if the files being uploaded are the same or very similar to a file already in IMS and if so prompts the user with options about how to manage the duplication. For more details of the options provided when uploading, please refer to the Pending Uploads Page. For details about Version Control and enabling it for users, please refer to Version Control.
Upload Approval
You can specify that any uploads made by a user or group must be approved before becoming available in IMS. A request will be sent to the designated approver automatically when the user submits an upload and files will be placed in pending until approval is given (or removed, if approval is declined). For details about enabling Upload Approvals, please refer to Approvals and Workflow.
Pending Uploads - Duplicate Detected 
Pending Uploads - Approval Required
