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📩 Transfer data with SURFfilesender

Overview

This is the Transfer Data with SURFfilesender manual, part of Manuals in the A-LIFE RDM GEMs collection.

Supporting materials: SURFfilesender documentation
Authors: Irene Martorelli, Brett Olivier — Last modification: 2026-07-31 — Version: 0.2.0

ℹ Description

This manual explains how to use SURFfilesender to securely share files — including large datasets — either via email or via an anonymous link. This is particularly useful when you need to share data for review purposes without requiring the recipient to create an account.

Before you start

Not sure what SURFfilesender is or when to use it? See the SURFfilesender tool page for an overview, key features, and typical use cases.

🏁 Simple Steps for Transferring Data with SURFfilesender

1. Log in to SURFfilesender

SURFfilesender login page
Figure 1: SURFfilesender login page.

2. Select and access the transfer tool

  • Select and access the transfer tool using your institutional credentials.
Access the transfer tool with institutional credentials
Figure 2: Accessing the transfer tool with institutional credentials.

3. Add the files you want to share

  • Use the friendly browser application to drag and drop your files or folder directly into the interface.
Drag and drop files into SURFfilesender
Figure 3: Drag and drop files or folders into the SURFfilesender interface.

Note

You are only able to make selections of files, not folders — SURFfilesender works file based.

4. Review your uploaded files

Uploaded files list in SURFfilesender
Figure 4: List of uploaded files in SURFfilesender.

5. Choose your sharing method and settings

  • Choose between a transfer link or email:
    • Transfer link — generates a download link that you can share yourself; you can also protect it with a password.
    • Email — sends the download link directly to one or more recipient email addresses.
  • Set the expiration date — the default is 2 weeks, with the option to extend up to a maximum of 30 days.
  • Select the language for the notification — Dutch or English.
  • Click Advanced settings to access additional upload options, such as being notified when the recipient has downloaded the files.
  • After confirming, your download link is generated — you can use it to share your data.
Generated download link in SURFfilesender
Figure 5: Download link generated after confirming the transfer.

7. Track your transfer

  • Click on My transfers to check the status of your active and expired transfers. The most recently generated link appears at the top of the list.
  • Use the Actions options to manage a transfer — for example, extending the expiration date or sharing the file link via email.
  • You can extend the link by 5 days at a time, up to 15 days beyond the default setting.
Transfer status in SURFfilesender
Figure 6: Checking the status of your transfer under My transfers.
Extending the expiration date of a transfer in SURFfilesender
Figure 7: Extending the expiration date of a transfer.

8. Collaborate with other members

  • If you are collaborating, you can add members to your SURFfilesender space so they can add to and edit the transfer. This is particularly useful when publication data is shared among several authors before being sent to reviewers.
Adding members to a SURFfilesender transfer
Figure 8: Adding members to a SURFfilesender transfer.

9. Share directly via email

  • As an alternative, you can share the link directly with a recipient using the Send transfer to option, which shares the folder with them directly.
Sending a transfer directly to a recipient by email in SURFfilesender
Figure 9: Sending a transfer directly to a recipient via the "Send transfer to" option.

10. What the receiver sees

  • From the receiver's side, this is how the notification looks:
Notification received by the recipient of a SURFfilesender transfer
Figure 10: Notification received by the recipient of a SURFfilesender transfer.
  • The receiver will then have access to the shared data folder:
Shared data folder as seen by the receiver
Figure 11: Shared data folder as seen by the receiver.
  • From there, the receiver is able to download the file folder:
Downloading the shared file folder as the receiver
Figure 12: Downloading the shared file folder as the receiver.

11. Sender notification

  • The sender will then be notified and can see in the My transfers status that the data has been accessed and downloaded.
Sender view showing the transfer has been accessed and downloaded
Figure 13: Sender view showing the transfer has been accessed and downloaded.