Personal bookmarks

  1. Add a bookmark [top]
    In the New menu, select Bookmark.
  2. View bookmark details [top]
    Double click on the bookmark or display its Actions and select Details.
  3. Edit a bookmark [top]
    Display the bookmark details, make the changes and click on Save.
  4. Rename a bookmark [top]
    Display the bookmark Actions and select Rename.
  5. Delete a bookmark [top]
    Display the bookmark Actions and select Delete.

Group bookmarks

  1. Access to group bookmarks [top]
    Select the group name in the context selector, which default value is "Private".
  2. Default access rights [top]
    • View bookmarks: all group members (can be changed).
    • Edit a bookmark: notes creator (can be changed).
    • Add bookmarks: group administrator (can be changed).
    • Delete bookmarks: group administrator (can be changed).

    Note: in the group environment, all folders can always be viewed by all members (cannot be changed). This does not mean that all bookmarks can always be viewed by all members: each bookmark has its own access rights.

  3. Add a group bookmark [top]
    You can:
    • Add a new bookmark directly into the group
      Go to the group bookmarks and create a new bookmark (as you usually do in your private environment). If you leave the group, you will not be able to access this data anymore.
    • Share one of your private bookmarks with the group
      Select Share with groups in the Actions menu of the bookmark. Then select the groups you want to share the bookmarks with.
      This action creates a copy of the bookmark in the group: if you leave the group, you and group members will still be able to access this data.
  4. Share a private bookmark with a group [top]
    Note: To use this feature, the group administrator must have allowed you to add bookmarks in the group bookmarks root folder (first level folder).

    If the bookmark is already in your private bookmarks, you can share it with the group. Go to your private bookmarks and select Share with groups in the Actions menu of the bookmark. Then tick the group name. If the box cannot be ticked, that means that the group administrator has not allowed you to add bookmarks in the group bookmarks root folder.

    The bookmark appears in the group bookmarks root folder. You can then move it to another folder (provided you are allowed to add bookmarks in the destination folder).

  5. Hide a bookmark to a member [top]
    When a bookmark is added in the group bookmarks, it can be viewed by all members. To hide it to one or more members, click on Access in the Actions menu, untick the box labelled All members of and then untick the group member(s) in the View bookmark column.
  6. Allow someone to edit a group bookmark [top]
    In the Actions menu of the bookmark, click on Access and tick the boxes in the Edit bookmark column.
  7. Administrators: allow members to add bookmarks [top]
    Click on Access next to the folder name and tick the boxes in the Add bookmarks column.

    Note: Ticked persons are also allowed to create subfolders and add bookmarks in these.

    Note: Each folder has its own access rights. You can easily apply the same rights to all subfolders by ticking Apply this setting to all subfolders of. Be aware that if you edit the main folder rights later on, you'll have to apply to all subfolders again.

  8. Administrators: allow members to delete bookmarks [top]
    Note: This right applies to all bookmarks and subfolders in the current folder: don't give it to anyone.

    Click on Access next to the folder name and tick the boxes in the Delete bookmarks column.

    Note: Each folder has its own access rights. You can easily apply the same rights to all subfolders by ticking Apply this setting to all subfolders of. Be aware that if you edit the main folder rights later on, you'll have to apply to all subfolders again.

Folders and subfolders

  1. Create a folder or a subfolder [top]
    Go to the folder where you want to add a subfolder. Display its Actions and select New folder. Enter a name and hit the Enter key.
  2. Rename a folder [top]
    Display the folder Actions and select Rename.
  3. Move a folder [top]
    You have two ways to do this:
    • Select the folder with the mouse and drop it on the destination folder.
    • Display the folder Actions and select Move.
  4. Delete a folder [top]
    Beware:
    • Deleting a folder means deleting all Documents it contains, as well as its subfolders and contents.
    • Once the Trash has been emptied, you can't get the Documents back. So, be careful when you empty the Trash.
    • Instead of deleting folders, you can archive them (see the corresponding help section).
    Select the folder, display its Actions and select Delete.

    Note: the folder will be actually deleted when the Trash will be emptied. If you have sent a folder to the Trash by mistake, you will find it there and will be able to move it back.

Search

  1. Search in all tools [top]
    A search field is displayed in all tools. In the left menu, select All tools. By default, only tour private data will be searched. Select Include group data if you wish to include them. Your choice is saved.
  2. Search in a single tool [top]
    • Simple search
      A search field is displayed in all tools. In the left menu, the current tool is automatically selected, but you can choose another one. Choose whether to include group data. Your choice is saved.
    • Advanced search: most tools have an advanced search, the search criteria being specific to each tool. Select Advanced search in the search field right pull-down menu.
  3. Search field syntax [top]
    • if you enter several words, you will get data that contain all these words. If you enter "OR" between words, you will get data that contain one of the words.
    • The search does make a difference between uppercase and lowercase.
    • You can add a star (*) after at least 4 characters to search on all words starting with these characters.
    Examples:
    • holiday hawaii (equal to holiday AND hawaii) will return data containing holiday and Hawaii.
    • Maui OR hawaii will return data containing Maui or Hawaii.
    • "great holiday" (with the quotation marks) will return data containing the "great holiday" expression.
    • "info*" will return data containing words starting with info (informations, informative, informed, etc.)
    • virus -computer will return data containing the word "virus" but not the word "computer".
    • tag:urgent will return data with the "Urgent" tag.
  4. Results display [top]
    Results are limited to 200 items and are sorted by relevance. This order cannot be changed for now.

    Depending on the tool where the item belongs, different Actions will be available: Open, Open in context/Open in the containing folder, etc.

    If you search in all tools, you can launch the same search in a single tool by selecting it in the search field left pull-down menu.

  5. Recent searches [top]
    The 5 more recent searches can be recalled from the search field right pull-down menu.

Tags

  1. What are tags for? [top]
    Tags allow for organising your data with labels such as Urgent, Important, etc. and/or by project, client, etc. The first step is to create your own tags.
  2. Access to the tags [top]
    Select any data, display its Actions and select Tags.
  3. Create a tag [top]
    In the tag window, enter the new tag name in the upper part of the window and click on Add. Then, you can choose the optional colour.
  4. Edit a tag [top]
    Tag names cannot be edited. However, you can change their colours.
  5. Delete a tag [top]
    In the tag window, click on the red cross next to a tag.
  6. Tag some data [top]
    Select Tags in the item Actions. In the tag window, tick one or more checkboxes, depending on the tags you wish to set. Later on, you will be able to select other tags or unselect the current ones.
  7. Display data with a given tag [top]
    There are two ways to do this:
    • Enter "tag:TAG_NAME" in the search field available in all tools. Choose whether to search in the current tool only or in all tools.
    • Open the Advanced search and select a tag.
  8. Tags and groups [top]
    Tags belong to a person and not to a group: there are no group tags. It is not advised to use tags in a group data.

RSS access

  1. What's RSS? [top]
    RSS will notify you of new items on a Website, RSS is used in a RSS reader. You subscribe to RSS feeds and the RSS reader will refresh them periodically.

    The virtual office offers several feeds, all protected by your usual login and password.

  2. Available feeds [top]
    Each folder in the private and group bookmarks is available as a RSS feed.
  3. Compatible software [top]
    All RSS readers that manage authentication (feeds with login and password): Feedreader (Windows), for instance.

    Note: If you wish to use an RSS reader that can access secured feeds but does not hide the password (Firefox for instance), use the following syntax for the feed URL: "http://login:password@feed_url".

  4. Where are the feeds? [top]
    In a folder Actions, in the left part of the screen, select RSS.
  5. Software settings [top]
    1. Click with the right mouse button on the RSS icon and select Copy this link location.
    2. Go to the RSS reader, create a new feed and paste the address.
    3. Enter the virtual office login and password in the RSS reader, and give the feed a name.
    4. Set up the automatic refresh rate in the RSS reader.

Import - Export

  1. Import [top]
    Before you import bookmarks you must first export them from your web browser. Then, import the export file.

    Internet Explorer

    1. In Internet Explorer, go to the Favorites by clicking on the star in the upper right part of the screen.
    2. In the "Actions" menu, which default value is "Add to Favorites", select "Import and Export".
    3. In the window that appears, select "Export to a file".
    4. In the next window, check the "Favorites" checkbox.
    5. In the next window, choose a name for the file and click on "Export"
    Firefox
    • In Firefox, in the Firefox menu, select "Bookmarks" and then "Display all Bookmarks"
    • In the "Import and backup" menu, select "Export to HTML".
    • Choose a name for the file and click on "Export"
  • Export [top]
    Select Export in the More menu. The export format is HTML.
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