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Personal documents
Personal documents sharing
Group documents
Folders and subfolders
Search
Delete documents
Virtual drive
RSS access
Remote servers
Links between a document and a contact


Personal documents

  1. Add a document (upload) [top]
    Select a level in the folders hierarchy and click on File upload in the right part of the screen. Click on Browse to select the file on your computer.

    You can send several documents (up to 5) in a single operation. There is a progress bar for the upload.

    The upload time of a file depends on the file size and on your connection speed. Don't close the pop-up window; it will automatically close when uploading is done.

  2. Edit a document [top]
    To edit a document, you must first download it on your computer, make the necessary changes, delete or rename the current document on the Web and replace it with the new version by uploading it.

    You can simplify all this by using a virtual drive.

  3. Download a document [top]
    Click on the document name or select Download in the Actions menu of the document.

    Each time the document is downloaded (using the Web interface or the virtual drive), the download counter is updated. You can view it by clicking on Actions.

  4. Rename a document [top]
    Select Rename in the Actions menu of the document.
  5. Move a document [top]
    Select Move in the Actions menu of the document. Then select the destination folder. The document will be moved and disappear from the current folder.
  6. Copy a document [top]
    Select Copy in the Actions menu of the document. Then select the destination folder. The document will be copied to this other folder and the original file will remain in the current folder.

Personal documents sharing

  1. Default access rights [top]
    • View documents: yourself (can be changed).
    • Edit documents: yourself (can be changed).
    • Add documents: yourself (can be changed).
    • Delete documents: yourself (can be changed).
  2. Allow someone to view a single document [top]
    You must first allow the person to view the folder containing the document: to do so, click on Access next to the folder name (the root folder name is your own name) and tick the boxes in the View folder column. Note: if the folder is contained into other folders (root folder included), these folders have to be visible as well! At this point, only the folder is visible: no content inside it is visible.

    Then click on Actions next to the document and choose Access. Tick the boxes in the Download document column.

  3. Allow someone to edit a single document [top]
    Editing a document means editing the document data (name and path) but not the file contents.

    In the Actions menu of the document, click on Access and tick the boxes in the Edit document column.

  4. Allow someone to add documents [top]
    Click on Access next to the folder name and tick the boxes in the Add documents column.

    Note: Ticked persons are also allowed to create subfolders and upload documents 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.

  5. Allow someone to delete documents [top]
    Note: This right applies to all visible documents 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 documents 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.

Group documents

  1. Access to group documents [top]
    Select the group name in the second pull-down menu (the default value is "Private") or click on View in the menu bar and then on "Group Nameofthegroup".
  2. Default access rights [top]
    • View documents: all group members (can be changed).
    • Edit a document: document creator (can be changed).
    • Add documents: group administrator (can be changed).
    • Delete documents: 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 documents can always be viewed by all members: each document has its own access rights.

  3. Add a group document [top]
    Note: You can add content in the current folder only if the group administrator has allowed you to.

    Upload a new document as you usually do it in your private environment. You can also create a subfolder and upload documents within.

  4. Share a private document with a group [top]
    Note: To use this feature, the group administrator must have allowed you to add documents in the group documents root folder (first level folder).

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

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

  5. Hide a document to a member [top]
    When a document is added in the group documents, 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 document column.
  6. Notify group members [top]
    When creating or editing a group document, you can send an email notification to all group members (except yourself) to let them know that a new document (or a new version of a document) is available. This standard notification can be personalized with your own comments. Note : Only the document creator may send a notification.

    To send a notification, select Notification in the Actions menu of the document.

  7. Allow someone to edit a group document [top]
    Editing a document means editing the document information (name, location in the folders tree), not the document contents.

    Select Access in the Actions menu of the document and tick the boxes in the edit document column.

  8. Administrators: allow members to add documents [top]
    Click on Access next to the folder name and tick the boxes in the Add documents column.

    Note: Ticked persons are also allowed to create subfolders and upload documents 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.

  9. Administrators: allow members to delete documents [top]
    Note: This right applies to all documents 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 documents 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]
    Select a level in the folders hierarchy and click on New folder in the right part of your screen.
  2. Rename a folder [top]
    Go to the folder (by clicking on its name in the left part of the screen) and then click on Rename in the right part of the screen.
  3. Delete a folder [top]
    Go to the folder (by clicking on its name in the left part of the screen) and then click on Delete in the right part of the screen.

Search

  1. Features [top]
    The search engine searches all your private Documents as well as all group Documents you may access. It searches the content of the following file formats: Microsoft Word, Excel and PowerPoint, PDF, HTML, RTF and Text.

    NB: The search engine ignores password protected files.

  2. Simple search [top]
    • The default criterion is "Any text field": file name, content, description and author name. Enter a text in the field.
      You can use the * wildcard (* stands for 0 or more letters). Example: "Name contains vir*" will match documents such as "Virtual office.doc", "Virtual drive.xls". Note: * cannot be used at the beginning of an expression.
    • Add one or more criteria by clicking on Add. Click on the Trash next to a criteria to remove it.
    • If there are several criteria, decide if they all must be true (logical AND) or if at least one criterion must be true (logical OR).
    • Eventually, choose to search the current environment only or all environments.
  3. Advanced search [top]
    Advanced search allows you to enter your own query, just like in search engines such as Google. You must however use the virtual office search syntax.
  4. Search results [top]
    Each Document is displayed with its relevancy score. Click on the magnifying glass to display its details: author, path and relevant excerpt. The excerpt is displayed only if the content was a search criterion.

    By default, search results are sorted by relevancy score, but you can sort them by file name, weight and date using the arrows on top of the list.

    As long as you remain connected to the virtual office, you can display the results of the last search by clicking on Search results in the left part of the screen. They are again sorted by relevancy score.

Delete documents

  1. Delete a document [top]
    Click on the Trash next to the document.

    The document is not deleted but just moved to the Trash, so that you can get it back in case you made a mistake. To delete the document, empty the Trash.

  2. Delete a selection of documents [top]
    Tick the boxes next to the documents and click on To trash.

    The documents are not deleted but just moved to the Trash, so that you can get them back in case you made a mistake. To delete the documents, empty the Trash.

  3. Manual Trash emptying [top]
    Go to the Trash, click on Select all and then on Delete. Documents are deleted and there is no way to get them back.

Virtual drive

  1. Definition [top]
    The virtual drive allows you to access your documents directly (without a Web browser): documents are in a special folder on your computer, protected with a login and a password.

    This folder acts as a standard folder: you can add, delete and/or rename files and subfolders. You can also open a file from the folder or from an application on your computer. The virtual drive is also an easy way to back-up the files stored on your personal computer.

  2. Create a virtual drive [top]
    The procedure depends your operating system. Click on Virtual drive to view the procedure.

    You will notice that the virtual drive consists of different folders:

    • A 'private' folder: it contains your private folders and documents
    • A folder for each group: each folder contains group folders and documents

    Note: All documents must be stored in one of these folders: you may not place documents or create new folders on the top level.

  3. Potential problems [top]
    For optimal use, note the following:
    • Avoid accents in folder names
    • Configure your personal or network firewall to allow the connection to your virtual drive (WebDAV protocol on port 80: your computer must be allowed to send data ).
    • According to the subscription type, levels in your folders and subfolders vary between 4 and 6. If you try to place more levels in your virtual folders, you will get an error

RSS access

  1. Features [top]
    RSS allows to gather several Websites (newspapers, blogs, etc.) in a single interface. You subscribe with an RSS reader (a software or a special Website) to an RSS feed, that is a special Web page published by each Website allowing RSS access. This RSS feed usually contains the title and summary of the last 10 published articles, with an hyperlink for each of them leading to the full story on the Website. As the RSS reader automatically refreshes all feeds, you are easily and quickly notified about new stories on all selected Websites.

    In this context, the virtual office offers several feeds: private (your inbox, your agenda, your documents, your bookmarks, etc.) and group (group agenda, group documents, group bookmarks, etc.). These feeds are protected by your usual login and password.

  2. Available feeds [top]
    Each folder has its own RSS feed. It contains all Documents of the folder sorted by creation date (recent documents first). Modification dates are not taken into account.

    The feed contents depend on your access rights. For example, if you have access to some documents in the group A, they will also appear in the RSS feed of their folders. If you can't access any Documents in a given folder, the corresponding RSS feed will be empty.

  3. Compatible software [top]
    All RSS readers that manages authentication (feeds with login and password):     Feedreader (Windows), for instance.
  4. Software settings [top]
    1. Go to a calendar and move the pointer to one of the images.
    2. Right click on the image and select Copy this link location.
    3. Go to the RSS reader, create a new feed and paste the address.
    4. Enter the virtual office login and password in the RSS reader, and give the feed a name.
    5. Set up the automatic refresh rate in the RSS reader.

Remote servers

  1. Definition [top]
    A remote server is a document server that allows WebDAV connections (usually on port 80). By configuring a remote server in your virtual office, you can gather all your documents in a single interface.

    Note: the remote server sets the access rights (read, write) for its folders and documents. It also sets the available disk space.

  2. Add a remote server [top]
    Click on Remote servers in the menu bar. Fill in the connection settings:
    • Name: this name will identify the server. This name is limited to the virtual office and has no link with the remote server actual name.
    • URL: remote server address
    • Login: your login on the remote server
    • Password: your password on the remote server.

    Then click on Save. This will automatically validate the settings and create the remote server if the settings are valid. If the settings are invalid, edit them. If they are correct but not validated, contact the remote server technical support.

  3. Edit a remote server [top]
    Click on Remote servers to display the remote servers list. Click on Edit next to the remote server, edit the settings and click on Save.

    Note: if you edit the remote server name, the change will be taken into account the next time you log into the virtual office.

  4. Deactivate a remote server [top]
    You can deactivate a remote server without deleting it. Display the remote servers list and untik the box next to the remote server name.
  5. Delete a remote server [top]
    Click on Remote servers to display the remote servers list. Click on the Trash next to the remote server.
  6. Operations on remote servers folders and files [top]
    A remote server folder is similar to a virtual office folder for basic operations: add, delete, rename a document, etc. You can copy or move folders and documents from the remote server to the virtual office and conversely.

Links between a document and a contact

  1. Definition [top]
    It is possible to link a document to a contact in your addressbook. This allows you to link a résumé to a person, for example.
  2. Link a document to a contact [top]
    Select Copy to clipboard in the Actions menu associated to the document. In the addressbook, edit the contact and click on Paste Doc at the bottom of the window. The document now appears in the contact details.

    Note: A document can be linked to several contacts.

    Note: As long as a document is linked to a contact, the document cannot be deleted. To delete it, you must first break the link between the document and the contact(s).

  3. Break the link between a document and a contact [top]
    In the addressbook, edit the contact and select Delete next to this document.