Personal documents

  1. Add a document (upload) [top]
    Go to the folder where you want to add a Document. In the New menu, select Document and then From computer.
  2. Add a Document using drag and drop [top]
    You can drag and drop one or more files from your computer desktop to the Documents list.

    This feature requires a recent browser version. Internet Explorer does not support this feature for now.

  3. Add a file by downloading it [top]
    If the file is available on the Web, you can add it to the Documents by entering its URL. This URL must be public (this means no authentication is requested to download the document).

    In the New menu, choose Document and then From the Web.

  4. Create a blank document [top]
    Go to the folder where you want to add a blank Document (word processing, spreadsheet or presentation). In the New menu, select Document and then Empty document.
  5. Add a comment [top]
    You can add a comment on a Document, to give an idea of its contents. In a group, the comment will be displayed to all group members.

    Select Comment in the Document Actions. Documents with comments appear with a special icon.

  6. Edit a document [top]
    To edit a document, you must first download it on your computer, make the necessary changes and eventually upload it.

    You can simplify all this by using the virtual drive.

  7. 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.

  8. Rename a document [top]
    Select Rename in the Actions menu of the document.
  9. Duplicate a Document [top]
    If you need to create a Document similar to an existing one, select Duplicate in the existing Document Actions. You can also use this feature as manual version management: before you edit a Document, duplicate it and rename it by adding a version indication such as v1, v2, etc. This method can be used in your private and group Documents.
  10. 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.

Online edition

  1. Features [top]
    You don't need Office software (Microsoft Office, OpenOffice) installed on your computer anymore to be able to edit word processing, spreadsheets and presentations documents. ContactOffice integrates an online editor which offers the main features.

    This editor is available if the ContactOffice administrator has activated it (it is disabled by default) and if you have the right to edit a specific Document.

    Select Edit online from the contextual menu of an "Office" Document. To save your changes, click on the "Save" button in the online editor.

    Note: The online editor is provided by a third-party application, which will access your edited Documents contents. The third-party company offers no guarantee that the service will be available in the future.

  2. Collaborative editing [top]
    Documents in a group can be edited by several people at the same time, each user editing a paragraph at a time. Edits made by others are displayed in real time. A chat is also available.

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. If you try to place more levels in your virtual folders, you will get an error

Folders and subfolders

  1. Special folders [top]
    There are special folders in Private documents:
    • Trash: it contains deleted Documents and folders; they will be actually deleted when the Trash will be emptied.
    • Wiki: it contains your private Wiki pages, stored as .html Documents (this folder does not appear if the Wiki is not available in your version)
    • Drop folder: it contains Documents dropped by group members. It is automatically created after the first drop. See the drop folder section for more details.
    • web: you can create this folder to publish Documents on the Web. If this feature is available to your profile, Publish will be available in the web folder Actions. See the public access section for more details.
    Group documents also have a Wiki folder and a Trash. They can also have a web folder.
  2. 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.
  3. Rename a folder [top]
    Display the folder Actions and select Rename.
  4. 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.
  5. 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.
  6. Limitations [top]
    OpenOffice (.odt, etc.) and password-protected documents contents cannot be searched.

Send Documents by e-mail

  1. Send as attachment [top]
    From the Documents, select one or more Documents, display the Actions and select Send and then As attachment.
  2. Send as hyperlink [top]
    Instead of sending the Document in the e-mail, you can send it as an hyperlink. The recipient will have a few days to download it by clicking on the hyperlink and you can be notified when he does.

    This feature is handy for large documents but you can use it with small ones as well.

    Please note that this feature will automatically send an individual mail per recipient: the recipients will not see any other recipient.

    From a message, select Document as hyperlink from the Attach menu. Then, select one or more private or group Documents.

    From Documents, select one or more documents, open the Actions and select Send and the As hyperlink.

Group documents

  1. Access to group documents [top]
    Select the group name in the context selector, which default value is "Private".
  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]
    To use this feature, the group administrator must have allowed you to add documents in the group documents folder where you wish to share your Document.

    If the document is already in your private documents, you can share it with the group. Go to your private documents and select Share with groups in the Actions of the Document. Click on the Share button. Then, choose a group and a 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.

Drop folder

  1. Definition [top]
    The drop folder is a special folder in your private Documents, where the members of the groups you belong to may drop Documents. The drop folder is like a postbox: when someone drops a document, it becomes invisible to him.

    This feature enables you to receive files directly in the Documents tool rather than by e-mail: reports, homeworks, etc.

    Note: All the members of the groups you belong to may always use your drop folder.

  2. Drop a document [top]
    To drop a document in someone else's drop folder, first create it in your private Documents. Then, choose Send to a drop folder in the Actions menu of this document. In the group list, click on the recipient's name.
  3. Identify the Document sender [top]
    In case the sender has not used an explicit name, it is not always obvious to relate a Document to a group. The sender name appears automatically. By moving the mouse to the icon, you can also display the list of common groups with the sender.
  4. Manage the dropped documents [top]
    Usual features (sharing with groups included) apply to Documents dropped in your drop folder. You can also move them to other folders or delete them.

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.

Delete documents

  1. Delete a document [top]
    Tick or select the Document, display its Actions and select Delete. You can also drag and drop it to the Trash.

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

  2. Delete a selection of documents [top]
    Beware: once the Trash has been emptied, you can't get the Documents back. So, be careful when you empty the Trash.

    The deletion is done folder by folder. You need to a select a folder first. Tick the Documents (or select them using the keyboard or mouse), display the Actions and select Delete. You can also drag and drop Documents to the Trash.

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

  3. Empty the Trash [top]
    Display the Trash Actions and select Empty trash.

PDF conversion

  1. Features [top]
    To view a file for which you don't have the necessary software installed on your computer, or simply to convert a Document to PDF format, select Convert to PDF in the contextual menu of this Document.

    The conversion is made in real time and requires a time which depends on the size and complexity of the file. Please wait while the conversion is processed. When it is finished, you can save the PDF file on your computer.

    The following formats are accepted: .doc, .docx, .txt, .ppt, .pptx, .xls, .xslx, .odt, .sxw, .ods, .sxc, .csv, .odp, .sxi

Public access

  1. Definition [top]
    The standard access rights allow data sharing in groups of authenticated users.

    Public access allows you to publish data on the Web: anybody will be able to view them without a ContactOffice account and without any authentication. Public data can only be viewed: Web users may not add, edit or delete public data.

    You just have to activate the public access and communicate the URL of a specific data (or the corresponding RSS feed) by e-mail, on your Web site, etc. This feature allows you to publish forms, reports, studies, etc.

    If you are allowed to use public access, "Public access" will appear in the access rights windows.

    Note: publishing content you don't fully own is against the law. You will be held sole responsible in case of legal action.

  2. Settings [top]
    1. In private or group Documents, create a "web" folder (lower case only) in the root folder.
    2. Move the Documents that must become public to this folder.
    3. To get the Document public URL, display its Actions and select Details. The URL is displayed next to Direct access (Public access).
    Public Documents appear with the icon.
  3. Alternate settings [top]
    This alternate method is not recommended because it is more complex. However, it allows for publishing Documents outside the "web" folder.
    1. Display the Document Actions, select Access rights and then click on Public access.
    2. Tick the Download checkbox and click on Save.
    3. These access rights are not sufficient: you also have to set the folder which contains this document in public access, as well as all folders up to the root folder (included).

      For example, if you want to publish the document "report.doc" stored in My documents/Reports/Final, you must publish the My documents, Reports and Final folders. Publishing a folder does not publish its Documents automatically: Documents have to be published as well.

    4. For each folder, display its Actions select Access rights and click on Public access. Tick the View this folder checkbox and click on Save.
  4. Access public data [top]
    To get the Document public URL, display its Actions and select Details. The URL is displayed next to Direct access (Public access).
  5. Public access and standard access rights [top]
    Public folders and data can always be accessed by the members of the groups you belong to, using the ContactOffice Web interface: they don't need the public URL to access them. Besides, you cannot hide public data to a group member. This is why all boxes in the View column are automatically ticked if the public access box is ticked.
  6. Public access and groups [top]
    Because the group administrator sets the access rights within the group Documents, he alone may authorize public access in the group. If group members set some data public, this will have no effect until the group administrator decides to open public access.

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 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 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.

Remote servers

  1. Definition [top]
    A remote server is a document server that allows WebDAV (usually on port 80) or SMB/CIFS connections. 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 untick 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 documents from the remote server to the virtual office and conversely.

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.

 

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