Quick start guide NetExplorer 6.4

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Administrators and users quick start guide

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Quick start guide NetExplorer 6.4

  1. 1. www.netexplorer.fr 0825 590 144 support@netexplorer.fr
  2. 2. Quick start guide 2 | P a g e TABLE OF CONTENT NetExplorer interface ................................................................................................................................................................................ 3 User section .............................................................................................................................................................................................. 4 Drop documents to the NetExplorer platform ................................................................................................................................................ 4 Download files or folders ................................................................................................................................................................................ 5 Share link ......................................................................................................................................................................................................... 5 Deposit link ...................................................................................................................................................................................................... 7 My share .......................................................................................................................................................................................................... 8 Invite participants ............................................................................................................................................................................................ 9 Properties: access to the Timeline ................................................................................................................................................................ 10 Locks management ........................................................................................................................................................................................ 14 Online document preview ............................................................................................................................................................................. 15 Online document edition .............................................................................................................................................................................. 15 Search function ............................................................................................................................................................................................. 15 Administrator section .............................................................................................................................................................................. 17 How to create a user? ................................................................................................................................................................................... 17 How to create a group, for what purpose? ................................................................................................................................................... 18 Rights management ...................................................................................................................................................................................... 20 Email management ........................................................................................................................................................................................ 21 Archive system .............................................................................................................................................................................................. 23 Alternative access methods ..................................................................................................................................................................... 24 NetSync: NetExplorer data synchronization .................................................................................................................................................. 24 Connection as a network drive: WebDAV ..................................................................................................................................................... 27 NetExplorer on your smartphone/tablet: NetExplorer mobile ................................................................................................................................................. 29 API REST : interconnecter NetExplorer avec un applicatif existant ............................................................................................................... 29 Contact us ............................................................................................................................................................................................... 30
  3. 3. Quick start guide 3 | P a g e NETEXPLORER INTERFACE Welcome to NetExplorer share area. Please find below most important web menus, directly reachable from your Internet browser. Toolbar : This menu offers file control : « copy / cut / paste, download, file ordering switches, display mode. « Admin » Menu to manage users, groups, emails « User » Menu to manage account settings Search zone « Settings » Menu to enable/disable features, user interface and e-mails customization. Selection details Home tree view Main zone Here is the zone you can refer to your files. Please use right click to interact.
  4. 4. Quick start guide 4 | P a g e USER SECTION DROP DOCUMENTS TO THE NETEXPLORER PLATFORM For files/file sets less than 1GByte Drag and drop one or more files from your computer to the main zone, or click on the « Add » button, in the toolbar. Note: about Microsoft Internet Explorer, the drag and drop feature is only available from release 10, or higher. For files/file sets larger than 1GByte, or folders In the toolbar, click on the small arrow, next to the « Add » button, to display the roll-out menu, and choose « Drop folder/files ». Once the operation is done, the transfer is automatically started. You can check the uploading process in the « Favorites » zone, by clicking on the « downloading » button. In the « Downloading » zone, you can check active downloads, and cancel it, if required. Exclusively send files, through your browser file explorer Send files and folders, through the Java (7) technology Current active downloading sessions
  5. 5. Quick start guide 5 | P a g e DOWNLOAD FILES OR FOLDERS In the main zone, please select whole files and folders you want to download, by following one of the three following methods: ü Keep clicked on the left mousse button, and fly over elements ü Keep pressed the « Ctrl » key, and click on each different element ü Use the « Ctrl + A » combination, to select all files of the current folder After that, you can click on in the toolbar, or right click on one of the selected element, and click on « Download » to download the selection (Java required), or « Download (ZIP) » to a compressed archive. A dialog box will invite you to choose a path to the folder that will store the files you have chosen to download. Once the path has been set, click on « Save ». SHARE LINK A share link is a unique link, containing one or more files. From the moment when this link is communicated to your correspondents, they have an access to whole documents attached to the link, without being connected to the NetExplorer platform, regardless the size of the joined files. A share link has several optional attributes, to control and limit access to the files: ü Validity date ü Password ü Number of downloads Those attributes can be configured in the « Share link management » window. You can access to this menu by selecting files to share, right clicking on the document set, and choosing « Share a link ».
  6. 6. Quick start guide 6 | P a g e ↓ This option permits to automatically start the share link content downloading, through a direct link URL (this option is available only Copy the share link address to the clipboard Write an email through your own email client, with the share link pre-filled address Show/hide options Cancel and delete the newly created share link explorer Attached files displayed list, you can add documents by using « drag and drop » from the main zone to this zone. The link share key is automatically generated, but it can be updated, for example: « June_reporting ». Enable download notification, for each it. This option permits to automatically start the share link content downloading, through a direct link URL (this option is available only if password isn’t set). Complex passwords can be generated through this box Open the share link preview into a new browser window/tab.
  7. 7. Quick start guide 7 | P a g e DEPOSIT LINK At the opposite of the share link permits to receive into a target folder, all files and folders correspondent will drop in, regardless the size, or the number, of the joined files. To this end, right click on the target folder in which you wish to receive documents, and click on « Receive files here ».
  8. 8. Quick start guide 8 | P a g e MY SHARE The shares follow-up is accessible via the « My share » section, in the « Favorites » menu. Share links follow-up In this area, will be displayed whole shares links that you have created. You can administrer them as well. Deposits links follow-up In this area, will be displayed whole deposits links that you have created. You can administrer them as well.
  9. 9. Quick start guide 9 | P a g e INVITE PARTICIPANTS Share functionality allows participants invitation, whether or not they are internal or external to the platform, to cooperate on specific folders, going beyond particular administrative tasks applied to the platform (account creation, access management…). For the collaborators Invite a collaborator to participate on a folder, will permit cooperation on a folder, which will be visible in their own hierarchy, following their folders. For external users By inviting an external user, an email will be sent, containing a direct link to the customer platform. Collaborative working will be enable, on a specific folder, in a transparent manner. Participants review
  10. 10. Quick start guide 10 | P a g e Properties: access to the Timeline The properties of a platform element enable you to obtain details information about it: ü General information (creation date, size, owner…) ü Share and downloads follow-up (administrators and users with add right only) ü Annotations management ü Versioning management The Timeline is available through a right click on the related element, in the properties menu.
  11. 11. Quick start guide 11 | P a g e General information In the upper part of the Timeline, you have access to several information about the file: ü Preview ü Name ü Size ü Creation date ü Owner (user who’s uploaded the file on the platform) Downloads and share links follow-up The Timeline allows downloads and share links follow-up. You have access to several information: ü How much there was downloads/shares ü When they took place ü From where ü By whom they were made The upper part allows you to know quickly the total number of downloads or share links, and the middle part of the Timeline give you details. Note: To have downloads and share links follow-up, you must be an administrator or a user with add right. Document preview Document name Document size Creation date Owner Downloads number Shares number
  12. 12. Quick start guide 12 | P a g e Annotations management Annotations enable you to add comments to a file or a folder, to transmit indications to other users, for example. Annotations are managed through the Timeline. An annotation, added by another user, that you haven’t viewed, is noticed by a red icon , instead or a grey icon , related to already consulted annotation. Two different ways to access to annotations: ü Through the annotation icon on the document ü Through a right click on the related file, then « Properties » User name Place Download state Download date Annotations management (edit/delete) Add a next annotation Answer to the previous annotation Start of the conversation
  13. 13. Quick start guide 13 | P a g e Versioning management Versioning management enables tracking of any modification, applied to a file, and permits access to any previous version of it. Versioning management is insured by the Timeline. Two ways to access file versions: ü Through the button , only available if there are at least two versions of the file ü Via a right click on the related file, then « Properties » Once you are in the document Timeline, you can access to the file version of your choice, and download it easily. There are several ways to do this: By choosing a specific version in the drop-down menu By reverting in the middle part of the Timeline By using arrows By downloading directly the last version of the document
  14. 14. Quick start guide 14 | P a g e LOCKS MANAGEMENT NetExplorer lock a file automatically when you’re editing it, in order to prevent any modification form other users. Afterward, NetExplorer unlock it, and the document can be edited again. Users can also lock a file manually. According to your platform configuration, the lock can be: ü Writing : other user can open the document, but can’t modify it ü Writing and reading : other users can’t read or modify the document Note: This configuration is editable by administrators in the platform management, tab « Features » (lock and lock_read). During document modification, the locking system behaves uniformly, no matter your files access mode. When you are editing a document, it is locked for other user, no matter your access method or their access method. Web platform The web platform enables direct modifications of your documents. It will automatically lock the file while you edit it, and unlock it after applying your modifications. You can lock/unlock manually a document through right click on the document. Note: For further information about this feature, please read page 16 of this document, « Online document edition ». WebDav The web platform operation mode will be identical to the WebDav mode, accordingly to the locking mechanism that the software you will use to open the file supports. For example, a .doc file will be automatically locked on NetExplorer by Microsoft Word. However, a .txt file won’t be locked. NetSync With NetSync, locking/unlocking operations are automated too. NetSync will automatically lock the file when you’re editing it, and unlock it after synchronizing your modifications. Like for the web platform, you can lock/unlock a document manually by right clicking on the file. This feature is useful when you want to work on your documents in offline mode. For example, if you want to work during a flight, you can lock manually the documents, work on them during your travel without Internet connexion, and when Internet will be available again, your documents will be updated and unlocked. Note: For further information, please read page 25, « NetSync: data synchronization ».
  15. 15. Quick start guide 15 | P a g e ONLINE DOCUMENT PREVIEW Online document preview allows you to read files, directly from the web interface. This functionality has two benefits: ü You can read your files, without any local installed software ü You can read a document (if your administration gives you the related right) without having to download the file on your computer You can read a document online, through a right click on the document, then “Preview”. Note: the file formats majority is supported to preview desktop files (Office, OpenOffice, PDF, dwg…), pictures (jpeg, bmp, gif, png, psd, ai…) et videos (mp3, mp4, mov…). ONLINE DOCUMENT EDITION Online document edition enables you to modify files, directly from the web interface, by using your local installed software (Microsoft Word, Microsoft Excel...). You can edit a document online, through a right click on the document, then « Edit ». Note: all the files formats are not supported Note bis: The feature needs the Microsoft Office plugin. Good to know: if you often edit documents, then think to install NetSync! SEARCH FUNCTION NetExplorer search engine enables you to search a string in a file or folder name, in the documents content (Microsoft Office, Open Office, and PDF), or in the files or folders annotation database. You can use operators below, to search into documents content. Prefixes ü - The – char indicates that the word must be absent on the returned files list. Example: A file contains The meeting will take place on next monday. - The file will be excluded: -meeting, -place or –next. - The file won’t be excluded: -zoo, -train or –cat. ü Not operator Operators missing, means default operator (₊ operator), that permits matching lines to be prioritized. ü >< Both operators impact the searching word priority, > raises it, < operator decreases it. ü ~ The tilde char is an operator very close to the negative ( – ), but is less strict. It permits to make a lower matching line priority, without excluding the searched word. This operator is useful, espacially concerning ambiguous words.
  16. 16. Quick start guide 16 | P a g e The truncation ü * The asterisk char is a truncating operator, which permits to enlarge search scope, by typing, for example, only the beginning of a word: each word beginning by this chain will be returned. Example: The net* search will return files containing NetExplorer or network. Doubled operators ü ( ) Parentheses are used to group words, to sub-expressions. Parentheses groups can be combined. ü ‟ ” A phrase with quotation marks around, is literally searched, as it has been typed: it’s a complete char, or a phrase. Example: A file contains The meeting will take place on next monday. - The file will be listed : ‟The meeting”, ‟will take” ou bien ‟next” - The file won’t be listed : ‟rmee”, ‟ake” ou bien ‟ext” Go to the parent directory When your search is done, NetExplorer lists all the results. Through a right click on the document of your choice, you can click on « Go to the parent directory ». This feature enables you to open the document in its usual folder.
  17. 17. Quick start guide 17 | P a g e ADMINISTRATOR SECTION HOW TO CREATE A USER? Note: you must be an administrator, or have administration grants (delegated user) to access this section. In the left part of the web platform, click on « Platform management ». By default, the « Users » tab is selected. Click on « Add a user ». The add user window appears. Only login and password fields are mandatory, but we always recommend to full fill the form, in order to use NetExplorer integrated email notification system. Moreover, when you fill the email address, NetExplorer detects and prefilled user Name, Fist Name, and Organization (you can edit these information manually). If you want a user be a member of a group, click on the « Member of » tab, and choose one or more groups. A user can be part of several groups. The « Connection options » tab enables you to manage time slots of connection for the user (by default 24/7). These two manipulations are optional. Good to know: It’s possible to test access grants for each user, by previewing folders tree « as such as » the target user. In the « Platform management » section, « Users » tab, click on the button, to open the user description, and click on the « Access preview » tab, to visualize related user folder tree. Platform available in French, English, German, Spanish, Portuguese or Chinese Give an expiration date for the user profile
  18. 18. Quick start guide 18 | P a g e The window displays only folders in which user has access. Displayed suffixes in the folder name (RDWE) mean « Read, Download, Write, Edit », and enable you to know user grants, for each folder. HOW TO CREATE A GROUP, FOR WHAT PURPOSE? A group is a container including several users. They are created to simplify administrative tasks. For example, you may wish to share one or several folder(s) with about twenty salespeople. You can create a « Sales department » group, and add the twenty salespeople into it. Therefore, when you will share the folder(s), or will add email alerts, or will give access rights, you will just have to add the « Sales department » group to the access list, without repeating each modification, for all concerned users. Note: even if granting access to a folder are allocated to a user, through his group, you are able to redefine them, by adding or removing grants, to the related user. R: read D: download W: write E : edit
  19. 19. Quick start guide 19 | P a g e To access to the group management, click on « Platform management », then select « Groups » tab. To create a new group, click on « Add a group » button. Enter the group name, and click on « Add » button, if you wish to add users. Select one or more users, to join the group, through the icon, or click on the selected users, to remove them, and validate your selection by clicking on the « Validate » button. The end the group creation process, click on « Save » button. Group already created Create a new group Search an exisiting group Edit the group Delete the group
  20. 20. Quick start guide 20 | P a g e RIGHTS MANAGEMENT With NetExplorer, it’s possible to customize access rights, for each folder, and for each user/group. To access to the right management section, right click on the related folder, click on « Properties », then choose « Access rights » tab. Note: Users defined rights take advantage on the group defined rights. Otherwise, rights are cumulative (if the user is part of several groups having rights on the same folder, rights are cumulated). Simple mode By using simple mode, you will have to handle three kinds of rights, Read - Write - Share, to allow NetExplorer rights management, in an easy manner. Switching to advanced mode (see next page). Read Read the folders content and browse them, visualize and download files. Write Modify current content (rename, remove) and add content by sending/creating of files/folders or copy/paste. Invite Share folder with internal or external collaborators. Add users or groups. Delete user/group rights. Apply rights to sub folders Apply whole rights to sub folders.
  21. 21. Quick start guide 21 | P a g e Advanced mode At the opposite, if you prefer to manage all available rights of the NetExplorer solution, to refine users/groups rights, you can switch to « advanced » mode, through the « Access rights » button on the top left corner. It will display whole rights available, for each element. Read = Write Invite EMAIL MANAGEMENT Automatic email notification during a file deposit NetExplorer offers automatic users/groups notification, when a new file is dropped into a folder and when an existing file is update. Right click on the related folder, click « Properties », and then on « Email notification » button. Browse Going cross folders, without seeing content Modify Modify current content Add Send, create files and folders or copy/paste Read Visualize files Download Download folder files Remove Delete files/folders Invite Invite participant in a folder
  22. 22. Quick start guide 22 | P a g e The displayed list shows whole groups and users concerned by email notifications on this folder. You can add alerts by clicking on « Add » button. To disable email notifications for a specific user or group, you have to use the button. If you wish to propagate defined notifications to child folders, click on « Apply alerts to child folders » button. When a new folder is created, notifications of the parent folder are automatically used. Note : ü When a group receives an email, every member receives it. If a user is registered through several email addresses, an email will be sent to each address. ü En cliquant sur le bouton « Modifier l’email d’alerte » vous pouvez modifier le contenu du message envoyé aux destinataires. Modify notification emails text and format All NetExplorer sent emails can be customized. Emails are HTML base formated. They contain masks as well, [name] or [sender] for example, that will be automatically substituted by adequate values when notifications are sent. For example, the [first name] mask will be replaced by the first name of the email recipient. You can directly customize emails alert notifications by using the « Modify email alert » button (see previous screenshot). By unchecking « Use default email alert », as displayed opposite, you will be able to customize the email content, with the mentioned masks. Otherwise, the default email will be used. There are six generic emails: ü Email notification for new files ü Email notification for sending user logging information ü Email notification when a folder is shared ü [user] answer you ü [user] annoted [name]
  23. 23. Quick start guide 23 | P a g e To modify them, in the left browsing zone, click on « Configuration », then select « Emails » tab. To modify related email, click on button, ARCHIVE SYSTEM NetExplorer allows you to archive files in a dedicated zone. Only administrators can archive and unarchive files/folders. To reach the archives, in the left browsing zone, click on « Archives ». Here you have information about storage capacity. Other users cant’ access to the archive zone, and they’re not able to archive or unarchive files/folders. In the archives zone, all collaboration features are not available. You can archive files, but also folders. Arborescence will be preserved. To archive a file, click right on the related file, then « Archive ». A window will as you ton confirm your choice. The file is now at the root archives zone. You can classify it as you want, with several features: ü Create a new folder ü Rename a file ü Cut/copy a file ü Delete a file Attention, when you remove an archived file, its remove is definitive. It will not be possible to restore the file since the trash. That’s why a window ask you to confirm the remove, by copy a random code. To unarchive a file/folder, right click then « Unarchive ». A folder-chooser will allows you to choose where you want to unarchive your element.
  24. 24. Quick start guide 24 | P a g e ALTERNATIVE ACCESS METHODS NETSYNC: NETEXPLORER DATA SYNCHRONIZATION Synchronization enables to share files and folders easily between several users. NetSync sets up on your computers, PC or MAC, and allows you to synchronize folders in real time and on several workstation. NetSync automatically alerts users with notifications when a new document is available or when an existing file is update. Download NetSync NetSync is compatible PC and MAC, and its installation is free and express. Download NetSync for PC Download NetSync for Mac Installation process and first setup. NetSync is now downloaded. When you launch NetSync for the first time, a configuration wizard will be displayed. Your platform URL, sent by email. Your login. Choose the folder path where the NetExplorer data will be synchronized. By default, the synchronisation folder will be placed into your personal directory and named « NetSync ». It will contain your whole NetExplorer home data. Otherwise, data will be synchronised into a custom directory.
  25. 25. Quick start guide 25 | P a g e Synchronization folder Your synchronized folder will be automatically added to the Microsoft Windows favorites, to get an easier access. Green icon means that your files are synchronized. On the contrary, when the file is synchronizing, the icon is blue. The same is true for each file and folder located into the local directory. Automatic file locking system When you open a file to edit it since NetSync, it locks the file automatically, to avoid conflicts. You can also lock/unlock a file manually through right click on the related file, then « Lock » or « Unlock ». To know who locks a file, right click on the related file. Folder being synchronized. Synchronized files/folders Locked file. According to the file state, you can click to this menu, to lock or unlock the file. Right click on the file.
  26. 26. Quick start guide 26 | P a g e File sharing and deposit link As well as web platform, you can also share a document by link, or send a deposit link with NetSync: ü Share link: right click on the document, then « Share by link ». The same window as on the web platform will be open. ü Deposit link: right click on the folder, then « Receive files here ». The same window as on the web platform will be open. Update notification This window will appear when one or more files are updated or added. Related file name will be displayed, or whether the numbers of updated files if several modifications occurred. Click on the window to directly access to the file containing folder, or to the last updated file listing. NetSync states ü Synchronized : Data is up to date ü Synchronization : Synchronization is running ü Pause : Synchronization is paused ü Disconnected : Internet access unavailable NetSync main window - « Running » transfers: list of files that are being uploaded or downloaded. Used bandwidth, and size are displayed. Download can be paused. - « Recent » transfers: transferred data history, with the possibility to access to the folder that contains the file, by clicking on « Open the folder ».
  27. 27. Quick start guide 27 | P a g e NetSync setup and reset CONNECTION AS A NETWORK DRIVE: WEBDAV Whole NetExplorer customers can use this functionality. It can be enabled by following instructions below, according to your running operating system. Under Windows Vista and later environment NetExplorer Drive is a WebDav connection wizard. Download NetExplorer Drive on our website (www.netexplorer.fr). Launch NetExplorer Drive. Entry your platform URL and your login. Click on « Connect ». NetExplorer connects the network drive, and open explorator immediately. Click on « reset » button, to reset whole NetSync configuration, and relaunch the configuration wizard. Your synchronized files won’t be deleted. Click on the gear to access to the NetSync configuration panel
  28. 28. Quick start guide 28 | P a g e Under Windows XP environment In the start menu, go to « Network Favorites ». Select « Favorite Nework Wizard », then click two times on « Next » button, to get displayed the beside window. Fill the « Network Address » field with the NetExplorer platform URL, completed with « /dav » string. Example: https://demo.netexplorer.fr/dav Then click on « Next ». The computer will address this network drive, then you will be prompted to enter your credentials. Enter you NetExplorer login and password. Under MAC OS environment Open the FINDER, and select «Go » menu. Then click on « Connect to Server ». In the new window, enter your NetExplorer platform URL, completed with « /dav ». Example: https://demo.netexplorer.eu/dav Then click on « Connect » button. The computer will address this network drive, then you will be prompted to enter your credentials. Enter you NetExplorer login and password.
  29. 29. Quick start guide 29 | P a g e NETEXPLORER ON YOUR SMARTPHONE/TABLET: NETEXPLORER MOBILE Web interface that fits your smartphones and tablets The web interface is specifically designed to be accessible from computers, but also from smartphones and tablets. The web interface mobile view fits tactile screens, and permits a full access to data, at a single click. NetExplorer Mobile NetExplorer solution is available through native application as well, to be installed on your smartphone or tablet. There are two NetExplorer mobile releases, for free, according to the running operating system on your device - iPhone, iPad :https://itunes.apple.com/fr/app/netexplorer-for-ios/id929279418 - Android : https://play.google.com/store/apps/details?id=fr.bsnet.netexplorer API REST : interconnecter NetExplorer avec un applicatif existant The NetExplorer API (Application Programming Interface) is REST (REpresentational State Transfer) compliant, and permits interactions between an external software, and the NetExplorer storage platform. The API documentation is available here: http://api.netexplorer.fr/ Simple click navigation, contextual menu still available by right clicking on an element. Toolbar functionalities are located on the left side of the screen. Favorites, Administration, and folders tree, by one click.
  30. 30. Quick start guide 30 | P a g e CONTACT US 05 61 61 20 10 From Monday to Tuesday, 9am – 6pm. contact@netexplorer.fr .fr www.netexplorer.fr/contact/ TOULOUSE 10 Allée Aristide Maillol 31770 Colomiers PARIS 24 Boulevard des frères Voisin 92130 Issy-les-Moulineaux

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