Secure File Sync End User Guide

Secure File Sync End User Guide
User Guide
Secure File Sync End User Guide
Last Revised: Tuesday, February 28, 2017
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User Guide
TABLE OF CONTENTS
Contents
Getting Started ................................................................
................................................................................................
........................................................................
........................................ 5
How to Log in to the Web Portal............................................................................ 5
How to Manage Account Settings....................................................................... 6
How to Configure Two-Step Authentication ........................................................ 8
Configuring Two-Step Authentication .................................................................. 8
Accessing the Web Portal .................................................................................... 12
Registering the File Sync Agent ........................................................................... 13
Registering and Accessing Mobile Apps ............................................................ 14
Registering and Accessing the Outlook Add-In ................................................ 17
The Web Portal ................................................................
................................................................................................
.......................................................................
....................................... 19
How to Upload Files in the Web Portal................................................................ 19
How to Manage Files and Folders in the Web Portal........................................ 20
A Note about Excluded Extensions ..................................................................... 23
Mobile Apps ................................................................
................................................................................................
...........................................................................
........................................... 25
How to Download Mobile Apps .......................................................................... 25
How to Use the Android App ............................................................................... 26
How to Use the iOS App........................................................................................ 35
How to Use the Windows Phone App ................................................................. 44
The File Sync Agent for Windows and Mac Machines .......................................
....................................... 46
How to Download the File Sync Agent............................................................... 46
How to Register the File Sync Agent ................................................................... 48
How to Upload Files in the File Sync Agent ........................................................ 51
User Guide
How to Manage Preferences for the File Sync Agent ...................................... 52
How to Use the Selective Sync Feature .............................................................. 59
How to Add the File Sync Agent as a Storage Location in Microsoft Office 61
Sharing Files ................................................................
................................................................................................
............................................................................
............................................ 66
How to Create a New Team Share ..................................................................... 66
How to Send Individual Shares in the Web Portal ............................................. 68
How to Send Individual Shares in the File Sync Agent ...................................... 69
How to Manage Guest Accounts ....................................................................... 71
How to Manage Shared Items ............................................................................. 72
Locking
Locking Files and Folders................................................................
.......................................................................................
....................................................... 75
How to Lock Files and Folders in the Web Portal ............................................... 75
How to Lock Files and Folders in the File Sync Agent ....................................... 76
How to Resolve File Sync Conflicts ...................................................................... 78
Types of File Sync Conflicts ................................................................................... 79
Resolving a Collision .............................................................................................. 80
Resolving a Locked File Revision.......................................................................... 82
Restoring Files and Folders ................................................................
....................................................................................
.................................................... 85
How to View and Restore a Revision .................................................................. 85
How to View and Restore Deleted Files and Folders ........................................ 86
How to Use the Rollback Feature ........................................................................ 88
Backups ................................................................
................................................................................................
..................................................................................
.................................................. 90
How to Create Backups in the Web Portal ........................................................ 90
How to Create Backups on your Local Machine .............................................. 91
How to Manage Backups in the Web Portal ..................................................... 91
File Report and Activity Log ................................................................
..................................................................................
.................................................. 94
User Guide
How to View File Reports....................................................................................... 94
How to Track Activity ............................................................................................. 95
Outlook
Outlook AddAdd-In ................................................................
................................................................................................
......................................................................
...................................... 96
Configuring the Outlook Add-In .......................................................................... 96
Using the Outlook Add-In...................................................................................... 97
How to Install the Outlook Add-In........................................................................ 98
How to Configure the Outlook Add-In.............................................................. 101
How to Use the Outlook Add-In ......................................................................... 103
WebDAV................................................................
................................................................................................
...............................................................................
............................................... 106
How to Map a Network Drive on a Windows Machine.................................. 106
How to Map a Network Drive on a Mac OS X Machine ................................ 107
User Guide
GETTING STARTED
Your File Sync Tool allows you to share files and folders across your devices, and help
you collaborate and share content with others. Using the system, you can
• Collaborate with members of your organization, as well as with people outside of
your organization;
• Manage file revisions and versioning;
• Audit and track your files;
• Share files and folders through email with the Outlook add-in; and
• Back up and restore important files.
This User Guide will help you set up and use the system, and will provide you with the
information you need to incorporate the system’s toolset into your daily work activities.
How to Log in to the Web Portal
When a user account is first created for you, you will receive a Welcome email from
your administrator, providing you with important information to help you get started
using the system. For example, your email might include a link to the web portal, a
username (or an email address), and a password.
1. Navigate to the URL listed in your email (for example,
https://www.syncedtool.com).
2. Enter your username (or email) and password.
3. Click the Log In button.
You now have access to the system.
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How to Manage Account Settings
In the web portal, you can update your account settings, including your name, email
address, and password. You can also set up advanced settings, such as Two-Step
Authentication, quota alerts, and WebDAV access.
To manage account settings:
1. Click the Logged In As button in the web portal.
The Account Settings page displays.
2. In the Account Settings page, you can update account information, including:
a. Use the First Name field to update your first name.
name
b. Use the Last Name field to update your last name.
name
c. Use the Email field to update your email address.
address
d. Click the Change Password link to change your password.
password
e. Use the Mobile Phone Number field to change your mobile phone number.
number
f. In the Language drop-down menu, select your preferred site language,
language
which also affects numbering formats. Leave this field blank to use the
default language set for the system, which you will see displayed when you
hover over the blue Question icon.
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g. In the Timezone drop-down menu, select your preferred timezone,
timezone which
affects dates and times displayed across the system. You can also leave this
field blank to use the system default, which you will see displayed when you
hover over the blue Question icon.
3. Optionally, in the Two-Step Authentication section, click the Enable button to
enable Two-Step Authentication. Two-Step Authentication adds an extra layer of
security to your account. Each time you log in to the web portal, or register an
agent, the Outlook add-in, or a mobile device, you will be prompted to enter an
authentication code. This code will be delivered to you through a mobile app, a
text message, or an email, depending on your settings. For more information,
please reference the How to Configure Two Step Authentication section of this
guide.
4. Optionally, click the WebDAV Access checkbox to enable WebDAV access.
5. You can also use the Email Me When I Reach checkbox fields to configure alerts
when you reach a certain percentage of quota.
6. Click the Save button when you are finished making changes to your account.
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How to Configure Two-Step Authentication
In the web portal, you can optionally configure Two-Step Authentication for your
account. In some instances, your administrator might require that you set up Two-Step
Authentication.
Two-Step Authentication adds a second verification step when you log into the web
portal, or register the file sync agent, the Outlook add-in, or a mobile device. With TwoStep Authentication, you will be sent an authentication code through an Authenticator
Mobile App, text message, or email, depending on your selected configuration. You
must then enter this authentication code—along with your username and password—
before you can access the web portal, or register the file sync agent, the Outlook addin, or a mobile device.
Two-Step Authentication can be configured in one of two ways.
• You can optionally configure your own Two-Step Authentication settings in your
Account Settings page.
• Administrators can also require the use of Two-Step Authentication for your
organization. If your administrator has turned on this policy, you will be prompted
to configure your own Two-Step Authentication settings as soon as you log in to
the web portal.
Configuring Two-Step Authentication
To configure Two-Step Authentication:
1. Click the Logged In As button in the web portal.
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The Account Settings page displays.
2. In the Two-Step Authentication section, click the Enable button.
Note:
Note Your administrator might require that you use Two-Step Authentication. If you
are required to set up Two-Step Authentication, you will be prompted to configure an
authentication mode when you log in to your account in the web portal.
You will be redirected to the Enable Two-Step Authentication page.
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3. In the Authentication Mode field, select the delivery method through which you
want to receive your authentication code. You can choose from Authenticator
Mobile App, Text Message, and Email.
Note:
Note If you select Authenticator Mobile App as your delivery method, you must install
an authenticator app of your choice, such as Google Authenticator, Amazon AWS
Virtual MFA, or any of the many other TOTP-compatible apps available for download.
4. In the Current Password field, enter your password.
password
5. In the Confirm Password field, confirm your password.
password
6. If you selected Text message as your delivery method, you will also be prompted
to enter your mobile phone number.
number
7. Click the Submit button when you are finished. You will be redirected to the
Confirm Two-Step Authentication page, which will vary based on your selected
delivery method.
a. If you selected Authenticator mobile app as your delivery method:
i. Save the Backup key that is listed in the confirmation page. You will
need this key if you need to recover access to your account.
ii. On your mobile phone, install a mobile authenticator app, such as
Google Authenticator, Amazon AWS Virtual MFA, or any of the many
other TOTP-compatible apps available.
iii. In the mobile authenticator app, create an account, and enter the
secret key to confirm your identity, which you will find listed in the
Confirm Two-Step Authentication page. A few mobile authenticator
apps, such as Google Authenticator, will allow you to scan the
barcode to confirm your identity.
iv. In the web portal, enter the authentication code provided by your
authenticator app in the Authentication Code field.
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v. Click the Submit button when you are finished.
b. If you selected Text message as the delivery method:
i. Save the Backup key that is listed in the confirmation page. You will
need this key if you need to recover access to your account.
ii. You will receive a text message with an authentication code. Enter
that code in the Authentication Code field.
iii. Click the Submit button when you are finished.
c. If you selected Email as the delivery method:
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i. Save the Backup key that is listed in the confirmation page. You will
need this key if you need to recover access to your account.
ii. You will receive an email with an authentication code. Enter that code
in the Authentication Code field.
iii. Click the Submit button when you are finished.
Accessing the Web Portal
After your Two-Step Authentication settings are configured, you will be prompted for a
second step authentication code each time you log in.
Note:
Note Authentication codes are only valid for a limited amount of time. Make sure
you enter your validation code promptly.
If you are ever unable to provide the correct authentication code, you can use the
Backup key to recover your account.
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1. In the Login page, click the Unable to access authentication codes link.
The Account Recovery page displays.
2. In the Account Recovery page, enter your email address as well as the Backup
key that was saved when you first configured your verification settings.
3. Click the Submit button when you are finished. When Two-Step Authentication has
been disabled, you will be able to log in using just your username and password.
Registering the File Sync Agent
When registering the file sync agent for the first time, you will be asked to enter an
authentication code.
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1. If Two-Step Authentication has been enabled for your organization or for your user
account, you will be prompted to enter an authentication code at the time of
registration.
2. After you receive your authentication code, enter the authentication code and
press the OK button. You can then complete the registration process.
Registering and Accessing Mobile Apps
When accessing your mobile app for the first time, you will be prompted to enter an
authentication code. You will also be asked to configure a passcode (also called a PIN
if you are using an Android device) when you access your mobile app at subsequent
sessions.
1. If Two-Step Authentication has been enabled for your organization or for your user
account, you will be prompted to enter an authentication code at the time of
initial registration. Enter the authentication code and press the OK button.
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Image of the Android App Two Step Authentication Prompt
Image of the iOS App Two Step Authentication Prompt
2. f Two-Step Authentication has been enabled for your entire organization, you will
also be asked to configure a passcode (for your iOS device) or a PIN (for your
Android device). At subsequent sessions, you will be prompted to enter this PIN or
passcode when you access your mobile app.
Note:
Note If Two-Step Authentication has been turned on only for your user account
(either by you or by your administrator) you will not be required to configure a
passcode or PIN.
a. On an Android device, you will be directed to the Settings page. Select
Require PIN.
PIN
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You will be prompted to enter a PIN.
PIN
b. Alternatively, if you are using an iOS device, you will be directed to the
Settings page. Select Use Passcode.
Passcode
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You will be prompted to enter a Passcode.
Passcode
c. When accessing the mobile app in the future, you will be prompted to first
enter this PIN or passcode.
Registering and Accessing the Outlook Add-In
When accessing the Outlook add-in for the first time, you will be prompted to enter an
authentication code. You will also be prompted for an authentication code when
opening a new Outlook session, or when changing your add-in credentials.
1. If Two-Step Authentication has been enabled for your organization or for your user
account, you will be prompted to enter an authentication code when you open
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Microsoft Outlook.
2. After you receive your authentication code, enter the authentication code and
press the OK button. You will be prompted for this authentication code at the time
of add-in registration, when opening a new Outlook session, or when changing
your add-in credentials.
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THE WEB PORTAL
After you have an account, you can begin to create and upload content into the web
portal. The web portal provides user-friendly features—including drag and drop
functionality, multi-select options, and the ability to view dozens of file types directly in
your web browser.
In the web portal, you can access your personal dashboard, search for files and folders,
and manage your personal and shared content. For example, you can:
• Click the Files tab to access your files and folders.
• Click the Shares tab to access Team Shares, items shared by you, and items
shared with you.
• Click the Guests tab to collaborate and share with people outside of your
organization.
• Click the Backups tab to create and manage your backups.
• Click the File Report tab to view or export a list of your files.
• Click the Activity Log tab to review your activity within the system.
How to Upload Files in the Web Portal
When files and folders are uploaded to the web portal, all of these items will propagate
down to any of your connected devices, such as your mobile device or your local
machine. You can access your uploaded content from any computer that has a
supported web browser and an Internet connection.
To upload files in the web portal:
1. In the web portal, click the Files tab. The Browse Files page displays.
2. While inside the appropriate folder, click the Upload Files button. The Upload Files
page displays.
3. In the Upload Files page, you can drag and drop files onto the page and click the
Upload button. The files will upload. Or, click the Add Files button to manually
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search for files on your local machine. The files will upload.
How to Manage Files and Folders in the Web Portal
You can manage all of your files and folders in the Browse Files page of the web portal.
In this page, you can utilize advanced drag and drop functionality, create folders,
upload files, and manage revisions. You can also view dozens of file types directly in
your web browser.
To manage items in the web portal:
1. In the web portal, click the Files tab. The Browse Files page displays.
2. In the Browse Files page, you will see a list of all of your files, folders, and Team
Shares.
3. To quickly organize your content, drag and drop files and folders within the
Browse Files page. You cannot drag and drop a personal file or folder into a Team
Share. You can, however, drag and drop personal files and folders, or drag and
drop files and folders while inside a Team Share.
4.
You can also select multiple items at one time by holding down the Shift key on
your keyboard. You can then perform mass actions, including download, lock,
move, deleted, and more.
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5. To preview a file in your web browser, right-click the file and select View.
View Or,
simply click the file to view its contents.
The selected file will open in the Web Preview tool, allowing you to utilize
advanced search tools, select and copy text, print, download, and more.
6. In the Files tab of the web portal, you can use the toolbar buttons to manage
content in the selected folder.
a. Click the Create Folder button to create a new folder inside the web portal.
b. Click the Upload Files button to add files to the web portal.
c. Click the Rollback button to restore all files within the entire folder to an
earlier revision before a selected date. The Revision Rollback feature is
particularly useful in situations where a file might have been corrupted by
ransomware; it utilizes a file’s revision history, and restores all currently-existing
content in the folder to a healthy revision at a specified point-in-time. In
these cases, you can use the Activity Log to determine when the infected
revisions were uploaded, and then roll back files prior to the point of
infection.
d. Click the Show Deleted button to show files that have been deleted.
e. Click the Restore Deleted button to return any deleted files to their original
location.
f. Click the Erase all Revisions button to erase previous revisions.
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7. Use the folder menu to manage individual folders;
a. Right-click a folder. A menu displays.
b. In the menu, you can:
c. Click the Download ZIP link to download the entire folder as a ZIP file to your
local machine.
d. Click the Rename link to rename the title of the folder.
e. Click the Move link to change the path of the folder.
f. Click the Share link to share an individual link to the folder.
g. Click the Trim Revisions link to remove previous revision of the folder from the
system.
h. Click the Delete link to delete the folder from the system.
Note:
Note When you delete an item, it is still stored in the system for a pre-determined
number of days. Within this timeframe, you can restore a deleted file. Please contact
your administrator for more information.
8. Alternatively, you can use the file menu to manage individual files; or, press and
hold down the Shift key to select multiple files at one time.
a. Right-click a file. A menu displays.
b. In the menu, you can:
i. Click the Download link to download the file to your local machine.
ii. Click the Revisions link to view a list of revisions to the file, and
optionally restore a previous revision.
iii. Click the Activity link to review activity or events for the selected file.
iv. Click the Rename link to rename the selected file.
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v. Click the Move link to change the path of the selected file.
vi. Click the Share link to share an individual link to the file.
vii. Click the Erase Revisions link to remove previous revision of the file from
the system.
viii. Click the Delete link to delete the file from the system.
Note:
Note When you delete an item, it is still stored in the system for a predetermined
number of days. Within this timeframe, you can restore a deleted file. Please contact
your administrator for more information.
A Note about Excluded Extensions
While most of your files and folders will easily sync across all of your devices, certain
system files and folders, as well as temporary application files, will not sync. Your
administrator may have also configured other file extension types—such as application
or video files—to be excluded from the syncing process.
You can add files with excluded extensions to Synced Folder, but they will not display in
the web portal or in your mobile apps.
If you upload a file with an excluded extension through the web portal, you will receive
a notification that the file is on the exclusion list. This file will not appear in the web portal
or in your mobile apps.
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Live Databases
The system does not support the syncing of live database files, including Microsoft
Access Databases, QuickBooks Files, .pst Files, and so forth. Attempting to sync a live
database file could result in errors and collisions.
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MOBILE APPS
In addition to using the web portal or the agent on your local machine, you can
manage files and folders from an app on your mobile device. Mobile app revisions
include Android, iOS, and Windows Phone.
How to Download Mobile Apps
You can manage your files and folders from various mobile apps, including the Android
app, the iOS app, or the Windows Phone app.
• Find and download the Android app in Google Play,
• Find and download the iOS app (for your iPhone or iPad) in iTunes, and
• Find and download the Windows Phone app in the Windows Phone site.
Alternatively, you can access a direct link to your device-specific app in the web
portal.
To find your device-specific app:
1. Click the Download App button in the web portal.
The Download page displays.
2. In the Download page, select either the Android App,
App iOS App,
App or Windows
Phone App button.
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You will be redirected to the page that will allow you to download and install
your device’s app.
How to Use the Android App
If you use an Android device, you can download the Android app in Google Play. The
app allows you to
• View, rename, delete, and move content;
• Upload content from your device;
• Easily edit Microsoft Office content;
• Lock files and folders;
• Share files and folders (including secure shares);
• Automatically back up your photo gallery to a synced folder, called Camera
Uploads; and
• Pin files so that they are fully downloaded on your device.
Logging In
To log in to your Android device:
1. In your Android device, press the app icon to launch the app. The Login screen
displays, prompting you to enter your credentials.
a. In the Host field, enter the host name of the system (for example,
syncedtool.com).
b. In the User field, enter your username (for example, user@mail.com).
c. In the Password field, enter your password.
password
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d. Press the Sign in button when you are finished.
i. If Two-Step Authentication has been enabled for your organization or
for your user account, you will be prompted to enter an authentication
code at the time of initial registration. Enter the authentication code
and press the OK button.
ii. If Two-Step Authentication has been enabled for your entire
organization, you will also be asked to configure a PIN after the initial
registration process.
Note:
Note If Two-Step Authentication has been turned on only for your user account
(either by you or by your administrator) you will not be required to configure a PIN.
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iii. You will be directed to the Settings page. Select Require PIN.
PIN
You will be prompted to enter a PIN.
PIN
iv. When accessing the mobile app in the future, you will be prompted to
first enter this PIN.
Navigating
When you have access to your account, you can use the app to open, view, and
manage content. For example:
1. Press the My Files link to view and manage your files and folders; you can rename,
move, or pin an item for offline viewing.
2. Press the Recent
Recent Files link to view your most recent files.
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3. Press the Offline Files link to view a list of pinned files that can be viewed offline.
4. Press the Backups link to view a list of your backups.
Viewing Files in the Web Preview Tool
You can view files using the Web Preview tool, which gives you the ability to preview
content without fully downloading it to your mobile device. In this way, you can review
content without utilizing mobile resources.
1. Press the My Files link. The My Files screen displays.
2. In the My Files screen, find the file that you want to view.
3. Press the Preview icon.
The file opens in the Web Preview tool, allowing you to review content without
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utilizing mobile resources.
Locking a File or Folder
Optionally, you can lock a file or folder. To lock a file or folder:
1. Press the My Files link. The My Files screen displays.
2. In the My Files screen, select the file or folder within the Team Share that you want
to lock.
3. In the top right-hand corner of the screen, press the more options button, and
then press the Lock link.
The file is now locked.
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Editing Files and Folders
You can also edit files. To edit files:
Note:
Note To edit content in your mobile app, you must first install a third-party editing
tool. These instructions refer to Microsoft mobile apps (Microsoft Word app, Microsoft
Excel app, and Microsoft PowerPoint app). You can download these tools at no cost.
To use these tools for editing purposes, you must first create a free Office 365
account.
1. Download the Microsoft Word app, Microsoft Excel app, or the Microsoft
PowerPoint app, depending on your needs and preferences.
2. With the Microsoft app installed, press the appropriate file that you want to edit.
3. The file will open in the Microsoft app, and will prompt you to sign in to your Office
365 account, if you are not already signed in. Press the Sign In button.
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4. The Office 365 Sign In page displays, asking you to either sign in or create a new
account.
5. When you are finished signing in, the file will display in the Microsoft app. Use the
toolbar to edit the file as appropriate.
6. Save your file when you are finished. The file will synchronize immediately.
Sending Share Links
You can also send share links directly from your mobile app. To send a secure or public
share:
1. Press the My Files link. The My Files screen displays.
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2. In the My Files screen, select the file or folder that you want to share, and press the
Share button.
3. In the Choose a share type window, select Public share to send a standard share.
Alternatively, select Secure share to send a secure share, which will require the
recipient to log in before he or she can access the shared item. Press OK to
confirm your selection.
Note:
Note If your administrator has configured settings to only allow secure shares, you will
only have the option to send a secure share.
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4. In the Create a secure share window, enter your recipient's email address and
press the OK button. Your item will be shared with the specified recipient.
Backing Up the Gallery
You can also automatically back up your mobile phone's camera gallery to a synced
folder using the Auto Backup feature. When this feature is turned on, your mobile app
will automatically back up photos, videos, or both, to a synced folder called Camera
Uploads. With this feature, you always have a backup of your mobile photos and
videos.
1. Press the Settings button. The Settings page displays.
2. In the Settings page, press the Enable Auto Backup option.
3. Press the Back Up Photos option to configure settings for backing up photos in
your photo gallery:
• Select Never if you don't want to back up your photos.
• Select Over WiWi-Fi Only to back up photos only when you are connected to
Wi-Fi.
• Select Over WiWi-Fi or Mobile Network to back up your photos whether you are
connected to Wi-Fi or on your mobile network. Please note that uploading
over your mobile network will use your data connection, and charges from
your service provider may apply.
4. Press the Back Up Videos option to configure settings for backing up videos in your
photo gallery:
• Select Never if you don't want to back up your videos.
• Select Over WiWi-Fi Only to back up videos only when you are connected to
Wi-Fi.
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• Select Over WiWi-Fi or Mobile Network to back up your videos whether you are
connected to Wi-Fi or on your mobile network. Please note that uploading
over your mobile network will use your data connection, and charges from
your service provider may apply.
5. Press Back Up Now if you want to back up your photos and videos immediately, if
allowed by your connection settings configured above.
Pinning Files for Offline Viewing
Finally, you can pin files so that they are downloaded to your device. Your mobile app
will be aware of unpinned files, but only pinned files will be fully downloaded. You can
decide to pin and unpin files based on space limitations and access needs.
1. In the My Files screen, select the Pin button next to the file or folder that you want
to download to your device. If you pin a folder, all if its files will be pinned as well.
2. When you unpin a file, it will remain on your mobile device until your cache is
cleared. You can manually clear your cache through the Settings screen.
How to Use the iOS App
If you use an iOS device, such as an iPhone or an iPad, you can download the iOS app
in iTunes. This app allows you to
• Open and view files and folders;
• Lock files and folders;
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• Share files and folders;
• Send secure shares of files and folders;
• Upload content from your device, such as photos;
• Automatically back up your camera roll to a synced folder, called Camera
Uploads;
• Rename, delete, and move items; and
• Favorite items for offline viewing.
Logging In
To log into the iOS app:
1. In your iOS device, press the app icon to launch the app. The Login screen
displays, prompting you to enter your credentials, including:
a. In the Host field, enter the host of the system (for example, syncedtool.com).
b. In the User field, enter your username (for example, user@mail.com).
c. In the Password field, enter your password.
password
d. Press the Login button when you are finished.
i. If Two-Step Authentication has been enabled for your organization or
for your user account, you will be prompted to enter an authentication
code at the time of initial registration. Enter the authentication code
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and press the OK button.
ii. If Two-Step Authentication has been enabled for your entire
organization, you will also be asked to configure a passcode after the
initial registration process. At subsequent sessions, you will be
prompted to enter this passcode when you access your mobile app.
Note:
Note If Two-Step Authentication has been turned on only for your user account
(either by you or by your administrator) you will not be required to configure a
passcode.
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i. You will be directed to the Settings page. Select Use Passcode.
Passcode
You will be prompted to enter a Passcode.
Passcode
ii. When accessing the mobile app in the future, you will be
prompted to first enter this passcode.
Navigating
When you have access to your account, you can use the app to open and view files,
manage files, and upload content. For example:
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1. Press the Files button to view and manage your files and folders; you can rename
or move an item, or mark it as a favorite.
2. Press the Backups button to view a list of your backups.
3. Press the Favorites button to view a list of items that you have marked as favorites.
4. Press the Upload button to upload content—such as images—from your phone to
the server.
5. Press the Settings button to view your account information, such as the app
revision, your user name, space usage, passcode lock settings, and local storage
settings. You can also turn on the option to only upload content over a wifi
connection.
Viewing Files in the Web Preview Tool
You can view files using the Web Preview tool, which gives you the ability to preview
content without fully downloading it to your mobile device. In this way, you can review
content without utilizing mobile resources.
1. Press the Files button. The Files screen displays.
2. In the Files screen, find the file that you want to view.
3. Press the title of the file. The file opens in the Web Preview tool, allowing you to
review content without utilizing mobile resources.
Locking Files and Folders
Optionally, you can lock a file or folder within a Team Share. To lock a file or folder:
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1. Press the Files button. The Files screen displays.
2. In the Files screen, press the Edit link at the top right-hand corner of the screen.
3. Select the appropriate file or folder, and then press the Lock button at the bottom
of the screen. The item is now locked, preventing other users from accessing your
content.
Editing Files and Folders
You can also view and edit files using a third-party application. To view and edit files:
1. Press the Files button. The Files screen displays.
2. In the Files screen, select the file you want to edit.
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3. While inside the file, press the Share button at the bottom of the screen.
4. In the Share menu, press the Open In link, and then select a third-party file editing
application. You can edit the file in the third-party application.
Sharing Files and Folders
You can also share files and folders directly within your app. To share a file or folder, or
to send a secure share:
1. Press the Files button. The Files screen displays.
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2. In the Files screen, find the file or folder that you want to share and slide it to the
right. Press the Share button.
3. To send a share link, press the E-mail link option. Alternatively, to send a secure
share, press the E-mail secure link option.
Note:
Note If your administrator has configured settings to only allow secure shares, you will
only have the option to send a secure link.
You will be prompted to select a recipient and compose an email message.
Backing Up the Camera Roll
You can also automatically back up your mobile phone's camera roll to a synced
folder using the Auto Backup feature. When this feature is turned on, your mobile app
will automatically back up photos, videos, or both, to a synced folder called Camera
Uploads. With this feature, you always have a backup of your mobile photos and
videos.
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1. Press the Settings button. The Settings page displays.
2. In the Settings page, press the Enable Auto Backup option.
3. Press the Back Up Photos option to configure settings for backing up photos in
your camera roll:
• Select Never if you don't want to back up your photos.
• Select Over WiWi-Fi Only to back up photos only when you are connected to
Wi-Fi.
• Select Over WiWi-Fi or Mobile Network to back up your photos whether you are
connected to Wi-Fi or on your mobile network. Please note that uploading
over your mobile network will use your data connection, and charges from
your service provider may apply.
4. Press the Back Up Videos option to configure settings for backing up videos in your
camera roll:
• Select Never if you don't want to back up your videos.
• Select Over WiWi-Fi Only to back up videos only when you are connected to
Wi-Fi.
• Select Over WiWi-Fi or Mobile Network to back up your videos whether you are
connected to Wi-Fi or on your mobile network. Please note that uploading
over your mobile network will use your data connection, and charges from
your service provider may apply.
5. Press Back Up Now if you want to back up your photos and videos immediately, if
allowed by your connection settings configured above.
Setting a File or Folder as a Favorite for Offline Viewing
Finally, you can mark files and folders as a favorite so that they are downloaded to your
device. Your mobile app will be aware of files that are not favorites, but only favorite
files and folders will be fully downloaded. You can decide to favorite and unfavorite
files and folders based on space limitations and access needs.
1. In the Files screen, slide the appropriate file or folder to the right to reveal a set of
options for that file or folder.
2. Press the Favorite button (star icon) to mark the file as a favorite. If you favorite an
entire folder, all if its files will become favorites as well.
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3. To a view a full list of favorite files and folders, press the Favorites button.
How to Use the Windows Phone App
If you use a Windows Phone, you can download the Windows Phone app in the
Windows Phone store. The app allows you to view and manage files directly on your
Windows Phone device.
To use the Windows Phone app:
1. In your Windows Phone, press the app icon to launch the app. The login window
displays, prompting you to enter your credentials, including:
a. In the Host field, enter the host of the system (for example, syncedtool.com).
b. In the User field, enter your username (for example, user@mail.com).
c. In the Password field, enter your password.
password
2. When you have access to your account, you can use the app to manage
content. For example:
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a. Press the Files link to view and manage your files.
b. Press the Favorites link to view a list of your favorite items.
c. Press the Backups link to view a list of your backups.
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THE FILE SYNC AGENT FOR WINDOWS AND MAC
MACHINES
In addition to using the web portal and mobile apps, you can also manage files and
folders from your computer (local machine) using the file sync agent.
The file sync agent includes a folder, called Synced Folder, which stores your files and
folders on your local machine. Files and folders that are added to Synced Folder will
automatically sync to the web portal and any other devices you have connected to
your account. You can use the file sync agent on both Windows and Mac machines.
How to Download the File Sync Agent
When you download and install the file sync agent, you can access your files and
folders directly on your computer (local machine).
To download the file sync agent on a Windows or Mac machine:
1. Click the Download
Download App button in the web portal.
The Download page displays.
2. In the Download page, select either the Windows Agent or Mac Agent button.
The selected file will start to download, or you will be prompted to save the file,
depending on your browser type.
3. When the file finishes downloading, click the installation file to launch the Setup
Wizard.
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4. Click the Next button to start the Setup Wizard.
5. In the License Agreement screen, click the I accept the agreement radio button if
you accept the license. Then, click the Next button to continue.
6. In the Installation Directory screen, select the location where you want the
installation files to reside on your local machine. In most instances, you can
accept the default location. Click the Next button to continue.
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7. In the Ready to Install screen, click the Next button to begin the installation
process.
8. When the Setup Wizard completes, you can optionally click the Create a Desktop
Shortcut checkbox. Then, click the Finish
Finish button.
How to Register the File Sync Agent
After the file sync agent is installed, it must be registered to your user account so that it
can recognize the files and folders that belong to you.
To register the file sync agent on a Windows or Mac machine:
1. After the Setup Wizard completes, the Registration Wizard will automatically
launch. Alternatively, click the icon on your computer’s system tray or menu bar,
and select Register.
Register The Registration Wizard displays.
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Note:
Note On a Windows machine, the icon is located in the lower right-hand corner of
the screen; on a Mac machine, the icon is located in the upper right-hand corner of
the screen.
2. Click the Next button to continue.
3. In the Login screen, enter your login credentials as provided by your administrator.
Click the Next button to continue.
a. If Two-Step Authentication has been enabled for your organization or for
your user account, you will also be prompted to enter an authentication
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code at the time of initial registration.
b. After you receive your authentication code, enter the authentication code
and press the OK button.
4. In the Choose Setup Type screen, select either a typical or advanced installation
path for synced files, where all files, folders, and shares can be accessed on your
local machine. When you select a typical path, Synced Folder can be accessed
in the following location: C:\Users\[User Name]\Synced Folder. In most instances,
you can select the Typical radio button. Click the Next button to continue.
5. In the Choose your Synced Folder location screen, click the Change button to
specify another location on your local machine. Click the Next button when you
are finished.
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Note:
Note A folder named Synced Folder will automatically be created within the
location you select. You do not need to manually create a folder titled, Synced
Folder.
In some cases, if you have previously installed using the same settings, you will
receive a warning message indicating that a folder already exists. Click the OK
button to merge with the existing folder, and then continue with the Registration
Wizard.
6. In the Selective Sync screen, click the Sync Everything to this Machine radio
button to sync down all Team Share content and personal folders currently
available in the cloud. Or, click the Customize radio button to deselect content
that you do not want on your local machine. You can always change these
settings in the agent's Properties dialog box after registration is complete.
7. Click the Finish button when the Registration Wizard completes.
How to Upload Files in the File Sync Agent
When files and folders are added to the web portal, they automatically propagate
down to your local machine; you can then find these files and folders inside your
Synced Folder. In the same way, files and folders that are added to Synced Folder will
automatically sync to the web portal and any other devices you have connected to
your account. You can use the file sync agent on both Windows and Mac machines.
To upload files in the file sync agent on a Windows or Mac machine:
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1. On your computer (local machine), open Synced Folder in an explorer window.
Synced Folder displays.
2. Drag files or folders into Synced Folder. Alternatively, you can save files to Synced
Folder directly from the application in which you are working (for example,
Microsoft Word).
3. Use the icons to understand when your files are syncing. For example:
• A blue icon on a file indicates that the file or folder is currently syncing.
• A green icon means that the file or folder has successfully synchronized, and
is available in the web portal and on your mobile devices.
How to Manage Preferences for the File Sync Agent
Using the icon on your computer's system tray, you can manage preferences, pause a
sync process, and view warning messages.
Managing Preferences
To manage your preferences, or to change your settings:
1. Click the system tray icon and select Properties.
Properties The Preferences dialog box
displays, showing the General tab.
2. Use the General tab to view or change status or settings.
• The sync status message area shows the current state of the sync process,
including whether the files are up to date, pending sync, or currently
syncing.
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• The space status bar shows how much space has been allotted to your
account, and how much is being used.
• The Device Account info area shows account details, and also allows you to
unlink, or unregister, your machine.
• The Notification Options area allows you to configure notification settings,
including whether or not you want to hide your desktop icon, or hide
notifications.
3. Click the Bandwidth tab to configure how fast content is uploaded to the server,
or to configure LAN Sync.
When managing bandwidth settings, you have the option to set a specific limit, or
decide not to limit bandwidth. Please note that administrator settings might
override your personal settings.
If you are working within a Local Area Network (LAN), you can optionally turn on
LAN Sync. LAN Sync refers to a file synchronization approach that accelerates the
sync process when a shared file already exists on a LAN. If you have questions
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about this setting, please contact your administrator.
4. Click the Proxies
Proxies tab to configure proxy settings for your network. You may select
from:
• No proxy, which indicates that proxy settings are not set.
• Detect Automatically, which auto-detects proxy settings from your system or
network.
• Custom, which allows you to apply custom proxy configurations if you are
unable to automatically have the system detect your proxy server settings. If
you select this option, you must configure the Proxy Type, the Server, the
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Port, and a Username and Password.
5. Click the Advanced tab to monitor locally available roots, to set Auto-Locking
preferences, to specify a preferred language, and to manage remote browsing
settings.
• Use the Sync Folders section to view a list of Team Shares and backups
available on your local machine. This section lists the path to each item,
along with its health status, including:
OK
The folder is syncing as expected.
Deleted
The folder has been deleted.
Missing
The drive is missing.
Login Failed
Network path credentials are invalid.
Mounting
The network path is being mounted.
You can also use the side toolbar to manage each item, including:
The Open Folder button opens the currently selected folder. This button is only
enabled if the folder is available and currently syncing.
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The Unlink Folder button unlinks a selected Team Share or backup, or it unregisters
the machine if the top level path is selected. This button is enabled for all path
types, except mounted paths.
The Sync Down button recreates or resyncs a deleted Team Share. This button is
only active if the selected Team Share has been unexpectedly deleted from the
local machine.
The Enter Credentials button prompts the user to reenter invalid credentials. This
button is only active if the selected item is a network path that cannot be
mounted due to invalid credentials.
• Click the Selective Sync button to select and deselect the Team Shares,
personal folders, and subfolders that you do not want available on your
local machine.
• Click the Language drop-down menu to select your preferred language.
• Click the Auto Locking drop-down menu to set your preferred auto-locking
preference. If your administrator has turned on the Auto-Locking for Word
and Excel feature for a Team Share, you can decide to automatically lock,
never lock, or receive a prompt each time you open a Word or Excel file in a
Team Share.
• Click the Disable Remote Browsing checkbox to prevent administrators from
remotely browsing the contents of your Synced Folder (for example, to
create a backup of your local folders).
6. Click the Excluded tab to view a list of files that are being excluded from the sync
process, and why they are being excluded. For example, a file might be excluded
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based on the file type.
7. Click the Activity tab to view the activity between the agent and the server.
Pausing a Sync Process
You may find times when you would like to pause the sync process, such as when you
are getting on a plane, when you want to conserve bandwidth, or if you would like to
work in isolation.
To pause a sync process on a Windows or Mac machine:
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1. Click the icon on your computer’s system tray or menu bar, and select Pause
Sync.
Sync
Note: On a Windows machine, the icon is located in the lower right-hand corner of
the screen; on a Mac machine, the icon is located in the upper right-hand corner of
the screen.
The Pause Sync option will appear with a checkmark next to it, and will remain
paused until this setting is unchecked.
2. To resume the sync process, click the icon on your computer’s system tray or
menu bar, and select Pause Sync again. The Pause Sync option will no longer
display a checkmark, and the sync process will resume.
Viewing Warning Messages
In addition to managing preferences and pausing a sync process, you can view the file
sync agent warning messages and resolve issues directly from the system tray icon.
1. Click the icon on your computer’s system tray or menu bar. The system tray menu
displays, allowing you to view and manage warning messages.
The Sync Status indicator
message displays the status of
your agent's sync process.
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The Show Synced Folders link
opens the Advanced tab of
the agent's Properties dialog
box, allowing you to manage
roots that exist on your local
machine.
The Resolve Sync Conflicts
message activates when a file
sync conflict—such as a
collision or a locked file
revision—occurs on your local
machine. When this link is
active, click the link to resolve
the file sync conflict. For more
information, please reference
the How to Resolve File Sync
Conflicts section of the End
User Guide.
How to Use the Selective Sync Feature
The Selective Sync feature gives end users the ability to select the content that syncs
down to their local machines. While all content is still accessible in the web portal, end
users can control the amount of data that is downloaded and stored locally, reducing
local storage and bandwidth requirements, and increasing options on where and how
they access content.
To use the Selective Sync feature:
1. Click the system tray icon and select Show Synced Folders.
Folders The Properties dialog
box displays, showing the Advanced tab.
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2. Click the Selective Sync button.
3. In the Selective Sync pop-up window, click to expand individual Team Shares to
select or deselect Team Share roots or Team Share subfolders. Alternatively, click
to expand My Files to select or deselect personal folders.
4. Click the OK button when you are finished selecting and deselecting content. A
confirmation dialog box will display, notifying you that only the selected items will
sync down to your machine. All other folders will still be available in the web
portal, and on any other device that can selectively sync content.
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5. Click the OK button to confirm these changes. The agent will resync as
appropriate.
How to Add the File Sync Agent as a Storage Location in
Microsoft Office
You can add the File Sync Agent as a storage location in Microsoft Office, making it
easy for you to open, edit, and save Microsoft Office-supported content stored in the
cloud. When you sign in to either a Microsoft account or a Microsoft Office 365
account, you can:
• Open and save local content stored in the cloud, without navigating away from
your local application
• View a list of your recently opened cloud content, allowing you to quickly access
your most relevant content supported by the Microsoft application
• Retrieve this storage location on all of your registered machines when you sign in
using the same Microsoft or Microsoft Office 365 account
In this way, you can personalize your Microsoft Office experience by accessing your
synced Microsoft Office files from all of your registered machines.
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Note: This feature is supported for Microsoft Office revision 2013 and higher.
Adding The File Sync Agent as a Storage Location
Before you can begin using this feature, you must add the file sync agent as a storage
location in your Microsoft Office local applications.
1. Open a Microsoft Office application on your local machine and click the Open
Other Documents link.
The Open section of the Microsoft Office backstage area displays, prompting you
to open a file.
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2. In the backstage area, click Add a Place.
Place A list of available storage locations will
display on the right-hand side of the backstage area.
3. Select the file sync agent from the list of available storage locations.
4. You can now open files, edit files, and save new files to the file sync agent directly
from your Microsoft Office application.
Accessing Cloud Content from Other Instances of Microsoft Office
Applications
If you have Microsoft Office installed on more than one computer, but you have not yet
installed the file sync agent on each machine, Microsoft Office will prompt you to install
the file sync agent.
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1. Open a Microsoft Office application on your local machine and click the
Account link. The Account section of the backstage area displays, allowing you to
manage your account information.
2. If you have not already signed in to your Microsoft or Microsoft Office 365
account, click the Sign In button.
3. When you are signed in, you will see a warning message if you do not have the
file sync agent service installed.
4. Click the Repair button. A browser window will open, prompting you to download
and install the file sync agent. When the file sync agent is installed, you can
access your synced content from within your local Microsoft Office applications.
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Removing the File Sync Agent as a Storage Location
1. Open a Microsoft Office application on your local machine and click the
Account link. The Account section of the backstage area displays, prompting you
to manage your user information.
2. In the backstage area, find the file sync agent, and click the Remove link.
A dialog box displays, prompting you to confirm your selection.
3. Click Yes to confirm your selection. The file sync agent will be removed as a
storage location.
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SHARING FILES
You can collaborate and share files in many ways.
• A Team Share is a shared folder that can be accessed by groups of users. Team
Shares can be configured for users in your organization. When you work within
Team Shares, it is important to be careful and courteous when you edit, delete,
and move files and folders. Files and folders stored in Team Shares are shared
among all other subscribers, so what you do affects your team members.
• An individual share allows you to share a direct link to a file or folder, rather than
sharing an entire area. Individual shares can be configured for users in your
organization and outside of your organization. You can send a public share to
recipients inside or outside of your organization; alternatively, you can send a
secure share, which requires login credentials. If you send a secure share to a
recipient outside of your organization, the system will create a guest account for
that user.
With both Team Shares and individual shares, you can share files and folders in the web
portal, in the file sync agent, or mobile apps.
How to Create a New Team Share
Your administrator might have created Team Shares for you when the system was first
configured, but you can also create your own Team Shares. You can create a Team
Share if you are collaborating with another person, or group, on a specific set of
content. You add files to Team Shares the same way you add files to standard folders.
When you or another user in your Team Share adds or edits a file or folder, changes
synchronize across all subscribed accounts.
In both the web portal and in Synced Folder, Team Share folders can be recognized by
icons with two people on it.
• Team shares in the web portal:
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• Team shares in Synced Folder:
When you work within Team Shares, it is important to be careful and courteous when
you edit, delete, and move files and folders. Files and folders stored in Team Shares are
shared among all other subscribers, so what you do affects your team members.
You might find it useful to follow certain best practices to ensure that shared content is
protected and well managed. These best practices include:
• Locking files and folders before you begin making changes—when you lock a file
and folder, you are essentially setting it as read-only for others subscribed to the
Team Share, giving you exclusive editing rights while you make changes. For more
information, please reference the Locking Files and Folders section of the Servicad
Administrator Guide.
• Monitoring activity using the File Report, the Activity Log, and the Daily Email
Digest—To see a summary of changes made to files and folders within a specific
Team Share, you can optionally track and monitor activity in the web portal using
the File Report and the Activity log. For more information, please reference the
File Report and Activity Log section of the Servicad Administrator Guide. To create
a Daily Email Digest that summarizes activity for a particular Team Share, please
reference the How to Manage Shared Items section of the Servicad Administrator
Guide.
To create a new Team Share:
1. In the web portal, click the Shares tab. The Team Shares page displays.
2. In the Team Shares page, click the Create Team Share button.
The Create Team Share page displays.
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3. In the Create Team Share page, type a descriptive name for the Team Share in
the Team Share Name field.
4. Click the Create button when you are finished. You will be redirected to the Team
Share Subscribers page.
5. In the Team Share Subscribers page, select a name from the Select a User dropdown menu, and click the Add to Share button.
The selected user will now be added to the Team Share.
How to Send Individual Shares in the Web Portal
You can share links to files directly with third parties, without using Team Shares. You
can share files with users in your organization and outside of your organization.
To send a share from the web portal:
1. Right-click the file or folder and select Share.
Share
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A Share Access dialog box displays.
2. In the Share Access dialog box, configure settings for sharing the link.
• The Secure Share option, which sends password-protected share links to
items.
• The Public Share option, which sends standard share links to items.
• The Share Options settings, which allow you to select whether the share link
will expire after a certain date, if each recipient should be limited to the
number of times the item can be downloaded, and if you would like to be
notified through email when the share is downloaded. If you are sharing an
entire folder, you can also select to receive a notification when an item is
uploaded to the shared folder, or if the folder is downloaded as a zip file.
• The Share With settings, which allow you to email your items directly from
within the Share Access dialog box.
• The Permissions settings, which allow you to view permissions for each
recipient. If you are sharing an entire folder, and if you are creating a secure
share link, you will be able to set permissions for each recipient, including
whether he or she can upload or delete content.
How to Send Individual Shares in the File Sync Agent
In addition to sharing files and folders with third parties in the web portal, you can also
share items directly from your local machine.
To send a share link from a Windows or Mac machine:
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1. Right-click a file or folder, point to the sync menu, and select Share link.
link
The Share Access dialog box displays, allowing you to configure settings the same
way as you would from the web portal.
2. In the Share Access dialog box, configure settings for sharing the link.
• The Secure Share option, which sends password-protected share links to
items.
• The Public Share option, which sends standard share links to items.
• The Share Options settings, which allow you to select whether the share link
will expire after a certain date, if each recipient should be limited to the
number of times the item can be downloaded, and if you would like to be
notified through email when the share is downloaded. If you are sharing an
entire folder, you can also select to receive a notification when an item is
uploaded to the shared folder.
• The Share With settings, which allow you to email your items directly from
within the Share Access dialog box.
• The Permissions settings, which allow you to view permissions for each
recipient, if you are sharing an entire folder. This option is only available if
you are sharing a folder with an existing guest account, or if you are sending
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the folder as a secure share. In these instances, you can determine the
privileges you want to give the recipient, including the ability to upload and
delete files within the folder. Please note that you can only set privileges
when you share folders; you cannot set privileges when you share files.
How to Manage Guest Accounts
Guests are special accounts that are created for individuals outside of your
organization. You can manually create a guest account and give that guest access to
files and folders; you can even give a guest access to an entire folder so that the guest
can upload and manage content within the system.
Alternatively, if you send a private individual share invitation to a person outside of your
organization, you are automatically creating a guest within the system. You can
manage your guest accounts using the Guests tab inside the web portal. For example,
you might want to remove guests who no longer need access to content that you have
shared.
Guest users can also manage their own user settings—including their name, email
address, and password—and can even delete their own account.
Specifically, Guest accounts can:
• Access a shared file or folder through the web portal
• Manage their account information and change their password
Guest accounts cannot:
• Utilize the desktop agent, WebDAV, or mobile apps
• Subscribe to Team Shares
Best Practice:
Practice If you will be collaborating with a guest account on a regular basis, you
might consider sharing an entire folder with the guest account. When you create a
secure share to a folder, you can invite a guest account and decide whether or not
to give that guest account permission to upload or delete content from that shared
folder. You can also choose to be notified when the guest user uploads or downloads
content. In this way, the shared folder becomes a collaborative space where you
can exchange and review content.
To manage guest accounts:
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1. In the web portal, click the Guests tab. The Guests page displays, listing all of your
existing guests.
2. Use the tools in the Guests tab to manage guests.
• The Create Guest button, which allows you to manually add a new guest.
You can configure the guest's name, email address, password, and even
decide if and when the password should expire.
•
The Remove button, which allows you to delete an existing guest.
How to Manage Shared Items
You might find it useful to keep track of items in Team Shares, as well as items you have
shared with third parties. Using the Shares tab in the web portal, you can generate and
view reports that allow you to manage these shared items.
To track shared items:
1. In the web portal dashboard, click the Shares tab to manage your shares.
2. Click the Team Shares button to access controls that allow you to create, view
and edit Team Shares.
a. Optionally, click the arrow to expand a Team Share.
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b. Click the On button to receive a Daily Digest email for the selected Team
Share. A Daily Digest email will outline detailed information about events
that occurred within the Team Share. You will receive a daily email until you
turn off the Daily Digest option.
c. You can also turn on or off the syncing of Team Share content down to your
local machine. This functionality is useful if a Team Share contains large files
(such as video files) and you would rather only access the content when
necessary from the web. Click the Off button to turn off the syncing of
content to your local machine. Alternatively, click the On button to ensure
that all content gets synchronized to your local machine.
3. Click the Items Shared By You button to track how many times an item you shared
has been viewed, downloaded, and whether or not it is set to expire on a certain
date. You can also click the arrow to expand an item, which allows you to view
detailed information about the user that received your shared item.
4. Click the Items Shared With You button to view files that were shared with you by
others in your organization, as well as information about who shared the file and
what access rights you were given (including read, write, and delete).
5. Finally, in some instances, you might be invited to join a Team Share that is outside
of your standard work organization. When this happens, you will be alerted
through email and by a notification in the Shares tab of the web portal. Use the
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Shares tab to accept or decline this invitation.
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LOCKING FILES AND FOLDERS
File locking allows users to place locks on files and folders in Team Shares. This feature is
useful when you want to prevent other user accounts from editing your items when you
are making changes, which prevents file sync conflicts. You can place locks on a whole
Team Share, a subfolder in a Team Share, or a file in a Team Share. When an item is
locked, a lock icon will be placed over the file or folder, and it will become read-only
for others subscribed to the Team Share.
If you forget to lock a file or folder before you begin making changes, you could
encounter file sync conflicts. A file sync conflict might take the form of a collision, where
two Team Share subscribers try to edit the same file at the same time, or a locked file
revision, where a user attempts to edit a locked file. When a file sync conflict occurs,
the system will notify you of the conflict, and will help you resolve the issue.
Your administrator can configure a Team Share so that Microsoft Word and Excel Team
Share files automatically prompt you to lock the files each time they are opened. When
you confirm the lock, the files will automatically unlock when you close the file.
How to Lock Files and Folders in the Web Portal
In the web portal, you can place locks on a whole Team Share, a subfolder in a Team
Share, or a file in a Team Share. When an item is locked, a lock icon will be placed over
the file or folder, and it will become read-only for others subscribed to the Team Share.
To place a lock on a file or folder in the web portal:
1. In the web portal, right-click the item, and select lock.
lock
The item is now locked, and is read-only for everyone else in the share.
2. Alternatively, to lock the folder or file for a specific amount of time, select Lock
For.
For A pop-up window displays, allowing you to select a time period, including: 30
minutes, 1 hour, 3 hours, 6 hours, or 1 day.
3. When you are finished editing, you must unlock the item. To unlock the item, rightclick the file or folder again, and select unlock.
unlock
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Viewing Lock Information
When you are working in the web portal, you can view information about who locked
the file or folder.
1. In the web portal, right-click the Team Share item, and select Lock Info.
Info A dialog
box displays, giving you information about who locked the item, where the item
was locked, and when the lock expires.
How to Lock Files and Folders in the File Sync Agent
In the file sync agent, you can place locks on a whole Team Share, a subfolder in a
Team Share, or a file in a Team Share. When an item is locked, it will become read-only
for others subscribed to the Team Share.
Manually Locking a File or Folder
To manually place a lock on a file or folder on a Windows or Mac machine:
1. In the file sync agent, right-click on the Team Share item, point to the sync menu,
and select Lock.
Lock The Team Share item will remain locked until you unlock the item.
2. Alternatively, to lock the folder or file for a specific amount of time, point to Lock
for,
for and select a time period, including: 30 minutes, 1 hour, 3 hours, 6 hours, or 1
day.
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Auto-Locking Word and Excel Files
If your administrator has turned on Auto-Locking, please note expected Auto-Locking
behavior:
• This feature applies to .doc, .docx, and .xlsx files. This feature also applies to .xls,
.odt and .ods documents if the documents are opened with LibreOffice or
OpenOffice.
• This feature is not supported for Word for Mac and .xls files opened with Excel.
• This feature is only accessible from the agent installed on local machines.
To open a Word or Excel file using this feature:
1. Click to open a file in the Team Share. You will be presented with a dialog box
that will prompt you to lock the file.
2. Click Lock Document While I Work to confirm the lock. You can also select a
maximum lock time period in the Max Lock Duration drop-down menu to
determine how long the auto-lock will be in effect. You can select from 1 hour
(default), 2 hours, 4 hours, or 8 hours. After the time period has expired, the autolock will expire. Or, the file will automatically unlock when you close the file.
3. Depending on the administrator's configuration settings, if another user opens a
file that you have locked, he or she will be presented with a read-only notification.
If this notification is ignored, the user will be prompted to save the file with a
different name.
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Note:
Note When attempting to edit a Microsoft Word 2013 or Microsoft Excel 2013 locked
file, offending users will need to actively clear the read-only notification before they
can edit a file. Older revisions of Microsoft Word, however, will only display a readonly notification in the toolbar area. It is important to be mindful when working in
Team Shares, and to pay attention to display indicators and warning messages.
Viewing Lock Information
When you are working in the agent, you will see a lock icon displayed over a file or
folder when it has been locked by you or another Team Share subscriber. Optionally,
you can view information about who locked the file or folder.
1. In the file sync agent, right-click the Team Share item, point to the sync menu, and
select Lock Info.
Info A dialog box displays, giving you information about who locked
the item, where the item was locked, and when the lock expires.
How to Resolve File Sync Conflicts
A file sync conflict occurs when a shared Team Share file that you have modified is not
syncing as expected to the server. Under normal circumstances, when you modify a
Team Share file on your local machine, the updated revision will synchronize to the
server, and propagate across each subscribed device. When you encounter a file sync
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conflict, however, the modified file will not correctly sync to the server. Instead, you will
see a Resolve Sync Conflicts icon, alerting you that a conflict has occurred.
Types of File Sync Conflicts
You might encounter two different types of file sync conflicts when working in Team
Shares:
• Collision—A collision occurs when one file is modified in two different places at the
same time. When this happens, only one of the revisions will successfully sync to
the server, and the other revision will be marked as a collision. For example, User A
and User B both open the same file from two separate locations, without locking
the file. User A edits and saves her file, and this new revision is synchronized to the
server. User A edits and saves her file again, and this updated revision is again
synchronized to the server. User B is now editing an older revision of the file. When
User B saves his revision of the file, it will not synchronize to the server, and will
instead be marked as a collision.
• Locked File Revision—A locked file revision occurs when a user attempts to modify
a file that has been previously locked by another user, either at the file level or the
folder level. For example, User A locks a file and the file is marked with a lock icon.
Later, User B opens the file, ignoring the lock icon, and begins modifying the file.
When User B attempts to save his revision, it does not immediately synchronize with
the server, and is instead marked as a locked file revision. When User A unlocks the
file, User B's revision will automatically synchronize to the server without any
additional action on his part.
Your administrator can configure file locking so that locks are stronger (hard
locks); in these instances, you will not encounter a locked file revision error. For
more information, please contact your administrator.
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Note:
Note If Team Share subscribers forget to lock files and folders before making
changes, file sync conflicts will occur more often; it is therefore considered a best
practice to lock files or folders before making changes.
Resolving a Collision
To resolve a collision on a Windows or Mac machine:
1. When a collision occurs, you will see a Resolve Sync Conflict icon.
2. Click the icon on your computer’s system tray or menu bar, and select the
Resolve Sync Conflicts link.
Note:
ote On a Windows machine, the icon is located in the lower right-hand corner of
the screen; on a Mac machine, the icon is located in the upper right-hand corner of
the screen.
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The Resolve Sync Conflicts dialog box displays.
3. Use the Resolve Sync Conflicts dialog box to review information about the collision
and resolve the conflict.
a. Click the Rename My revision button to rename your copy to include the
term collision appended to the end. When this option is selected, you will
see two files: the original_file_name file and the original_file_name (collision)
file.
b. Click the Delete My revision button to discard your copy without saving
changes.
c. Depending on administrative settings, you might also have the option to
click the Overwrite Current button to sync your local copy as the current
server revision.
4. Alternatively, you can resolve the file sync conflict directly within Windows Explorer
or Mac Finder. For example, on a Windows machine, right-click the affected file,
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point to the sync menu, and select your preferred option.
Resolving a Locked File Revision
To resolve a locked file revision on a Windows or Mac machine:
1. When a locked file revision occurs, you will see a Resolve Sync Conflicts icon.
2. Click the icon on your computer’s system tray or menu bar, and then click the
Resolve Sync Conflicts link.
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Note:
Note On a Windows machine, the icon is located in the lower right-hand corner of
the screen; on a Mac machine, the icon is located in the upper right-hand corner of
the screen.
The Resolve Sync Conflicts dialog box displays.
3. Use the Resolve Sync Conflicts dialog box to review details of the locked file
revision conflict.
a. Click to highlight the file path that is listed in the dialog box to review who
the file was locked by, when the lock expires, and so forth.
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b. You can safely ignore a file sync conflict that occurs on your local machine.
The system will resolve this issue for you as soon as the lock is removed.
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RESTORING FILES AND FOLDERS
The system provides many options for protecting—and optionally restoring—data. When
you use the system, you can be sure that your data is safe and protected. For example,
you can restore older revisions of files and folders, restore deleted files and folders, or
use the Revision Rollback feature to restore all files within an entire folder to an earlier
revision before a selected date.
This section will provide information on how you can protect, and optionally restore,
your data.
How to View and Restore a Revision
When you edit a file, the system keeps track of each revision. Using the revisions feature
in the web portal, you can view—and optionally restore—older revisions of files. This
feature is useful when you make a mistake editing and saving a file, or if you want to
see revisions made by other members of your Team Share.
To view and restore revisions:
1. From the agent on your local machine, right-click a file, point to the sync menu,
and select View Revisions.
Revisions
2. Alternatively, if you are working in the web portal, right-click a file and select
Revisions.
Revisions
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The Browse File Revisions page displays, listing all revisions of the file.
3. In the Browse File Revisions page, click the title of the file to view the file in the
Web Preview tool.
4. Click the Download Revision link to download a previous revision. The file will
download to your local machine.
5. Click the Restore Revision link to overwrite the current file with the previous
revision.
How to View and Restore Deleted Files and Folders
Depending on your administrator's settings, you can view and restore deleted files and
folders from within the web portal. The ability to view and restore deleted content is one
of many data protection features available to you.
To restore files and folders from the web portal:
1. In the web portal, click the Files tab. The Browse Files page displays.
2. In the toolbar, click the Show Deleted button.
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The deleted files and folders display as semi-transparent.
3. Right-click an individual file or folder and select the Restore link.
4. Alternatively, to restore all deleted files in the current folder, click the Restore
Deleted button in the toolbar. The Restore Files dialog box displays, allowing you
to restore all deleted files, or certain files deleted between a specified time frame.
The selected files and folders will be restored.
Note:
Note You cannot navigate away from the page until the restore process is complete.
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How to Use the Rollback Feature
The Revision Rollback feature allows end users to restore all files within an entire folder
(standard folder, Team Share, or Backup) to an earlier revision before a selected date.
The Revision Rollback feature is particularly useful in situations where files might have
been corrupted by ransomware; it utilizes a file’s revision history, and restores all
currently-existing content in the root to a healthy revision at a specified point-in-time. In
these cases, you can use the Activity Log to determine when the infected revisions
were uploaded, and then roll back files prior to the point of infection.
Note:
Note A file's revision can refer to the originally uploaded file (first version) or a revision
of an edited file (subsequent revisions).
To access the Revision Rollback feature:
1. In the web portal, click the Files tab. The Browse Files page displays.
2. In the Browse Files page, navigate to the appropriate folder. While inside the
folder, click the Rollback button in the toolbar.
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The Rollback pop-up window displays, prompting you to select a date and time.
3. Select a day and time before the time to which you want to restore. For example,
if you select June 25th at 12:40 PM, the feature will find the first file revision before
June 25th at 12:40. If a revision exists at 12:40 and another at 12:39, the file at 12:39
will be restored.
Please note that the Revision Rollback feature utilizes a 24 hour clock, and is
based off of the timezone of the Servicad server. The US SaaS server is located in
the Mountain timezone; the Canadian SaaS server is located in the Pacific
timezone.
4. Click Rollback when you are finished.
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BACKUPS
You can create backups of files and folders that exist on your local machine. You might
want to create a backup of a file or folder that you want to protect, but do not want to
sync. Backups do not reside in Synced Folder, and cannot be shared with another user
account.
To create a backup, you can use the Backups tab in the web portal, where you can
also manage and restore backups. Alternatively, you can create backups directly on
your local machine.
How to Create Backups in the Web Portal
When you back up a folder, you can access your backups from the web portal and
from mobile apps. All new changes are continuously backed up. Additionally, backups
include revisions to files.
To back up a folder from the web portal:
1. In the web portal, click the Backups tab. The Backups page displays, listing all of
your existing backups.
2. In the Backups page, click the Create Backups button. The page refreshes to
allow you to navigate your local machine and select the folder you want to back
up.
3. Click the Save button when you are finished. The page refreshes to show you all
backups that have been configured.
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How to Create Backups on your Local Machine
In addition to backing up folders in the web portal, you can also back up your folders
directly from your local machine. Like backups configured in the web portal, backups
configured on your local machine continuously back up new changes, and will keep
revisions.
To back up a folder from your Windows or Mac machine:
1. Right-click the folder you want to back up. A menu displays.
2. Point to the sync menu, and select Back up this folder.
folder
Your browser opens, displaying the newly created backup.
3. To deactivate a backup from your machine, right-click the back up on your
computer or laptop, point to the sync menu, and select Remove backup.
backup The
folder will no longer back up, and will be listed as deactivated in the web portal.
How to Manage Backups in the Web Portal
You can manage all backups by clicking the Backups tab in the web portal. In the
Backups page, you can manage the content of backups, browse the content of
backups, delete backups, or restore backups.
To manage backups:
1. In the web portal, click the Backups tab. The Backups page displays, showing a list
of all existing backups.
2. In the Backups page, you can browse the contents of the backup.
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a. Click the Browse button.
The backup opens, allowing you to browse its content.
3. Inside the backup, you can also:
a. Click the Create Folder button to create a new folder inside the backup.
b. Click the Upload Files button to add files to the backup.
c. Click the Rollback button to restore all files within the entire folder to an
earlier revision before a selected date. The Revision Rollback feature is
particularly useful in situations where a file might have been corrupted by
ransomware; it utilizes a file’s revision history, and restores all currently-existing
content in the folder to a healthy revision at a specified point-in-time. In
these cases, you can use the Activity Log to determine when the infected
revisions were uploaded, and then roll back files prior to the point of
infection.
d. Click the Show Deleted button to show files that have been deleted within
the backup
e. Click the Restore Deleted button to return any deleted files to the backup.
f. Click the Erase All Revisions button to erase previous revisions to files in the
backup.
4. In the Backups page, you can restore a backup to a specific location.
a. Click the Restore button.
A Restore Backup page displays.
b. In the Restore Backup page, browse to select a restore point. Optionally,
click the New Folder button to create a new folder as a restore point.
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c. Click the Save button when you are finished.
5. Optionally, in the Backups page, click the Delete button to delete a backup.
The backup will delete.
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FILE REPORT AND ACTIVITY LOG
In addition to managing and sharing files and folders, you can also keep track of file
listings and activity directly from the web portal.
With the file report, you can generate reports for all of your files, and export the report
to your local machine. Use the File Report page in the web portal to generate these
reports.
With the activity log, you can track all usage across the system, view audit trails, and
track activity on Team Share users and guest accounts. Use the Activity Log page in the
web portal to filter activity based on a set of criteria.
How to View File Reports
The File Reports page allows you to keep track of all of your content in the system from
one central location. In the File Reports page, you can filter by a specific folder or
Team Share. You can then view the files within the folder, the date that each file was
modified, and the size of the file. You can even export the report to your local machine.
To view file reports:
1. In the web portal, click the File Reports tab. The File Reports page displays.
2. In the File Reports page, use the Show Reports For drop-down menu to filter files
within a specific folder or Team Share. The page refreshes to show files based on
your selection. The information displayed for each file includes:
• Found In—the folder in which the file is located
• File—the path and the file name
• Modified—the date the file was modified
• Size—the size of the file
3. Optionally, click the CSV button to export the report to your local machine.
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How to Track Activity
The Activity Log page allows you to track activity across the system from one central
location. Using the Activity Log page, you can track usage, view audit trails, and follow
activity on Team Share users and guest accounts. You can even track activity
performed by your guest users.
To track activity:
1. In the web portal, click the Activity Log tab. The Activity Log page displays.
2. In the Activity Log page, use the drop-down menus to filter activity based on a set
of criteria.
• Use the Show Activity In drop-down menu to select which folder or Team
Share you want to track.
• Use the with activity type of drop-down menu to select the type of activity
you want to track.
• Use the between date fields to enter the date on which the activity
occurred.
• Use the Show Activity By drop-down menu to select the user who performed
the activity. This list includes guest accounts that you have created, allowing
you to track activity performed by your guest users.
• Use the filename contains textbox to enter a set of characters that should
be included in the search.
3. When you are finished entering criteria, click the Submit button. You will be
presented with a list of activities that meet your selected criteria.
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OUTLOOK ADD-IN
The Outlook add-in allows you to email links to files and folders using your Microsoft
Outlook application. When you use this feature, you can share links to Synced Tool
items, as well as local content, directly from within your email platform. Additionally, the
Outlook add-in keeps track of the items that you have shared by creating and
populating a Shared Items folder in your Synced Folder.
Other benefits of the Outlook add-in include the ability to send links—rather than
standard attachments—to files and folders of any size, and the ability to send items as
secure shares. Additionally, when you forward an email that originally included an
attachment, you have the option of converting that attachment to a share link.
Because the Outlook add-in integrates with Synced Tool, you always have a backup of
these shared items without needing to store attachments within your email client.
Note:
Note Microsoft Outlook revisions 2010+ (both 32-bit and 64-bit) are supported and
recommended. Microsoft Outlook for Mac does not support third-party add-ins.
Note:
Note Disabling the Outlook setting, Use Cached Exchange Mode, will prevent the
add-in from generating share links when composing emails.
Configuring the Outlook Add-In
When you configure your default settings, you can decide to
• Send notifications when a shared item is downloaded;
• Limit the number of times a shared item is downloaded;
• Expire a shared item after a specified number of days; or
• Depending on your organization policy settings, send all items as secure shares.
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Note:
Note You can optionally configure the Outlook add-in so that all items are sent as
secure shares; however, if certain policies are enabled for your organization, this
feature is turned on by default, and you will not be able to configure this option.
Additionally, when configuring attachment policies, you can determine how the
Outlook add-in manages your sent content. When you send items through the Outlook
add-in, a new Shared Items subdirectory is created for you in your Synced Folder. By
default, this folder is located at the top-level of your Synced Folder, but you can
change its location when you configure your Outlook add-in preferences.
When you configure these policies, the Outlook add-in operates as a truly intelligent
tool, automatically sending share links according to the way you like to work. For
example, you can tell the add-in to
• Automatically use the Outlook add-in for attachments over a certain size, even
when an email draft already includes a standard attachment (for example, when
forwarding messages);
• Automatically use the Outlook add-in for all attachments, even when an email
draft already includes a standard attachment; and
• Only use the Outlook add-in when selected.
Using the Outlook Add-In
When you compose a message in Microsoft Outlook, you use the ribbon button to
attach content in a variety of ways, including
• Browse and select files and folders stored in Synced Tool,
• Browse and select a local file stored on your machine, and
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• Convert an attached file to a share link, which is particularly useful when
forwarding email messages that originally included a standard attachment. You
can decide to manually convert these items using the Attach drop-down menu,
or this will happen automatically, depending on your attachment polices.
Note:
Note When you send local files, or you convert an item to a share link, these items
are stored as Synced Tool content in your Shared Items folder.
How to Install the Outlook Add-In
Before you can use the Outlook add-in, you must first download it from the web portal.
To download the Outlook add-in:
1. Click the Download App button in the web portal. The Download page displays.
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2. In the Download page, click the Outlook button.
The file will start to download, or you will be prompted to save the file, depending
on your browser type.
3. When the file finishes downloading, make sure Microsoft Outlook is closed, and
click the installation file. The Setup Wizard opens.
4. Click the Next button to start the Setup Wizard.
5. In the License Agreement screen, click the I accept the agreement radio button if
you accept the license. Then, click the Next button to continue.
6. In the Installation Directory screen, select the location where you want the
installation files to reside on your local machine. In most instances, you can
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accept the default location. Click the Next button to continue.
7. In the Ready to Install screen, click the Next button to begin the installation
process.
8. When the Setup Wizard completes, click the Finish button.
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How to Configure the Outlook Add-In
After you install the Outlook add-in, you can configure default share settings and
attachment policies. When you configure these settings, the Outlook add-in operates
as a truly intelligent tool, automatically sending share links according to your
preferences.
1. When you launch Microsoft Outlook for the first time after installing the Outlook
add-in, the Wizard displays, prompting you for login credentials.
a. If prompted, enter the host name of your organization in the Host field (for
example, syncedtool.com).
b. In the Username field, enter the same username that you use to access the
web portal.
c. In the Password field, enter the same password that you use to access the
web portal.
d. Click the Next button when you are finished.
2. In the Choose your Default Share Settings screen, set default settings for how you
share links.
a. Click the Notify on download checkbox to send notifications when the share
is downloaded.
b. Click the Download limit checkbox, and enter a download limit number, to
limit the number of times the share is downloaded by each recipient.
c. Click the Expire share after checkbox, and enter a number of days,
days to set a
share to expire after the specified number of days.
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d. Depending on your administrator's configurations, you may also have
access to the Secure Share by Default checkbox. Click this checkbox to
send all content as secure shares. If this option is selected, all recipients will
be required to log in to access the shared content. Recipients who are not
members of your organization will be added as guest users; a guest account
will be created for the recipient, and login credentials will be provided.
e. Click the Next
Next button to continue.
3. In the next screen, set default attachment policies.
a. Click the Automatic radio button to automatically use the Outlook add-in
for attachments over a certain size.
b. Click the Always use the file sync agent for attachments radio button to
automatically use the Outlook add-in for all attachments.
c. Click the Advanced radio button to only use the Outlook add-in when
selected.
d. Click the Use default folder checkbox to use the default location for storing
shares configured from Outlook. If you uncheck this checkbox, you will be
prompted to select another location on your local machine.
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e. Click the Next button to continue.
4. When the Wizard completes, click the Finish button.
How to Use the Outlook Add-In
When you compose a message in Microsoft Outlook, you can use the Attach dropdown button to attach specific share content according to your defined preferences.
To use the Outlook add-in:
1. In Microsoft Outlook, create a new email message. The ribbon will display an
Attach drop-down button.
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2. Click the Attach drop-down button and select Send a File.
File
The Account Browse dialog box displays.
3. In the Account Browser dialog box, select the content you want to share.
• To attach a file or folder stored in Synced Tool, click to expand the My Files
folder, or the Team Shares folder, and select the appropriate content.
• To send a file from your local machine, click to expand This PC. You can
then browse and select a file on your machine.
• Optionally, you can change your default share settings by clicking the
Change Share Settings checkbox.
4. Alternatively, to convert an attached item to a share link, click the Attach dropdown arrow and select Convert to Synced Tool File.
File
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Any attached item will automatically convert to a share link, and will be stored in
your Shared Items folder.
5. Click Outlook's standard Send button to send your email.
6. If you have selected to send a secure share link to an entire folder (rather than a
single file), a Secure Share Settings dialog box will display, prompting you to
configure permission for each recipient. You can set upload permissions, which
allows recipients to upload content into the shared folder, or delete permissions,
which allows recipients to delete content in the shared folder.
Optionally, uncheck the ALL Recipients Settings checkbox if you would like to
configure separate permissions for each recipient.
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WEBDAV
WebDAV allows you to map a network drive to your files in the cloud. With WebDAV,
you will not have to download files or install the file sync agent. Before configuring
WebDAV, you should check with your administrator to ensure that this option is enabled
in your system.
How to Map a Network Drive on a Windows Machine
To map a drive on a Windows machine:
1. In your start menu, click Computer.
Computer The Computer dialog box displays.
2. In the Computer dialog box, click the Map Network Drive button.
The Map Network Drive dialog box displays.
3. In the Map Network Drive dialog box, configure the appropriate drive and folder.
a. In the Drive drop-down menu, select a drive letter
letter.
b. In the Folder field, enter the location of the folder (for example,
https://dav.syncedtool.com).
https://dav.syncedtool.com
c. When you are finished, click the Finish button..
4. Enter your username and password when prompted and click the OK
button. Your personal folders and Team Shares will now display. You will be able
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User Guide
to access the WebDAV folder in My Network Places.
How to Map a Network Drive on a Mac OS X Machine
To map a drive on a Mac Machine:
1. In Finder, click the Go menu and select Connect to Server.
Server The Connect to Server
window displays.
2. In the Connect to Server window, enter your server address (for example,
https://dav.syncedtool.com), and click the Connect button.
3. When prompted, enter your username and password.
password Active Directory users must
enter credentials as domain\username.
4. When you are finished, click the Connect button.
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