Filecruiser User Portal Guide Filecruiser User Portal Guide Contents

FileCruiser User Portal Guide FileCruiser User Portal Guide Contents

Contents

Getting Started with FileCruiser 1 What is the User Portal? 2 Logging in to the User Portal 3 Navigating the User Portal interface 4 File preview menu 5 User folders 6 How file sharing works 7 Team folders 7

Team folder permission settings 8

Managing members in a team folder 9 Shared folders 10 Share To directory 10 Sharing files 11 Create a shared folder 12

To Stop Sharing files or folders 12 Locking shared files 13

Adding Comments to files and folders 14 Share from directory 15 Linking to shared content 16

Email Link 16

Copy Link to Clipboard 16 Using Favorites feature 17

Favorite files 17

Manage Favorites in the User Portal 18 The Trash folder 19 Viewing Events 20 How File Syncing Works 21

FileCruiser App 21 FileCruiser User Portal Guide

Getting Started with FileCruiser

This document is an introduction to FileCruiser for Mac and Windows computers. Most people reading this have already installed the FileCruiser agent, but if you have not yet done so, please first install the agent on the Mac or Windows computer you want to use.

The FileCruiser App is also available on most mobile devices. The App enables you to benefit from the same file sharing and syncing services available with the FileCruiser agent.

In this guide is a quick introduction to FileCruiser basics including instructions on how to:

• Log in to the User Portal with your web browser

• Share files with other FileCruiser accounts

• Locking files to prevent unwanted changes

• Link to files in FileCruiser for sharing with anyone whether or not they have FileCruiser

• Create shared folders

• Use Team Folders A Frequently Asked Questions section is included for to help users better understand how FileCruiser works and how they can benefit from using it.

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What is the User Portal?

The User Portal for FileCruiser is just the name of the place where you access FileCruiser through your web browser. To access the User Portal for FileCruiser through your web browser, there are two options, launch and link to the User Portal through the Mac or Windows agent, or enter the URL of the User Portal into the address bar of your browser. If you have not yet installed the FileCruiser agent on your Mac or

Windows computer, do that first. However, you can access the User Portal without installing the Windows or

Mac agent. This is convenient if you cannot use your own computer and need to upload, link, download or share content on FileCruiser.

• If you have not yet installed the FileCruiser Agent on your Mac computer, please see “Install Agent on

Mac” in the FileCruiser Desktop Agent Guide for more information.

• If you have not yet installed the FileCruiser Agent on your Windows computer, please see “Install

Agent on Windows” in the FileCruiser Desktop Agent Guide for more information.

The FileCruiser agent synchronizes files contained in the FileCruiser folder, created when you install the agent. FileCruiser automatically backs up the entire contents of the FileCruiser folder while the agent is running. By default, FileCruiser is running when your computer is booted up. Use the agent Preferences menus if you want to change the start up settings, choose what folders to sync, or change other settings.

Please see “Change FileCruiser Preferences” in the FileCruiser Desktop Agent Guide for more information.

Note You do not need to install the Mac or Windows agent on a computer to access the User Portal of FileCruiser. This is convenient if you need to use a computer that does not have the FileCruiser agent installed.

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Logging in to the User Portal

Navigate to the FileCruiser URL using your preferred web browser. Get the URL or link from the

FileCruiser administrator.

You need to supply the information listed below. This information also should be given to you be the administrator.

To switch the interface language, use the drop-down menu in the upper right corner. The languages available are: English (default), Русский, Español, Français, Deutsch, Italiano, Português, 日本語, 한국어,

简体中文 and 繁體中文.

FileCruiser User Portal login menu

To login, type the follow input information:

• Domain Name: A Domain for FileCruiser is used in conjunction with another directory service such

as Microsoft AD or LDAP. Ofen this the URL for your company or organization, or something very

similar, something like companyname.com for example. If you do not know what the Domain Name is

for FileCruiser, ask the administrator for help.

• User Account: This is the name associated with the FileCruiser user account. This is assigned by

the administrator.

• Password: Your password is also given to you by the administrator. However you can change it later.

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Navigating the User Portal interface

The first time you log in FileCruiser you will see your Home directory. It will be empty since you have not yet added any files or created any folders. Every time you log in to FileCruiser you will see the Home directory. The examples in the illustrations below are to help you become familiar with the basic layout of the user interface.

Click on folders in the directory to reveal contents of the folder. Click on a file to preview the file in a pop- up menu.

Click on the menu icons along the left side of the menu open the various folders. The functions of these folders are explained in later sections of this guide.

User Home directory

Pencil icon Click the pencil to perform various actions, the type of action available depends on whether the item is a folder of file.

Folder actions: Share, Link, Rename, Delete, Move, Copy and Comment.

File actions: Download, Share, Link, Rename, Delete, Move, Copy, Revisions, Comment, Lock, and Favorite. Left-click to view user quota, or Login to Administrator Portal change email address

Create new folder in current directory Upload file to current directory logout

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File preview menu

Click once on a file to preview it in a pop-up menu. Then choose what action you want to take in the menu from the various action icons in the menu (see below).

File Preview menu

Click on icon to expand menu view options (in pop out panel), text Click on icon to search (Find), navigate pages, and Print or Download zoom in and out, or magnify view. Close Preview

Click to expand menu for file rotation, Click on icon to Link, Share, hand tool, first/last page and to view Download or Delete document properties (in separate pop out menu).

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User folders

The icons along the left side of the user interface link to other directories or folders, some of which might already have files of shared content placed inside. For example, the Team folder is set up by the FileCruiser administrator or a user with explicit permission to create and manage “Teams” and Team folders. This folder is used to share content with other users in a group.

These directories or folders are described in more detail in later sections of this guide.

Folder links on left side of user interface

Briefly, these folders are:

Home: The main folder or directory which contains uploaded files and folders created by the user.

Share To: Your files and folders that are currently being shared with other users in FileCruiser.

Share From: Files and folders that currently being shared with you by other users in FileCruiser.

Team: This is a folder for content that is shared among a group of users in FileCruiser. This is set up initially by the administrator and managed by the administrator or designated Team leader.

Links: This displays content for which you have created links for users to download the liked file. These links can be either emailed to recipients or pasted into a web page. This also lists the password, if any, that is required to download the file and the expiration of the link.

Favorites: The Favorites file contains items that have been marked as Favorite, this enable the file to be accessed even if the device loses connection to the FileCruiser server. For example, if you are not in a location where Wi-Fi is available, you can still access content in the Favorites folder through the FileCruiser

App. Items are classified as Favorite are downloaded are stored in the device.

Trash: When you Delete a file, the file is not gone, but it does go to the Trash. This way you can retrieve content that you might not want to have removed.

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How file sharing works

File Sharing is used to share files with friends, coworkers and other people, even if they do not have a

FileCruiser account. There are different ways to share files including the Share To and Share From folders that you control, and a Team folder that is managed by the administrator or another user designated by the administrator for managing a specific team folder. These are used to share files with other account owners on your FileCruiser domain.

You can also share files with people who do not have a FileCruiser account by creating Links to the files you want to share.

These different methods of sharing are discussed in the sections that follow below.

Team folders

Folders in the Team directory are special shared folders that allow members of a team to sync and share files with other team members. All content of the Team folders are synced with all team members. The folders are created by the administrator. The administrator can assign users as members of the team, and assign different roles for team members. This way, the responsibility for management of team membership and management of the team folder is assigned to other users. Depending on the role assigned, a team member might be able to add or remove members, change or delete content from the folder, while other users might have read-only access to content. These permission settings are summarized in “Team folder permission settings” on page 8.

Team folders are ideal for collaborative projects where multiple people need access to different files for their contribution to the project. The Team folder can also be used by the administrator to keep users up to date with the latest version of FileCruiser client software, or other software updates that might be important to users. There is no limit to the number of team folders any user may be a member of.

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Team folder permission settings

The table below lists the type of user or user role as it pertains to the team folder, and the permissions granted to the users with the designated role. Again, initially, team folders are created by the administrator who also assign the roles for the initial members. A team member that is assigned the lead role, then has permission to manage or the team folder. For instructions on how to manage team members, see

“Managing members in a team folder” on page 9.

See the descriptions of the user permissions below the table.

Permission

User role read write share inside share outside delete trash manage low O O normal O O O high O O O O O super O O O O O O lead O O O O O O O guest

Permission definitions:

• read: Users can read files in the team folder.

• write: Users can change files and upload content to the team folder.

• share inside: Users can share files with other users inside the same domain (FileCruiser can have

multiple domains. These are managed by the administrator).

• share outside: Users can share file across domains, i.e. share with users located on different

domains.

• delete: Users can delete files, i.e. send files to the Trash folder for the team.

• trash: Users can empty the trash can, i.e. they can permanently delete content in the Trash.

• manage: Users with this permission have management control. Users with the lead role have this

permission setting. It means they can add or remove team members and assign or change user roles

to team members.

• guest: A guest member can only see the names of the files and folders in the team folder. A guest

cannot read files in the team folder.

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Managing members in a team folder

Team members with lead role status can manage the user list for the team. This includes adding users or deleting users and setting the user role (permission level) for team members. Users with lead role permission can manage members for the team. Follow the instructions below to access the menu for managing members.

In your browser, navigate to the FileCruiser URL using your preferred web browser to login to the

Administrator Portal. To do this, simply add “/admin” at the end of the URl for FileCruiser. For example, if you are logged into the User Portal, your FileCruiser URL might look like this “fc-company.com”, to login to the Administrator Portal type the URL “fc-company.com/admin” in the address bar. When you are successfully logged in, the Manage Members menu appears.

To add users, click on the icon in the upper right corner of the menu (see illustration below), select the user and choose the role for the member in the new menu. To remove members from the team, click the selection box to check mark the users in the list you want to remove, and click on the Remove button.

Manage Members menu

Click to Add user to team

To change the role of an existing member, click to check mark the user Choose role menu in the Manage Member menu, click

Role, choose the role from the pull- down menu, and click OK.

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Shared folders

Shared folders contain shared content, but management of the sharing is handled by another user in

FileCruiser, without the involvement of the administrator. When users setup sharing with other users, they can choose which users are allowed to share the content, which is synced among all users sharing. Also, when choosing who to share with, you can choose to give the users read-only or write permission, that is, you can choose whether or not the user is allowed to make changes to the shared files.

Share To directory

You can easily share any file, or create a folder for sharing with other users. When this is done, the file or folder appears in the Share To directory. In addition, the sharing action is recorded in the Events list, and the file appears in the Share From folder of the users who are receiving the shared file. Any file inside the

Home directory can be shared with other users.

When you set up the Share Settings, you can allow the other user to change or update the file or folder.

This is called Write privilege and is enable by default. If you do not want to allow changes to be made to a file or folder that is shared, be sure to disable this by clicking to remove the check mark in the Write box of the Share Setting menu. See “Sharing files” on page 11 or more information.

Also note that shared files and folders can be shared and linked to by the users that are sharing.

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Sharing files

To share a file with other users on FileCruiser, follow these steps:

1. For any file in the Home folder or other

folders inside the home folder, click on the pencil

icon and choose the Share option in the menu

that appears.

2. The Share Setting menu appears. Use this

to select users that will receive the shared content.

3. Click on the Invite icon.

4. In the new menu, type in the account name

or names for FileCruiser users with which you want

to share the file.

5. By default, the Write option is checked. If

you do not want to allow changes to the file, click

in this box to deselect it.

6. You can type a short message, but this is optional.

7. Click the Submit button to add the user to the Share list in the first Share Setting menu. (See

“Share Setting menu” on page 12)

8. Add more users to share if desired, each user account appears listed in the Share list.

9. If you have mistakenly added a user, you can click the X in the Delete column of the list. Likewise

you can change the Write privilege setting for any user before closing the menu.

10. When you have all the share settings in place, click on the Close button to finalize the file share. The

shared file now appears listed in the Share To directory.

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Share Setting menu

Click to Add account for sharing

Share Setting - Add User menu

Enter account names for sharing

Create a shared folder

The easiest way to create a shared folder is simply to select or create the folder you want to share, right-click on it, choose FileCruiser and expand the menu to reveal the actions available, and select the

Share this folder option.

To Stop Sharing files or folders

You can stop sharing any file that has been previously shared, just follow these steps:

1. Go to the Share To folder, click on the pencil icon and choose Settings.

2. The Share Setting menu appears. To remove the share, click on the Delete option for the file or files

you want to stop sharing. Notice you can also use this to change the Write status for the file.

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Locking shared files

File sharing is a convenient tool and applicable to many circumstances for professional and social sharing.

However there are many concerns about protecting content integrity and the chance that some content might be permanently changed or removed. For this reason, files that you share can be protected.

There are two methods of preventing unwanted changes to files that are shared. The first is to disable

Write permission when sharing. Notice the Privilege option in the Share Setting menu when you add users to share. By default, shared files have Write privilege. This means that anyone who shares access to the file can make changes to the file and the change is then synced with FileCruiser, so everyone who shares the file will also have the file changed. If you want to prevent changes to the shared file, deselect the Write Privilege option by clicking in the Write box to remove the check mark. A file that does not allow changes is said to be write-protected.

Keep in mind that users that are sharing a write-protected file can read or view and copy the file. If someone wants to change the file, they can simply save a copy with a different name and make changes to the copy.

An additional alternative to changing Write Privilege is to lock the file. Any file in your Home directory can be locked, this is not only for shared files. The Lock status of a file has no relation to the Write Privilege status; it acts in a similar way but it is not exactly the same.

Note For Team folders, only users with super or lead role status can empty the trash folder for the team.

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To lock any file located in the Home directory or subdirectories, click on the pencil icon or right-click the file you want to lock and choose the Lock option. Locked files appear listed in your Home folder with a padlock icon indicating the locked status.

Lock file

Adding Comments to files and folders

You can add comments to files or folders. This is especially useful for collaborative projects to keep team members up to date on what is happening with the files, folders or projects the group is working on.

Comments are added by right-clicking on the item and choosing the Comment option, then typing the comment in the entry space that appears, and clicking on the Comment button.

Add comment to file Click here to expand comment thread

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Share from directory

When shared content first appears in the Share From folder, a notice appears in the Events list. Go to the

Share From folder to see the file or folder that is being shared. To perform any action such as opening the file, you must first Accept the Share.

To download or open the shared file, click on the file and click on the Accept button in the menu that appears. Once you accept the share, you can perform other actions with the shared content.

Share From file options

The actions that can be performed with shared content include, Download, Share, Link, Copy,

Revision, Comment, Decline, and Favorite. Click on the pencil icon for the file or folder, and choose the option to perform from the list that appears.

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Linking to shared content

To share content under your control from FileCruiser, use the Link option. There are two ways to link to content, through an emailed link, or by copying and pasting a link into a document or web posting. Email Link

To link to content via email, do the following:

1. Choose the files you want to link to, click on the pencil

icon and choose the Link option. These can be located in

the Home directory or any folder within the Home directory,

as well as the Share From folder. You cannot link to

content in a Team folder.

2. In the Link of menu you have the option to send the link

in an email. In this case, simply type the email addresses in the Invite User space. For multiple

addresses, separate each entry with a comma. If you want to protect the link with a password, you

can create You can add a message in the Message space if you like.

3. If you enable the Expiry Date option, choose a date at which this link will no longer be available.

4. The option to enable the Public Search function is to allow other FileCruiser users to do a key word

search for links from all users. Notice in the Links menu, there is an entry field titled Public Search.

If you enable this feature, any user can search for the file name or part of the file name.

5. Click the Send button to email the link.

6. The Link now appears in the Links directory. Note that the Link directory lists active links to content

in folders you control. This is not a content folder.

Copy Link to Clipboard

If you prefer to put the link into a web page or another document, click on the Get Link button, a new menu appears.

In the new menu, click Copy to Clipboard button to copy the file name and link for each file to your clipboard, this can then be pasted into another document, email or web posting.

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Using Favorites feature

Files with “Favorite” status are useful for mobile devices with the FileCruiser App. These are files that are saved to the physical memory of your mobile devices so they can be accessed even when the mobile device is offline or unable to sync to the FileCruiser server. You can manage Favorites easily in the User Portal. You can use the FileCruiser App or the User Portal to designate a file as a Favorite.

Favorite files

To designate a file as a Favorite, click on the pencil icon for the file and choose the Favorite option.

The file will now appear in the User Portal with a star connected to the file icon. It will also appear listed in the

Favorites folder.

The next time any mobile device running the App and logged into FileCruiser is synced, this file will be downloaded to that device and available for use as a Favorite even if the device is unable to sync.

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Manage Favorites in the User Portal

When a file is designated as a Favorite, whether this is done in the User Portal or from a mobile device, it will appear in the Favorites folder. Favorite status can also be removed from a file using the mobile App or the User Portal. In the User Portal, the file appears listed in its original location and also in the Favorites folder so it can be easily located. To remove Favorite status, click on the pencil icon and again choose the

Favorite option. Notice the Favorite option now appears with a minus sign indicating that Favorite status will be removed.

Add or remove Favorite status for a file

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The Trash folder

Files that are deleted when accessing FileCruiser through a browser via the User Portal go to the Trash directory. This functions basically the same as the Trash in Mac or Windows. The contents of the Trash folder remain there until being permanently removed. This way you can recover files that were mistakenly deleted while using the User Portal interface.

If you have a management role for a Team folder, the Trash menu offers the option to restore or permanently delete files in the Team folder. To manage the Trash for a Team folder, select the folder from the pull-down menu. Otherwise use the Personal option in this menu to manage Trash for your own files.

To restore a file located in Trash, open the Trash folder, locate and select the file, right-click or click on the pencil icon, and choose the Restore option.

Delete or Restore file options in Trash

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Viewing Events

The Events display menu lets you see various types of file and folder actions that have occurred with content in your user folders and Team folders. The Events menu includes filter options for types of actions to list, a limit on how far back in time to list actions, and you can opt to list actions only for Team folders or your personal FileCruiser account folder.

If the list of events generated is still to long, you can use the Search function to do a keyword search of the list. The Search function is for a list that has already been generated.

To save the generated Event list to a file in Excel, simple text, .html or a variety of other file formats, click on the Export button and choose your format preference.

You can link to the Events menu display directly through the Desktop User Agent. Right-click on the

FileCruiser agent icon, and choose the Events option to go directly to the menu.

View Events for Team and Personal folder actions

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How File Syncing Works

FileCruiser is a secure private file synchronization and sharing solution. When you install the FileCruiser

Agent on your Mac or Windows computer, a special folder is created on your local system that is duplicated and synced on the FileCruiser server. This means that any changes made to files in your local FileCruiser

Sync Folder are also made to the duplicate folder on the server for your account.

FileCruiser syncing and sharing

The FileCruiser Agent includes various functions that allow you to easily share files with other FileCruiser accounts, or to email a link for file sharing with Microsoft Outlook on a Windows computer. Please see the

FileCruiser Desktop Agent Guide for more information.

For more details on how FileCruiser works, please visit the FileCruiser FAQ page at the PROMISE website. FileCruiser App

FileCruiser also has a mobile app for iOS and Android devices. The FileCruiser Mobile App is available for download from the Promise webisite at: www.promise.com or use the keyword FileCruiser searching for Apps online.