EasiShare Desktop User Guide

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2 Copyright 2016 by Inspire-Tech Pte Ltd. All rights reserved. All trademarks or registered trademarks mentioned in this document are properties of their respective owners. No part of this document may be reproduced or transmitted in any form or by any means, electronic, mechanical or otherwise, without a prior written permission. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, or the taking of any action based on the contents of this information is strictly prohibited. If you received this document by error, you are kindly requested to immediately contact us. Page 2 of 42

3 Contents 1. Introduction Introduction to EasiShare Overview Getting Started Installation Activation Settings and Features Menu Tray Features EasiShare Settings Sync Sync Options Sync Status File/Folder Status Selective Sync Conflict Management File Operations Add File Drag & Drop Make a copy Add Folder to EasiShare Sync Other File Operations Share File/Folder Internal Share External Share Edit/Remove Share Resend Upload Request Create Upload Request Access shared or upload request files Access files via Notification Shared files Upload Request Access files via View shared files feature Shared in Shared out Page 3 of 42

4 8.3 Access files via View upload request Check in/check Out File Check Out Check In Discard Check Out Versioning Create version View version Restore previous version Advanced Add New Storage Remove Storage Edit Storage Page 4 of 42

5 1. Introduction 1.1 Introduction to EasiShare EasiShare is a secure mobile sync and share solution which allows user to sync their files across different devices securely and share with other users. Documents are stored in a server and readily accessible to its owner and their recipients who have been shared the document. Shared documents have an expiry timer when after a certain period of time; the access rights are automatically revoked. System Requirements Ensure you have the following information and equipment ready as these are required for using EasiShare OLA: Laptop or desktop running Windows 7/ 8 / 8.1 Minimum Intel Core 2 Processor Minimum 2GB RAM At least 2 GB of available free disk space Local administrator account Microsoft Exchange account EasiShare account (Active Directory account) EasiShare Desktop installer 1.2 Overview This document serves as a basic functional user guide for end users using the personal computer on Windows operating system to access EasiShare. It is assumed that the EasiShare application has been installed in your desktop computer, otherwise, please contact your administrator to install it for you. Page 5 of 42

6 2. Getting Started 2.1 Installation 1. Double click EasiShare Desktop installer file to begin the installation. 2. Follow the installation wizard instructions. Pre-requisite: Please make sure that you have Microsoft.NET Framework 4 installed and properly set up before installing EasiShare. Otherwise, you may download it from Page 6 of 42

7 2.2 Activation 1. Launch EasiShare from your start menu 2. Input Connect to EasiShare URL, 3. Username Your domain username or the username generated by the new account , 4. Password - Your domain password or your reset password; 5. Click Login. 6. Once the application authenticates your credentials, you can start to decide on the sync preference you want for the storages automatically assigned to you. You may choose to: a. Have full sync for all the folders (Select the storage level) b. No sync (De-select the storage level) c. Selective sync on certain folders 7. Choose files/folders you want to sync; 8. Click OK. 9. Click Finish to end activation. Enter the URL you are connecting to at Connect to. Enter your User ID and Click Finish Page 7 of 42

8 3. Settings and Features 3.1 Menu Tray Features 1. Right click on EasiShare Sync Manager located on your system tray. Sync Now Allows you to override EasiShare sync intervals Pause/ Start Sync Allows you to pause or resume the EasiShare Sync Manager synchronization service. Sync Status EasiShare settings Allows you to access and edit EasiShare settings Web service URL View Shared Files View Upload Requests Allows you to view the upload requests. You can download the files that people have uploaded Allows you to view the Shared In and Shared Out window. You can view users that you have shared Request for file upload Allows you to create upload Exit To close EasiShare Sync Manager. Note: Open EasiShare folder Allows you to open the EasiShare folder where your Page 8 of 42

9 3.2 EasiShare Settings 1. Right click on EasiShare Sync Manager located on your system tray. Select EasiShare settings. 2. You may wish to change the following under the settings tab: EasiShare location Click Browse to choose local path for EasiShare folder Show notifications Enable/disable notifications Use Single Sign-On Enable/disable Single Sign- On; Sync interval Synchronization interval for checking files from server. You can set the sync internal to 1, 5, 15 and 30 minute(s). Username Your domain username or EasiShare username; Password Your domain password; Your domain username or EasiShare username Page 9 of 42

10 3.3 Retrieve Storages Page 10 of 42

11 4. Sync 4.1 Sync Options 1. Right click on the EasiShare Sync Manager on your system tray. 2. You will see the following features. Check and Sync delta changes To pause/resume synchronization 3. If you wish to validate and correct sync issue, click on EasiShare settings. 4. Navigate to Sync Tab 5. The last updated date and time will be shown. 6. Click on Start Sync to do a full sync. 7. Click on Stop Sync to stop synchronization. Page 11 of 42

12 4.2 Sync Status Successful Sync New conflict In progress Error during Sync/PC went offline 4.3 File/Folder Status 4.4 Selective Sync 1. Right click on EasiShare Sync Manager located on your system tray 2. Select EasiShare Settings. 3. Click on Storage tab. 4. Select storage and click on edit icon. Page 12 of 42

13 5. Click on Choose folders to sync 6. Check files/folders you want to sync. 7. Click OK. Page 13 of 42

14 4.5 Conflict Management Conflict Management happen when EasiShare detects differences on both the local and server copy on the same file. Typically, this happen if the Drive is Shared or you have more than 1 EasiShare desktop sync running concurrently. To resolve conflict, user should select copy of file to keep. 1. Right click on EasiShare Sync Manager located on your system tray 2. Select Conflict management 3. Select action: Take server copy Server copy will replace current local file. Take local copy Server copy be replaced by current local file. Keep both Local copy will be renamed and both files will keep. Restore server copy Server copy (version that was last checked in) will be restored or a deleted file will be restored Delete server copy To confirm the deletion of server copy eventually 1. When file is checked out by another user and you try to: rename, edit, delete or move the file 2. When file is checked out by you and you try to: rename, delete or move the file. 1. When file is checked in by another user after you try to edit the file. 2. When file is checked in by you after you try to edit the file 1. When file is checked in by another user after you try to delete, rename or move the file. 2. When file is checked in by you after you try to delete, rename or move the file. Occurs when 2 users make changes to the document at the same time without checking out 4. Click Resolve. Page 14 of 42

15 5. File Operations 5.1 Add File Drag & Drop 1. Move files by dragging from your local disk drives into EasiShare storage folders. 2. Note that files will be moved permanently from your local disk drives. 3. Allow the application to sync. (it may take time depending on the file size and bandwidth of network). 4. A green tick icon will be shown if the file is successfully synced. Drag & Drop (or copy & paste) 3. Sync Complete 2. Sync in Progress Make a copy 1. Select the file/folder you wish to copy. 2. Right click and select copy. Alternatively, you can apply Ctrl-C using keyboard shortcuts. 3. Navigate to EasiShare storage folders. 4. Right click and paste. Alternative, you can apply Ctrl-V using keyboard shortcuts. 5. Allow the application to sync. 6. A green tick icon will be shown if the file is successfully synced. Page 15 of 42

16 5.1.3 Add Folder to EasiShare Sync When a personal drive is provided, you may want to back up your files by allowing them to be sync automatically to the server by Add Folder to EasiShare Sync. 1. Right click on the file you wish to add into EasiShare 2. Select Add Folder to EasiShare Sync 3. Files will be deposited at the root folder of the selected storage. 4. Allow the application to sync. 5. A green tick icon will be shown if the file is successfully synced. 5.2 Other File Operations EasiShare Desktop functions similarly to your windows desktop. You may choose to create, rename, copy, move, delete file/folder(s) by right clicking on the selected file/folder(s) followed by your choice of action. However, similar to adding a file, ensure that your actions are successfully synced on EasiShare by checking the sync status of your file/folder. Page 16 of 42

17 Caution: EasiShare Sync Manager will only be able to sync files and folders deposited in the Storage folders created via EasiShare Sync Manager. For example, only file/folder(s) deposited into Azure Personal folder as shown in the diagram will be created. Scenarios where files/folders will not be sync and will be denoted by a red icon overlay. Outside the Storage (managed by EasiShare Sync Manager) Files deposited into Share In Page 17 of 42

18 6. Share File/Folder Download Files in EasiShare Users Initiator Share To perform 1-way sharing of files/folders for recipient to download Edit/Revoke Share in Non-EasiShare Users Click on link to view & download files 6.1 Internal Share Internal Share allows you to share file/folder(s) to other EasiShare accounts users. Note: Sharing of files is not applicable to storage folders that were created with Alternate Authentication enabled. 1. Select the folders/files in EasiShare file explorer that you want to share. You may select multiple files. 2. Right click and select EasiShare -> Share to internal. Page 18 of 42

19 3. Click on file name to view the list of files/folders being shared. 4. Select the Expiration checkbox if you wish to set validity of the file. Set the date and time. 5. Search contacts from your company s address book. You can select recipients from AD users, group and distribution lists respectively. Enter a name and click Search. A list of names will be populated. 6. Click on the icon to add recipients 7. To remove recipients from the sending list, click on the icon. if required. Page 19 of 42

20 8. Enter a message if you wish to address to the recipient(s). 9. Click Share to create the share. 6.2 External Share External Share allows you to share file/folder(s) to non-easishare accounts users. Note: Sharing of files is not applicable to storage folders that were created with Alternate Authentication enabled. 1. Select the folders/files in EasiShare file explorer that you want to share. You may select multiple files. 2. Right click and select EasiShare -> Share to external. Page 20 of 42

21 3. Click on the file name to view the file/folder shared. 4. Select the Expiration checkbox if you want to set validity of the file you are sending. You can set date and time 5. Check the OTP (One Time Password) Protection checkbox if you require OTP for the folders/files you want to share. 6. Check Notify me of all downloads to receive an every time the file is accessed, else uncheck send all notifications to only receive an the first time the file is accessed. 7. Enter a name of the recipient. This name will be used to address the recipient in the notification Enter the address of the recipient. 9. Enter the mobile number of the recipient. If OTP was checked. 10. Click on the icon to add recipients that you would like to share the folder/file to. Page 21 of 42

22 11. Click on the icon located on the side of the form to remove a recipient. 12. Enter a message if you wish to address to the recipient(s). 13. Click share to create the share. Note: OTP Protection is not set by default. If you wish to set it, please ensure to enter the Recipient s Mobile Number before clicking on Share or you will be prompted upon clicking on Share. Page 22 of 42

23 6.3 Edit/Remove Share 1. Right click on EasiShare Sync Manager and click View Shared Files. 2. Go to Shared Out tab. 3. Click on the file that you would like to edit share and click on the Edit Share icon. 4. Change the Validity of the file. Select an absolute date and time. 5. You can edit share to selected recipients by checking/unchecking selected recipients. 6. Click on Edit Files/Folders to edit documents. 7. Click Edit to submit your changes. Page 23 of 42

24 6.4 Resend 1. Select the item and click on the icon to resend . Page 24 of 42

25 7. Upload Request 7.1 Create Upload Request 1. Enter the title of the request 2. Check/Uncheck Upload Quota, File Size Restriction, File Type Restriction 3. Enter Upload Quota, File Size Restriction, File Type Restriction if checked. 4. Check/uncheck OTP if required 5. Enter Name and 6. Enter Mobile if OTP is checked. Note: OTP is a secure way to ensure your file will be opened after it has been properly authenticated with a One-Time-Pin. 7. Click icon to add recipient. Page 25 of 42

26 8. Click icon to delete user. 9. Enter a message if you wish. 10. Check Notify me of all uploads to receive a notification every time a file is uploaded 11. Click Request to create the request Page 26 of 42

27 8. Access shared or upload request files 8.1 Access files via Notification Shared files Recipients may click on the link to access the shared file. Usually you will be directed to the web portal via the link to view the files Upload Request Sender may click on the link access files uploaded by recipients via Upload Request. Usually you will be directed to the web portal via the link to view the files. Page 27 of 42

28 8.2 Access files via View shared files feature Shared in Shared in: Contains folder/files shared to you by EasiShare users. By default, the files will not be downloaded until you have select the file and click on Download. After the file(s) have been downloaded, click Go to folder to view the file that has been shared Shared out Shared Out: Contains folder/files shared out to other EasiShare users or external users (Recipients). Click Go to folder to view the file that has been shared. Page 28 of 42

29 8.3 Access files via View upload request Page 29 of 42

30 9. Check in/check Out File 9.1 Check Out 1. Select the file you would like to check out. a. Right click on the file. Select EasiShare and click on Check Out. 2. A check out success message will appear in a new window. 3. Click Ok. 4. Once synced, a Lock Icon will appear on the file. Page 30 of 42

31 5. By checking out the file, a new version will be created temporarily. This version is only visible to you. a. If you discard check out, the file will restore to the original version before check out. b. Other users will only see the change in new version after you have checked in. 6. When other users try to delete, move, copy, edit or overwrite the file that has been checked out, they have to resolve this under Conflict Management. They will also see a conflict indicator overlay on the file after syncing. Page 31 of 42

32 9.2 Check In 1. Right click on the file that has been checked out. 2. Select EasiShare and click on Check in. 3. A check in success message will appear in a new window. 4. Click check in. Page 32 of 42

33 5. Once synced, the lock icon will disappear 6. By checking in the file, the new version created during check out will be recorded. This version will be visible to all users. 7. Other users would be able to perform all the file actions or make a decision over the conflict management to Take local copy or Take server copy (which is your checked in version) if they have made any changes when you checked out the file. 9.3 Discard Check Out 1. Right click on the file that has been checked out. 2. Select EasiShare and click on Discard Check Out. 3. A discard check out confirmation message will appear in a new window. 4. Click Yes. Page 33 of 42

34 5. A discard check out success message will appear in a new window. 6. Once synced, the lock icon will disappear 7. By discarding the check out, the version will also be restored to the previous version. Any edits made during the check out, will be discarded. 8. After discarding check out, other users would be able to perform all file actions. Page 34 of 42

35 10. Versioning EasiShare allows you to edit files and view and restore those files to previous versions. This feature is only available if versioning or check in/check out feature is turned on by your central administrator Create version 1. Open a file that you would like to change/edit 2. Make the changes where necessary 3. Right click EasiShare Sync Manager and click Sync Now. 4. After finish syncing, the new version will be created View version 1. Right click on the file that you would like to view the version 2. Select EasiShare and click on Versions 3. A window will appear with a list of versions of files that was created after you edited the files. 4. To view the particular version of the file, select the version and click on Download. 5. Select the location of the file that will be downloaded. Page 35 of 42

36 10.3 Restore previous version 1. Right click on the file that you would like to view the version 2. Select EasiShare and click on Versions Page 36 of 42

37 3. A window will appear with a list of versions of files that was created after you edited the files. 4. To restore a particular version of the file, select the version and click on Restore. 5. You will be prompted. Click OK to restore the selected version. Page 37 of 42

38 11. Advanced 11.1 Add New Storage 1. Right click on EasiShare Sync Manager located on your system tray 2. Select EasiShare Settings. 3. Click on Storage tab. 4. Click on icon to add storage. Page 38 of 42

39 Storage with your personal credential 5. Select the desired storage type 6. Enter a user friendly name of your preference 7. Enter the storage path to your desired storage 8. Click on Save. Storage with an alternate authentication 5. Repeat step 4-7 as per above. 6. Tick Alternate Authentication and enter the appropriate username and password 7. Click on Save Remove Storage By default, storages are auto assigned when sync is first established. If you wish to remove it from your desktop for sync, you can either indicate No Sync by deselecting the root of the storage folder or use the remove storage function. 1. Right click on EasiShare Sync Manager located on your system tray 2. Select EasiShare settings 3. Click on Storage tab 4. Select the storage that you would like to remove Page 39 of 42

40 5. Right click the storage that you have selected 6. Click on Remove storage to remove the selected storage. Page 40 of 42

41 11.3 Edit Storage You usually will use the function of edit storage for editing your sync preference. Otherwise, it would be rare for you to update the storage credentials as the updates can be updated by the organisation s policies. 1. Right click on EasiShare Sync Manager located on your system tray 2. Select EasiShare settings 3. Click on Storage tab 4. Select the storage that you would like to edit. Page 41 of 42

42 5. Right click and select Edit storage or the pencil icon to edit the selected storage 6. Edit your storage settings. 7. Click Save/Apply. Page 42 of 42