VALO Cloud 2.0 User Guide

Transcription

1 VALO Cloud 2.0 User Guide

2 Table of Contents 1. Activation of an account in VALO Cloud 3 2. User's Web-cabinet on the server 4 a. Controlling elements b. The user's menu - personal account 7 c. Working with files in the Web-cabinet 9 i. Uploading of files to the workspace 9 ii. Creation of new folders in the workspace 10 iii. Local menu of actions with a file 10 iv. View of file contents 11 v. Moving files to the bin and back 11 vi. Working with versions of files 12 vii. Provision of access to your own files and folders 12 viii. Extracting information from mobile devices Client application for a Windows PC 13 a. Installment of the VALO Cloud client application for Windows 13 Working with the VALO Cloud client application for Windows 15 c. Menu items 16 d. Backup 21 e. Backup setup Client application for Android 23 a. Installment of the VALO Cloud client application for Android 23 b. Sign in to the VALO Cloud client application for Android 24 c. Overview of the interface Client application for ios 30 a. Installment of the VALO Cloud client application for ios 30 b. Sign in to the VALO Cloud client application for ios 31 c. Overview of the interface Copyrights 35

3 Activation of an account in VALO Cloud After the administrator has created your account on the VALO Cloud server, an activation link will be sent to your mailbox (see Figure 1.0.1). Figure To get started, you need to click on the link in the received message and confirm the activation of the account.

4 Please note that after following the confirmation link, it will become invalid. If you try again by clicking on the link, you will be redirected to the "Invalid Link" page. After clicking on the link, you will be redirected to the "Change Password" page (see Figure 1.0.2). Figure If you fill out the form correctly and click on the "Save Password" button, you will be logged in and redirected to the "My Files" page of the user s Webcabinet.

5 2. User's Web-cabinet on the server The Web-cabinet on the server is one of the main tools of the user when working with VALO Cloud (see Figure 2.0.1). Figure The user's workspace is accessed via the Web browser, by entering the address of the VALO Cloud server in the URL bar, or by pressing the "Open VALO Cloud via Internet" button in the locally installed client menu. The web client application supports the viewing of the following formats: doc, docx, docm, dotx, dotx, dotm, odt, ott, oth, odm, rtf, ppt, pptx, txt, pdf, vcard, vcf, jpg, jpeg, png, gif, bmp

6 The ios client application supports the viewing of the following formats: doc, docx, docm, dotx, dotx, dotm, xls, xlsx, odt, ott, oth, odm, rtf, txt, pdf, jpg, jpeg, png, gif, bmp. The Android client application supports the viewing of formats depending on the installed applications on the device. For the Web client application, in case the file exceeds the file size of 5 MB. The Web client application offers to open a file in a new window. The file will be opened if you do not have a ban on opening pop-up windows! When logging in to your personal account, you will need to enter authentication information: the address and password assigned by the administrator (see Figure 2.0.2). If you forgot your password, you can use the "Forgot your password?" button or contact the administrator of the system. Figure 2.0.2

7 a. Controlling elements The VALO Cloud main menu is located to the left (see Figure 2.1.1) Figure 2.1.1

8 The "VALO Cloud" section contains the following items: "My Files": access to your files that you have placed in the workspace or copied to the "VALO Cloud" folder\ <your >\"my Files" on your computer. "Available to me": quick access to files and folders shared by other users. "My Devices" contains a list of all devices that you synchronize through VALO Cloud (see Figure 2.1.2) and provides access to documents from these devices. "Contacts": It contains contacts imported from mobile devices. "Bin": Access to previously deleted files. The upper part of the workspace contains buttons with the following functions: Create a new folder or upload a file on the server When you click on the "Create" button, a menu appears that allows you to upload files to the server or create a new folder. You can also upload files using the "drag'n'drop" function from the Explorer. Search by file name or keywords in all user files

9 Please note that depending on which section you are in, separate buttons or menus may be hidden. b. The user's menu - personal account You can enter the user's menu by pressing the relevant button in the upper right corner of the cabinet (see Fig ) Figure The first item in the menu is "Profile". In this section, the user can change his/her personal data, the language of the "Personal Account", and also change the access password (see Figure 2.2.2).

10 Figure The "About Product" section is a reference to the current version of the application. The "User's Guide" menu item is to view a complete product guide. The "Download the client application" menu option allows you to download the VALO Cloud client software. The "Exit" menu item is where the user can exit the system. The next connection will require the user to re-enter the authentication data.

11 c. Working with files in the Web-cabinet The Web-cabinet on the server is one of the main tools of the user when working with VALO Cloud. You can do virtually all possible actions through the Web browser - downloading files, creating files and folders. Note that you must use a local client application to edit files. All changes made to the user's Web-cabinet will be reflected in your local data in the VALO Cloud folder (after the client application is synchronized) and vice versa. For example, if you locally create a new folder, then after synchronization it will appear in the Web-cabinet. i. Uploading files to the workspace There are two ways to download files in the Web-cabinet. The first way: select one or more files in the Explorer, and then drag the selected files to the workspace of the "My files" section in the center of the Web cabinet (not all browsers support the drag'n'drop function) The second way: in the VALO Cloud -> "My files" section, click on the "Create" button -> "Download Files" (see Fig ).

12 Figure 2.3.1). The workspace also includes files that you place in your "VALO Cloud -> <your > -> My Files" folder on your computer (if you have a local VALO Cloud client application installed). ii. Creation of new folders in the workspace To create a new folder in the Web-cabinet, select the VALO section Cloud -> "My Files" and click on the "Create" button -> "Create a Folder" (see Fig ). In the popped up line, specify the name of the folder you want to create. Figure 2.3.2

13 iii. Local menu of actions with a file After successfully uploading files to the workspace, you may find out that when you select a file and right-click, the file actions menu emerges to the right of the file name (see Figure 2.3.3) Figure More details on each of the actions: Download View Download file to the local computer View the contents of the file without downloading it to the local computer. Shared access Granting access rights for your colleagues using VALO

14 Show link Create an external link where the file can be downloaded without access to the VALO Cloud. For example, you want to transfer a file to a counterparty, but you do not want to forward the file by mail. Just send a download link to the person. Rename Properties Delete Editing the file name Viewing file properties Moving the file to the bin iv. View file contents To quickly view the contents of a file without downloading it to a local computer (for example, in an Internet cafe), select the file you want, right-click and select "View" v. Moving files to the bin and back There are two ways to move a file to the Bin. The first way: right-click the file name and select "Delete" from the drop-down menu. The second way: select one or more files by holding down the "Ctrl" button on the keyboard, and then drag the selected files to the "Bin" icon on the left side of the screen.

15 Please note that after moving files and folders to the Bin they are deleted from the end devices! vi. Working with versions of files VALO Cloud by default saves versions and file changes upon appearance or installation of the VALO Cloud client application, as well as information about when changes are made to the file. The user can download any previous version of the file at his/her discretion or make this version current (rollback to the previous version). To get a list of file versions, select the file, right-click and select "Properties" from the drop-down menu. On the right side, the "Properties" window appears with a list of versions (see Figure 2.3.6).

16 Figure vii. Provision of access to your own files and folders You can grant colleagues access to your own files located in the workspace. Select any file in your workspace and right-click. In the appearing menu, select "Sharing" In the "Access settings" menu, select "Add user"

17 In the appeared form, select the user or several users, specify the type of access rights (Read / Read-Write) and click on the "Add" button. You can also add a comment that will be sent by together with the sharing notice. The person to whom you gave access will be notified and this file will appear in the "VALO Cloud -> Available to me" section viii. Extracting information from mobile devices If your VALO Cloud client application is installed on your mobile devices and the backup process is activated, you can see all contacts and all photos from your mobile devices. In your Web-office, select the "Devices" section in the menu on the left. After going to the "Devices" menu item you will see a list of devices, backups of which are available on the server. Select the device, contacts / photographers from which you want to view, go to it, select the "Contacts" / "Images" folder Having accessed through it, you can view or download a contact or photo The web client application supports the viewing of the following formats: doc, docx, docm, dotx, dotx, dotm, odt, ott, oth, odm, rtf, ppt, pptx, txt, pdf, vcard, vcf, jpg, jpeg, png, gif, bmp The ios client application supports the viewing of the following formats: doc, docx, docm, dotx, dotx, dotm, xls, xlsx, odt, ott, oth, odm, rtf, txt, pdf, jpg, jpeg, png, gif, bmp. The Android client application supports the viewing of formats depending on the installed applications on the device.

18 For the Web client application, in case the file exceeds the file size of 5 MB. The Web client application offers to open a file in a new window. The file will be opened if you do not have a ban on opening pop-up windows! 3. Client application for a Windows PC a. Installment of the VALO Cloud client application for Windows Go to your Web-cabinet on the VALO Cloud server. In the upper right corner, expand the sub-menu and select "Download client application", see Fig

19 Figure After clicking on this menu item, you will see a dialog box that prompts you to download the client to your operating system (see Figure ): Figure Select the Windows operating system, click on the relevant shortcut and the client application will start downloading. As a result, the file setup_valo_ <version>.exe is downloaded to your computer Run this file and the client installer will start. Next, you need to follow the instructions on the screen.

20 b. Working with the VALO Cloud client application for Windows After starting the client application on a Windows personal computer, the user will see a dialog box (see Figure 4.2.1): Figure To start the client application, the user in this window should specify the server URL with which the client application will be synchronized, the address of the account to which all devices will be attached, and the password that the user comes up with by clicking on the link in the welcome letter.

21 In case the user forgets the password, the user can click on the "Forgot password?" button at the bottom of the dialog box or contact the administrator. After launching the VALO Cloud client application on the user's personal computer, the VALO Cloud icon appears in the tray. When you aim a mouse cursor at it, a pop-up menu appears (see Figure 4.3.2) Figure 3.3.2

22 c. Menu items Synchronization The "Synchronization" menu item shows the current synchronization status, allows the user to independently suspend or start the process of synchronizing files and changes with the server Backup The "Backup" menu item, showing the current status of the backup, allows the user to suspend or start the backup process. The backup function can be disabled by the administrator or activated, but additional conditions or forced bans introduced to suspend or disable the backup on the server. In this case, this menu item will also be inactive. Open the VALO Cloud folder The "Open VALO Cloud folder" menu item opens the VALO Cloud folder on the local computer. You can copy the necessary folder structure to this folder. You can work with and edit files from this folder, then each saving of the file with the change will be displayed in the web interface as a new version of the file. Open VALO Cloud on the Internet The "Open VALO Cloud on the Internet" menu item opens a user page on the VALO Cloud server via the web browser

23 Settings The "Settings" menu item redirect the user to the window with the settings There are three tabs in the backup settings window (see Figure 3.3.7). The "Main" tab allows you to exclude files from the backup by type, path or file size, and also include additional folders in the backup. Figure 3.3.7

24 "User" tab In the settings window (see Figure 3.3.8), the user can change the profile photo, change the name and surname, and change the language of the application. Figure About the application It provides information about the current version of VALO Cloud software and support contacts

25 Close VALO Cloud You exit the application, but the newt visit will not require login authentication Exit The "Close" menu item unloads the VALO Cloud client application and completes its work. The next time you sign in, you need to be authenticated d. Backup After installing the VALO Cloud client application, in case the system administrator has allowed the backup, the server automatically starts backing up data from your personal computer. This process can take some time, depending on the amount of data on your personal computer, the data transfer rate and a number of other parameters. Backup automatically starts when the client application is installed on the device and it is logged on. So, in order to start the backup you need to: Install the client application on the device Login to your account Backup is also carried out when the application is collapsed. Backup is terminated when the user exits the application. After completing a full backup, only send changed files will be sent to VALO Cloud.

26 e. Backup setup By default, the backup is configured by the administrator of the VALO Cloud server and the user may not even think about this process. However, if you need to exclude some folders from the backup (for example, folders with personal files, folders with music or movies, etc.), the user can add them to the exceptions list. This is done as follows: Choose the "Settings" menu item The settings dialog box appears. We are interested in the "Main" item Figure

27 As can be seen from Fig , the user can exclude files by type (extension), by file size or by path to a folder or file, and also to include specific folders. 4. Client application for Android a. Installment of the VALO Cloud client application for Android The client application on mobile devices running on Android is installed like for other platforms. You can download a client by logging into your web cabinet on your company's VALO Cloud server and selecting the "Download client" menu item and clicking on the link to download from Google Play (see Figure ) Figure

28 Figure or go to Google play under your account and type in the search box the VALO Cloud name b. Sign in to the VALO Cloud client application for Android After starting the client application on the mobile device, the user will see a dialog box (see Figure 5.2.1): Before you initially start the application, make sure that your device has Internet access. To save mobile traffic, it is recommended that you should run the first launch when connecting to Wi-Fi, because the first time you connect, the device data will be backed up (in accordance with the policies configured by your VALO Cloud administrator).

29 Figure To start the client application, the user in this window should specify the server with which the client application will be synchronized, the address of the account to which all devices will be attached, and the password assigned to this account by the VALO Cloud administrator.

30 In case the user forgets the password, the user can click on the "Forgot password?" button at the bottom of the dialog box or contact the administrator. If the user has entered everything correctly, the user will see the following window (see Figure ). Figure In the future, if authentication is successful, the application will be automatically entered.

31 c. Overview of the interface After authentication on the server, the user enters the application workspace (see Figure ). Figure

32 By default, the user always starts with the "My files" section. "My files" are all your files downloaded to the VALO Cloud server. The "My files" section does not contain backup files. It contains only those files that the user has uploaded to the server for active work. The button with a plus in the lower right corner allows you to create a new folder or save a new working file on the VALO Cloud server. In the upper right corner there are "Search" buttons The list of document formats for which context sensitive search is possible: doc docx docm dotx dotx dotm odt ott oth odm rtf ppt pptx txt pdf vcard vcf xls xlt xlw xlsx xlsm xltx xltm ods ots csv NB! The "My files" section does not contain backup files. It contains only those files that the user has uploaded to the server for active work. The upper left corner has a pictogram Clicking on it, you get to the menu containing the following sections (Figure 5.3.2)

33 Figure "My files" are files that you have uploaded to the VALO Cloud server "Available to me" is the files shared with you, i.e. you have been granted access to these files by other users "Devices" are accessible backup copies of all your devices. By going into this section, you get access to any file on any of your devices.

34 "Contacts" are user contacts from all of its devices "Bin" is user contacts from all of its devices "Profile": by clicking on the name and avatar, the user profile and settings will be opened. Here you can change the backup settings, in terms of using Wi-Fi and mobile data. NB! Please note that the VALO Cloud client does not download files to your phone until you try to open them. Therefore, if you do not have access to the Internet, you will not be able to see the file. In order for the file (or folder) to be accessible, you always need to select a file and select the "Offline access" option in the drop-down menu. All such files will be available in the "Offline access" section 5. Client application for ios a. Installment of the VALO Cloud client application for ios The client application on mobile devices running on ios is installed like for other platforms. You can download a client by logging into your web cabinet on your company's VALO Cloud server and selecting the "Download client" menu item (see Figure )

35 Figure Figure

36 or go to AppStore under your account and type in the search box the VALO Cloud name b. Sign in to the VALO Cloud client application for ios NB! Before you initially start the application, make sure that your device has Internet access. To save mobile traffic, it is recommended that you should run the first launch when connecting to Wi-Fi, because the first time you connect, the device data will be backed up (in accordance with the policies configured by your VALO Cloud administrator). After starting the client application on the mobile device, the user will see a dialog box (see Figure 6.2.1):

37 Figure To start the client application, the user in this window should specify the server with which the client application will be synchronized, the address of the account to which all devices will be attached, and the password assigned to this account by the VALO Cloud administrator.

38 In case the user forgets the password, the user can click on the "Forgot password?" button at the bottom of the dialog box or contact the administrator. c. Overview of the interface After authentication on the server, the user enters the application workspace (see Figure ). Figure By default, the user always starts with the "My files" section. "My files" are all your files downloaded to the VALO Cloud server.

39 The "My files" section does not contain backup files. It contains only those files that the user has uploaded to the server for active work. The upper left corner has a pictogram Clicking on it, you get to the menu containing the following sections (Figure 6.3.2) Figure "My files" are files that you have uploaded to the VALO Cloud server "Available to me" are files and folders shared by other users

40 "Devices" are accessible backup copies of all your devices. By going into this section, you get access to any file on any of your devices. "Contacts" are user contacts from all of its devices "Bin" is user contacts from all of its devices "Profile": by clicking on the name and avatar, the user profile and settings will be opened. Here you can change the backup settings, in terms of using Wi-Fi and mobile data. NB! Please note that the VALO Cloud client does not download files to your phone until you try to open them. Therefore, if you do not have access to the Internet, you will not be able to see the file.

41 6. Copyrights VALO Cloud is a registered trademark of Intellectual Reserve LLC. The VALO Cloud software is the result of intellectual activity of Intellectual Reserve LLC. All rights are registered and protected by the applicable law of the Russian Federation on intellectual property as well as the rules of international law