ShareGo SharePoint and Desktop Become One!

Transcription

1 ShareGo SharePoint and Desktop Become One! User Guide

2 Copyright 2005 KWizCom LTD. All rights reserved. Company Headquarters P.O. Box #38514 North York, Ontario M2K 2Y5 Canada Web site: Sales Telephone: +1- (412)

3 Table of Contents Introduction... 4 Overview 6 ShareGo Key Features & Benefits (Version 1.2.0) 6 ShareGo Future Features (Version 1.3.0) 7 Installation... 8 Software prerequisites 8 Installation Procedure 9 What does ShareGo do? 9 Using ShareGo ShareGo downloader and first synchronzation 10 Working with ShareGo 16 Single folder synchronization 18 File Creation during off-line work 19 File synchronization during on-line work 19 ShareGo settings General settings 21 Synchronization, scheduling and events 23 Conflict resolution 25 Options available from the tray bar icon 27 FAQ Technical Support... 30

4 Introduction KWizCom ShareGO is a solution providing seamless integration between the Microsoft SharePoint server and Microsoft Windows Desktop. While working with ShareGO, users can perform most of their work in their Windows desktop environment, thus gaining the advantages of working in their familiar environment ease of use, no training required, better performance and more. In the background, ShareGO will transparently do all the required work in order to synchronize the desktop and the SharePoint server/s. On the server side, ShareGO is designed to work with SharePoint 2003 WSS/SPS, and with Microsoft Office SharePoint Server 2007 (MOSS 2007). Using all versions of Microsoft Office, user will benefit from working with ShareGO. Since the integration is done with the operating system and NOT with the Office environment, users benefit from working with ShareGO when using even older versions of Microsoft Office, starting from Office 2000, Office 2003 and up to the coming version of Office Further more, user will benefit from working with ShareGO also when using non Microsoft solutions such as Adobe, CAD/CAM, or any other file types. Some of ShareGO key advantages are: Offline work on files which are stored and managed on Microsoft SharePoint document libraries. 2-way synchronization between Desktop folders and SharePoint libraries. This provides users with a "SharePoint synchronized Desktop Folder". These folders behave the same as regular and familiar Windows folders, enabling users to benefit from local desktop environment and services. Better performance while working in conjunction with SharePoint servers, enabling users to efficiently work in remote locations

5 scenarios such as low bandwidth and numerous users on a single server/site. A Solution for personal backup and restore of any single document or file which is stored and managed on Microsoft SharePoint document libraries.

6 Our vision is to allow users to work on their desktop, perform ANY SharePoint oriented task like check in / check out, metadata manipulation, permissions management, etc., and in the most transparent manner, synchronize the desktop with the SharePoint server, efficiently and without forcing the users to change any of their work patterns,

7 Overview KWizCom ShareGO is a solution providing seamless integration between the Microsoft SharePoint server and Microsoft Windows Desktop. The solution enables the linkage of a SharePoint library, to a local folder on a local computer. This action allows the offline work on the existing files or adding new files, and content synchronization with the source library on the server automatically or per user request. While working on the local computer, the user needs no additional software; files access, as well as source library synchronization, are performed in the way a user is familiar with in Windows working environment. ShareGo Key Features & Benefits Downloading of documents and files from libraries on SharePoint servers to local copies on a local computer. Editing of the local files in the same way like any other file in Windows environment. 2-way synchronization between server and local files and libraries. Ability to add local files and then synchronize them with the SharePoint server libraries. Time scheduled synchronization or automatic synchronization during log-in/log-out. Can work with an unlimited number of SharePoint servers. Deletion of synchronized files from a SharePoint server to local Recycle Bin, thus allowing a single file backup and restore operation to the SharePoint server. Provides the best answer to saving files from Office and other application directly to SharePoint libraries, as part of "Save-As" dialog box in Windows XP or Windows Vista.

8 ShareGO Future Features File properties (meta-data) editing during offline work. Offline work on SharePoint lists. Performing check in / check out from the Desktop. Manage SharePoint permissions on local files. Subscribing to SharePoint alerts. Share a file with a non- ShareGO user.

9 Installation Software prerequisites SharePoint Server 1. Microsoft Office SharePoint Portal Server 2003 (SPS) + SP2, or MOSS 2007 / SharePoint Microsoft Windows SharePoint Services (WSS) Client PC Requirements 1. Microsoft Windows XP 2. Microsoft Vista (currently no UAC) 3. Microsoft Office 2000/XP/2003/ Microsoft Internet Explorer 6

10 Installation Procedure 1. On the client station, execute installation file ShareGo.msi by doubleclicking on it. 2. After installation process ends and after restarting Internet Explorer, the ShareGO Icon will appear in the Internet Explorer toolbar. (If the icon still doesn t appear it can be manually added from the toolbar menu. That s all! From now on you can work on SharePoint files on your personal PC and remain synchronized with your organization file and document management system. Note: even though not required, it is recommended you reboot you PC after installation. What does ShareGO do? ShareGO enables to locally work on files stored on organization level SharePoint servers, without the need to be connected to the organization network. In addition, ShareGO enables synchronization between the local and source files stored on the SharePoint servers, so they remain continuously synchronized. ShareGO also enables you to work with several SharePoint servers with various user credentials. ShareGO users enjoy the benefits of both worlds: A central file system accessible to all the organization employees, as well as the ability to work on selected files on a local PC, even when it is not connected to the main, central system.

11 Using ShareGO: ShareGO Downloader and first Synchronization While surfing in a SharePoint site, click on the ShareGO icon Internet Explorer toolbar. in the Alternatively, while surfing in a SharePoint site, click the ShareGO icon in the system tray and choose: "Download for offline use" "[site name]".

12 Clicking on the icon opens the ShareGO Downloader window. This window shows the file libraries existing in the current SharePoint site, and enables selection of the desired libraries to be downloaded to the local PC. This window also displays additional options which enable defining a limited range of files to be downloaded, according to various criteria. ShareGO Downloader screen contains the following elements: Screen component Library Tree Download only documents created\updated by me Do not download files larger then. MB Description Enables selection of a single, or a combination of selections of folders to be downloaded. ShareGO will download only files created or updated by the user who is currently logged-in. Define maximal file size for downloading. Thus, avoid downloading of large files which might take a long time.

13 Screen component Download only files created/updated during the last XX days Advanced Settings Synchronize Cancel Description Set a value in days, for downloading of files modified or created during these last days only, and not older files which are not relevant to the current work. Opens Advanced Settings window Clicking this button will start the initial file downloading to the local PC. Clicking this button will abort the downloading and close the window. After the selection of folder(s) and clicking the Synchronize button, the file downloading process starts and the selected files are copied into the local PC. During the process of downloading, the ShareGO Synchronizer screen will appear:

14 The download status screen contains the following elements: Screen component Upper display progress bar Middle Display progress bar Lower display progress bar Stop button Details button Progress tab Description Displays process progress according to the selected library Displays process progress according to the selected files Displays progress of current file uploading/downloading Clicking on this button will stop the process. Toggles the display of process details. Provides an individual display according to the tasks selected for execution

15 Collisions tab Result tab Displays information on versions collisions and conflicts between local files and SharePoint files. These events are handled according to user settings as appears in the "Advanced Setting" section in this document. Displays information on the result of the process execution. This information is also written into the ShareGO log file. Once the process is terminated, a local folder is created on the local PC, under My Documents folder, named My Synchronized SharePoint folder.

16 In this folder, more folders are created, containing the server name, the site name, and the folder name of the source SharePoint server site and document library. The local folders and files are now accessible for local work. It is possible to browse, edit, and create new files etc. in the same way as with any other Windows files. As said before, multiple SharePoint libraries may be chosen. ShareGO will maintain a full set of all documents from the various SharePoint sites and libraries, while using the required user credentials for all the different network locations.

17 Working with ShareGO After the initial downloading process from the SharePoint server to the local PC has ended, ShareGO is responsible for maintaining the synchronization between the SharePoint source libraries and the folders on the local PC. ShareGO performs a bidirectional synchronization process, which updates both the source and the local user files, according to file modifications/creations. If the server file library supports version management, a new file version will be created when it is uploaded to the server. If the same file was modified on the server, a version conflict event will be generated. This conflict will be resolved according to the definitions entered in the conflict resolving dedicated screen. Also the local files' properties can be displayed by clicking right mouse button over local file's name and choosing "ShareGO" "Properties".

18 The next version of ShareGO will support the offline editing of file properties and metadata, and synchronization of these properties with the SharePoint files.

19 Single folder synchronization The synchronization of a single folder can be performed by right-clicking over local folder and choosing "ShareGo" > "Synchronize". Important: Choosing "Cancel Synchronization" sub-menu will cancel future synchronization of this folder, and will disconnect the local folder from its SharePoint source. This choice, after being applied, can only be restored by browsing the same SharePoint site and re-selecting this library again.

20 File creation during offline work During offline work it is possible to create new files in the local libraries; such a locally-created file will be uploaded to the SharePoint library that matches the local folder in which the local file had been created in. In the current version it is not possible to modify the file properties during file creation in the offline mode; as mentioned above, in the next product version it will be possible to edit the file properties in offline mode, and then synchronize it with the server. File Synchronization during on-line work During online work it is possible to synchronize content from the SharePoint server to the local PC and vice versa. The options are: 1. Scheduled synchronization according to the settings in the Settings" screen. For more details on ShareGO setting please see "ShareGo Settings Screen Description". 2. By right-clicking on the ShareGO Icon in the Windows system tray and choosing "Synchronize all". 3. By Choosing from the "Start" > "Programs" menu > "Kwizcom > ShareGo" and then "Synchronize all".

21 If the ShareGO Icon does not appear in the system tray, choose from Windows menu: Start All Programs > "KWizCom" > "ShareGo" > Run ShareGo

22 ShareGO Settings Screen Description Right-clicking the "Settings" sub-menu in ShareGO system tray icon will display the following settings screen: General Settings General settings category contains the following elements: Screen component Filter Synchronized files by: Only files smaller than: Description Set the filter values for the downloading of files in the selected SharePoint Library. Define maximal file size for downloading. Thus, avoid downloading of large files which might take a long time to download.

23 Download only files created/updated during the last XX days Download only files updated/created by Me While performing synchronization Set a value in days, for downloading of files modified or created during these last days only, and not older files which may be not relevant to the current work. Download only files created or updated by the logged-in user of the local PC. The general function of synchronization can be chosen: Download only, Upload only, or a Bi-directional synchronization. Update both offline files and SharePoint files Only download files (do not update SharePoint Files) Only upload files (do not update local files) Set in order to perform full bi-directional synchronization of files Set in order to only download files. There will be no synchronization or uploading of files to the SharePoint server Set in order to only upload files from local computer to SharePoint server. There will be no synchronization or downloading files from the SharePoint server

24 Synchronization, Scheduling and Events These settings define the cases in which synchronization will be performed Screen Component Description Log-on/Log-off Sync files automatically at log-on Select this value so files will be synchronized automatically during windows log-on. In case a connection to the server cannot be established an error message will be generated. Sync files automatically at log-off Select this value so files will be synchronized automatically during windows log-off. In case a connection to the server cannot be established an error message will be generated.

25 Screen Component Description Scheduled Synchronization Sync files every XX minutes While working on-line, synchronization will be performed every XX minutes. Conflict resolution These settings are for the cases where both the server and local files have been modified since the last synchronization

26 Screen Component Description Do nothing, just log the collision event No action will be taken, and the event will be logged in the log file. Automatic override Define file override priority on conflict detection. Local copy overrides the SharePoint copy The local files will be copied to the server. If the server supports version management, a new version will be created on the server. SharePoint copy overrides the local copy The server files will be copied to the local computer and replace the local file. Keep both copies, Add XX to the local copy Keep both copies; XX will be added to the local file name. Both files will now be synchronized bidirectionally. Keep both copies, Add XX to the server copy Keep both copies; XX will be added to the server file. Both files will now be synchronized bi-directionally.

27 Options available from the system tray icon These features may be accessed by clicking on the ShareGO icon in the system tray of the operating system: Option Description Create a new synchronized folder Choosing this option will open the ShareGO downloader screen. If the current site is not a SharePoint site, an error message will be generated. Synchronize All Perform Full Synchronization of all files and folders. Stop Synchronizing While ShareGO synchronizes files, choosing this option will stop the current sync process Open local Synchronized Folders Opens the local directory of the synchronized files: under - "My Documents\My Offline SharePoint Files". Settings Displays the "Settings" screen of ShareGO About Displays the "About" screen of ShareGO Help Displays the Help file of ShareGO Exit Exit the application.

28 FAQ Is it possible to synchronize files stored on a SharePoint server with my PC? YES! At present, ShareGO is the only solution available on the market, which provides this feature of taking SharePoint offline. The ability to synchronize SharePoint server files with a local PC is currently not supported in operating systems available on the market, e.g. Windows XP or Windows 2000, and not on Vista. Does the Solution work with WSS, SPS, MOSS or all? Yes. The solution works identically with all versions of SharePoint - WSS (Windows SharePoint Services), SPS (SharePoint Portal Server), and all Microsoft Office SharePoint Server 2007 versions. Where are the folders I synchronized stored? How do I work with them? The synchronized folders are stored under the My Documents folder, in a special folder named My Synchronized SharePoint folder. As soon as the files are stored in the local folder it is possible to work with them in a normal way, as if they were part of all the other local files on the PC. On performing synchronization, the local copy and the original server files will be synchronized as selected (bi-directionally, local PC only, Server only).

29 Does ShareGO provide appropriate data security? Yes. The solution is designed in such a way that the current user s security rights are enforced during the complete process. Is it possible to use ShareGO as an alternative to the Recycle Bin? Yes. The solution is designed so that when a file is deleted from the server its local copy is placed in the local recycle bin. Thus, it is possible to recover any file or folder from the local recycle bin into its local folder. Also, after the next synchronization, it will be copied to the server, to the folder from which it had been deleted. If synchronization is performed frequently, this feature eliminates the need to perform a costly, time consuming, backup and restore process for the whole content stored on the server. I deleted a file from a Synchronized SharePoint folder on my computer. When I synchronized the folder, the file was redownloaded from the SharePoint server. Why? You can perform a permanent file deletion from the server only. When ShareGO detects that a server file has been deleted, ShareGO creates a backup copy in a folder called " My SharePoint Recycle Bin" under "My documents". The reason for this is that if, by mistake, a local folder is deleted and ShareGO would perform a symmetrical synchronization, then all server files would have been deleted too. That is why, by design, ShareGO will re-download locally deleted files and move server deleted files to local Recycle Bin.

30 Technical Support Technical support may be obtained using any of the following methods: The KWizCom Web site The KWizCom website at contains the most updated valuable information, including: Answers to frequently asked questions (FAQ's) about our products usability and technical questions. Product updates, which provide you with bug fixes and new features. The Web Form For technical support via the Internet, please fill in our support web form on our web site For more information on technical support, please review our support programs page.