Storebox User Guide. Swisscom (Switzerland) Ltd.

Transcription

1 Storebox User Guide Swisscom (Switzerland) Ltd.

2 Contents (/). Basics/Settings 4. What is Storebox? 5. File Structure 6.3 System Prerequisites 7.4 Logging in to the team portal 8.5 Logging out of the team portal 0.6 Changing a User Address.7 Changing the user password 3.8 User password forgotten 6. Online Storage 7. File Upload 8. File Download 0.3 Folder Download.3 Selecting Data Backups.4 Recycle Bin 4.5 Displaying Files 6 3. Share / Projects 7 3. Working on Files Jointly 8 3. Using Public Links Withdrawing a Public Link 33

3 Contents (/) 3 4. Synchronisation Installing the Storebox Client Synchronisation via Storebox Client Additional Cloud Folder Synchronisation Additional Local Folder Synchronisation Backup Function (optional) 5 5. Setting up backup 5 5. Backup Restore 58 6 Miscellaneous 6 6. Connecting Smartphones and Tablets 6 6. Mapping Drives, e.g. Windows Outlook Plug-In for Windows Edit online files (Chrome on Windows) Client connection problems 69

4 4 Basics/ settings

5 What is Storebox? 5 What is Storebox? Storebox is the secure business storage space in the cloud that is especially suitable for exchanging business data. The service is hosted in Swisscom data centres in Switzerland. Storebox excels in three areas: Storage, synchronisation, security Storage All data is located in the Swisscom cloud. This guarantees high availability. Access to the data is always clearly regulated. It can be defined all the way down to the level of the individual users and is managed by your company s administrator user. Within the company, specific folders enable collaboration in teams. Via links, external team members can easily be invited to read or edit a document. Synchronisation The data in the Swisscom cloud is always available, regardless of the location, the device and its operating system. Thanks to a suitable interface, the data stored in Storebox can even be accessed via third-party apps. Security Swisscom stands for maximum security and data storage in Switzerland. Your business data is stored in encrypted form in Swisscom data centres in Switzerland and geo-redundantly distributed over multiple locations. The data in Storebox is regularly backed up automatically, and as a customer you can autonomously restore the data.

6 Storebox Administrator Guide Folder structure 6 My Files > Personal folder for the user > Not visible to the group > Subfolders can be created at random > Is synchronized automatically when installing the Storebox Client > Subfolders can be shared with other Storebox users > Contains all of the content that is currently being shared with you by other Storebox users Invitations Shared With Me \PreviousVersions > For automatic snapshots per folder > Does not use up any of the storage quota > For restoring backup data (client software, devices,...) System folder Read only Visible only via WebDAV \backups

7 Storebox Administrator Guide System Prerequisites 7 For the Storebox portal The Storebox portal supports the following browsers: Microsoft Internet Explorer 9 and higher Google Chrome 30 and higher Mozilla Firefox 7 and higher Apple Safari 6 and higher Note on Internet Explorer: Due to the limitations of the browser, the drag & drop functionality (moving data) is available on a limited basis starting with version 0; it is only supported for individual files and not for whole folders. Internet Explorer 9 does not support upload via drag & drop at all. For the Storebox Client (Synchronisation and Backup) The Storebox client supports the following operating systems: Microsoft Windows: XP, 7, 8, 8. and 0 Apple Mac OS X: 0.9 and higher Linux: o CentOS 6.0 and 7.0 o Red Hat Enterprise Linux 6.0 and 7.0 o Debian 6 (3 and 64 bit) o Fedora 5 and higher (3 and 64 bit) o Mandriva 0 x86_64. o Ubuntu: Server.4 (3 and 64 bit), Desktop.4 (3 bit), 0.4 (3 and 64 bit) Note: The Storebox client uses a web GUI for the settings; for this reason, the client needs one of the compatible browsers from the list above.

8 Logging in to the team portal (/) 8 After your administrator has registered a Storebox account for you, you will receive an automatically generated . This contains a hyperlink to the Storebox portal () and the access data () that you need for the login.

9 Logging in to the team portal (/) 9 Enter the user name () and the password () that you received in the in the respective fields. Then click the SIGN IN button (3) in order to use Storebox for the first time. 3

10 Logging Out of the Team Portal 0 This is the view you will see once you have successfully logged in. In this interface you can click at the top right on the round symbol () and then on «Sign Out" () in order to leave the portal.

11 Changing a User's Address (/) After a successful login, you have the possibility to change the entered address under "My Profile" ().

12 Changing a User's Address (/) Click on the Edit symbol next to your address () to change this.

13 Changing the User Password (/3) 3 After a successful login, you have the opportunity to change your password under "My Profile" ().

14 Changing the User Password (/3) 4 Click on "Change Password" () to change the user password.

15 Changing the User Password (3/3) 5 To make the change, enter the old password before you define and confirm the new password. () Click on "Change Password" () to close the process.

16 User Password Forgotten 6 If you have forgotten your password for Storebox, open the login page for your Storebox portal and click on «Forgot your password?" (). Then you will be requested to enter your user name and address. A new password is generated and sent to you by

17 7 Online Storage

18 File Upload (/) 8 In order to upload a local file, switch to "Cloud Drive" (). If "Cloud Drive" is not visible, please contact the Storebox Administrator at your company.

19 File Upload (/) 9 In order to upload files, select a folder () (e.g., in «My Files" or «Shared with Me"). Then select the symbol for uploading () in order to select local files, or you can move them from the file explorer directly with drag & drop. You can also move entire folders over (including sub folders). Note: In Internet Explorer, the feature has only limited availability starting with version 0; it is only supported by drag & drop files, not by folders (due to browser limitations). Internet Explorer 9 does not support upload via drag & drop.

20 File Download 0 In order to save files from your "Cloud Drive" locally on your computer, you must select the desired data by clicking on the checkbox to the left of the file (). Then you can download the file by clicking on the corresponding symbol (). If several files are selected at the same time, they will be downloaded as one single zip file.

21 Folder Download In order to save an entire folder from your "Cloud Drive" locally on your computer, you must select the corresponding folder by clicking on the checkbox to the left of the file () (Alternatively, you can also navigate to the folder without selecting anything). Then you can download the folder by clicking on the corresponding symbol (). The folder and all of its contents are downloaded as a single zip file.

22 Selecting Data Backup (/) Your data in the Storebox Cloud Drive is periodically backed up automatically and saved for 30 days. You have the option of restoring these data backups independently. Select the file that is to be recovered from an earlier point in time (). Then click on the symbol for the version (). Note: Unlike the Recycle Bin, here you can restore older versions of the data.

23 Selecting Data Backup (/) 3 Storebox creates periodic snapshots. Select the snapshot that you would like to recreate, by clicking on (). Select the desired action in the next window (). You can choose the following actions for the file: Download locally on your computer Restore the file to the same location Or copy the file to a different folder in Storebox.

24 Recycle Bin: Restoring Deleted Data (/) 4 You can display deleted data (up to 30 days in the past) in any folder and then restore it yourself. To do so, navigate to the desired folder () then click on the Recycle Bin symbol (). The deleted data is now displayed. Note: Unlike the data backup (version history), here each file is automatically stored as soon as it is deleted and does not depend on the date of the data backup. Please note that this only applies for the Internet portal. Data deleted via synchronisation is not saved.

25 Recycle Bin: Restoring Deleted Data (/) 5 The deleted data is now displayed, as indicated by a blue bar. You can recognize the deleted files by the grey colour and the struck-through text.() Select the desired deleted data now () and click on the Restore symbol (3). In order to download the deleted file locally, copy it to a different Storebox file, or view the version history for it, click on the symbol with the three dots to the right of the file (4). To no longer display the deleted data, simply click again on the Recycle Bin symbol or the "X" in the blue bar (5)

26 Displaying Files (Online Preview) 6 You can display the most common file formats directly in your browser. To do so, click right on the file (in the area of the icon and the name) () and the Viewer will now display your file (). In the Viewer you have the option of printing, downloading and searching the file.

27 7 Share / Projects

28 Working on Files Jointly (/3) 8 In order to exchange a folder or file with another person, select the desired folder or file () and click on the Collaboration symbol ().

29 Working on Files Jointly (/3) 9 An input screen now appears. Enter the () e- mail address, a Storebox username or a Storebox user group and then select the person with whom you want to collaborate. You can also do the following: You can specify the access rights for the employee (read only, or read and write access) (). You can specify an expiration date for the link to the shared element (file or folder) (3). In order to increase security with external users who are entered with an address, you can stipulate authentication by verification (4). You can remove existing collaboration partners by clicking on (5) and then on Remove

30 Working on Files Jointly (3/3) 30 You can configure project settings by clicking on () and selecting the desired settings. You can specify the following for the affected file or folder: whether it can be shared by users ("Allow team members to reshare this folder") whether other team members can synchronise locally ("Allow team members to sync this folder"). Then click "Save". The symbol for collaboration next to the file/folder is shown in light blue. If a folder is part of a collaboration, the folder symbol is displayed in light blue: Invited Storebox users see this folder under "Shared with me" now. Persons invited by receive an with the link to the file/folder.

31 Using Public Links (/) 3 In order to guarantee access to folders or individual files for people without Storebox Account (e.g., people outside of your company), you can create a public link. This allows you to share folders or individual files. To do so, select the content to be shared by selecting it (). By clicking on the link symbol (), you can now generate the invitation(s) for guests.

32 Using Public Links (/) 3 The dialogue box Public Links to is displayed. Click on "Create new link" (). A link to the selected element is now displayed. You have the following options: You can copy the link to your clipboard by clicking on "Copy" () to send this to the desired persons. You can specify the access rights (read only, or read and write access) (3). You can specify an expiration date for the link (4). You can delete existing links by clicking on (5) and then on Remove. You can create additional links to this element (e.g., with different access rights), by again clicking on "Create new link" (). To end, click on "Close". 3 The link symbol next to the linked element is now displayed in light blue: 4 5

33 Withdrawing a Public Link 33 If you no longer need a public link, you can withdraw it. To remove a public link, click on the light blue Link symbol next to the file or folder (). In the following dialogue box, click on () and then on "Remove". Then click on "Close". If all public links to this element have been removed, the Link symbol next to the corresponding element switches back to dark blue:

34 34 Synchronisation

35 Installing the Storebox Client (/9) 35 You can download the Storebox client (also called "agent") after logging in to the user interface under "Install Storebox Client".() Click on "Execute" in the browser () once the download has ended. portal.

36 Installing the Storebox Client(/9) 36 You have the possibility to install the client as "Standard" (); if selected, you as an Administrator are solely responsible for the clients usage rights. You can however also install the client as a "Multi-User" (); if selected, the client can be used by multiple users on the same device. To proceed with the installation, accept this message by clicking Next (3). 3

37 Installing the Storebox Client(3/9) 37 In the next step, read the License Agreement. If you agree, accept them by selecting the option I Agree () and click Next () to proceed with the installation.

38 Installing the Storebox Client(4/9) 38 Here you can select the folder in which the Storebox client is to be installed (). Then click "Next" () to continue with the installation.

39 Installing the Storebox Client(5/9) 39 Upon completion of the installation, the Client will appear in the taskbar (), which is usually located in the bottom right-hand corner of your screen.

40 Installing the Storebox Client(6/9) 40 An overview for your Storebox client will appear. Click "Continue" to proceed with the installation ().

41 Installing the Storebox Client(7/9) 4 You can now select the first folders and files for the backup (). You can also define the backup schedule now (). Both of these settings can also be configured later on via the web view. You also have the possibility to define a password for your backup data by clicking "Change" (3). 3

42 Installing the Storebox Client(8/9) 4 On this input screen you are asked to define a password. Swisscom recommends using an automatically generated encryption key (). Alternatively, you can define your own password () (not recommended) in order to make sure that you alone can access the backup data. Conclude this step by clicking "Initialize" (3). Attention: If you forget or lose the password, you will no longer be able to access the backup data. You alone are responsible for your password. 3

43 Installing the Storebox Client(9/9) 43 Complete the process by clicking "All Done! ().

44 Setting Up Synchronisation via Storebox Client (/5) 44 To be able to access the data in Storebox when you are not connected to the Internet, configure the synchronisation. To do so, open the login dialogue by right-clicking the Storebox icon in your taskbar and select the option Settings (). To set up the synchronisation with Storebox, you need the URL of your team portal (specified in the initial ). Enter it along with your user name and password (). Then click Sign In (3). 3

45 Setting Up Synchronisation via Storebox Client (/5) 45 Select "Cloud Drive" in the following window (). Your current synchronisation folder is displayed (initially only "myfiles"). In order to display the options for the currently synchronised folder, click on the arrow symbol to the right of the displayed folder ().

46 Setting Up Synchronisation via Storebox Client (3/5) 46 The options for the synchronised folder are now displayed. You have the following options (): View online: The Storebox portal is called up and you can view your data online. Share with others: The Storebox portal is called up and you can share the entire folder with other people (see section "Working on Files Jointly"). Stop syncing this folder: Stop the synchronisation of the selected folder. Manage synchronisation settings: Here the (local) synchronisation path is set - see next page.

47 Setting Up Synchronisation via Storebox Client (4/5) 47 Manage synchronisation settings: You can synchronise the folder locally, either in your Cloud Drive folder () or in a specific, different folder (). You can exclude specific sub-folders from the synchronisation as well. To do so, click on "Add" (3) and enter the name of the corresponding sub-folder (4). In order to synchronise an excluded subfolder again, click on the Recycle Bin symbol to the right of the corresponding entry (5). To close, click on "OK" (6)

48 Setting Up Synchronisation via Storebox Client (5/5) 48 The screen displayed below can be accessed by clicking the client symbol in the taskbar. Here you can see the synchronisation status as well as the storage space () that is occupied by the synchronisation data. If your Storebox account includes the backup option, you can see when the last backup took place () and whether it was successful (3). 3

49 Additional Cloud Folder Synchronisation 49 To add additional folders from Storebox to the synchronisation, click on Cloud Drive () and then on «Other folders on cloud» (). A list of folders available in Storebox is now displayed to you. In order to add a folder to the synchronisation now, click on the arrow symbol to the right of the corresponding folder (3). In the following display, select «Sync This Folder» (4). Note: Only folders directly under «Cloud Drive» or «Shared With Me» can be synchronised. 4 3

50 Additional Local Folder Synchronisation 50 To add additional local folders to the synchronisation, click on Cloud Drive () and then on «Add Folders» (). In the following window, select the desired local folder and click on «Start Syncing» (3). The folder then appears in the Synchronisation overview and within Storebox under «Cloud Drive». 3

51 5 Backup function (optional)

52 Setting up backup (/6) 5 Click the Storebox Client icon in your taskbar (), which is usually located in the bottom righthand corner of your desktop. In the login view that opens up, enter the URL for your team portal (specified in the initial ), the user name and your password (). Then click Sign in (3). The backup function is optional in Storebox and requires a special licence. 3

53 Setting up backup (/6) 53 To configure the settings of the backup function, click Settings () (right-click the taskbar icon). In the web view that opens up you can select which data is to be backed up to the cloud.

54 Setting up backup (3/6) 54 To select the exact data, you can go to «Backup Options» > «Backup Files» () and mark those folders and/or files that are to be selected for the backup. Then click on «Save» ().

55 Setting up backup (4/6) 55 Under «Backup Sets» () you will find pre-defined backup templates that selectively backup individual file types/groups to Storebox, for example all Office documents on your computer. In the column «Comment» () there is a short description of which types are saved. You can create your own data sets by clicking on «New» (3). 3

56 Setting up backup (5/6) 56 Under Schedule () you can define when and how often the backup is to take place: Periodically after a certain time interval, e.g. every 4 hours () or at a particular time or on a particular day (3). 3

57 Setting up backup (6/6) 57 After defining the backup, you can start the backup in the Client by clicking Backup now (). The duration () depends on the amount of data. Here (3) you can see when the last backup took place and whether it was successful. All folders that have been backed up by the Client are marked with a little plus symbol (4). 3 4

58 Backup restore (/3) 58 To restore backup data, open the Client and click Restore ().

59 Backup restore (/3) 59 The «Select Files to Restore» dialogue is opened. Using «Snapshot», select the date of the backup () from which you would like to restore the data. Then navigate to the path () for the file or folder that you would like to restore. Place a tick mark next to the corresponding file or folder (3). Select the destination folder in which the data is to be restored under «Restore to Folder». (4). 3 4

60 Backup restore (3/3) 60 Under «If file exists», you can select what should be done with the restored file if a nonidentical file with the same name exists in the target directory (). Click on «Next >» and then on «Finish» to start the restore process (). Successful data restoration is confirmed to you with a message (3). 3

61 6 Miscellaneous

62 Connecting smartphones and tablets 6 Apart from the official Swisscom Storebox app that is available on itunes and in Google Play Store, there are numerous other third-party apps that can connect to Storebox with the help of WebDAV. The Quick Guide Storebox Apps provides a list of suitable apps: To the Guide

63 Drive mapping, e.g. Windows 7 (/3) 63 To map a local drive or a local folder to your Storebox Cloud Drive, proceed as follows: Click Start Computer Map network drive ().

64 Drive mapping, e.g. Windows 7(/3) 64 Enter the URL () of your team portal (specified in the initial ) and tick Connect using different credentials () in order to view the dialogue with the login details. Finally, click Finish (3). 3

65 Drive mapping, e.g. Windows 7(3/3) 65 To log in, enter the login details (user name and password) (). If you want the login to take place automatically, tick the box Remember my credentials (). Click OK (3) to proceed. 3

66 Outlook Plug-In for Windows (/) 66 If the Storebox client has been installed in Windows, a plug-in is available for Microsoft Outlook. The plug-in allows you to automatically save file attachments from an to Storebox and to send a link to it instead of the file. This reduces the need for storage on the mail server, and increases security because the files are not sent unencrypted and you can delete the link at any time. Data stored using the Storebox plug-in is saved in Storebox under «Cloud Drive» > «Sent Attachements». If you now create a new message in Outlook, you should see both symbols for the Storebox plug-in at the top (). If this is not the case, the plug-in may first require activation. Please consult the Microsoft Outlook documentation on this topic. The Storebox plug-in is called "AgentOutlookAddIn".

67 Outlook Plug-In for Windows (/) 67 You can now attach data to your and automatically save it in Storebox by clicking on «Convert Attachments» () and placing a link to the data in the message. You can manually insert the data by clicking on «Attach Files» and then on «From PC» (). You can set up the plug-in by clicking on «Attach Files» and then «Settings» (3). You have the following options here: 3 Always save attachments in Storebox (4) Save attachments that are larger than a certain size in Storebox (5). Never save attachments in Storebox (6). Ask each time whether the attachments should be saved in Storebox (7). You can create an expiration date for the links (8). Set the language for the inserted link (9) To close, click on "Save" (0). 0 9

68 Edit Online Files (Chrome on Windows) 68 Using Windows with the Chrome browser, you can edit files directly in the browser if the Storebox client is installed. A plug-in is installed in the Chrome browser for this purpose. This plug-in ("CTERA Edit") must first be activated; consult the Chrome documentation on this topic. In order to edit a file, first select the corresponding file in the Storebox portal () and then click on the Edit symbol (). Now the file is automatically downloaded and opened in the corresponding software on your computer; you can now work on it. Once you save the changes, the file is again automatically uploaded to Storebox.

69 Client connection problems 69 If the Client displays the following error message when setting up a connection () and/or the icon in the taskbar indicates a connection error (), please make sure that the following firewall ports are open: 53, 80, 443, 995. Your virus scanner may be blocking the Client. In this case, please check the compatibility with the Storebox Client.