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1 Administrator Guide

2 Copyright 2012 Jiransoft Co., Ltd. All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means without the express written consent of Jiransoft Co., Ltd. Jiransoft Co., Ltd. 5 th Fl., Shinsa-2 Bldg., Daechi Dong, Gangnam Gu, Seoul, Korea Web: OfficeBox is a registered trademark of Jiransoft Co., Ltd. All other trademarks mentioned in this publication are the property of their respective owners. 2 OfficeBox Manual

3 Table of Contents Chapter 1 Introduction... 5 OfficeBox Overview... 6 OfficeBox Features... 9 Chapter 2 Administrator Mode Getting Started User Account Shared Folders Logs Security System Settings Contents 3

4 4 OfficeBox Manual

5 Chapter 1 Introduction

OfficeBox Overview OfficeBox Startup - Admin/User Admin Mode Manage OfficeBox operations such as adding and deleting users, setting up shared folders, etc.

6 OfficeBox Overview OfficeBox Startup - Admin/User Admin Mode Manage OfficeBox operations such as adding and deleting users, setting up shared folders, etc. When you first use it, create user accounts and notify the users. Connect via Registered IP/admin. User Mode Administrator ID: admin Password: No initial password After receiving your ID and initial password from the administrator, connect via User Mode to begin using OfficeBox. Connect via Registered IP or Registered Domain (ex: How to Use OfficeBox User Mode My Folder: A space to save your personal files, you can connect to it and manage your files anywhere, anytime. Shared Folder: Share files easily, safely and quickly by person, division, group or team. Guest Folder: You can collaborate not only with internal staff but also external clients without worrying about capacity or security. Links: Quickly and efficiently share large-sized files and folders by creating links to them. 6 OfficeBox Manual

7 Admin Mode User Account Management: Enter and modify information such as user names, IDs, groups and positions Shared Folder Management: To increase the efficiency of internal operations, create shared folders and set the appropriate user privileges. Log Management: Strengthen your data security by managing the recording of file logs, link logs and login logs. System Management: System Settings, Login Image Management and other environment settings. OfficeBox Overview 7

8 OfficeBox Agent (Windows/Mac) Explorer: Upload / download a file, or create a link. MyFolder: Open web browser to access My Folder directly. Preferences: Default, language and backup settings are available. Help: Go to the help page. Logout: Click to log out. You may log in with other account. Exit: Exit OfficeBox. 8 OfficeBox Manual

Share links for not only single files but entire folders.

9 OfficeBox Features General Features File/Folder Links Create links to your files and share them with anybody. Password protection is available. Share links for not only single files but entire folders. OfficeBox automatically puts the files in a zip archive. Guest Folders Allow other people to use a portion of your online storage space, easily and securely. OfficeBox Features 9

OfficeBox Agent Program A simple, unobtrusive program for super

Various File Views View uploaded files in a data oriented list, as

Fast, Trackable Uploads Track upload information such as speed,

10 OfficeBox Agent Program A simple, unobtrusive program for super fast and convenient file backup outside your web browser. Various File Views View uploaded files in a data oriented list, as thumbnails, or in a visually oriented photo slideshow. Fast, Trackable Uploads Track upload information such as speed, queued files, time elapsed, errors, etc. plus a convenient progress bar. 10 OfficeBox Manual

Administrator Features Shared Folders Open certain folders to users and groups of users for

11 Multiple Browser Support Access your data from anywhere that has an internet connection on any major browser. Administrator Features Shared Folders Open certain folders to users and groups of users for intuitive, controlled collaboration. Users and Groups Arrange users according to your organizations hierarchy, granting and restricting access to folders and features. OfficeBox Features 11

Logging Features Oversee file modifications, file link downloads and logins by date,

12 Permissions Give users and groups permission to read/write/create files in specified folders. Logging Features Oversee file modifications, file link downloads and logins by date, user name, IP address, etc. Security Features Password protects file links, enforce secure passwords, auto-delete files and disable shared and guest folders. 12 OfficeBox Manual

13 License Management Quickly view your license information and renew your license or register a new license. Customizable Logo Add your corporate brand to the login and user interface header images. OfficeBox Features 13

15 Chapter 2 Administrator Mode

Getting Started Logging In To Login 1. Enter the http://your Registered IP/admin to connect administrator mode in your web browser. Enter Address 2.

16 Getting Started Logging In To Login 1. Enter the Registered IP/admin to connect administrator mode in your web browser. Enter Address 2. Use the Language drop-down list to select a language for the user interface. Enter Password 3. Enter your password in the PW field. Enter Password 4. Click Login. Login Button 16 OfficeBox Manual

User Account About Users & Groups Users, Groups and Permissions OfficeBox users can be organized into groups to reflect your company's organizational structure and for your convenience.

For example, some users can create file links and guest folders whereas others cannot. For more information on permissions, see Managing User Permissions.

17 User Account About Users & Groups Users, Groups and Permissions OfficeBox users can be organized into groups to reflect your company's organizational structure and for your convenience. You can also assign permissions to an entire group at once. Permissions dictate which OfficeBox features users are allowed to use. For example, some users can create file links and guest folders whereas others cannot. For more information on permissions, see Managing User Permissions. Steps for Assigning a Group Independent Users Independent users are users who are not assigned to any groups. Click on the Independent Users button at the top of the Manage User Information screen to view a list of all these users. Independent Users Button User Account 17

To assign an independent user to a group 1. After clicking the Independent Users button shown above, click on a group in the folder tree on the right side of the screen. 2.

Steps for Assigning a Group The Manage User Information Screen Manage User Information Screen Manage User Information Screen Click Manage User Information on the side menu to open

18 To assign an independent user to a group 1. After clicking the Independent Users button shown above, click on a group in the folder tree on the right side of the screen. 2. Click the check boxes next to the users that you want to assign to the selected group. 3. Click Assign Group at the bottom of the screen. Steps for Assigning a Group The Manage User Information Screen Manage User Information Screen Manage User Information Screen Click Manage User Information on the side menu to open the Manage User Information screen. This screen allows you to add, modify and organize OfficeBox users. On the left side of the screen there is folder tree which displays user groups. Each folder is a group. If you click 18 OfficeBox Manual

19 on the name of a folder, a list of the users in that group will appear on the right side of the screen. Click on the root item at the top of the folder tree (it will be labeled with your company name) to view a list of all users. Clicking on a user allows you to modify the user's information. The Manage User Information screen provides the following buttons: Add User: Lets you add new users to the OfficeBox system. See here for more details. Add Group: Lets you create a new group. See here for more details. Independent Users: Displays a list of all the users which do not belong to any group. See here for more details. Import User: Allows you to import groups of users via a CSV file. See here for more details. Refresh: Refreshes the folder tree and user list to reflect the current status of the system. Group Folder Tree The group folder tree shows all of the groups in the system in the form of folders. Each group is a folder, and sub-groups are shown as sub-folders. The folder tree can be expanded and collapsed to show and hide sub-folders by clicking the plus (+) and minus (-) icons next to folders, much like in a Windows folder tree. Click on a group folder to view the users who belong to that group. The topmost item on the tree is the root folder which will be named after your company or organization. The root folder contains all users. User Account 19

20 User List The user list shows a list of the users who belong to the group that is currently selected in the group folder tree. Click on a user's ID to view or edit the user's profile information. The following information is displayed in the user list: ID: The user s ID. Name: The name of the user. Usage: The amount of storage space being used by the user. Capacity: The total amount of storage space available to the user. Status: Whether the user is enabled or disabled. See here for more details. User Information If you click on a user in the user list, the user's information profile will be displayed. The information can then be edited. The profile contains the following information: ID: The ID the user will use to log in. Name: The name of the user. Password: The password the user will use to log in. The user's address. 20 OfficeBox Manual

21 Mobile Phone: The user's mobile telephone number. Telephone: The user's office/home telephone number. Capacity: The disk capacity assigned to the user in megabytes. Select Disk: The name of the disk that the user will use. The default is /disk1. Link Availability: The default time that the user's file links will be available. Status: Choose Active to allow the user to use the system, or Disabled to disallow the user. Group: The group which the user belongs to and the user's position within that group. Permission: The system features the user is allowed to use. See here for more details. Modifying User Information To modify user information 1. In the Manage User Information screen, click on the ID of the user in the user list. Click User Name 2. The user information will appear. Edit the user information as you wish. 3. Click Save. Click Save Deleting Users To delete a user 1. In the Manage User Information screen, check the checkboxes of the users you want to delete in the user list. Select Users User Account 21

2. Click Delete at the bottom of the list. Click Delete 3. Click OK in the dialog box that appears. 4. Click OK in that dialog box which informs you that the user has been deleted.

22 2. Click Delete at the bottom of the list. Click Delete 3. Click OK in the dialog box that appears. 4. Click OK in that dialog box which informs you that the user has been deleted. Enabling and Disabling Users If you disable a user, you can prevent the user from accessing OfficeBox without deleting the user account. This is helpful if you want to temporarily suspend a user without losing their user information. When you first create a user, you can choose if they are to be enabled or disabled when you fill out the Status section of their user information. The default status is enabled. You can view a user's status from the User List under the Status column. You can also enable and disable existing users from the User List as described below. To enable a user 1. In the Manage User Information screen, check the checkboxes of the users you want to enable in the user list. Select Users 2. Click Enable at the bottom of the list. Click Enable 3. Click OK in the dialog box that appears. 22 OfficeBox Manual

To disable a user 1. In the Manage User Information screen, check the checkboxes of the users you want to disable in the user list. Select Users 2. Click Disable at the bottom of the list.

23 To disable a user 1. In the Manage User Information screen, check the checkboxes of the users you want to disable in the user list. Select Users 2. Click Disable at the bottom of the list. Click Disable 3. Click OK in the dialog box that appears. Searching for Users To search for a user User Search Box Use the search box at the top right of the Manage User Information screen to search for users. You can use the drop-down box to choose whether to search for users by ID, name, , telephone number or mobile phone number. Then enter the information in the blank field and click Search. User Account 23

inside of another group 2. Click the Add Group button at the top of the screen. Add Group Button 3. Enter a group name. Group Information 4.

24 Adding New Groups To add a group 1. Click the location on the folder tree where you want the group to be located. Click the root item at the top of the tree (it will be labeled with your company's name) to place the group outside of other groups Click a group folder to place the group inside of another group 2. Click the Add Group button at the top of the screen. Add Group Button 3. Enter a group name. Group Information 4. Use the Group Permission drop-down list to assign permissions to the group users. 5. Click Save. Modifying Groups To modify a group 1. In the Manage User Information screen, select the group folder that you want to modify from the folder tree. 24 OfficeBox Manual

25 Select Group 2. Click Modify Group at the bottom of the User List. Modify Group 3. Modify the group information as you wish. 4. Click Save. Save Modifications 5. Click OK in the dialog box that appears. User Account 25

26 Group Information Group Information You can modify the following group information: Group Name: The name of the group as it appears in the folder tree. Location: The location of the group in the folder tree. See below for more information on changing group location. Group Permission: The standard permissions given to group members. Choose permission from the drop-down list. To change a group's location 1. In the Manage User Information screen, click on the group folder in the folder tree. Select Group 2. Click Modify Group at the bottom of the User List. Modify Group 26 OfficeBox Manual

3. In the Location section, click Move Group Location. Move Group Location 4. A folder tree will appear. Click on the folder where you want the group to be moved and click Add.

27 3. In the Location section, click Move Group Location. Move Group Location 4. A folder tree will appear. Click on the folder where you want the group to be moved and click Add. Select Folder Deleting Groups To delete a group 1. In the Manage User Information screen, select the group folder that you want delete from the folder tree. Select Group User Account 27

2. Click Delete Group at the bottom of the User List. Delete Group 3.

Click OK in the dialog box that appears notifying you that the group has been deleted.

Assigning Users to a Group To assign a user to a group 1. Click on the user's name in the User List. 2.

28 2. Click Delete Group at the bottom of the User List. Delete Group 3. Click OK in the dialog box that appears. 4. Click OK in the dialog box that appears notifying you that the group has been deleted. You cannot delete a group if it contains any users. To delete a group, first remove all users from it. Assigning Users to a Group To assign a user to a group 1. Click on the user's name in the User List. 2. Find the Group section of the User Information and click Add to Group. Add to Group 3. A folder tree will appear. Select the group from the tree. Group Folder Tree 4. Click Save at the bottom of the screen. 28 OfficeBox Manual

29 To assign an independent user to a group 1. In the Manage User Information screen, click the Independent Users button. Independent Users Button 2. Using the folder tree, select the group to which you want to assign a user. Selecting a Group 3. Check the check box next to the independent user. 4. Click Assign Group. Assigning a Group User Account 29

30 Removing Users from a Group To remove a user from a group Method 1: 1. In the Manage User Information screen, click on the group. Select Group 2. Check the checkboxes next to the names of the users you want to remove. Select Users 3. Click Remove from Group at the bottom of the list. Remove from Group 4. Click OK in the dialog box that appears. Method 2: 1. Click on the name of a user in the User List. Click User Name 30 OfficeBox Manual

31 2. Find the Group section of the User Information profile and click Del next to a group to remove the user from that group. Delete User Group 3. Click OK in the dialog box that appears. User Account 31

32 Authentication Integration Click Authentication Integration and below screen will appear. On the Authentication Integration screen, you can integrate with existing systems and authentication using the LDAP protocol. To use Authentication Integration function, please check LDAP Use in check box and fill out below columns, then click Save button. To make sure your settings are well registered, click Login button in the Login Test box. 32 OfficeBox Manual

33 Below is an example of OpenLDAP. User Account 33

34 Below is an example of ActiveDirectory. 34 OfficeBox Manual

35 Importing Users Click Import Users and below screen will appear. To add a batch of users, create csv file as below and click Browse button to choose created csv file. Click Import button to add users at once. Click Export button to download existing users in csv file format. User Account 35

36 Importing Groups Click Import Groups and below screen will appear. To add a batch of users and groups, create csv file as below and click Browse button to choose created csv file. Click Import button to add users and groups at once. You must create group, prior to this process. 36 OfficeBox Manual

Shared Folders Managing Shared Folders The Shared Folder Screen Shared Folders Screen Click Manage Shared Folder on the side menu to open the shared folders screen.

37 Shared Folders Managing Shared Folders The Shared Folder Screen Shared Folders Screen Click Manage Shared Folder on the side menu to open the shared folders screen. On the left is a folder tree showing all of the shared folders. On the right is a list of the files in each folder. You can use this screen to add and remove shared folders and modify the users who have access to the folders. Modifying Shared Folders You can perform the following tasks by using the Shared Folders screen. Click the New Folder button at the top of the screen to create a new folder. Enter the name of the new folder and click Save. Click New Folder Shared Folders 37

In the file list, check the box next to a file and click Delete to delete the file. Click Delete Click the Basic Info button at the top of the screen to change the folder's name.

38 In the file list, check the box next to a file and click Delete to delete the file. Click Delete Click the Basic Info button at the top of the screen to change the folder's name. Basic Info Button Modifying Users & Permissions You can change which users have access to a shared folder and what type of operations they can perform on the folder. Select a shared folder from the folder tree and click the Permissions button at the top of the screen. Permissions Button You can make the following changes. Click Add to give access to the shared folder to another user. Click Add 38 OfficeBox Manual

39 Select a group from the folder tree and click the Add button above the folder tree to add an entire group. Click Folder, Then Click Add Check the check box next to a user name and click the Add button above the user name to add the checked user. Click User, Then Click Add Click Del beside a user's name to deny the user access to the folder. Click Del Use the drop-down box beside a user's name to select the permissions assigned to the user. Permissions Drop-down List o R: The user can read the files in the folder. o W: The user can modify the files in the folder. o C: The user can create new files. Shared Folders 39

Folder Sync If OfficeBox is running on more than two servers, the OfficeBox administrator can synchronize the folders on each server and copy files from one server to another.

Enter the password in the Password box and click Create. A URL path for the folder will appear in the Sync URL box. Select the path and copy it by pressing Ctrl+C. 2.

40 Folder Sync If OfficeBox is running on more than two servers, the OfficeBox administrator can synchronize the folders on each server and copy files from one server to another. To synchronize folder trees 1. Access the server where you want to copy and export a folder tree, select a folder, and then click Folder Sync. Enter the password in the Password box and click Create. A URL path for the folder will appear in the Sync URL box. Select the path and copy it by pressing Ctrl+C. 2. Access the other sever where you want to import the folder tree that you've copied in steps 1 and Select the folder where you want to place the imported folder and then click Folder Sync. 4. In the Import section, click Add. Fill in the blank fields and click Save. 40 OfficeBox Manual

41 Sync Title: Enter the folder title. Sync URL: Enter the path that you copied in step 2. Bandwidth: Select a bandwidth option. Status: Select 'Enabled' to share and use the copied folder or select 'Disabled' to not share and use the imported folder. Password: Enter the password for the imported folder. The copied folder tree and all included files have now been imported to the new server. Shared Folders 41

Logs The File Logs Viewing the File Logs To open the File Logs, click File Logs in the Logs section of the side menu. The File Logs show a list of files that have recently been active.

42 Logs The File Logs Viewing the File Logs To open the File Logs, click File Logs in the Logs section of the side menu. The File Logs show a list of files that have recently been active. Such activity includes files being created, downloaded, updated or deleted. File Logs The logs display 6 items of information for each file: Filename: The name of the file User: The user who accessed the file Path: The file path of the file on the OfficeBox disk IP Address: The internet address of the user who accessed the file Status: The action that was performed on the file Date Time: The date at which the action was performed 42 OfficeBox Manual

To search the logs To search the log by date, select a time period in the Search Period section above the log. o Click the two date boxes to select a specific time period.

43 To search the logs To search the log by date, select a time period in the Search Period section above the log. o Click the two date boxes to select a specific time period. Then click on each date box and select a date from the calendar control which appears. To search for a word, enter a search term in the box and click the Search button. You can limit your search to certain attributes and folders by clicking the Keyword check boxes and the Folder Type check boxes, respectively. To save the logs as a file 1. Click the Save as File button. 2. Your web browser will download a Microsoft Excel file containing the log information. View or save this file. The File Link Logs Viewing the File Link Logs To open the File Link Logs, click File Link Logs in the Logs section of the side menu. The File Link Logs show a list of file links that have been accessed. File Link Logs The logs display 7 items of information for each link: File Name: The name of the file User: The user who created the file link IP Address: The internet address of the person who accessed the link Link URL: The URL address of the link DateTime: The date the link was accessed Expiration Date: The date at which the link expires. If the link has already expired, it is listed as 'deleted'. Security: Whether or not a security password has been enabled. If the link has been deleted, this is listed as 'deleted'. Logs 43

44 To search the logs To search the logs by date, select a time period in the Search Period section above the log. o Click the two date boxes to select a specific time period. Then click on each date box and select a date from the calendar control which appears. To search for a word, enter a search term in the box and click the Search button. You can limit your search to certain attributes by clicking the Keyword check boxes. To save the logs as a file 1. Click the Save as file button. 2. Your web browser will download a Microsoft Excel file containing the log information. View or save this file. The Login Logs Viewing the Login Logs To open the Login Logs, click Login Logs in the Logs section of the side menu. The Login Logs show a list of recent user logins. Login Logs The logs display 5 items of information for each login: DateTime: The date on which the user logged in User ID: The ID of the user who logged in IP Address: The IP address from which the user logged in Status: The status of the login attempt. Attempts are listed as OK (successful) or Incorrect Account/Password. Type: The type of user. Administrators are listed as 'Admin'. To search the logs To search the log by date, select a time period in the Search Period section above the log. 44 OfficeBox Manual

45 o Click the two date boxes to select a specific time period. Then click on each date box and select a date from the calendar control which appears. To search for a word, enter a search term in the box and click the Search button. You can limit your search to certain attributes by clicking the Keyword check boxes. To save the logs as a file 1. Click the Save as File button. 2. Your web browser will download a Microsoft Excel file containing the log information. View or save this file. Logs 45

46 Security Managing User Permissions In OfficeBox you can create permission policies which define what functions a user has access to. The three functions that are affected by permission policies are the use of file links, guest folders and shared folders. You can create policies which allow and disallow users access to these functions. These permission policies are used when you create or modify a users profile in the Manage User Information screen. To add a new user permission policy 1. Click Permissions in the Security section of the side menu 2. Click Add at the bottom of the screen. Click Add 3. Enter a name for the permission policy. Enter Name 4. Check the check boxes next to the OfficeBox features that you want to enable. Choose Permissions 46 OfficeBox Manual

47 5. Click Save at the bottom of the screen. Click Save To apply a permission policy to a user 1. Click on a user's ID in the Manage User Information screen. Click User Name 2. Go to the Permission section of the User Information profile and select a policy from the drop-down list. Select Permission 3. Click Save at the bottom of the screen. Click Save Security 47

48 Lockout Setting In OfficeBox you can limit the number of failed login. Enter between 0-99, 0 means unlimited. To set up lockout count 1. Enter number between Click Save. Enter number and click Save IP Address Control In OfficeBox you can block or allow specific IP Address. Enter IP addresses and click either Allow or Deny button. Set up by User/Guest User/Administrator/File Link respectively. To control IP address 1. Enter IP address 2. Choose allow or deny. 3. Click Save. 48 OfficeBox Manual

49 IP address Control Security 49

50 System Settings Adjusting the System Settings To adjust the settings Click System Settings in the System Settings section of the side menu. You can adjust settings for file links, password policy, auto-deletion and other aspects of the system. General Settings Company Name: The company name as you want it to appear on the root folder of the folder tree Don't use guest folders: Disallow the use of guest folders for all users Don't use company's shared folder: Disable the company's shared folder File Link Settings Disable unlimited file links: Create a standard maximum expiration date for all file links. Enter the number of days in the box on the right. Require password for file links: Require file link creators to use password protection for their links Maximum number of downloads: Enter a maximum number of times a linked file can be downloaded in the box on the right. Password Policy Settings Enable Password Policy: Enable a policy which specifies which user passwords are valid. Such a policy is designed to force users to choose secure passwords. Maximum Password Age: In the box on the right, enter the maximum number of days that can pass before the user is forced to choose a new password. Shortest allowable password length : Enter the least number of characters that a valid password can contain. Must include upper-case letters: Force users to include uppercase letters (A-Z) in their passwords. Must include lower-case letters: Force users to include lowercase letters (a-z) in their passwords. Must include Arabic numerals: Force users to use numbers (0-9) in their passwords. Must include special characters: Force users to use special characters (! % & = < >? _ - + * ) in their passwords. AutoDelete Settings Enable Auto-delete: Enable the autodelete function which automatically deletes files according to the following criteria. Target: Select the folders to which the autodelete function applies. Days since upload: Delete files a certain number of days after they have been uploaded. Enter the number of days in the box on the right. 50 OfficeBox Manual

When file link expires: Delete files after their file link expires. When folder link expires: Delete all files in a folder after the folder link expires.

51 When file link expires: Delete files after their file link expires. When folder link expires: Delete all files in a folder after the folder link expires. Login Image Settings You can set the image which users see at the initial login screen as well as the logo which appears in the top left corner of the screen. GIF, BMP, PNG and JPEG images can be used as login or logo images. Try to use images close to the optimal size listed near the Browse button, or the image will appear distorted. You can also automatically reset the image to the default image at the press of a button. Changing the Login Image To set the login/logo image 1. Click Login Image Settings in the System Settings section of the side menu. 2. Click the Browse button in the Register new login image panel. Click Browse System Settings 51

52 3. Select an image file from the dialog box and click Open. Select File 4. Click Register to set the file as the login image. Click Register To reset the login/logo image to the default image After setting the login image, click the Default button under the Register button to reset the image to the default OfficeBox image. Click Default 52 OfficeBox Manual

Click Contact Details in the System Settings section of the side menu. 2. Enter the information in the fields. 3. Click Register.

53 Contact Details You can set the contact information which appears when users click on the Settings item in the normal user menu bar. This information will allow users to contact you if an issue arises. Contact Details To set your contact information 1. Click Contact Details in the System Settings section of the side menu. 2. Enter the information in the fields. 3. Click Register. Changing Password To change your password Change Password 1. Click Change Your Password in the System Settings section of the side menu. 2. Enter the password you are currently using in the Current Password box. 3. Choose a new password and enter it in the New Password box. 4. Enter the new password again in the Verify the Password box and click Edit. System Settings 53

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