File Manager Quick Reference Guide. June Prepared for the Mayo Clinic Enterprise Kahua Deployment

Transcription

1 File Mnger Quick Reference Guide June 2018 Prepred for the Myo Clinic Enterprise Khu Deployment

2 NVIGTION IN FILE MNGER To nvigte in File Mnger, users will mke use of the left pne to nvigte nd further pnes to drill down into further detil or ccess file. See below informtion round how to nvigte in File Mnger. 1. The Folder Structure pne will be displyed on the left upon ccess to the File Mnger ppliction. This folder structure is where ll nvigtion will be done (1). Note tht the structure hs blck tringle icons to the left of ech folder to drill down to sub folders. 2. The contents of the selected Folder disply in the Log in the window to the right of the Nvigtion pne window (2). Users will see the contents of whichever folder is selected on the furthermost left pne displyed in this pne. Users will never double click on folders in this window. To nvigte within sub folder, nvigte on the left pne nd the contents will disply here. 3. When specific folder or file is selected in the second pne, the Detil Pne on the fr right displys the content of the current selection (3). The Detil Pne includes file metdt, including preview of the document (if render is supported for this file type), ll version informtion, the description nd size of the file nd ny other pertinent informtion. Users my tke ction on file from the Detil pne (downlod, lock, mrkup, etc.). The Detil Pne is only visible when selection is mde in the second window. Note there re severl ction buttons vilble when file hs been selected. We will review these ctions in the upcoming pges. Pge 2

3 HOW TO NVIGTE INTO SUB FOLDERS There re two wys to drill into the folder structure: Click the right rrow ( ) next to the folder on the fr left pne. This displys the next level of folders under tht folder in the Folder Structure pne. Single click on the folder nme tht you would like to open or disply contents of. This displys the contents of the folder in the Log pne to the right. When folder does not hve n rrow next to it, it mens tht the deepest subfolder in tht brnch hs been reched. To see the contents of tht folder, click on the folder nme. In this exmple, contents of the 06 OTHER subfolder re displyed by drilling down this pth using the right rrow ( ), then clicking on 06 OTHER FOLDER 02 DESIGN 02 DESIGN RESERCH nd click on 06 OTHER to disply the log. Pge 3

4 UPLODING FILES OR INCREMENTING VERSION OF FILES Users cn uplod one or multiple files to Khu t the sme time. To uplod files, follow below steps. These sme steps will be followed to uplod new version of n existing file. 1. Nvigte to the folder in the left pne tht files will be uploded to. To check you re in the correct plce, ensure the right pne displys list of files nd/or folders tht your file(s) should sit prllel with in the folder structure (in the sme folder). 2. Click the dd Files button bove the pnes. file selection window will open on your computer. 3. Browse to the folder contining the files to uplod. 4. Select one or multiple files tht you would like to uplod. Click Open in the Windows Explorer to prompt the uplod. 5. Khu will show progress of file(s) being uploded. The system will scn the folder you re uploding to nd note if the file nme lredy exists. If the exct file nme lredy exists, users will be nvigted through steps to increment version of n existing file. If not, users will follow trditionl uplod steps. See step 5 if the file does not yet exist in Khu. See step 5B if the file you re uploding lredy exists in the folder nd you re uploding new version. ) If the file does not yet exist in Khu, screen will pper requesting input of n optionl comment nd list of users to notify. Khu llows users to send Khu messge nd link to the file in Khu upon uplod. ny comments mde here will be trcked on the file s detiled informtion. Enter ny users to notify nd click Ok. The file will uplod nd pper in the folder ccordingly. Pge 4

5 b) If the exct file nme lredy exists in the folder you re uploding to, window will pper with ctions including New Version or Skip. You will keep the defulted New Version option to indicte tht this is new version of the existing document. dd ny comments to be listed on the file detil nd enter ny users tht you would like to notify of the uplod. The users will receive Khu messge indicting the file ws uploded nd link to the file in Khu (if they hve permission to the file). Click Ok to complete the uplod. The file s metdt will be updted to reflect the newest version nd when users downlod the document it will be the ltest version. This cn severely minimize version control issues, but still mintins ll previous versions of the document if user needed to reference lter. Pge 5

6 6. Note tht the Myo Clinic requires tht users dd the notified users nmes in the Comments field s well for documenttion nd reference. This will help the Project Mnger know who received the document notifiction. Pge 6

7 DEFULTING USER(S) TO RECEIVE FOLDER NOTIFICTIONS Users cn be defulted to receive notifiction for specific ctions tken within folder, such s notifictions of n uplod, edit (to file metdt or version, not to content itself within file), deletion or file lock. To do so: 1. Select the folder tht need to be defulted for the notifiction in the Log pne (second pne from left). When folder is selected, the Detil pne will open displying informtion round the folder. 2. Select the Notifiction tb in the Detil pne. 3. Select Override then enter nmes of the user(s) desired nd click on DD. Note tht by overriding the configurtion on this folder, ny notifictions set up t higher level folder my be overridden here. ny notifictions set on folder will inherit down to the lowest level in the file pth except if overridden. 4. Select the type of Notifiction tht you would like for the specific user(s) dded. Multiple notifiction types cn be selected for everyone (notify of dd File, Edit File, Delete File nd / or Lock File. For instnce, if the user needs to be notified when file is dded nd edited, select dd File nd Edit File by checking the boxes to the left. Pge 7

8 To stop receiving notifictions, nvigte to the Notifictions pne on the folder (see bove) nd click on Remove next to the individul s nme. Pge 8

9 DOWNLODING FILES Users my downlod one or multiple files from Khu to locl drive. 1. Within File Mnger, nvigte to the folder or files to downlod. Select the file(s) to downlod. 2. From the Log frme, you cn downlod one or mny files. Select files to downlod by clicking the box next to the file. The box will disply s checked when selected ( ). If users re only downloding one file, they my lso select the Downlod button on the Detil Pne (see below). 3. fter selecting nd clicking Downlod, the user cn specify where within locl drives to plce the downloded items. 4. Click Sve. Pge 9

10 CCESSING ND VIEWING PREVIOUS VERSIONS OF FILES Per instruction bove on uploding files (see section titled Uploding Files or Incrementing Version of Files ), when document hs multiple versions, users cn ccess the previous versions of the file nd comments ssocited with previous versions. Once t lest two versions of file exist, users cn nvigte into the Detil pne to see detiled metdt surrounding the versions. Within the Detil pne, scroll to the Versions section of the form. Notice below tht the Versions section will disply log of ll versions, including informtion such s: 1. Version Number (with ltest displying t top) 2. Contributor who uploded this version 3. Dte dte nd time stmp of the version uplod 4. Preview sttus if supported file type, users cn click on this file version nd click View to render n in ppliction preview of the file. This sttus indictes if the version hs been rendered nd thus is vilble for viewing 5. Comments comments ssocited with the version upon uplod. The comments will lso disply in threded comment dilogue in the Comments section Pge 10

11 The users cn select the version tht they wnt to ct upon. Upon selection of Version, the ction buttons below will pper, nd users cn select ccordingly. Pge 11

12 LOCKING FILES Users cn lock files in File Mnger to prevent others from mking chnges to the file t the sme time. Once file is locked, only the user tht locked the file or Khu dministrtors cn unlock the file. Other users cn still view nd downlod locked files, but only the user tht locked the file or n dministrtor cn uplod new version of the file. To lock file: 1. Nvigte to the pproprite project. ccess the File Mnger pp from the pp Luncher. 2. Nvigte to the file(s) you wnt to lock. Select the file. 3. On the ction Br, select More to disply the dropdown menu. Select Lock or Lock nd Downlod s pproprite. Locked files hve pdlock icon next to them in list views to indicte the file hs been locked.. Pge 12

13 To unlock file, select More to disply the dropdown menu. Select Unlock. Otherwise, upon uplod of new version, the system will prompt you to select box to Unlock File when uploding the newer version. It is best prctice to unlock file upon completion of edits or uplod of new file so tht other users cn ccess. Pge 13

14 SENDING FILES ND LINKS File Mnger llows users to send files nd file links to other project tem members. There re two send ctions vilble from the More dropdown menu: SEND sends the files s n ttchment to the messge or emil. This is good option for smller files or sending files to people tht do not hve ccess to the folder in Khu. This option is vilble for files in the Detil pne. Note tht users will receive Khu messge or emil messge (if sending to users outside Khu) with the ttchment. The users emil system my reject the file if too lrge, s the emil will be subject to the recipient s emil provider s file size limits. SEND LINK llows users to send link to file or folder in File Mnger. Sending link will initite genertion of unique URL tht will be sent to the individuls. The link will open window tht llows two wys to ccess Khu: The link will contin downlod link to the file. This will llow users to ccess files tht re too lrge to be shred through the SEND feture due to emil file size limits The link will lso contin button tht tkes the user to the file in Khu (if the user hs ccess to the file). If the user does not hve ccess to the file in Khu, they will receive n error messge indicting they do not hve permission to this file in Khu. They cn, however, still downlod the document direct from the link per option. To send link from within File Mnger: 1. Nvigte to the pproprite project with the object in either the Log pne or Detil pne. 2. Click More to see the dropdown menu. 3. Click Send Link. Pge 14

15 4. messge form ppers in the View pne. The link is embedded in the messge body.. Fill in messge fields (To, Cc, Bcc) s pproprite. To send to user outside Khu, type their emil ddress in the field nd click Enter on the keybord. b. Click the Copy to Communictions check box to dd this messge to the Communictions pp (if desired). 5. Click Send to send the messge. Pge 15

16 Pge 16

17 MRKING UP FILES Khu integrtes with Bluebem Revu to llow users to mrkup files. Only Bluebem Revu will llow the users to mrk up file. Users must hve the pproprite Bluebem license nd hve Bluebem Revu instlled on their computer to be ble to mrk up. The Bluebem Revu license will llow the users to mrk up document. fter user mrks up file, tht mrkup lyer is semlessly sved in Khu. The mrkup does not chnge the originl file, nd the user cn render view of the file with OR without mrkups directly in Khu. To utilize mrkups: 1. Nvigte to the file you wnt to mrkup. Select the file. 2. Click Mrkup. 3. You will be prompted to open.bfx file (here with Microsoft Edge). Click Open to lunch Bluebem Revu. This will open directly within Bluebem. Note tht to void multiple people working to mrk up document t the sme time, users should Lock the document before mrking up nd unlock upon completion. Locking the document will prevent other users to mke modifictions t the sme time. See chpter titled Locking file for more detils. 4. fter completing your mrkup, click Sve or simply close Bluebem Revu to be prompted to sve the file. Pge 17

18 5. Click Yes. Your mrkup lyer will be sved in Khu. The mrkup does not chnge the originl file. 6. In Khu, in the version section of the file, select View. The user chooses to look t the file with or without mrkup. Pge 18

19 TKING CTION ON MULTIPLE FILES 1. To ct on multiple files in File Mnger, click the check box next to ech file. 2. second ction Br will pper. Use the menu options on the ction br noted below to ct upon multiple documents t the sme time. Send will send messge with the selected file s ttchments. Downlod will let the user downlod the files in ZIP folder. Lock/ Unlock/ Lock nd Downlod will lock/unlock the selected files Pge 19

20 CCESSING FOLDERS ND FILES IN WINDOWS EXPLORER Users cn ccess File Mnger folders nd files from Windows Explorer by mpping their locl drive to Khu. Follow the instructions in this Khu Help video to set this up: ccessing Khu File Mnger in Windows Explorer vi WebDV When you hve set up the ccess in Windows Explorer, users will only be ble to ccess files tht they hve permission to. They my open files directly in the ntive ppliction from the File Explorer nd sve bck to the mpped drive. This will increment the version in Khu ccordingly. If ny files re dded or deleted (if you hve permission to do so), this chnge will lso be reflected rel time in Khu. 1. ccess Khu by opening Windows Explorer. Click on the Khu link under My Computer. 2. Nvigte through the project structure to ccess the folders. Double click on files to open them in their ntive ppliction. Click Sve in the ntive ppliction to sve the file bck to Khu nd increment version. Note tht the folders shred by the Myo Clinic with their business prtner will not be ccessible to the them from WebDV. They will need to login in their domin in order to get ccess to the Myo Clinic folders. Only internl Myo users will be ble to ccess files on the Myo domin vi WebDV. Prtners should ccess the shred File Mnger list in their domin nd utilize File Mnger to interct with files per instructions in previous sections. Pge 20

21 Pge 21