OYSTOR USER ADMIN GUIDE

Transcription

1 OYSTOR USER ADMIN GUIDE CONTENT 1. CREATING NEW USERS IN YOUR ACCOUNT 2. CREATING GROUPS OF CONTACTS 3. SETTING ACCESS RIGHTS ON SHARED FOLDERS 4. YOUR OYSTOR ACTIVITY PAGE 5. BACKUP ALL THOSE IMPORTANT DOCUMENTS, PHOTOS AND FILES 6. HOW TO UPLOAD FILES OR DOCUMENTS 7. MY LIBRARY 8. START SHARING. IT S THE LATEST WAY TO COMMUNICATE AND COLLABORATE 9. SAY GOODBYE TO PAPER-BASED DOCUMENT WORKFLOWS 10. SPEED UP YOUR SEARCH 1

2 Welcome to Oystor! Here s a quick run through to help you get comfortable. Use Oystor to save your documents and file in the cloud. Find your colleagues, partners or customers in the Oystor network and share files or documents with them. users in your Account CREATING NEW USERS IN YOUR ACCOUNT Oystor is designed to help businesses with their document and information management. In the Professional Plan, only the User Admin and Sub-user Admin user will be able to help create accounts for users, allocate storage and reset passwords. This power user is termed as the User Admin. Only the User Admin would have the ability to create and delete accounts. So, the first thing that you need to do is to assign a User Admin to the account. Next, the User Admin would be able to create new accounts and allocate respective storage or access rights to these new users. Here s how: Step 1: Go to Manage Users tab on the left hand action panel. Click on the Add User button. You will be brought to the page where you can add the new user details. At the top header of the page, you will see the available storage left in your account and the number of users you can assign the available storage to. Once you have allocated storage from this total, the storage amount will update accordingly. Step 2: Add the new user ID and details in this page. Allocate the storage capacity accordingly. Create a generic password. You will need to notify your new users of their Oystor account ID and password. We strongly recommend that you also ask them to change their password in their first log-in. Step 3: Finally, click on Create to add the new user. You can continue to create more users as required (limited to the number of users that comes with your plan). You can also create a Secondary Admin account as well. This could be the backup person for your User Admin. Step 4: To check how much storage is left for the entire account and the details of users you have assigned storage to, click on List Users tab. Step 5: To change the amount of storage for your users, you can click on Edit under the Actions panel of your user list. Alternatively, you can also choose to Delete the users or Reset the password to their account. 2

3 CREATING GROUPS OF CONTACTS 1. Start by adding colleagues, business partners or customers into your Contacts. 2. Move your contact painlessly by importing contacts or by keying in the contact details in the Add Contact folder. 3. Stay connected to your colleagues in the Oystor network. Search for them by name or by selecting Connect at the top command bar. Alternatively, you can also select on and type their name in the search box.once their name shows up, click on the Connect link. If they have accepted your connection request, their name will be added automatically to your contact list. How to Import Contacts: Step 1: First go to your mail group (Yahoo, Google, Outlook) and export your contacts into a CSV file. Step 2: In Oystor, select the Import Contacts tab and choose the mail group you had imported the CSV file from. Step 3: Then select the CSV file in your hard disk and click on Import. A list of your contacts will be shown on the screen. De-select those that you do not wish to be imported into Oystor and click on Save. Step 4: Duplicate contacts will not be saved in your Oystor account. 3

4 How to Create Groups in Contacts: Step 1: Type in the name of your group of the group you wish to create on the right hand panel of View Contacts page. Then click on Create. Step 2: Select the contacts who you want to be in this group and click on the Add to group icon. How To Activate Skype Chat: Step 1: Click on your contact s name to edit their contact details. Step 2: Add in their Skype name in your contact in the pop-up. Click Save. Step3: Now click your contact's Skype Call Me icon in your contact list. Be sure to login your Skype account before you start chatting with them. 4

5 SETTING ACCESS RIGHTS ON SHARED FOLDERS Add collaborators to your shared folder for easier and quicker discussions. You can access the files wherever you are allowing you to be on the same page as your team. To Start Collaborating with Shared Folders: Step 1: Go to the Shared Library tab on the right hand action panel and click on Shared Folder. Step 2: Click on Create Folder at the top command bar. Alternatively, you can also create a Shared folder in your Folder view. Step 3: Fill in the name and description of the folder. Select the Shared Folder option if you wish to provide access to this folder. Step 4: Add collaborators from your contacts. You can add your collaborators as an individual or as a group. Step 5: Choose the type of access rights you want your collaborators have for that folder. To choose the same share rights across all collaborators, click on Default option. To assign different access rights for each collaborator, select Custom. You will see a pop-up where you can set the different share rights for your collaborators. Step 6: Once done, click on the Create button. Step 7: If you wish to make changes to the folders created, you can click on the action button under the folders details in the folder view. You can choose to Edit the collaborators in the folder, Rename or Delete this folder. Once the folder is deleted, the collaborators will not have access to these files anymore. Step 8: To add or remove collaborators, select Edit. A pop-up with the list of collaborators will be displayed. To add a new collaborator, click on the Add more collaborators button. Step 9: Likewise, if you wish to remove a collaborator from this folder, click on the Trash icon at the side of the collaborator s name. You can also edit their share rights access from this same window. Step 10: Once done, click on Update. 5

6 What Do The Different Access Rights For Collaborators Mean? Full Control: Users have full access, read and delete rights to the files in this folder, including all user uploaded files. When a user initiates a Shared Folder, Full Control is provided to the owner/creator of that folder. You can provide Full Control rights to another user as a backup administrator to that shared folder. Modify: Modify is the second highest access right next to Full Control. Collaborators will be able to view, download, and edit files, but cannot upload any new files or delete other collaborators files. Read Only: Collaborators can only view files in the shared folder. They cannot edit or download any files. Upload Only: This is the lowest access right available. Collaborators can only upload files to the Shared Folder, but cannot see the list of files in the folder. Here s A Quick Table Of Access Rights For Reference: 6

7 YOUR OYSTOR ACTIVITY PAGE The Activity tab is a dashboard to get things started. It tells you when someone has shared a document with you, or when someone has requested to be connected to you. It also shows you when important documents (like your business contracts, passport, driving license and visas) are expiring. Once you start collaborating in Oystor, you will also see notifications of any actions taken in your Shared Folders. Follow the links to view the messages and take action accordingly. 7

8 BACKUP ALL THOSE IMPORTANT DOCUMENTS, PHOTOS AND FILES Start to upload a few of your favourite files to Oystor. Here s a list of what you could start with. For your Business: Invoices, purchase orders, contract templates Product brochures Recruitment forms, Employee resumes Sales presentations Legal documents Contracts Here s a handy document checklist that you could use for your business. OYSTOR BUSINESS DOCUMENTS CHECKLIST The type of documents and information you need to store are unique. Files and documents that you frequently need to send out (for example product brochures) can be uploaded once and then easily shared using Oystor. Anything that you cannot replace easily should be on the top of your back up list such as contact, lists, financial records, and office documents. 8

9 HOW TO UPLOAD FILES OR DOCUMENTS: Step 1: In Upload, you can choose to store Documents, Images, Audio or Video files. Step 2: Click on Select Files and choose the files you wish to upload. You can select one or multiple documents. In the window, for multiple files, you can hold the Shift button and use your mouse click to highlight the files you wish to upload. If you have selected the wrong file, you can simply press the cancel button. Step 3: Before uploading your files, you can choose to tag them or simply hit upload to tag it later. Document Tags are your personal keywords you can assign to a document or image. You can use them to organize your files and make it easier to find what you are looking for. When you search for your documents, you can simply use these tags or keywords to find these files. Step 4: Finally hit Start Upload and let the upload begin. Step 5: Once your uploading is done, you can choose to Upload more files, Share the Uploaded files or click on Done with uploading files which will being you to your Document Library. 9

10 MY LIBRARY Now that you have uploaded your files, you can view them in My Library. You can: 1. Print the documents uploaded. Step 1: To print the documents, click on the icon of the files to view it. Click on the Print button. Step 2: For PDF files, you are required to open the file in a new window before you can start printing the documents. In the viewer, click on the top right hand icon to open the document in a new window. 2. Make changes to your documents on the cloud. View, edit and save your document without having to download it first. This feature helps to enhance your team s efficiency and productivity. Editing documents in real time helps to speed up your project s progress within a few mouse clicks. Step 1: Simply choose the file you wish to edit to in the Document Library and click on Edit Document in the drop down bar under Actions. Step 2: A window will pop up for you to make changes to your documents. Click on the Save As icon when you done and your documents will be saved as a new file. 1 10

11 2 3. Set expiry date to your documents. Be reminded when files are expiring. Automatic alerts are sent to you or to those you have shared files with. A message will be sent to let them know when a document is expiring or when a file is requested. Step 1: Select the files that you wish to add expiry date in your Document Library. Click on Edit. Step 2: Fill in the details of the changes you want to make and click on the Yes option in Expiry and fill in the date. After you are done, click Save. You will be notified once your expiring date is nearing. 11

12 START SHARING. IT S THE LATEST WAY TO COMMUNICATE AND COLLABORATE. Avoid paper clutter and clogging up your s with large attachments. Sharing files with your partners and colleagues is incredibly easy. Even if your friend is not on Oystor, when you share, an is sent with the link to where the files can be downloaded. It s safe and secure as each download is encrypted at even higher than most banking websites. You can start Sharing from the Document Library, when you completed an upload, or directly from the Share link on the top command bar. Step 1: Add a password requirement for files that require a higher level of security for non-oystor users. Step 2: Choose what your recipients can do to your documents. To copy or download the document or to view- only the document. Step 3: Set a Share Expiry date, so that the file is only available in the cloud for a limited time. Your recipients will be alerted when the file is expiring. Once expired, they will not be able to download copy or view the files anymore. You and your team members can easily download files with single click, anytime and anywhere. 12

13 SAY GOODBYE TO PAPER-BASED DOCUMENT PROCESSES Send files for reviews and approval online. With workflows, you can share your file across to your team and clients easily. You can start sending documents for approval from the Document Library or Shared Library: Step 1: Select the files that you want to send for approval. In Document Library, click on the Actions button and click on Need Approval. Step 2: You can set an expiry date to the workflow, so that the file is only available in the cloud for a limited time. Your recipients will be reminded when the documents are expiring. 13

14 SPEED UP YOUR SEARCH BY ADDING FILTERS Our Advanced Search feature allows a full text search which allows you to search within a document. You can search for documents quickly, directly and accurately by adding filters including file types, upload dates, file owners and more. It only takes a few minutes to keep track of pieces of records and documents in Oystor. You can click on the Advanced Search button beside the search bar for faster and accurate findings m9 Tech Solutions Pte Ltd. All rights reserved. 14