RCAR File. In order to facilitate the exchange of presentations and other data for

Transcription

1 RCAR File Sharing In order to facilitate the exchange of presentations and other data for RCAR purposes, a file sharing site with an individual account for each institute was established. Data provided by this RCAR service are available everywhere and at any time, from your local PC as well as from your smartphone information at your fingertips! The active host of the annual RCAR meeting has enhanced privileges and can read and write files on the institutes folders as well as on the workgroup folders. A workgroup folder provides the great incentive of unlimited file size for sharing common data before and after the annual conferences, thus offering potentials far beyond mailing systems and faster than any postage of USB sticks. 1

2 Basics Institutes can easily manage their files and user account with the respective buttons. The institute s account is impersonal and can be shared by all employees of a center, however, for information purposes especially their relevant personal addressees have to be deposited. Each center can do this on their own responsibility. Accredited users can be seen under "User Profile" > "User s". For uploads and file management individual folders can be added or modified. Mutually used folders are managed by the host or the Secretary General. Activities on the site are registered in a log file so that e.g. the host can see your uploads for the preparation of the conference. The respective host of the annual RCAR meeting has enhanced privileges and can be contacted if access data got lost or a password has to be reset. If essential changes such as a new password are applied to an institute's account, the respective user has to make sure that all contacts assigned to the individual id account are informed. A quick start guide is available under "Support". To enable the full functionality, your system must allow java applications. If this should not be possible due to company policy or other reasons, full file access is given but secondary functions, e.g. multifile upload, may be found reduced. 2

3 Starting 3

4 Log in For access data ask your host blank x : Usernames are required to have at least six characters, therefore some institutes names had to be elongated 4

5 Managing Folders Choose My Folders to add, modify or delete a folder Inherit Parent Permissions: Folders are automatically visible for your annual host File Versioning: When uploading a newer version of your data with the same name, the system will indicate this as version 2, 3, 4 for your host Tick these boxes 5

6 Managing Files Choose Files to add, modify or delete your data opens the Files -menue 2 opens your Explorer to select local files 3 starts upload of selected file 4 uploaded files appear in list 5 manage choosen files (tick box left of the file s name to choose) 6

7 Common Folders Workgroups Workgroup Folders for the annual conferences are managed by the hosting institute Here you can find published files and supporting data Workgroup folders for project related use can be managed via the Secretary General One of your institute s folders may also be defined and shared (temporarily) as a workgroup folder Shared Folders is a feature that requires scripting and will currently not be used due to policy restrictions 7

8 Users Assign your staff s adresses Set as primary: assign a central or impersonal adress here, if you want to send system-generated mails. Why this? In case your adress is set as primary, you will be sender and adressee. This is a main criteria i for spam filters and your mail will very likely l be blocked. Apply changes by clicking Save 8

9 Automated mailing Send notifications to persons or groups A self-explaining feature Choose one or more adressees, write your info and Send message Note: text can not be formatted in the the Notify function, so KISS! (Keep It Short and Simple) In case your mails are blocked by spam filters, tick this box OFF Why? Standard Trueshare branding attracts some spam filters as well 9

10 Share Photos or Files Pictures or files can be provided to others with a sharing function This button opens a setup menu for your new share Note: selected viewers can see, selected collaborators can change your data My Albums: what I offer to others Shared: what others provide to me With the mouse over the picture, a menu button appears, click on this to see your options 10

11 Share Photos or Files Start and control the slide show Select and display individual pictures Select one picture or the entire album for download (album provided as.zip-file) 11

12 And this is the host s view The annual host has an extended view on all folders and can set up new institutes with a predefined template, has reporting functions available to identify activities such as new uploads, and can manage your institute s account. 12