Workspace ONE Content for Android User Guide VMware Workspace ONE UEM
Workspace ONE Content for Android User Guide You can find the most up-to-date technical documentation on the VMware website at: https://docs.vmware.com/ If you have comments about this documentation, submit your feedback to docfeedback@vmware.com VMware, Inc. 3401 Hillview Ave. Palo Alto, CA 94304 www.vmware.com Copyright 2019 VMware, Inc. All rights reserved. Copyright and trademark information. VMware, Inc. 2
Contents 1 Introduction 4 2 Privacy and Data Sharing 5 3 Workspace ONE Content Navigation 6 Repository Type 7 Content Sort and Search 8 4 Add Content 9 Create a Default Import Location for Content 9 Use Camera for Image Capture 10 Use Export Function with Third-Party Apps 10 Open In Functionality 11 Limitations of File and Storage Access 11 5 Actions on Content 12 6 Content View Options 13 Content Viewer Exit Options 15 7 Content Share and Collaborate 16 8 Support 17 9 Self-Service Portal and Content Locker Sync 18 VMware, Inc. 3
Introduction 1 Workspace ONE Content allows you to securely access the corporate and your personal content by integrating the existing internal and the cloud repositories on your mobile devices. The cloud content repositories sync to ensure that you have the most up-to-date content available for access. Using FIPS 140-2 encryption, you can securely open, add, edit, manage, and share content on your device wherever you are. However, your level of control over the content is determined by the parameters set by your admin. VMware, Inc. 4
Privacy and Data Sharing 2 On your initial login to the VMware Workspace ONE Send, you are shown the Privacy and Data Sharing notices. The Privacy screen provides you the option to get an overview of the data collected and processed by the Workspace ONE Send app. Data Sharing screen seeks your approval for collecting the app usage information required for usage analysis. Privacy A Privacy notice (scrolling enabled) is displayed to all users when logging into Workspace ONE Content. The Privacy Notice displays the following information: Data collected by Content Provides a summary of the data that is collected and processed by the application. Some of this data is visible to the administrators of the Workspace ONE UEM adminis console. Content Permissions Provides a summary of the device permissions requested for the app to enable product features and functionality, such as push notifications to the device. Company's Privacy Policy By default, a message is displayed for you to get more information about your company. When configured by your administrator, tap Your Company s Privacy Policy to access your employer s privacy policy information within Workspace ONE Content. Data Sharing Workspace ONE Content displays a Data Sharing notice that can be used to opt-in to anonymous feature usage analytics that help VMware improve product functionality and invent new product capabilities. You can enable or disable data sharing by navigating to Settings > Privacy > Data Sharing. When disabled, the data sharing notice is not displayed, and no data is collected from the device to optimize the app experience. VMware, Inc. 5
Workspace ONE Content 3 Navigation Workspace ONE Content centralizes all your enterprise data in a single container and integrates existing content repositories on your mobile device. Toggle between the available screens to access and manage files. Content Screen The multi-functional Content screen is the first screen you see after you open Workspace ONE Content, serving as the app s default view. It provides access to all available content and serves as a central navigation location. There are other screens apart from the Content screen on which you can view the content. Table 3 1. Screens Updates Activity Downloads Uploads View updates sent by your administrator. Review download activity, organized by time of activity. View downloads, organized by download status. View and manage uploads. Top Navigation Understand the usage of the icons on the top right corner of your screen. Table 3 2. Icons Return to the Content List View screen. Use keywords to search the content. Add new documents, media, folders, or repositories directly in the app. VMware, Inc. 6
Workspace ONE Content for Android User Guide Table 3 2. (Continued) Icons Refresh content files and folders, including the folder you are currently in. Access additional options. Content Screen Menu Access the various options on the Content screen to view your content. Table 3 3. Options Featured Content Views Access content your administrator flagged as important. View all available content in a single view. Access any content added since the last login to the Workspace ONE Content. Access recently viewed or updated files. View the content you bookmarked for quick access. Repositories User Content Access corporate content stored in enterprise repositories. You can read or edit files depending on access rights set up by your administrator. Access corporate content created for individual use. This content is stored in the cloud, separate from the share enterprise repository content. This chapter includes the following topics: Repository Type Content Sort and Search Repository Type All content is stored in your organization's repositories where you can add the required files and folders. You can access one or more repositories depending on how your administrator has set up the repositories for you. VMware, Inc. 7
Workspace ONE Content for Android User Guide Table 3 4. Type Local Storage Personal Content Corporate Content Files that are stored locally on your device and do not sync with your other personal content. Files that are stored in the cloud and sync across your Self-Service Portal, Content Locker Sync client, or your other devices. Files that are stored in your corporate network in enterprise repositories enabled by your administrator. When accessing corporate content, you might receive a prompt to enter credentials. Content Sort and Search The menu icon on the top right corner of the Content screen provides you the options to filter and sort your content. It also provides you the option to log out of your Workspace ONE Content app and view the app's current settings. Table 3 5. Icon Filter By Sort By Sort Order Settings Logout Filter to display a specific document type. Specify if you want your documents sorted Alphabetically or by Importance. Specify if you want to sort your documents in Ascending or Descending order. View current application settings. Log out of the Workspace ONE Content and return to the login screen. VMware, Inc. 8
Add Content 4 Use Workspace ONE Content to securely add and maintain content. The + icon is used to add the content. This icon appears on all the content screens so that you can add the new content any time. Procedure 1 Tap the icon. The options appear. 2 Choose one of the following options: File - The file types you can add are Word, Excel, PowerPoint, Text, image, or video files. Folder - Choose a repository to save the folder. Repository - Enter the repository link. 3 Save the content. This chapter includes the following topics: Create a Default Import Location for Content Use Camera for Image Capture Use Export Function with Third-Party Apps Open In Functionality Limitations of File and Storage Access Create a Default Import Location for Content Determine where to automatically import and store the content when you open it on the device. Procedure 1 Navigate to Settings > General > Import Documents To. 2 Choose Select path and then choose either the Personal Content or Local Storage as the default path. You can select Prompt me each time to make a choice each time you open a file. VMware, Inc. 9
Workspace ONE Content for Android User Guide Use Camera for Image Capture Use the image capture functionality within Workspace ONE Content to easily capture and save a single image or a batch of images in a few simple steps. Procedure 1 Tap the icon on the Content View screen. The Add screen appears. 2 To launch the camera, tap the icon. 3 Capture the image and then tap SAVE. 4 On the Save file screen, enter the file name, choose a location to save the captured image files, and if required add a description for the image. To save the file, you can either choose a previously saved location from Save location or set a new location by using the Choose a different location option. If you capture multiple images, then you can save the images as a batch by providing the Batch name. If you want to save the image or images to a repository, log in to the repository before capturing the image. The repository is displayed in the list of locations available to save the image. 5 Confirm and save the image. Use Export Function with Third-Party Apps Use Export functionality to create new files with MS Office 365 apps and other third-party apps and save them directly to the Workspace ONE Content repositories. You can create MS Office 365 files like Word, PowerPoint, or Excel. You must have Android OS 4.4 or above to use the export functionality. Write permission is required to save files to third-party repositories. Personal Content and Local Storage are writable by default. Procedure 1 Navigate to the MS Office app. For example, Word. 2 Create a new file and select Save As. 3 From save to options, select Content, and then select Locations. 4 Select Content from the listed options. 5 Select the repository and the folder where you want to save the file. You can also create a new folder to save your file. VMware, Inc. 10
Workspace ONE Content for Android User Guide Open In Functionality Use Open In functionality to open email attachments or files from your web browser. If your administrator whitelists the following actions, then you can perform these actions from the mentioned apps. Open Workspace ONE Content files from the MS Office app For example, in Word app, select Open > Browse > Content, the Workspace ONE Content app opens. From Workspace ONE Content, select the required file to edit in Word app and then save it as a draft or a new version. Email attachment with VMware Workspace ONE Boxer Tap the attachment and select Open With > Content to open it in Workspace ONE Content. Then, save the document appropriately. Email attachment with AirWatch Inbox Tap the attachment and select Open With > Content (Workspace ONE Content will be the only option if the document is encrypted for security purposes) and the document opens in Workspace ONE Content. Then, save the document appropriately. File in the Browser Tap the file and select Open With > Content and the document opens in Workspace ONE Content. Then, save the document appropriately. Limitations of File and Storage Access The limitations that apply to different functionalities when you access a file or a storage option from the third-party apps through Workspace ONE Content are listed. Local Storage files are not accessible since Open In functionality for third-party apps is disabled by default. When Workspace ONE Content authentication is enabled, you must have Workspace ONE Content unlocked to access it through a third-party app (toast message is displayed). If your admin has configured an app whitelist and the third-party app is not whitelisted, then you cannot open or create files through Workspace ONE Content. For the AirWatch Managed content, all the content is available while browsing through a third-party app. For other repositories, content is available (for one level) only for those folders that are synced in Workspace ONE Content. VMware, Inc. 11
Actions on Content 5 View and manage content directly in the app. The menu icon to the right of the content in any list view opens a menu of content management options. Use these options to organize and personalize the content. To perform actions or access additional functionality, tap the icons on each content tile. Table 5 1. Icon Favorite Delete Extract Download Details Add to your Favorites list. Tap again to remove it from your Favorites list. Delete the file locally. A prompt appears asking for confirmation. Extract zipped files to a new repository or folder location. Download to the Workspace ONE Content. View metadata on your file. Actions on Personal Content Table 5 2. Icon Move Share Relocate files to a new Repository or folder location. This action is only available if you have write/delete access to the folder where the files are located (for Personal Content not AirWatch content). A Move dialog box displays where you can select where to move files. Use the link sharing action to collaborate on projects and configure the Security Settings for Sharing if the administrator has not preset the settings. Share Personal Content via email or text message. Also, you can copy the file to your clipboard, view the link, or remove the document link. VMware, Inc. 12
Content View Options 6 Workspace ONE Content distinguishes its viewing experience between Microsoft Office and Adobe files. Microsoft Office Content After opening a file, a menu of options displays to help you find the content you need, as quickly as possible. The available menu changes by file type. Table 6 1. Icon Remove the menu options for a cleaner reading view. Tap to open a menu where you can search by entering keywords. Use the arrows that appear to navigate through the instances of the found word in your document. Found words are emphasized with a highlight. Tap to open a menu displaying additional options. The options displayed change by file type. To switch to the edit mode, use the edit icon from this menu. Tap to enable or disable track changes on new documents. For existing documents with track changes, Workspace ONE Content track changes feature is enabled by default. To see the changes with the name of the user who made the change, select the text and tap View Changes. Tap to open a menu displaying different track changes options. Tap to switch to Annotation Mode after enabling the Edit mode. Note Workspace ONE Content supports viewing and editing of password protected DOCX, PPTX, XLSX, and TXT files. Workspace ONE Content also supports viewing of macro enabled DOCM, PPTM, and XLSM files. VMware, Inc. 13
Workspace ONE Content for Android User Guide IRM Content You can view Microsoft Information Rights Management (IRM) enabled content in Workspace ONE Content. When you open an IRM enabled file, Workspace ONE Content displays Microsoft IRM terms and conditions pop-up window. Accepting the Microsoft IRM terms and conditions redirects you to the Microsoft Rights Management login page. To access the file in view mode, enter your credentials. IRM enabled files are read-only. Table 6 2. Icon Remove the menu options for a cleaner reading view. Tap to open a menu where you can search by entering keywords. Use the arrows to navigate through the instances of the word found by the search in your document. Found words are emphasized with a highlight. Tap to open a menu displaying view settings. Adobe Content Table 6 3. Icon Tap to open a menu of editing options and switch to the edit mode. Tap to open a menu where you can search by entering keywords. Use the arrows to navigate through the instances of the word found by the search in your document. Matched keywords are emphasized with a highlight. Tap to open a list of shortcut viewing options. Tap to open a menu displaying additional options. The options displayed change by file type. Edit Mode Options for Adobe Files After opening an Adobe Acrobat PDF document, you can annotate and edit it directly in the app. You can now edit password protected PDF files. Workspace ONE Content also supports PDF forms. Use the following tool bar to annotate or edit files. Each open PDF document appears in a row of tabs across the PDF viewer. VMware, Inc. 14
Workspace ONE Content for Android User Guide Table 6 4. Icon Tap the icon, tap the screen, and add a comment. Add the text in the Note text box. Tap the icon and select the desired text marking from the menu that appears. Drag your finger along the text that you want to apply the marking. Apply any of the available markings to the selected text. Tap the icon and select the desired shape from the menu that appears. Drag your finger along the screen to set the size of the chosen shape. Tap the icon and trace the desired free form shape or image onto your file. Tap the icon and lasso the annotations you want to select by tracing a circle around them with your fingertip. Once lassoed, a menu appears allowing you to further customize your annotations. Tap the icon, drag your finger on the screen, and then rapidly pan the screen in the desired direction while editing. Screen Mirroring If enabled by your administrator, you can view the content displayed within Workspace ONE Content on a secondary screen (laptop or desktop computer) using third-party screen mirroring apps like Vysor. Content Viewer Exit Options After you view the files, you can determine the manner in which you want to exit the content viewer. The file type icon on the top left corner of the content viewer when tapped displays a menu of exit options. Table 6 5. Option Description Save the file to a selected location. Share the file in an email. Return to the Content View. VMware, Inc. 15
Content Share and Collaborate 7 Securely share information about the documents with collaborators directly in the app. You can use the following content sharing features: Add collaborators to files and folders and assign role-based access to each collaborator. Remove as needed. Secure shared documents by requiring a passcode for file access. Limit the number of days the document is available and the maximum allowed number of downloads. Share files and folders by creating unique links for the distribution through email, text message, or copy and paste the link as needed. View shared links and unshare as needed. Use the following tools found on any of the content cards or in content list views: Table 7 1. Icon Share the file by creating a Password (required) on the form. To edit the Security Settings and finish filling out the form, tap Share. Choose Link Sharing Options or unshare the file. Share the folder with other employees by tapping Add Collaborators and give them role-based access to the folder. Use the + icon to add more collaborators. Swipe on collaborator names to show options for deleting names. Activity Feed You can se the Activity Feed to keep track of the content in the Personal Content repository. View when you or others: Create new content Work on content files Create new folders Delete or rename content Delete or rename folders VMware, Inc. 16
Support 8 Access Support from the Settings menu and perform actions on the Workspace ONE Content log files. Some of the actions that you can perform on the log files are: Email logs Send the log files as an email attachment to a recipient of your choice. If configured with a managed account, then the email opens in VMware Workspace ONE Boxer. If Workspace ONE Boxer is not installed, the email opens in your native email client. The log file named rolling logs.txt is provided as an attachment with a basic editable description about the log contents. If the log file exceeds 200 KB, then a backup log file rolling logs.txt.1 is attached to the email. Copy logs to clipboard Copy the log files to clipboard using this option and then paste it to a new doc, app, or email. After copying successfully to the clipboard, the Logs copied message appears. VMware, Inc. 17
Self-Service Portal and Content Locker Sync 9 When you upload or download files or folders to your Personal Content repository, they automatically sync with the Self-Service Portal (SSP) on the cloud and with your Content Locker Sync client on your desktop computer, if available. The menus in both locations mimic the functionality offered in the Workspace ONE Content app for your device, so you can access, add, edit and manage content using similar processes as in the application. Content Locker Sync Sync your Personal Content repository to a locally designated folder on your computer. You can view, manage, edit, and save files in this folder and the files sync with the Self-Service Portal. Mac OS X Find this application at the top of the screen in the Apple Menu bar. PC Find this application at the bottom of the screen in the task bar. VMware, Inc. 18