AvePoint Office Connect Online Manager 1.0 Administration Guide Issued August 2017 1
Table of Contents Introduction...3 Submitting Documentation Feedback to AvePoint...4 Required Permissions...5 Brower Support Information...6 Signing In with an Office 365 Account...7 Using Office Connect Online Manager...8 Configuring E-mail Settings...8 Feature Management...9 Configuring Restriction Settings... 10 License Manager... 10 SharePoint Connections... 11 Notices and Copyright Information... 12 2
Introduction The is designed to help you through the process of configuring and managing the Office Connect Online Manager. AvePoint Office Connect allows you to: Share local files (files on your computer and e-mail attachments in new e-mails) with other users. Using the Quick Share feature, you have complete control over who accesses a file and what kind of actions you will allow users to take on this file. A copy of the file remains on the original location, and depending upon the permissions you configure, the file in the selected Quick Share location is free to be edited, reviewed, or commented on for as long as you require. Upload local files (files in Windows File Explorer, e-mails and attachments in Outlook) to SharePoint libraries, lists, and folders. Users who have sufficient permissions to the SharePoint libraries, lists, or folders will be able to view and/or edit the files. When uploading a file to SharePoint, you can change the content type and apply metadata tags, allowing it to be searched for and classified easily. AvePoint Office Connect also integrates with AvePoint Perimeter Online, which allows internal users to share files with external users when the selected Quick Share location is a SharePoint Online node or share SharePoint Online files by using the Quick Share button in the Office Connect interface. For information on AvePoint Perimeter Online not covered in this guide, see the AvePoint Perimeter Online User Guide. 3
Submitting Documentation Feedback to AvePoint AvePoint encourages customers to provide feedback regarding our product documentation. You can Submit Your Feedback on our website. 4
Required Permissions Users of the Office Connect Online Manager must have the Global administrator role for the SharePoint admin center. Once authorized, Office Connect is available for Office 365 users on the Office Connect Clients that connect to the Office Connect Online Manager. 5
Brower Support Information The following table illustrates the browser versions required to access the Office Connect Online Manager. Internet Explorer Google Chrome Mozilla Firefox Browser Version IE 9 or above The latest version The latest version 6
Signing In with an Office 365 Account To sign into AvePoint Office Connect Online Manager with an Office 365 account, complete the following steps: 1. On the AvePoint Office Connect Online Manager Sign In page, click Sign In with Office 365. 2. In the Office 365 login page, enter the login ID and password, and then click Sign In. Figure 1: The sign in page. 7
Using Office Connect Online Manager Configuring E-mail Settings On the E-mail Settings page, e-mail related settings can be configured. *Note: You can skip these settings when you use the SMTP Server of Office 365 to send notification e - mails for Office Connect Quick Share. E-mail Configuration Configure the following outgoing e-mail server information: o Outgoing E-mail Server (SMTP) Enter the address of the outgoing e-mail server. o Port Enter the SMTP port. The default SMTP port is 25. For SSL authentication, the default port is 587. o Sender Enter the e-mail address of the Office Connect user who is sending the e-mail notification. o Send anonymous e-mail Select this checkbox to configure the SMTP server as anonymous based on the SMTP server settings. o Username on SMTP Enter the anonymous sender s username on the SMTP server. o Password on SMTP Enter the anonymous sender s password to log onto the SMTP server. o SSL authentication Configure this option according to your E-mail settings. E-mail Property Mappings Configure e-mail property mappings for e-mails uploaded to SharePoint using Office Connect. By default, the following six mappings are provided. E-mail Property To Cc From Subject SentTime Attachment SharePoint Column AvePoint_To AvePoint_Cc AvePoint_From AvePoint_Subject AvePoint_Sent Time AvePoint_Attachment To add an e-mail property mapping, click Add Mapping below the mapping list. New mapping text boxes appear. Enter the e-mail property you want to map and the SharePoint column to which you want to map the e-mail property in the corresponding text boxes, and click the save ( ) button to save the mapping, or click the cancel ( ) button to cancel saving the mapping. 8
To edit an existing e-mail property mapping, click the To remove an existing e-mail property mapping from the list, click the delete ( mapping. ) button in the same row as the You can also select the Lock Client Settings checkbox above the list to lock the settings for e-mail property mappings on Office Connect clients. Valid E-mail Address Format Configure valid e-mail address formats in this tab. Users that exist in the configured domains are regarded as internal users. Users that do not exist in the configured domains are regarded as external users. o Add a Format To add a valid e-mail address format, click the Add a Format link. A new row appears allows you to enter the latter part (@domain) of an e- mail address in the text box, and click the save ( ) button to save the format. You can also click the cancel ( ) button to cancel saving the format. o Edit a format To edit an existing format in the list, click the edit ( the same row as the format. The format is editable. ) button in o Delete a format To delete an existing format from the list, click the delete ( ) button in the same row as the format. Upload Settings Configure settings for uploading e-mails using Office Connect in this tab. Select the Customize settings for e-mails that are uploaded using Office Connect checkbox, and then you can define the E-mail Subject Format and Date and Time Format. When you upload an e-mail to SharePoint using Office Connect, the e-mail file will be automatically named in this pre-defined format. The default e-mail subject format is Subject_SenderName_SendTime.msg. If a time value is included in the e-mail subject format, the pre-defined date and time format will be used. The default date and time format is yyyy-mm-dd-hhmmss. Feature Management On the Feature Management page, you can enable the following Office Connect features: Enable Quick Share With this checkbox selected, the Quick Share feature is available. Enable Integration with AvePoint Perimeter Online With this checkbox selected, AvePoint Perimeter Online is integrated with Office Connect. Keep Source Metadata (Created Time, Modified Time, and Modified By) With this checkbox selected, the Created Time, Modified Time, and Modified By property values of objects that are uploaded to SharePoint using Office Connect will be kept. Display all existing properties and values of files you upload via Office Connect in the Edit File Properties page To display all existing properties and values of files you upload via Office Connect in the Edit File Properties page, select this checkbox. 9
Configuring Restriction Settings On the Restriction Settings page, you can configure basic configurations, define the blocked file type, and configure the illegal character replacement setting. Blocked File Type Configure the blocked file types in this tab. A blocked file type list has been provided by default, and the maximum file size is 2048 MB. You can edit these settings by clicking the edit ( ) button. Illegal Character Replacement When uploading files to SharePoint using Office Connect, filenames that contain configured illegal characters will be renamed by replacing the illegal characters with the characters configured in this tab. License Manager o Add a Replacement Mapping To add a mapping of illegal character and replace character, click the Add a Replacement Mapping link. A new row appears allows you to enter the illegal character and replace character in the corresponding text boxes, and click the save ( ) button to save the mapping. You can also click the cancel ( ) button to cancel saving the mapping. o Edit a mapping To edit an existing mapping in the list, click the edit ( in the same row as the mapping. The mapping is editable. ) button o Delete a mapping To delete an existing mapping from the list, click the delete ( ) button in the same row as the mapping. Office Connect Online Manager includes a built-in trial license which can be used for thirty days for free. Five user seats are provided with the trial license. View the following information of the license in the License Management page: License Type The type of the license, Trial or Enterprise. Expiration Date The date when the license will expire. User Seat Quantity The number of available user seats and the total user seats. User Seat Assignment The assignment method for user seats, automatic or manual. o Select the Assign user seats manually checkbox to use the manual assignment method. Once this checkbox is selected, two buttons are available above the user list. Click Add above the user list, and the Add Users window appears. Enter the names or e-mail addresses of the users you want to add in the text box, and click Add to add the users to the user list. The users will be assigned a user seat. 10
Select one or more users in the user list, and click Remove above the user list to remove the selected users from the user list. You can also click the delete ( ) button in the same row as a user to remove the user from the user list. *Note: After removing users from the user list, the number of available user seats will be updated. o Deselect the Assign user seats manually checkbox to use the automatic assignment method. Users that log into the client will be automatically assigned user seats and added to the user list as long as there are remaining user seats. User List Users with assigned seats are listed in the user list. You can also search for a user in the user list. To purchase additional user seats, click Buy More above the license information. SharePoint Connections On the SharePoint Connections page, you can manage existing connections and add new connections for end users. The existing connections are listed with the following information: Name The name of the connection. URL The URL of the site collection/site that has been added as a connection. Type The type of the connection, Site Collection or Site. Action Actions that can be taken on the SharePoint connection. o Click the edit ( ) button in the same row as a connection to edit the connection information. o Click the delete ( connection. To add a new connection, complete the following steps: ) button in the same row as a connection to delete the 1. Click Add a Connection below the connection list. An empty row appears. 2. Enter the information for the connection you want to add. 3. Click the save ( ) button to save the connection, or click the cancel ( ) button to cancel saving the connection. 4. Click Save on the lower-right corner of the page to save your settings. 11
Notices and Copyright Information Notice The materials contained in this publication are owned or provided by AvePoint, Inc. and are the property of AvePoint or its licensors, and are protected by copyright, trademark and other intellectual property laws. No trademark or copyright notice in this publication may be removed or altered in any way. Copyright Copyright 2017 AvePoint, Inc. All rights reserved. All materials contained in this publication are protected by United States and international copyright laws and no part of this publication may be reproduced, modified, displayed, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior written consent of AvePoint, 3 Second Street, Jersey City, NJ 07311, USA or, in the case of materials in this publication owned by third parties, without such third party s consent. Notwithstanding the foregoing, to the extent any AvePoint material in this publication is reproduced or modified in any way (including derivative works and transformative works), by you or on your behalf, then such reproduced or modified materials shall be automatically assigned to AvePoint without any further act and you agree on behalf of yours elf and your successors, assigns, heirs, beneficiaries, and executors, to promptly do all things and sign all documents to confirm the transfer of such reproduced or modified materials to AvePoint. Trademarks AvePoint, DocAve, the AvePoint logo, and the AvePoint Pyramid logo are registered trademarks of AvePoint, Inc. with the United States Patent and Trademark Office. These registered trademarks, along with all other trademarks of AvePoint used in this publication are the exclusive property of AvePoint and may not be used without prior written consent. Microsoft, MS-DOS, Internet Explorer, Office, Office 365, SharePoint, Windows PowerShell, SQL Server, Outlook, Windows Server, Active Directory, and Dynamics CRM 2013 are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Adobe Acrobat and Acrobat Reader are trademarks of Adobe Systems, Inc. All other trademarks contained in this publication are the property of their respective owners and may not be used without such party s consent. Changes The material in this publication is for information purposes only and is subject to change without notice. While reasonable efforts have been made in the preparation of this publication to ensure its accuracy, AvePoint makes no representation or warranty, expressed or implied, as to its completeness, accuracy, or suitability, and assumes no liability resulting from errors or omissions in this publication or from the use of the information contained herein. AvePoint reserves the right to make changes in the Graphical User Interface of the AvePoint software without reservation and without notification to its users. AvePoint, Inc. Harborside Financial Center, Plaza 10 3 Second Street, 9th Floor Jersey City, New Jersey 07311 USA 12