Xythos on Demand Quick Start Guide For Xythos Drive

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1 Xythos on Demand Quick Start Guide For Xythos Drive

2 What is Xythos on Demand? Xythos on Demand is not your ordinary online storage or file sharing web site. Instead, it is an enterprise-class document and file management service designed to give you access to the same tools relied upon by federal government agencies and some of the world's most distributed organizations. Best of all, you get this proven technology as an easy to use web service, accessible from anywhere. You can begin using it for yourself or enroll your whole organization and everyone can begin benefiting from Xythos on Demand in just a few minutes. Some features of Xythos on Demand include: Easy data backup and protection Access from anywhere, at any time Industry standard security The ability to track file changes The ability to share information safely, ever with colleagues not using Xythos on Demand A method for avoid sending attachments Instant web collaboration As a Xythos on Demand user, you access your online account using Xythos Drive, an PC application which is integrated with Windows Explorer, in order to provide a familiar environment to drag-and-drop, open, edit, and save files using other desktop applications. This Quick Start Guide will get you started using Xythos Drive. The Xythos on Demand web view provides access to your account using a web browser such as Internet Explorer, Netscape, Mozilla, or Safari. For more information, look at the Xythos on Demand Web View Quick Start Guide. Xythos on Demand Quick Start Guide for Xythos Drive page 1

3 Getting Started Your Account When you log on to Xythos on Demand using Xythos Drive, and open an Explorer window your Xythos on Demand account appears as a mapped drive with the name Xythos on Demand on Xythos Drive (X). Your Xythos on Demand account initially contains three folders, My Documents, Public, and Trash. You may only see two folders. The Trash folder appears after you delete a file or folder. Your Public folder is set up so that any person with an Internet connection can view the content. My Documents contains four folders, My Attachments, My Movies, My Music, and My Pictures. Xythos on Demand can be used to more efficiently send files attached to messages. When enable Intellittach, if you use of Lotus Notes or Microsoft Outlook, whenever you send a message with an attachment, Xythos Drive uploads the file to your My Attachments folder and transparently replaces the file attached to in your message with a link to the file. For more information about sharing file with Intellittach, read about file sharing. You will also find information in the Xythos Drive online help on the Personalizing tab, select Intellittach. When you choose to delete a file or folder, it are not immediately deleted, but are instead moved into your Trash. If you delete a file by accident, you can move or copy files out of your Trash to restore them. When you delete items from the Trash, they are permanently removed from you re your account. Files in your Trash count against your total disk usage. Therefore, if you need to free up some space in your account, emptying the trash will help. Xythos on Demand Quick Start Guide for Xythos Drive page 2

4 An Organization Account If you are a user of an organization account, you also have access to files and folders belonging to the organization. These folders are created to facilitate sharing among members of the organization. Many organizations create folders for each department or group within the organization. Your folder structure may be the Xythos on Demand default, below, or it may have been customized to match your organization. You have permission to read all the files and folders you see. When you open a folder, you see only the files or subfolders you have permission to see. The folder owner must give you permission to read items the user adds to their folders. When you open the Users folder, you see the personal folders for all users in your organization. You will see a folder with your username. This is your personal account and contains the standard files My Documents, Public, and Trash. You can open any users personal folder and see that user s standard subfolders. Conversely, other users can see these folders under your personal folder. Even though other users can see these folders, your files and folders are safe and secure. Any file you add to any of your folders or any new folder you create will not be visible by other users unless you explicitly share the file or folder with them. To learn how to set permissions so another user can access one of your files or folders, read about sharing files and folders. Xythos on Demand Quick Start Guide for Xythos Drive page 3

5 Groups Groups are lists of Xythos on Demand users, and are used to facilitate collaboration. Rather than individually granting permissions to several users, you can grant permissions once to the group of these users. When permissions on a file or folder are granted to a group, the permissions are granted to every member of the group. You can easily change permissions for a number of users simply by changing permissions for the group. For organization accounts, an organization group is automatically created with the same name as the organization, and contains all your users. Whenever a new organization user is created, that user is automatically added to the organization s group. The organization administrator creates other groups. By creating groups according to the organization s hierarchy of employees, organization users can easily share with other users within their department or functional area. Organization and single account users can create private groups using the web view. Private groups are groups you create and use, but are not available to other Xythos on Demand users. Bandwidth Quota Your Xythos on Demand service level includes a storage limit and bandwidth quota. Bandwidth quota is the total number of bytes that can be uploaded to or downloaded from your account by everyone accessing your files over the one month billing cycle. Any file or folder access, including reading of files, counts toward your bandwidth usage whether the access is via the web view upload and download commands, file drag and drop with Xythos Drive, or by clicking a link or ticket. Access to your Public folder also counts towards your bandwidth usage. Organization users share bandwidth among all organization account users. When the account bandwidth usage exceeds its bandwidth quota, you will not be able to upload to or download from your account until the next billing cycle. If, for example, you signed up on the 5 th, your bandwidth quota will be reset on the 5 th of the each month. Single account users can increase the bandwidth quota at any time by changing the service level. The change goes into effect the next time you log into your account. Organization account users should contact their Xythos on Demand administrator. The administrator manager can change the service level for the organization. To conserve bandwidth, you can use Xythos Drive to work offline while making incremental edits. Xythos Drive synchronizes files the next time you connect to your account. Only files that have changed are synchronized. If Xythos Drive is already installed and running, you can skip the next section and go directly to How to Log into your Xythos on Demand account. Xythos on Demand Quick Start Guide for Xythos Drive page 4

6 Download and Install 1. Click the download link you received in the message you received after you registered, or click here. 2. Save the file to your desktop. 3. Double-click the downloaded file. 4. If you see the message, the publisher could not be verified..., click Run. 5. Select the language, and then click Continue. 6. In the Xythos Drive Setup box, click Install. 7. Read the terms of the License Agreement, select I accept the terms of this License Agreement, and then click Next. 8. Use the default Destination Directory and Program Group or select browse to select an alternative locations, and then click Next. 9. Review installation information, and then click Next. 10. After the installation is complete you need to restart Windows before you can use the Xythos Drive. Select Restart Windows now, and then click Finish. When Xythos Drive starts you will be prompted for your username and password. When Xythos Drive is running you will see the Xythos Drive icon,, in the notification area of the taskbar, next to the clock. Xythos on Demand Quick Start Guide for Xythos Drive page 5

7 How-To Log in to your Xythos on Demand Account To use Xythos Drive to access your files Xythos on Demand account, a connection between Xythos Drive and your Xythos on Demand account must be established. Whether you have signed up for your own, individual user account or you have an account as part of an organization, you must login using your username and password. 1. In the Windows taskbar, click the Xythos Drive icon. 2. Click the Connect tab. 3. By default your account will be mapped to the drive letter X. You can change this to any unused letter. To change it, click the Drive box, and then select the drive letter you prefer. 4. Click Work Online. 5. Enter the Username and Password you selected when you signed up for Xythos on Demand. If you select Save password, at the next log in you will not have to provide this information. 6. Click OK. The mapped drive, named Xythos on Demand on Xythos Drive (X), opens as a folder in Windows Explorer, and can use this folder just like the folders on your local hard drive: drag-anddrop, open, edit, and save files using other desktop applications. If you have a single user account your mapped drive displays your folders: My Documents, Public, and possibly Trash. Organization users connect to their organization s account and navigate to their account, a folder with their username in the Users folder, using Windows Explorer. Backup Files Files stored in your Xythos on Demand account are protected and backed up at the Xythos on Demand network operations center, and in an offsite location. Manual Backup Copy your important local files to your Xythos on Demand account on a regular basis. 1. In Windows Explorer, select a file or folder, 2. Drag the file or folder to a folder in your Xythos on Demand account. Use Offline Synchronization Copying a large number of files will affect your bandwidth usage and relies on you to remember to manually drag the files to your account. To make sure important files are always safely and automatically backed up, you can move these files to your Xythos on Demand account and select them for availability offline. You will always have the local copies available to you, whether you are connected or not. Changes made to offline files while connected are actually made to the copies in your Xythos on Demand account. Changes made while disconnected, are made to local copies and synchronized as soon as you reconnect. Only files that have changed are synchronized, reducing your bandwidth usage. Xythos on Demand Quick Start Guide for Xythos Drive page 6

8 Learn more about offline files and synchronization. Change Permissions To share files and folders you must set appropriate permissions and then provide the URL address to the intended user. You can set permissions for individual users or groups of users. Change Sharing Options 1. In Windows Explorer, locate the file or folder. 2. Right click the file or folder, and then select Sharing. 3. In the Sharing Options box, press Add. 4. In the Search for box, enter user or group name or partial name, and then press the ENTER key. Organization users can list all groups and users by entering *. 5. In the Users found box, select a user or group. Make multiple selections by holding the CTL key while you select the names. 6. Click Add selected users. 7. Under Share with users, select a user or group name. You can only set permissions for one name at a time. If you added more than one name, you must select each name individually and set the permissions, and then select another name. 8. In the Permissions box, select the Read or both Read and Write, check boxes. 9. To save these changes, click OK or Apply. To learn more about permissions, look at Sharing Files and Folders in the Xythos Drive online help. Rather than giving public access to various files or folders in your account, Xythos recommends using the Public folder. Your Public folder has already been set up so that the contents can be read by anyone who knows the URL. You can allow others to add files to, or edit files in your Public folder by changing permissions to Read and Write. Change Sharing Options on the Public Folder 1. In Windows Explorer, locate the file or folder. 2. Right click the file or folder, and then select Sharing. 3. Under Share with users, select Public. 4. In the Permissions box, select the Read or both Read and Write, check boxes. 5. To save these changes, click OK or Apply. Share a File or Folder To share files and folders you must set appropriate permissions and then provide the Internet address (URL) to the intended user. With recipients that do not have Xythos on Demand accounts To share files with users, whether they have a Xythos on Demand account or not, you can either send a ticket, or send the URL of a folder or file to which you have given Public access. Tickets are the easiest way to share because you don t have to think about whether your recipients are Xythos on Demand users or not, and you don t have to change permissions. Anyone that knows the URL of a file or folder with Public permissions can access it. If you are Xythos on Demand Quick Start Guide for Xythos Drive page 7

9 not concerned about access, you can move or copy the document to your Public folder and send the URL. For more sensitive documents, you might temporarily change the permissions to allow access. In this case, you need to remove the Public permissions to re-secure the document. When you send a ticket, you can limit the access to a specific duration, and Xythos on Demand will automatically re-secure the document. With other Xythos on Demand users (for organization users only) You can use the ticket method to share a file or folder with anyone, Xythos on Demand user or not. But when sharing with other organization users, instead of setting Public access, you can securely share by limiting access to only those people that need it. You add permissions, and then communicate the URL of the file or folder. You can also choose to send a link. When you send a link, you can limit the access to a specific user or group of users. And, you can set up Xythos on Demand to prompt you to change the permissions when you send the file so your recipients will no longer call you to say they can not open the file. Alternately, you can send the URL of a folder or file. Remember to set the appropriate user permissions. Share a File using Microsoft Outlook and Lotus Notes users can share a file by sending it as an attachment. Using Xythos Intellittach technology, the attachment is replaced with an encrypted link to the file. The file can be on your local disk or in your Xythos on Demand account. To start using encrypted links, enable Intellittach and tell Xythos Drive where, in your account, to save your file attachments. Enable or Disable Intellittach 1. In the taskbar, click the Xythos Drive icon. 2. On the Intellittach tab, select Enable Intellittach in Outlook and Notes. Clear this check box to send attachments as normal attachments. This setting takes effect immediately. 3. Under Intellittach Setup, click Browse. 4. Click Users, and then click your username. 5. In the My Documents folder, click My Attachments, and then click OK. 6. Under Default Sending Options, select Ticket if you have a single user account or you will be primarily sending files to users not in your organization, or select Link if you will primarily be sharing with users in your organization. 7. To be prompted to change your selection whenever you send an Intellittach file, leave Do not display Sending Options when sending unselected. You can change this when you are more familiar with this feature. Send a file using Explorer 1. In Windows Explorer, select a file. The file can be on your local disk or in your Xythos on Demand account. When you send a local file using Intellittach, the file is automatically copied to your My Attachments folder. One copy is saved in My Attachments, regardless of the number of recipients. Files in your account are not copied to the My Attachments folder when you use this Xythos on Demand Quick Start Guide for Xythos Drive page 8

10 method of attaching a file. 2. Right-click and then select Create Intellittach. 3. In the Intellittach dialog box, select Link or Ticket. A ticket allows anyone receiving the ticket, whether or not they are a Xythos on Demand user, to read the file. The ticket allows the recipient access for the next 30 days. To change the permission or the duration of the ticket, click Ticket Options. Organization users can alternately send the file as a link. Links are used to share files and folders with other Xythos on Demand users in your organization. Links provide more security by allowing you to assign specific read or write permission for each recipient. You will find information about link options in the Xythos Drive online help on the Personalizing tab, select Intellittach. Your program starts and an message opens. The URL of the file is in the message. The recipient will see the link in the message body. 4. Enter the recipient addresses, 5. Edit the message text. The recipient can click the link or double-click the attachment to open the file. 6. Select Send. 7. The next time you start your program, the message will be sent. Your recipient opens the file by clicking the link in the message body, or double-clicking the attachment. If the file you selected was from your Xythos on Demand account, your recipients access the actual file. Any changes you make to the file after you send the link are there for your recipients to see. And, a recipient has write permission, any changes are made directly to your file, without the recipient needing to save it to their local desktop, make changes, and then sending it back to you. Send a file using directly from your program 1. Start Outlook or Notes. 2. Create a new message. 3. Enter the recipient and subject. 4. Attach the file either from your Xythos on Demand account, or from a local drive, using the paperclip, drag the file to the message, or whatever method you usually use. 5. Press the Send button. 6. In the Intellittach dialog box, select Link or Ticket. A ticket allows anyone receiving the ticket, whether or not they are a Xythos on Demand user, to read the file. The ticket allows the recipient access for the next 30 days. To change the permission or the duration of the ticket, click Ticket Options. Organization users can alternately send the file as a link. Links are used to share files and folders with other Xythos on Demand users in your organization. Links provide more security by allowing you to assign specific read or write permission for each recipient. You will find information about link options in the Xythos Drive online help on the Personalizing tab, select Intellittach. Using this method, the file is automatically copied to your My Attachments regardless of whether the file is on a local disk or in your Xythos on Demand account. One copy is saved in My Attachments, regardless of the number of recipients. The recipient opens the copy of the file in My Attachments by clicking the link in the message body, or Xythos on Demand Quick Start Guide for Xythos Drive page 9

11 double-clicking the attachment. Any changes to the file made my recipients are made to the copy in My Attachments. Note: this is true whether the file was local or in your account. You can also share a file or folder in your Xythos on Demand account by sending its internet address or URL. This sharing method is not limited to Outlook or Notes users and is the only way to share a folder with others. Send the URL 1. In Windows Explorer, locate the file or folder in your Xythos on Demand account. This method does not work with local files. 2. Right-click and select Copy URL to Clipboard. 3. Paste the URL into an message or an instant message, and then click Send. Your recipient opens the file by clicking the link in the message body. Recipients have access to the actual file. Any changes you make to the file after you send the link are there for your recipients to see. And, if they have write permissions, they can make changes directly to your file, without first saving it to their local desktop, and then sending it back to you. Access Files When Disconnected From the Internet With Xythos Drive you can access recently used files or files you have selected to always be available offline, even when the Internet is not available. By making specific files available offline, you ensure their availability when you are not connected. Changes made to offline files while connected are made to the copy in your Xythos on Demand account. Changes made while disconnected, are made to a local copy stored in C:\Documents and Settings\PC user account name\local Settings\Application Data\Xythos\cache and synchronized as soon as you reconnect. Only files that have changed are synchronized, reducing your bandwidth usage. Making Files or Folders Available Offline 1. In Windows Explorer, locate the file or folder. 2. Right click the file or folder, and then select Always Available Offline. 3. If you select a folder, in the Confirm Offline Subfolders box, choose No to make only the files in the folder available offline (a good option if the folder is large), or, choose Yes to make the folder and all it s files and subfolders available offline, and then click OK. Displaying Offline Status You can configure Windows Explorer to display the status of the files in your Xythos on Demand account. 1. On the Windows Explorer View menu, select Choose Details 2. Select the Xythos Drive Status check box. 3. Click OK to return to Windows Explorer. 4. On the Windows Explorer View menu, select Choose Details 5. Select the Xythos Drive Status check box. 6. Click OK to return to Windows Explorer. Files that have been selected to always be available offline display Present offline in the Xythos Drive Status column. Xythos on Demand Quick Start Guide for Xythos Drive page 10

12 Connecting Offline 1. Make sure all files from your mapped drive are closed. 2. To display the Xythos Drive window, click the Xythos Drive icon in the Windows system tray. 3. On the Xythos Drive window, click the Connect tab. 4. If the status is Working Online, then click Disconnect. 5. Click Work Offline. When your folders and files are available for access offline, a red X appears over the drive when you open My Computer or Windows Explorer and the drive icon appears dimmed. Files and folders that are not available offline appear dimmed. Synchronizing Files Xythos Drive is set up to automatically synchronize your offline work with the server whenever you connect to the server, by uploading all changed files to your Xythos on Demand account. If a file you have edited has been updated on the server since you last synchronized, possibly by another user, you will get prompted with a dialog asking you what actions to take. You can either choose to overwrite the other user's edits, to save your changes to another location, or to discard your edits. Display Xythos Drive Online Help The Xythos Drive online help includes Quick Start pages that provide step-by-step instructions on commonly used features, and Personalizing pages that help you to fine tune Xythos Drive to meet your needs. 1. In the Windows taskbar, right-click the Xythos Drive icon. 2. Select Help. Change your Xythos on Demand Password You can not change your service level from within Xythos Drive; you must use the Xythos on Demand web view. Single Account Users 1. Start a browser, and then in the address bar, type or click 2. Enter your username and password, and then click Submit. 3. On the left, under Account Management, click Billing and Service. If you do not see Billing and Service, click Account Management to display your choices. 4. On the top, click the Password tab. 5. Enter your current password. 6. Enter your new password. 7. Enter your new password again, and then click Save Changes. 8. To end your web view session, click Log out. Organization Account Users Xythos on Demand Quick Start Guide for Xythos Drive page 11

13 1. Start a browser, and then in the address bar, type or click 2. Enter your username and password, and then click Submit. 3. On the left, under Account Management, click Settings. If you do not see Settings, click Account Management to display your choices. 4. Click Change Password tab. 5. Enter your current password. 6. Enter your new password. 7. Enter your new password again, and then click Ok. 8. To end your web view session, click Log out. Change Service Level Users with individual accounts can change their service level at any time. If you hit your bandwidth quota and can not access your files, you may want to change the service level, rather than waiting until the next billing cycle. You can not change your service level from within Xythos Drive; you must use the Xythos on Demand web view. 1. Start a browser, and then in the address bar, type or click 2. Enter your username and password, and then click Submit. 3. On the left, under Account Management, click Billing and Service. If you do not see Billing and Service, click Account Management to display your choices. 4. Select Change Service Plan. 5. Choose your new service plan. 6. Choose Change Service Plan or Keep Current Service Plan. 7. To end your web view session, click Log out. Get Notified When Someone Accesses a File or Folder Subscriptions are notifications you receive when someone has accessed the file or folder. You may create a subscription for any file or folder in your account. To setup a subscription: 1. In Windows Explorer, locate the file or folder. 2. Right click the file or folder, and then select Subscriptions. 3. In the top toolbar, of the browser window that opens, click the Create Subscription button. 4. Fill in the required information: a. Notify me of are the events that trigger a notification. You can choose one or more types. b. Frequency is how often you want the notification sent. You can choose to have the notification sent immediately when the action takes place or as part of a report that is sent on a daily basis. 5. Click Ok, and then close the browser. Once the subscription is created, notifications are sent to you by . Keep a History of Who Accesses a File or Folder, and When Logging allows you to keep a record of who accesses your files and when they do so. You can start and stop logging, and you can view the history of who has accessed the file while logging was enabled. Xythos on Demand Quick Start Guide for Xythos Drive page 12

14 1. In Windows Explorer, locate the file or folder. 2. Right click the file or folder, and then select File Access Log. 3. To start logging, in the top toolbar, of the browser window that opens, click the Enable Access Logging button. 4. To stop logging, in the top toolbar, of the browser window that opens, click the Enable Access Logging button. 5. To view the log, in the top toolbar, of the browser window that opens, click the Refresh Log button. 6. When you are finished, close the browser. Start Xythos Drive Manually 1. Click Start. 2. Select Programs. 3. Select the Xythos Drive folder. 4. Select Xythos Drive. Uninstalling Xythos Drive The Xythos Drive can be uninstalled in a couple of ways. Via the Control Panel 1. Open the Windows Control Panel. 2. Select Add/Remove Programs. 3. Scroll down and select Xythos Drive. 4. Click Change/Remove. 5. Follow uninstall wizard instructions. 6. When uninstall is complete reboot your computer. or From Windows Programs 1. In the taskbar, click Start, select Programs, and then select Xythos Drive. 2. Select Uninstall Xythos Drive. 3. Follow uninstall wizard instructions. 4. When uninstall is complete reboot your computer. Xythos on Demand Quick Start Guide for Xythos Drive page 13

15 Getting More Help From the Xythos Drive window, you can access the help pages by clicking the Help button located at the bottom of the window. For additional help, contact support at Xythos on Demand Quick Start Guide for Xythos Drive page 14

16 Xythos on Demand Quick Start Guide for Xythos Drive page 15

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