College of William and Mary. wmfiles.wm.edu. A Reference and Training Guide

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1 wmfiles.wm.edu A Reference and Training Guide 08/15/2012

2 Table of Contents Page What is Xythos Software? 3 Creating a New Folder 4 Uploading Files 4 Coping, Moving, Deleting, Renaming Files 5 Sharing Files with External Users 6 Sharing Files with Internal Users 7 Reading Shared Files 9 Making a Bookmark 9 Editing/Saving a File to wmfiles 10 Setting up Groups 11 Sharing to a Group 13 August 2012 Page 2

3 What is Xythos Software? Xythos (referred to as wmfiles) is a web-based tool that allows you to securely share files with both internal and external users. 1. Login to xythos wmfiles.wm.edu. 2. Enter your WMuserid and password. 3. Domain is CAMPUS. 4. Select OK. August 2012 Page 3

4 Creating a New Folder 1. Select New Folder icon,. 2. Enter the folder name. Click Finish. Uploading Files 1. Select Upload icon,. 2. Select Browse. 3. Navigate to the location of the file to upload, and select it. 4. Click Add File if you would like to upload another file. 5. Click Start Upload to begin the file process. August 2012 Page 4

5 Copying, Moving, Deleting, Renaming Files 1. Select the file. 2. Click the icon of the function you want. 3. Follow online prompts. August 2012 Page 5

6 Sharing Files with External Users 1. Select the file or folder; click the Share icon,. 2. Enter the address of the person(s) to whom you want to share the file. 3. Click Next. 4. Select the permissions: a. Read-Only b. Read, Write, Delete 5. Select Ticket Options. 6. Set a Ticket Password and communicate the password via voice to the intended user. (If you do not password protect the document in Ticket Options, anyone can access the file via the .) Add Users Assign Permissions August 2012 Page 6

7 7. Click Next. 8. Enter any additional text to the . Click Finish. Send Sharing Files with Internal Users 1. Select the file or folder, click the Share icon, Enter users. 2. Enter the address of the person(s) to whom you want to share the file. 3. Click Next. August 2012 Page 7

8 4. Select the permissions: a. Read-Only b. Read, Write, Delete c. Read, Write, Delete, Administer 5. Click Next. 6. Enter any additional text to the Click Finish. Enter Permissions Enter Text August 2012 Page 8

9 Reading Shared Files If you are a wmfiles account holder you will be prompted for your WMuserid and password. The folder will open upon successful login. 3. If you are not a wmfiles account holder, the file will open. Making a Bookmark 1. To bookmark the url to the folder or file that was shared with you, click the Bookmark dropdown in the toolbar (wmfiles account holders) or use the bookmark feature in your browser (non-wmfiles account holders). 2. Open a bookmark in wmfiles by selecting a bookmark from the list. August 2012 Page 9

10 Editing/Saving a File to wmfiles 1. Open and edit the file in the native application. 2. application. Save it to a location familiar to you outside of wmfiles. 3. Open your browser and click on the bookmark you created OR use the link in the original to navigate back to the shared folder. 4. Click the Upload icon. 5. Click the Browse button and navigate to the location. 6. Click the file name to add it to the File Upload box. 7. Click Open in the File Upload box. 8. Click Start Upload at the bottom of the Add File box. 9. The edited file will be saved with the [1] appended to the name in the wmfiles space it was originally shared from. August 2012 Page 10

11 Setting up Groups Setup NOTE: Group members must be registered users of Xythos. 1. Within the Toolbar, click the Setup link. 2. Click the My Contacts tab, the Groups subtab. 3. Click the New Group icon,. My Contacts/Groups 4. Provide a Name for the Group and then click Next. Enter Group Name August 2012 Page 11

12 5. Click the Add Members icon,. 6. Enter WMuserid or name in Find Users, click Find. 7. Highlight user name and click Add Members. 8. Repeat steps 6-7 to build the group. 9. Click Save. 10. Click Home to return to the files view. Add Members August 2012 Page 12

13 Sharing to a Group Add Users Group 1. Select folder or file to share. 2. Click the Share icon,. 3. Enter the group name in the Add Users box. Click Next. 4. Assign Permissions. Click Next. 5. Enter text in the box. 6. Click Finish. Assign Permissions August 2012 Page 13

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