USER GUIDE. Unit 2: Synergy. Chapter 2: Using Schoolwires Synergy

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1 USER GUIDE Unit 2: Synergy Chapter 2: Using Schoolwires Synergy Schoolwires Synergy & Assist Version 2.0

2 TABLE OF CONTENTS Introductions... 1 Audience... 1 Objectives... 1 Before You Begin... 1 Getting Started... 2 As a Folder Owner... 2 When Viewing Folders Shared with You... 3 Creating Your First Folder... 5 Creating a New Folder... 5 About the Storage Pie Chart in My Folders... 6 Creating Files Online... 8 Available Online Editors and Their File Types... 8 Creating an Online Word Processing File... 9 About the Word Processing Editor Line Spacing Icon Insert Anchor Icon Insert Link Icon Insert Table Icon Insert Image Icon Insert HTML Icon Insert Layer Icon Find and Replace Icon Toggle HTML Source Icon Saving, Downloading and Previewing an Online Word Processing File Creating an Online Spreadsheet File About the Spreadsheet Editor Uploading Files Uploading Files to a Folder Removing Files Before Upload Begins Adding Additional Folders and Files Adding Folders at the Top Level Adding Subfolders Creating or Uploading Files to Folders Working with Files Marking Files as Favorites in the Folder Workspace Using the Workspace Buttons ing Links to Files Creating the Downloading Files from an ed Link Working with Mailings Moving Files Zipping Files Deleting Files Using the File Click Menu SynAstUnit2Ch2V2_ doc Page i

3 Editing Files Changing File Options Changing File Title and Adding or Editing a Description Updating a File Marking Files as Favorites in the File Options Window Working with Tags Adding Tags Deleting Tags Working with Comments Adding Comments Deleting Comments Working with Versions Downloading a File Working with Files in a Tag Cloud on the My Folders Tab Working with Folders Accessing the Folder Click Menu Accessing the Folder Context (Right-click) Menu Renaming Folders Changing Folder Options Renaming the Folder or Changing the Folder Icon Changing Allowed File Types Changing Sharing Settings Enabling Versioning in a Folder Sharing Folders File Permissions for Shared Folders Sharing with Groups Adding Groups Editing Permissions for Groups Removing Groups from Sharing Sharing with Users Adding Users Editing Permissions for Users Removing Users from Sharing Zipping Folders Deleting Folders Moving Folders Moving a Subfolder to the Top Level Moving a Folder into Another Folder Using the Recycle Bin Folder Recycle Bin Restoring Folders Permanently Deleting Folders File Recycle Bin Restoring Files Permanently Deleting Files Searching within Synergy SynAstUnit2Ch2V2_ doc Page ii

4 Working with Search Folders Searching Files Working with Folders that have been Shared with You Accessing Folders on the Shared With Me Tab Accessing Folders Shared with You from the Navigation Pane Accessing Folders Shared with You from the Hover Menu Working with Unlocked Folders on the Shared With Me Tab Working with Locked Folders on the Shared With Me Tab Search Folders on Shared With Me Tab SynAstUnit2Ch2V2_ doc Page iii

5 Introductions Schoolwires Synergy is a digital file sharing solution that provides webbased, centralized, secure access to content, such as documents, files and presentations. These can be stored, organized and shared by administration, faculty and students. Audience Folder Owners and individuals who have access to folders shared with them should read this chapter. Objectives This chapter covers how to create and manage folders and files, and work with folders that have been shared. In this chapter you will learn to: Create folders. Create and edit online word processing and spreadsheet documents. Upload files to folders. Work with files, including adding tags and comments to files; downloading and editing files; zipping files; and ing and moving files. Work with folders, including changing options and sharing folders; zipping folders; moving and renaming folders. Work with Search folders. Search for files. Work with folders shared with you. Before You Begin If you have not already done so, Schoolwires recommends that you read the Synergy & Assist chapter on navigation. It covers signing in and general navigation, including hover menus, click menus and grid functions. Changing your user account information, including your password is also covered in that chapter. SynAstUnit2Ch2V2_ doc Page 1

6 Getting Started As a Folder Owner If you are a Folder Owner what you see the first time you sign in to Synergy will be similar to what is shown in Figure 1. Figure 1: Folder Owner after signing in. Note: You will only see the link to Assist if your organization has this Schoolwires work order management application and you are an authorized user. If someone has shared at least one folder with you, you will also see the Shared With Me tab as shown in Figure 2, provided you have been granted permission to view shared folders. Figure 2: Folder Owner with shared folders after signing in SynAstUnit2Ch2V2_ doc Page 2

7 Depending on your permissions, you may also see the link to Users & Groups or System Settings on the Main Menu bar or the Administration tab within Synergy. See the Synergy & Assist chapter, Users & Groups, and the Synergy chapter, Synergy Administration, for more information. System Settings is used mainly by organizations with Assist. This is covered in the Assist chapter, Assist Administration. Creating and managing folders; and adding and managing files are covered in the first part of this chapter. Folder Owners will generally be able perform most of these tasks. When Viewing Folders Shared with You If you are not a Folder Owner and no one has shared any folders with you, the first time you sign in, what you see will be similar to what is shown in Figure 3. In Figure 3, the individual is a student. His organization has Assist, but he is not an authorized user. Therefore, the link to Assist does not display on the Main Menu bar. Figure 3: Student with no shared folders If you have been granted permission to view folders that have been shared with you and if at least one folder has been shared with you, what you see the first time you sign in to Synergy will be similar to what is shown in Figure 4. Figure 4: Student only able to view shared folders after signing in SynAstUnit2Ch2V2_ doc Page 3

8 When you are working with a folder that has been shared with you, you will not be able to create or manage folders. This is true regardless of whether or not you are a Folder Owner. However, depending on the permissions the Folder Owner has assigned to you for a particular folder, you may be able to work with files. Therefore, some of the following information in Working with Files may be useful to you: Creating Files Online Uploading Files Working with Tags Editing Files Working with Comments Downloading Files Deleting Files You will not, however, be able to or move files, or work with versions. In addition to the above information, see Working with Folders that have been Shared with You later in this chapter. SynAstUnit2Ch2V2_ doc Page 4

9 Creating Your First Folder Although you are a Folder Owner, as shown in Figure 5, the first time you sign in, you will have no folders. Therefore, the first thing you will need to do is create a new folder. Figure 5: Folder Owner after signing in. Creating a New Folder To create a new folder: 1. Click on the New Folder button at the top of the Folders tab in the navigation pane. A New Folder window like the one shown in Figure 6 will display. Allowed file types Checkbox for top level folder Figure 6: New Folder window SynAstUnit2Ch2V2_ doc Page 5

10 2. Enter a name for the folder (required). 3. Choose a folder template from the drop-down list (required). Folder templates are set up in Synergy Administration. Their main function is to define the file types allowed for a folder created using this template. Notice that the file types currently allowed for that template display below the Template combo box. Depending on your user profile, you may be able to add or delete file types to any folder you create. See Changing Allowed Files Types later in this chapter for more information. 4. Since this is your first folder, you will have to create it at the top level. Click in the checkbox to the left of Make Top Level Folder. 5. Click on the Save button. The name of the folder you created will display in the navigation pane. As you can see from Figure 7, that folder will be selected in the navigation pane and its workspace will display. In addition, as soon as you create a folder, a folder storage pie chart will display in the navigation pane. About the Storage Pie Chart in My Folders A Synergy Administrator allows a default amount of storage space for each Folder Owner in the site. An Administrator can override this default limit to set different storage limits for specific Folder Owners. See Chapter 3: Synergy Administration for more information. The pie chart shown in Figure 7 displays the percentage of the allocated storage space that is in use. The percentage used is shown in dark blue and the percentage available is shown in light blue. Since this is the first folder and we have not added any files to the folder, the chart in Figure 7 is entirely light blue. All the storage space allocated to this Folder Owner, which is 30MB, is still available. Figure 7: Navigation pane and workspace after folder created SynAstUnit2Ch2V2_ doc Page 6

11 The pie chart is generally labeled in megabytes (MB). However, until you reach 1 MB, the pie chart will be labeled in bytes (B) or kilobytes (KB). TIP: Conversion: 1,024 Byte = 1 Kilobyte (KB) Kilobyte = 1 Megabyte (MB) The pie chart only displays when you are working in the folder workspace of a folder you created. Tooltips display the amount of storage space that is used and the amount that is free when you mouse over the chart or the key for the chart. As you approach the storage limit that has been set for you, the pie chart will be almost all dark blue. If a Folder Owner is at the limit or if a file being uploaded will cause the limit to be exceeded, all users will be prevented from creating or uploading any more files and will see an error message like the one shown in Figure 8 in the Upload File(s) window. Figure 8: Message displays if at storage limit SynAstUnit2Ch2V2_ doc Page 7

12 Creating Files Online If you are working in a folder that allows available file types for one of the online editors, you can create files online. The online editors are relatively simple WYSIWYG editors. If you wish to create or edit a document containing complicated functions of formatting, Schoolwires recommends you use an application that is available to you. You can then upload the file to the folder workspace. Available Online Editors and Their File Types The two available online editors and the file types they recognize are: Word processing editor o.doc o.txt o.html Spreadsheet editor o.xls o.csv If any of these file types are allowed in the folder, a New File button will display in the folder workspace as shown in Figure 9. Figure 9: Folder workspace with New File button If none of these file types are allowed in the folder, the New File button will not display in the folder workspace as shown in Figure 10. Figure 10: Folder workspace without New File button SynAstUnit2Ch2V2_ doc Page 8

13 Creating an Online Word Processing File To create an online word processing file: 1. Navigate to the desired folder workspace. 2. Click on the New File button. A New File window like the one shown in Figure 11 will display. If one of the file types is not allowed, that file type will be grayed out as shown in Figure 12. Figure 11: New File window: all file types allowed Figure 12: New File window: spreadsheet not allowed SynAstUnit2Ch2V2_ doc Page 9

14 3. Enter a title for the file in the File Title field. TIP: Use standard naming conventions when naming online files. Do not use special characters like /. Special characters may cause problems when zipping files. 4. Click in the radio button to the left of the word processing document. 5. Click on the Save button. A word processing editor like the one shown in Figure 13 will display. Figure 13: Word processing editor Note: If the editor does not open immediately, you have not allowed pop-ups on your Synergy site. If you do not allow popups, you will need to use the Edit button on the file click menu to continue creating the online file. 6. Create and format your file. See About the Word Processing Editor for more information on the icons and functions within the editor. SynAstUnit2Ch2V2_ doc Page 10

15 About the Word Processing Editor Most of the icons within the editor are standard word processing icons. For instance, the icon will initiate your print dialog box. However, we provide information on some of the other icons here. Line Spacing Icon When you click on the Line Spacing icon, a Line Spacing dialog box like the one shown in Figure 14 will display. Figure 14: Line Spacing dialog box To change the line spacing: 1. Select the text. 2. Click on the Line Spacing icon. A Line Spacing dialog box like the one shown in Figure 14 will display. 3. Select the desired spacing from the drop-down list. 4. Click on the Done button. The editor will return as the active window and the line spacing will be applied. Insert Anchor Icon An anchor is also known as a bookmark. When you click on the Insert Anchor icon, an Insert/Modify Anchor dialog box like the one shown in Figure 15 will display. Figure 15: Insert/Modify Anchor dialog box To insert an anchor: 1. Position the cursor where you wish to insert the anchor. 2. Click on the Insert Anchor icon. An Insert/Modify Anchor dialog box like the one shown in Figure 15 will display. 3. Enter the anchor name. 4. Click on the Insert button. The editor will return as the active window and an anchor will display in that location. The tooltip will contain the anchor name. SynAstUnit2Ch2V2_ doc Page 11

16 Insert Link Icon You can insert a link to a URL, an anchor or an address. When you click on the Insert Link icon, an Insert/Modify Link dialog box like the one shown in Figure 16 will display. Figure 16: Insert/Modify Link dialog box To insert a link to a URL or bookmark: 1. Select the text to which you wish to link or position the cursor where you wish to insert the linked text. 2. Click on the Insert Link icon. An Insert/Modify Link dialog box like the one shown in Figure 16 will display. 3. Enter the URL or select the anchor from the Anchor drop-down list. 4. Enter text if you did not select text. 5. Enter a title (tooltip) for the link. 6. Select a target from the Target drop-down list. 7. Click on the OK button. The editor will return as the active window and the linked text will display. To insert a link to an address: 1. Select the text to which you wish to link or position the cursor where you wish to insert the linked text. 2. Click on the Insert Link icon. An Insert/Modify Link dialog box like the one shown in Figure 16 will display. 3. Click on the Address tab on the top of the Insert/Modify Link dialog box. An Address tab like the one shown in Figure 17 will display. SynAstUnit2Ch2V2_ doc Page 12

17 Fi gure 17: Insert/Modify Link dialog box: Address tab 4. Enter the address. 5. Enter text if you did not select text. 6. Enter a subject. 7. Enter a title (tooltip) for the link. 8. Select a target from the Target drop-down list. 9. Click on the OK button. The editor will return as the active window and the linked text will display. Insert Table Icon When you click on the Insert Table icon, an Insert Table dialog box like the one shown in Figure 18 will display. Figure 18: Insert Table dialog box To insert a table: 1. Position the cursor where you wish to insert the table. 2. Click on the Insert Table icon. An Insert Table dialog box like the one shown in Figure 17 will display. 3. Drag your mouse over the number of columns and rows you desire. 4. Release your mouse. The editor will display as the active window. The table will display. SynAstUnit2Ch2V2_ doc Page 13

18 Insert Image Icon When you click on the Insert Image icon, an Insert Image window like the one shown in Figure 19 will display. Figure 19: Insert Image window To insert an image: 1. Position the cursor where you wish to insert the image. 2. Click on the Insert Image icon. An Insert Image window like the one shown in Figure 19 will display. 3. Click on the Browse button. A Browsing window will display. 4. Browse your computer or network for the image. 5. Select the image. 6. Click on the Open button. The Insert Image window will return as the active window. The file path for the image will display in the Image File/URL field. 7. Click on the Preview button to preview the image in the Preview window. 8. Enter alternate text. 9. Adjust the layout as required. 10. Adjust the spacing as required. 11. Click on the OK button. The editor will return as the active window. The image you inserted will display. SynAstUnit2Ch2V2_ doc Page 14

19 Insert HTML Icon When you click on the Insert HTML icon, an Insert HTML dialog box like the one shown in Figure 20 will display. Figure 20: Insert HTML dialog box To insert HTML: 1. Position the cursor where you wish to insert the HTML. 2. Click on the Insert HTML icon. An Insert HTML dialog box like the one shown in Figure 20 will display. 3. Enter the HTML. 4. Click on the Insert button. The editor will return as the active window. The formatting and text you entered will display. Insert Layer Icon When you click on the Insert Layer icon, a layer will be inserted in the editor at that position. Find and Replace Icon When you click on the Find and Replace icon, a Find and Replace dialog box like the one shown in Figure 21 will display. Figure 21: Find and Replace dialog box SynAstUnit2Ch2V2_ doc Page 15

20 Toggle HTML Source Icon When you click on the Toggle HTML Source icon, a Format HTML window like the one shown in Figure 22 will display. Notice that you can format the HTML for the Body, head or Styles. Figure 22: Format HTML window Saving, Downloading and Previewing an Online Word Processing File As you can see in Figure 23, you can save the file. You can also download it as a different file type and preview how the file will look when it is printed by clicking on the appropriate link at the top of the editor. Figure 23: Word processing editor SynAstUnit2Ch2V2_ doc Page 16

21 Figure 24 shows the file types that are available when you download your word processing file. Figure 24: Download from word processing editor Creating an Online Spreadsheet File To create an online spreadsheet file: 1. Navigate to the desired folder workspace. 2. Click on the New File button. A New File window like the one shown in Figure 25 will display. Figure 25: New File window: both file types allowed 3. Enter a title for the file in the File Title field. TIP: Use standard naming conventions when naming online files. Do not use special characters like /. Special characters may cause problems when zipping files. 4. Click in the radio button to the left of spreadsheet document. 5. Click on the Save button. A spreadsheet editor like the one shown in Figure 26 will display. SynAstUnit2Ch2V2_ doc Page 17

22 Note: If the editor does not open immediately, you have not allowed pop-ups on your Synergy site. If you do not allow popups, you will need to use the Edit button on the file click menu to continue creating the online file. 6. Create and format your file. See About the Spreadsheet Editor for more information on the icons and functions within the editor. About the Spreadsheet Editor Figure 26: Spreadsheet Editor Most of the icons within the editor are standard spreadsheet icons. For instance, the icon will initiate your print dialog box. Note the following icon functions: Wrap Text icon will wrap the selected text. Merge Cells Across icon allows you to merge selected cells. More Format Options icon to the right of the Merge Cells Across icon gives you the option to align the text on the top, middle or bottom of the cell or split the cell. Add Chart icon allows you to insert various types of charts using the data you entered. More Format Options icon to the right of the Comma icon allows you to increase or decrease decimals, recalculate the data in the cell or set the data as text. Insert icon allows you to insert rows or columns. Delete icon allows you to delete selected rows or columns. SynAstUnit2Ch2V2_ doc Page 18

23 Export File icon allows you to export the spreadsheet file as one of the file types shown in Figure 27. Figure 27: Export File Types Uploading Files Once you create a folder, you can upload files of the allowed file types to that folder. Uploading Files to a Folder Note: Schoolwires sets the default maximum file size that can be uploaded during implementation. Folder Owners may set a maximum file size for individual folders on the Sharing Settings tab of the Options window. See Changing Sharing Settings later in this chapter for more information. To upload files to a folder: 1. Navigate to the folder workspace to which you wish to upload files. See Figure 28. Figure 28: Folder workspace 2. Click on the Upload File(s) button at the top of the folder workspace. An Upload File(s) window like the one shown in Figure 29 will display. Notice that the file types allowed in that folder are shown in the window. 3. Click on the Browse button. A Select File(s) window like the one shown in Figure 30 will display. SynAstUnit2Ch2V2_ doc Page 19

24 Figure 29: Upload File(s) window 4. Browse your computer until you find the location of the files you wish to upload. Figure 30: Select File(s) window TIP: If no files display in the window, the files in that location may not be one of the file types allowed in that folder. If you have the required permission in your user profile, you can change the allowed file types on Folder Options, which you access from the folder click menu or context (right-click) menu. See Changing Allowed File Types later in this chapter. 5. Select one or more files. SynAstUnit2Ch2V2_ doc Page 20

25 6. Click on the Open button. The files you added will display in the Upload File(s) window. The Upload and Clear List buttons will no longer be grayed out. The total size for all the files will display at the bottom of the window. 7. Click on the Upload button. A progress bar will display in the Upload File(s) window. When the upload is complete, you will see 100% Uploaded. Upload complete. 8. Click on the Finish button once the upload is complete. The folder workspace will refresh. The files you just uploaded will display. Removing Files Before Upload Begins You may remove files from the Upload File(s) window before you begin an upload. To remove: 1. Some files from the Upload File(s) window before upload: a. Select the file or files. The Remove button will no longer be grayed out. b. Click on the Remove button. The files you removed will no longer display in the Upload File(s) window. 2. To remove all the files from the Upload File(s) window before upload, click on the Clear List button. No files will display in the Upload File(s) window. The Upload, Remove and Clear List buttons will be grayed out. Adding Additional Folders and Files You can add additional folders at any time. You can add them at the top level or nested within other folders. As you add folders, they will default to alphabetical order. Note: If you add a folder at the wrong level, you can move it at any time. See Moving Folders later in this chapter for more information. Adding Folders at the Top Level To create another folder at the top level of the navigation tree in the navigation pane, follow the steps for creating your first folder. 1. Click on the New Folder button at the top of the Folders tab in the navigation pane. A New Folder window will display. 2. Enter a name for the folder (required). 3. Choose a folder template from the drop-down list. 4. Click in the checkbox to the left of Make Top Level Folder. SynAstUnit2Ch2V2_ doc Page 21

26 5. Click on the Save button. The folder you created will display in the navigation pane. The folder will be selected and its workspace will display. Adding Subfolders You create folders as subfolders the same way you create folders at the top level with two exceptions: You must be within the folder in which you wish to create the subfolder before you click on the New Folder button. You do not click in the checkbox to the left of Make Top Level Folder. Creating or Uploading Files to Folders As long as you have not used all your storage space, you can create online files if that function is available in the folder workspace and upload files of the allowed file types to folders at any time. If you have just added a new folder, you will already be in that folder s workspace. However, if you want to add files to another folder, you must select that folder in the navigation pane before you can add files to it. SynAstUnit2Ch2V2_ doc Page 22

27 Working with Files You will do most of your work with files from within a folder workspace like the one shown in Figure 31. Generally, you will work with the files using buttons that display at the top of the workspace or the click menu that displays when you click on the title of the file. However, you can mark a file as a favorite directly in the workspace. Figure 31: Folder workspace To access the folder workspace that contains the files with which you want to work, click on the name of the folder in the navigation pane. A folder workspace like the one shown in Figure 31 will display. As you can see, the folder name will display at the top of that workspace. The folder name will be in bold in the navigation pane. Marking Files as Favorites in the Folder Workspace You may want to mark files you use often as favorites. If you mark a file as a favorite, a star will display in the column to the left of the file title. In addition, that file will display in the Favorite Files folder workspace. You can mark files as favorites right in a folder workspace or by using the Options button on the file click menu. Within the folder workspace, the star to the left of the file name acts as a toggle switch. SynAstUnit2Ch2V2_ doc Page 23

28 In Figure 31 no files are marked as favorites. However, when you click on the star to the left of the file name, that star turns gold as shown in Figure 32. That file is now marked as a favorite. Figure 32: Folder workspace with one file marked as favorite To remove it as a favorite, click on the gold star. In addition, you can mark or remove files as favorites using the Options button on the file click menu. See Marking Files as Favorites in the File Options Window later in this chapter for more information. Using the Workspace Buttons With the exception of the New File and the Upload buttons in the folder workspace, the buttons at the top of a folder workspace may be applied to more than one file. Warning: If you have multiple pages of items on a page, you can only select multiple items or use the Select All checkbox on a single page. If you move to another page, the items you selected on the first page will be deselected. ing Links to Files You can a link to one or more files to anyone who has an address. That person will be able to download the file from the link. That person does not need access to Synergy to download the file. Note: The download link will be sent from the address associated with your user account. If you do not have an address, it will be sent from the address entered in Settings in Synergy Administration. See the Synergy chapter, Synergy Administration, for more information. SynAstUnit2Ch2V2_ doc Page 24

29 Creating the To a link to files: 1. Click on the folder name of the folder that contains the files you wish to in the navigation pane. That folder workspace will display. 2. Click in the checkbox to the left of each file you wish to be included in the download link that will be sent. 3. Click on the File(s) button at the top of the folder workspace. An Files window like the one shown in Figure 33 will display. Figure 33: Files window: General tab 4. On the General tab: a. Enter a subject for the the recipients will receive (required). b. Enter text you would like to accompany the links. This field is not required. However, it is highly recommended. c. Enter a download expiration date (required). No one will be able to download the files after this date unless you change it. (See Working with Mailed Files later in this chapter for information.) You may choose a date from the calendar pop-up or you may enter a date. SynAstUnit2Ch2V2_ doc Page 25

30 5. On the Recipients tab shown in Figure 34: Figure 34: Files window: Recipients tab a. To enter an address: i. Enter an address into the text box under Recipients. ii. Click on the Add button. The address will display in the window below the text box. iii. Repeat Steps (i) and (ii) as required. b. You can remove addresses before you the links. Note: You can only remove one address at a time. To remove addresses before you mail the links: i. Select the address you wish to remove in the window below the text box. ii. Click the Remove button. The address will no longer display in the window below the text box. iii. Repeat Steps (i) and (ii) as required. 6. As you can see from the Files tab shown in Figure 35, you can remove any of the files you selected prior to sending the links. To remove a file before ing the links: a. Select the file you wish to remove. b. Click on the Remove button. The file will no longer display on the tab. c. Repeat Steps (a) and (b) as required. SynAstUnit2Ch2V2_ doc Page 26

31 Notes: You can only remove one file at a time. If you do not wish to remove files, proceed to Step 7. Figure 35: Files window: Files tab 7. Click on the button. The folder workspace will return as the active window. The recipients will be sent an with your message and a link to a location from which they can download the files. It will look like the one shown in Figure 36. Figure 36: Sample 8. Repeat Steps (2) to (7) as required. SynAstUnit2Ch2V2_ doc Page 27

32 Downloading Files from an ed Link When the recipients click on the link for files, a File Download(s) window like the one shown in Figure 37 will display. Figure 37: File Download(s) window To download a file, click on the Download button to the right of the file you wish to download. You will be prompted to save or open the file. Note: If the download link has expired, the Download Files window will display the message: The download has expired. Working with Mailings Once you have ed a link to files, you can: Change the download expiration date. Delete the mailing. Changing Download Expiration Date To change the download expiration date for a link to particular files: 1. Click on Mailed Files in the navigation pane. A Mailed Files workspace like the one shown in Figure 38 will display. Figure 38: Mailed Files workspace SynAstUnit2Ch2V2_ doc Page 28

33 2. Click on the Edit button to the right of the link for which you d like to change the download expiration. An inline edit for that mailing as shown in Figure 39 will display. Figure 39: Mailed Files workspace 3. Enter the new download expiration date or use the calendar pop-up. 4. Click the Save button. The workspace will refresh and the new download expiration date will display. Deleting a Record of a Mailing You can delete the record of a mailing. Once you do that, however, you cannot change the download expiration date. Deleting a mailing will not change the access to files that were associated with that ed link. Note: Deleted mailings are not sent to the Recycle Bin. To delete the record of a mailing: 1. Click on Mailed Files in the navigation pane. A Mailed Files workspace will display. 2. Select the mailing or mailings you wish to delete. 3. Click on the Delete Mailing(s) button. A confirmation message like the one shown in Figure 40 will display. SynAstUnit2Ch2V2_ doc Page 29

34 Figure 40: Confirmation for deleting ed links 4. Click the Delete button. The workspace will refresh and the mailings that you deleted will no longer display. 5. Repeat Step (2) to Step (4) as required to delete multiple mailings on multiple pages. Moving Files You can move files to another folder at any level. To move files: 1. Click on the name of the folder that contains the files you wish to move in the navigation pane. A folder workspace like the one shown in Figure 41 will display. Figure 41: Folder workspace 2. Click in the checkbox to the left of the file or files you wish to move. SynAstUnit2Ch2V2_ doc Page 30

35 3. Click on the Move File(s) button at the top of the folder workspace. A Move Files(s) window like the one shown in Figure 42 will display. However, no folder names will be in bold when you first access the Move Files(s) window Figure 42: Move File(s) window 4. Expand the navigation tree as required. 5. Click on the name of the folder to which you want to move the files. As shown in Figure 41 the destination folder you selected will be in bold. 6. Click on the Move button. The workspace will refresh. The files will be moved to the folder you chose. 7. Repeat Steps (2) to (6) as required. SynAstUnit2Ch2V2_ doc Page 31

36 Zipping Files You can zip and download files from a folder workspace. You can zip one file or multiple files. To zip files: Figure 43: Folder workspace 1. Access the desired folder workspace. (See Figure 43.) 2. Click in the checkbox to the left of the file or files you wish to zip. 3. Click on the Zip File(s) button on the top of the workspace. A File Download window like the one shown in Figure 44 will display. Figure 44: File Download window 4. Click on the Save button. A Save As window will display. 5. Navigate to the location to which you want to save the file. 6. Rename the zip file as desired. 7. Click on the Save button. The folder workspace will return as the active window. SynAstUnit2Ch2V2_ doc Page 32

37 Deleting Files To delete files from a folder workspace: 1. Click on the name of the folder that contains the files you wish to delete in the navigation pane. That folder workspace will display. (See Figure 42.) 2. Click in the checkbox to the left of the file or files you wish to delete. 3. Click on the Delete File(s) button at the top of the workspace. A confirmation message like the one shown in Figure 45 will display. Figure 45: Delete files(s) confirmation message 4. Click on the Delete button. The folder workspace will refresh. The files you deleted will no longer display in the workspace. However, they have not been permanently deleted. They have been moved to the Recycle Bin. From within the Recycle Bin, you can restore them or permanently delete them. See Using the Recycle Bin later in this chapter for more information. Using the File Click Menu When you click on the title of a file in a folder workspace, a click menu for that file like the one shown in Figure 46 will display. The information and the buttons that display on the file click menu will vary depending on the file type and whether versions have been allowed in the folder. Figure 46: File click menu displays in folder workspace SynAstUnit2Ch2V2_ doc Page 33

38 All file click menus will contain the following information about the file: Owner Size File name Creation date Since the file click menu in Figure 46 is for an image file, it contains a thumbnail of the image. Other file types may show as broken links. In addition, since it is not a file type that can be created or edited using the online editors, no Edit button displays on the file click menu. Since the Folder Owner has not allowed versioning in that folder, the Versions button does not display on the file click menu. From the file click menu shown in Figure 46, you can: Change the options on the file. Work with tags. Work with comments. Download the file. The file click menu in Figure 47, however, is for a file that can be edited using one of the online editors. It is in a folder with versioning enabled. Therefore, both the Edit button and the Versions button display on the file click menu. Figure 47: File click menu with all buttons Therefore, from this file click menu, you can: Edit the file. Change the options on the file. Work with tags. Work with comments. Work with versions. Download the file. SynAstUnit2Ch2V2_ doc Page 34

39 Editing Files If the file type allows online editing, the Edit button will display in the file click menu. When you click on the Edit button, the file will open in the appropriate online editor. Notes: The online editors do not differentiate between files you created online and files you uploaded if they are of the appropriate file type. If you have been assigned only View permissions for a shared folder, you will see a View button instead of an Edit button. Changing File Options You change the file options by clicking on the Options button in the file click menu. You can also double-click on the file title. When you do either of these, a File Options window like the one shown in Figure 48 will display. Figure 48: File Options window Notice that the file details display in the File Options window. As you can see, you can: Change the file title. Update the file. Mark the file as a favorite. Add or change the description. You can do these things simultaneously. However, here we cover them individually. SynAstUnit2Ch2V2_ doc Page 35

40 Changing File Title and Adding or Editing a Description To change the file title or add a description in the File Options window: 1. Enter a new title in the File field. 2. Enter or edit a description in the Description field. 3. Click on the Save button. The folder workspace will return as the active window. Updating a File You can update any file, regardless of whether you created it online or uploaded it to the folder workspace. Note: You can only upload one file when you replace a file. To replace an uploaded file in the File Options window: 1. Click on the Update File button. An Update File window like the one shown in Figure 49 will display. Figure 49: Update File window 2. Click on the Browse button if you wish to replace a file. A Select File(s) will display. 3. Browse your computer for the file you wish to upload. 4. Select one file to upload. Note: if you select more than one file, you will see a warning. Only the first file you selected will be added. The other files you selected will be ignored. 5. Click on the Open button. The Update File window will return as the active window. The size of the file you selected will display. SynAstUnit2Ch2V2_ doc Page 36

41 6. Click on the Upload button. A progress bar (showing per cent complete and number of files) and transfer rate will display in the window. When the upload is complete, the File Options window will return as the active window. 7. Click on the Save button. The folder workspace will return as the active window. Marking Files as Favorites in the File Options Window To mark a file as a favorite in the File Options window: 1. Click on the radio button to the left of Yes. 2. Click on the Save button. The folder workspace will return as the active window. A star will display in the column to the left of the file title. SynAstUnit2Ch2V2_ doc Page 37

42 Working with Tags A tag is a relevant key word or term that users can assign to a file in Synergy. Tags are displayed on the My Folders tab and the Shared With Me tab within a tag cloud like the one shown in Figure 50. Figure 50: Tag Cloud Tag clouds are a way to display key words and visually depict how frequently they are used. Within Synergy, the font size of a tag will increase as it is used more frequently. In Figure 50, for instance, Animals has been assigned to the most files, while Cat and Picture have been assigned to the fewest files. In addition to this visual depiction, the tags in Synergy display in alphabetical order within the tag cloud. Adding Tags To add tags to a file: 1. Click on the file name within the folder workspace. The click menu for that file will display. 2. Click on the Tags button in the click menu. A File Tags window like the one shown in Figure 51 will display. Figure 51: File Tag window SynAstUnit2Ch2V2_ doc Page 38

43 3. Enter the tag or choose one from the drop-down in the combo box. 4. Click on the Insert button. The tag you just entered will display on the list of tags at the bottom of the window. Note: Tags are displayed in alphabetical order. Therefore, if you have multiple pages of tags, you may not see the tag you just added until you navigate to a later page. The number of items, however, will increase by one each time you add a tag when there are multiple pages of tags. TIP: To add multiple tags to a file separate the tags with a comma. at the same time, simply 5. Repeat Steps (3) and (4) as required to enter as many tags as you would like. 6. Click on the Finish button when you are done entering tags. The folder workspace will return as the active window. Deleting Tags To delete tags from a file: 1. Click on the file name within the folder workspace. The click menu for that file will display. 2. Click on the Tags button in the click menu. A File Tags window like the one shown in Figure 52 will display. Figure 52: File Tags window SynAstUnit2Ch2V2_ doc Page 39

44 3. Click on the Delete button to the right of the tag you wish to delete. A confirmation message like the one shown in Figure 53 will display. 4. Click on the OK button. The File Tags window will refresh and the tag you deleted will no longer display on the list of tags. 5. Repeat Steps (3) and (4) to delete as like. many tags as you would 6. Click on the Finish button when you are done deleting tags. The folder workspace will display. Working with Comments You can view comments made by others, enter comments and delete comments. The date and time of the last comment made about a file displays in the Last Comment column in the folder workspace. If new comments have been added since you last viewed comments, this icon will also display in the column. Once you have viewed the new comments, this icon will no longer display. Adding Comments To add comments to a file: Figure 53: Delete tag confirmation message 1. Click on the file name within the folder workspace. The click menu for that file will display. 2. Click on the Comments button in the click menu. A File Comments window like the one shown in Figure 54 will display. Any comments that have been made about the file will display at the bottom of the window along with who made the comment and when it was added. SynAstUnit2Ch2V2_ doc Page 40

45 Figure 54: File Comments window 3. Enter your comment in the Comment text box. 4. Click the Add button. Your comment will be added at the bottom of the window. 5. Click the Finish button. The folder workspace will return as the active window. Notes: If you hover over a comment, the full comment and information about the comment will display. See Figure 55. If you click on the caret to the left of the file name, the information for that file will display. This includes the owner, the date it was modified, the file type and the file size as shown in Figure 56. You may need to refresh the grid in order to see the new comment icon. To refresh the grid, click on the Refresh button that displays to the left of the Select All checkbox in the grid. SynAstUnit2Ch2V2_ doc Page 41

46 Figure 55: Comment hover menu Figure 56: File Comments window SynAstUnit2Ch2V2_ doc Page 42

47 Deleting Comments You can delete any comments that have been added to a file. To delete comments: 1. Click on the file name within the folder workspace. The click menu for that file will display. 2. Click on the Comments button in the click menu. A File Comments window like the one shown in Figure 56 will display. 3. Click on the Delete button to the right of the comment you wish to delete. A confirmation message like the one shown in Figure 57 will display. Figure 57: Delete comment confirmation message 4. Click on the OK button. The File Comments window will refresh. The comment you deleted will no longer display. Working with Versions If versioning has been enabled for the folder, a Versions button will display on the file click menu. Versioning is not limited to files that were created using one of the online editors. A version of a file is created each time you save that file. Users with whom you share a folder cannot view or work with versions. However, if they can create or edit files, they will affect the versioning for that file. You will only be able to create as many versions as were allowed in Folder Options. Once you reach the maximum number of versions, new versions will replace older versions in the File Versions window. See Enabling Versioning later in this chapter for more information. To work with versions: 1. Click on the Versions button on the file click menu. 2. A File Versions window like the one shown in Figure 58 will display. You can: a. Download a version. b. Rollback a version. c. Delete one or more versions. SynAstUnit2Ch2V2_ doc Page 43

48 Figure 58: File Versions window 3. To download versions: a. Click on the Download button. A File Download window will display. b. Click on the Save button and save the file to the desired location. 4. To rollback versions: a. Click on the Rollback button. A confirmation message like the one shown in Figure 59 will display. Figure 59: Confirm rollback b. Click on the OK button. The file will be rolled back. 5. To delete version: a. Click in the checkbox to the left of the version or versions you wish to delete. b. Click on the Delete button at the top of the File Versions window. A confirmation message like the one shown in Figure 60 will display. Figure 60: Confirm delete SynAstUnit2Ch2V2_ doc Page 44

49 c. Click on the OK button. The File Versions window will refresh. The versions you deleted will not display. Downloading a File Downloading a file using the file click menu is a different function that downloading one from an ed download link. However, once you click on the Download button, the process is the same. To download a file using the file click menu: 1. Click on the file name within the folder workspace. The click menu for that file will display. 2. Click on the Download button in the click menu. A File Download window (Opening window in Mozilla Firefox ) like the one shown in Figure 61 will display. Figure 61: File Download window 3. Click on the Save button (Save to Disk radio button in Firefox) to save the file to your desktop. a. Navigate to the location in your computer to which you wish to save this file. b. Click on the Save button. The file will be saved. 4. Click on the Open button (Open with radio button in Firefox) to open the file without saving. The file will open. SynAstUnit2Ch2V2_ doc Page 45

50 Working with Files in a Tag Cloud on the My Folders Tab If you have added tags to files, when you click on the By Tag tab on the My Folders tab, you will see a tag cloud like the one shown in Figure 62. As you can see, when you first click on the By Tag tab, no files will be displayed. You must click on at the name of a tag to display all the files to which that tag has been assigned. Figure 62: Tag cloud on By Tag tab on My Folders tab Within Synergy, the font size of a tag will increase as it is used more frequently. In Figure 62, for instance, Assignments is the tag used on the most files. In addition to this visual depiction, the tags in Synergy display in alphabetical order within the tag cloud. Figure 63 shows the workspace containing all files on which the tag Assignments has been used. The file click menu will be the same for that file in the tag workspace as it is in the originating folder workspace. You can work with the file click menu for any files currently assigned the tag from within the tag workspace. However, some of the folder workspace buttons are not available Note: If you delete the Assignments tag on a file using the file click menu, that file will no longer display in that tag s workspace. Figure 63: Workspace for files with Assignments as tag SynAstUnit2Ch2V2_ doc Page 46

51 Working with Folders Folder Owners can work with folders that belong to them. No one may change anything related to a folder that has been shared with them. Provided their user profiles allow, Folder Owners can: Rename folders. Move folders. Change folder options, including allowed file types, sharing settings and versioning settings. Share folders with groups of users or with individual users. Zip folders. Delete folders. Most of these functions are accessed through the folder click menu, the context (right-click) menu or both. Note: You cannot access a folder click menu or a folder context menu from the following default Synergy folders: Search Folders Mailed Files Recycle Bin Accessing the Folder Click Menu To access a folder click menu: 1. Click on the folder name in the navigation pane. A folder workspace like the one shown in Figure 64 will display. Figure 64: Folder workspace SynAstUnit2Ch2V2_ doc Page 47

52 2. Click on the folder name at the top of the folder workspace. A folder click menu like the one shown in Figure 65 will display. Remember the buttons that display on the folder click menu will be determined by your user profile. For instance, if sharing has not been included in your profile, the Sharing button will not display. In addition, if the folder is already at the top level, you will not see the Top Level button as you do for the subfolder shown in Figure 65. Figure 65: Folder click menu for subfolder Accessing the Folder Context (Right-click) Menu By right-clicking on a folder name in the navigation pane, you can access the context menu for that folder as shown in Figure 66. Figure 66: Folder context menu Renaming Folders You can rename a folder using the folder Options in the folder click menu or by using the Rename link in the folder context menu. To rename a folder from the context menu in the navigation pane: 1. Right-click on the folder name in the navigation pane. The folder workspace will display, the folder name will display at the top of the workspace and the context menu for that folder like the one shown in Figure 66 will display in the navigation pane. 2. Click in the Rename link in the context menu. A box will display around the folder name as you see in Figure 67. Figure 67: Rename folder SynAstUnit2Ch2V2_ doc Page 48

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