FileCruiser. Desktop Agent Guide

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1 FileCruiser Desktop Agent Guide

2 FileCruiser Desktop Agent Guide Contents Contents Getting Started with FileCruiser 1 Using the FileCruiser Agent 2 Desktop Shortcut 2 Log in to FileCruiser Agent 3 Using the FileCruiser Sync Folder 4 Team folder 4 Shared folder 4 Add files to FileCruiser Sync Folder 6 How File Syncing Works 7 FileCruiser App 7 Change FileCruiser Preferences 8 Selective Sync - choose what to sync 9 General Preferences 10 Unlink from FileCruiser 11 Change Network Settings 12 Change Bandwidth Settings 12 Other Advanced Settings 13 Change language settings 13 Change folder location 13 Install FileCruiser Agent 14 Install Agent on Windows 14 Install Agent on Mac 15 Microsoft Office Outlook Plugin 16

3 FileCruiser Desktop Agent Guide Getting Started with FileCruiser This document is an introduction to FileCruiser for Mac and Windows computers. Most people reading this have already installed the FileCruiser agent, but if you have not yet done so, please first install the agent on the Mac or Windows computer you want to use. The FileCruiser App is also available on most mobile devices. The App enables you to benefit from the same file sharing and syncing services available with the FileCruiser agent. In this guide is a quick introduction to FileCruiser basics including instructions on how to: Log in and use the FileCruiser Agent Add files to the FileCruiser Sync Folder Choose what folders to sync and what not to sync Unlink the FileCruiser Sync Folder Change FileCruiser preferences A Frequently Asked Questions section is included for to help users better understand how FileCruiser works and how they can benefit from using it. 1

4 PROMISE Technology Using the FileCruiser Agent The FileCruiser agent is used for Windows and Mac operating systems to manage file syncing and other functions of FileCruiser. Once it is installed and you are logged in, file back ups and file syncing occurs automatically in the background while the operating system is running. The two versions of the FileCruiser agent are functionally identical, the main difference for the users of Mac or Windows is the appearance of user interface. When the FileCruiser agent is installed, a folder is created for the purpose of synchronizing or syncing the content of that folder with your user Home folder on the FileCruiser server. This is how user content in FileCruiser is backed up, the content in the FileCruiser folder on your local computer is identical to the content of your Home folder on the FileCruiser server. When the agent is running, messages inform you of updates when you change, delete or add files to the FileCruiser folder. As long as you remain linked to FileCruiser via the agent, it will not be necessary to log in again. Desktop Shortcut Click on the desktop icon to view the status of syncing, Open the FileCruiser Sync Folder, launch your to Browse on FileCruiser website to view content via the User Portal, change Preferences or to Pause or Resume Syncing. Choose the option you want in the menu that appears. Please see the FileCruiser User Portal Guide for details about User Portal functions. FileCruiser Agent desktop icon for Windows (left) and Mac (right) 2

5 FileCruiser Desktop Agent Guide Log in to FileCruiser Agent To log in, type in the following information: Host Name: This should be given to you by the FileCruiser administrator. Typically this includes the URL for the company or organization. For example: host.company.com IP Address: An alternative to using a Host Name is entering the IP address of the FileCruiser server. Domain: A Domain is needed when FileCruiser is used in conjunction with another directory service such as Microsoft AD or LDAP. These are commonly used on large corporate networks. Ask your administrator if this is needed. User Account: This is the name associated with the FileCruiser user account. This is assigned by the administrator. Password: Your password is also given to you by the administrator. However you can change it later. Enable SSL: SSL is a protocol used for secure communication. It is a good idea to enable this, especially when transporting data via the Internet. 3

6 PROMISE Technology Using the FileCruiser Sync Folder To open the FileCruiser sync folder on, click on the FileCruiser desktop icon and choose the Open FileCruiser Sync Folder option. When you first install the FileCruiser agent, you will notice there are two folders, the team and shared folders. These are created when you install the FileCruiser agent. Team folder The team folder contains folders in your Team directory in FileCruiser. Team folders are special shared folder that allow members of a team to sync and share files with other team members. All content of the Team folders are synced with all team members. The folders are created by the administrator. The administrator can assign users as members of the team, and assign different roles for team members. This way, the responsibility for management of team membership and management of the team folder is assigned to other users. Depending on the role assigned, a team member might be able to add or remove members, change team folder capacity quotas, change or delete content from the folder, while other users might have read-only access to content. A typical use of the Team function by the administrator might be to keep users up to date with the latest version of the desktop agent installation file, or place a document with details about company or school policy regarding use of FileCruiser. Shared folder The shared folder also contains shared content, but management of the sharing is handled by another user in FileCruiser, without the involvement of the administrator. When users setup sharing with other users, they can choose which users are allowed to share the content, which is synced among all users sharing. Also, when choosing who to share with, you can choose to give the users read-only or write permission, that is, you can choose whether or not the user is allowed to make changes to the shared files. Similar to Note that the content of the shared folder is the same as the Shared From directory in the User Portal. 4

7 FileCruiser Desktop Agent Guide You will also notice that the icons for the files and folders appear a little different. Each thumbnail has a symbol that indicates the Syncing status of the file or folder. See below for a description. File and folder icons in FileCruiser Sync Folder A blue circle with an up arrow in front of the thumbnail indicates the file or folder is synced. A green circle with a sync symbol indicates the file or folder is currently syncing. A gray circle with a minus sign (-) in front of a folder thumbnail indicates the folder is designated as a non-syncing folder. The contents of this folder will not be synced. You can choose folders for Selective Sync in the Advanced tab of the FileCruiser agent Preferences menu. See Selective Sync - choose what to sync on page 9 for details on how to exempt selected folders so the content is not synced. 5

8 PROMISE Technology Add files to FileCruiser Sync Folder Adding or creating folders or files in the FileCruiser Sync Folder is done the same way as with adding files or folders to any other folder or directory in Windows or Mac. Drag and drop items or save items that are modified or created in any program to the Sync Folder in the same way you do with any other file. The main difference is that the content is synced with FileCruiser, and if the content is added to a shared folder, it will sync with anyone with access to the shared folder. The only other difference is the appearance of the files and folders, as described below. Right-click on files and folders in FileCruiser Sync Folder Right-click on a file or folder inside the FileCruiser Sync Folder to view basic functions for Linking, Sharing or Commenting on a file, or launch your browser to access FileCruiser through the User Portal. Please see the FileCruiser User Portal Guide for details. 6

9 FileCruiser Desktop Agent Guide How File Syncing Works FileCruiser is a secure private file synchronization and sharing solution. When you install the FileCruiser Agent on your Mac or Windows computer, a special folder is created on your local system that is duplicated and synced on the FileCruiser server. This means that any changes made to files in your local FileCruiser Sync Folder are also made to the duplicate folder on the server for your account. FileCruiser syncing and sharing The FileCruiser Agent includes various functions that allow you to easily share files with other FileCruiser accounts, or to a link for file sharing with Microsoft Outlook on a Windows computer. For more details on how FileCruiser works, please visit the FileCruiser FAQ page at the PROMISE website. FileCruiser App FileCruiser also has a mobile app for ios and Android devices. The FileCruiser Mobile App is available for download from the Promise webisite at: or use the keyword FileCruiser searching for Apps online. 7

10 PROMISE Technology Change FileCruiser Preferences Change FileCruiser agent preferences to suit your needs for language, syncing, network settings, bandwidth allocation, and other settings in the Preferences menu. To view the Preferences menu, click on the FileCruiser Agent icon and choose the Preferences option. Note The menu offerings and functions for the Mac and Windows versions are the same. For simplicity this document will use the Windows FileCruiser agent user interface for examples. Windows FileCruiser Agent Preferences menus for Windows (left) and Mac (right) 8

11 FileCruiser Desktop Agent Guide Selective Sync - choose what to sync You can choose what to sync and what not to sync in the FileCruiser Sync Folder. Use the FileCruiser Agent Preferences menu deselect folders for syncing. These folders will remain in the FileCruiser Sync Folder, but will not be synced with FileCruiser. To choose files that you do not want to sync, follow these steps: 1. Click on the FileCruiser Agent icon and choose the Preferences option. 2. Click on the Advanced menu tab. 3. Click on the Selective Sync button. 4. Expand the menu tree to locate the folder or folders you want to exempt from syncing, and click in the selection box to remove the check mark for any folders you do not want synced. 5. Click the OK button when finished. 6. Click the Close button to close the Preferences menu. Note that the Advanced preferences menu is also where you can change the Sync Interval setting. By default, this is set to automatically sync with the FileCruiser server as needed. You have the option of choosing a time to each day perform syncing. If you prefer to sync once a day, choose the time preference from the Sync Interval pull-down menu. The time is presented using a 24-hour clock setting. 9

12 PROMISE Technology General Preferences The first menu tab you see when accessing the FileCruiser Agent Preferences menu is for some general settings. Here you can choose to enable or not to enable the following: Show Desktop Notification - (enabled by default) When enabled, messages briefly appear on your desktop when data changes are made in the FileCruiser Sync Folder. These changes are all recorded in the FileCruiser Events log as well. Start on System Start Up - (enabled by default) When enabled, this will launch the FileCruiser Agent at system start up. If you have not unlinked FileCruiser, you will not need to log in. Encrypt upload files - (not enabled by default) Check mark to enable file encryption to encrypt data on the storage disks used by FileCruiser. Ask your administrator about using it if you are unsure. 10

13 FileCruiser Desktop Agent Guide Unlink from FileCruiser To discontinue syncing the FileCruiser Sync Folder, you can just quit running the agent. If you unlink, you will need to log in again. Shutting down your computer or quit the FileCruiser agent does not require that you log in again. Important It is not necessary to unlink the User Agent from the FileCruiser server. To exit the FileCruiser Agent just click on the FileCruiser Desktop icon and choose Quit. If you unlink, the FileCruiser folder on your computer will not sync with the FileCruiser server. In order begin syncing again, you will need to sign in again in the same Account menu tab. To unlink the Sync Folder from FileCruiser, follow these steps: 1. Click on the FileCruiser Agent icon and choose the Preferences option. 2. Click on the Account menu tab. 3. Click on the Unlink this computer button. 4. Click the Close button to close the Preferences menu. 11

14 PROMISE Technology Change Network Settings Change network settings in the Network menu tab of the Preferences menu. Change the proxy server settings and enter a password as required for your network. Consult your administrator if you do not know what settings to use. Change Bandwidth Settings To limit bandwidth for upload or download speed, use the Bandwidth menu tab in the Preferences menu. 12

15 FileCruiser Desktop Agent Guide Other Advanced Settings In addition to Selective Syncing, the Advanced Preferences tab is where you can change the locations of the FileCruiser Sync Folder or change the interface language of the agent. Change language settings To change language preferences for the FileCruiser Agent, click the Advanced menu tab and select the preferred language from the Choose Language pull-down menu. The interface language will change immediately upon selection. Change folder location To change the location of the FileCruiser Sync Folder, click the Advanced menu tab and click the Change button next to the Location field. Follow the instructions to choose another location or create a new folder for the Sync Folder. 13

16 PROMISE Technology Install FileCruiser Agent To use FileCruiser for syncing, sharing and backing up files on your Windows or Mac computer, you first need to install the FileCruiser Agent. If you do not have the installation file, you can download it from the PROMISE website, or ask your FileCruiser administrator where to find the install file you need for the operating system you are running. Then follow the instructions below according to operating system. The FileCruiser Agent maintains a folder on your computer used for syncing with the FileCruiser server. This folder is created as part of the installation process. You are given the option of choosing a location for the sync folder, or you can accept the default location. Install Agent on Windows The installation file for the supported Windows operating systems is in the standard.exe self-executing file for Windows. Save the file to your computer and double-click on it to launch the Windows InstallShield Wizard. 1. In the first InstallShield menu, click on Install to begin the installation process. 2. In the Welcome menu, click Next to proceed. 3. You will be able to choose a location for the sync folder in another menu. 4. When the installation is completed, click on the Finish button. This will launch the login menu for the FileCruiser Agent. The FileCruiser Agent application appears in the Promise folder located in your All Programs menu list. 5. Follow the instructions in Log in to FileCruiser Agent on page 3. 14

17 FileCruiser Desktop Agent Guide Install Agent on Mac The installation file for Mac is contained in the familiar.dmg file. 1. Double-click on the FileCruiser MacAgent dmg file to mount the virtual FileCruiser drive. 2. Double-click on the drive to see the.pkg installation file. 3. Double-click on the FileCruiser MacAgent pkg file and follow the instructions as they appear in the installation menus. 4. In the installation process, you are given an opportunity to choose a location for the sync folder, or you can accept the default location. 5. Click on the Continue button in each menu to finish the installation. The login screen appears automatically. Upon completing the process, the FileCruiser Agent appears as an application in the Applications folder. 6. Follow the instructions in Log in to FileCruiser Agent on page 3. 15

18 PROMISE Technology Microsoft Office Outlook Plugin The FileCruiser Microsoft Office Outlook plug-in is used as a convenient way to add FileCruiser file links into an or to place an attached file from an outgoing into the Sync Folder. The plug-in is supported for Windows operating systems using Outlook 2007 and Outlook It is not supported for Outlook Express. If you are using Outlook 2007 or 2010, ask your FileCruiser administrator where to find the plug-in installation file. Note You must first install the FileCruiser Agent for Windows on your Windows computer before you install the Outlook plug-in. Installing the Outlook Plug-in Make sure that Outlook is not running when you install the plug-in. Double-click the setup.exe installation file and follow the instructions to install the plug-in. Keep in mind that the installation can take several minutes. When the installation is completed, it will be necessary to restart the computer. When the computer has restarted, the FileCruiser Plug-in Setup Wizard launches automatically. Follow the instructions in the Setup Wizard menu to complete the installation. When the installation is finished, the plug-in can be used for new outgoing s. Using the Outlook Plug-in You can use the FileCruiser plug-in when creating a new . The FileCruiser menu buttons appear at the top of the new window. Outlook new menu with FileCruiser plug-in buttons 16

19 FileCruiser Desktop Agent Guide The plug-in functions include the ability to Send Files located in the Sync Folder in the form of a link embedded in the . You can also Convert a file or files that are attached to the from a location outside the Sync Folder in order also save the attached file to a time-stamped folder in the Sync Folder. To Send Files from the Sync Folder In the Outlook new menu, click the FileCruiser Send Files button and select a file located in the Sync Folder to embed a link to the file into the . The embedded link appears in the in a text box that explains the attachment. For the receiver of the , this link functions the same as an attached file, it can be downloaded and saved or opened directly upon receiving and opening the . To Convert attached files and save them in the FileCruiser Sync Folder Create the new and attach the file or files as normal. Then click on the Covert button. The file attachment is then converted to an embedded link in a text box that explains the attachment. Again, for the receiver, this functions the same as a regular attached file in Outlook, the receiver can open it or save it. In addition to converting the file attachment to an embedded link, the file is also saved in the Sync Folder. When you install the plug-in, a new file appears in the Sync Folder called MailAttachment. In this folder you will find any files that have been converted to embedded links for FileCruiser. Each that uses the Convert tool will create a new time-stamped folder for the file attachments, these folders are located in the MailAttachment folder. Mail Attachments folder for Outlook 17

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