Does the GC have an online document management solution?

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1 This FAQ contains: Web File Services definition Access web file services Create a WFS folder Upload a document a link to a document folder Create WFS subscription Cancel existing subscription Create & delete bookmark Share files & folders in WFS with internal & external users Grant permissions Define WFS drop box Access a WFS drop box Copy files to, managing missing files in, close a, create a, launch a, grant access to a, send an to a dropbox Other Admin options What is Web File Services? Web File Service (WFS) is a secure web-based Electronic Document Management System product from Xythos. WFS enables organizations to safely access, manage and share content over the web. Return to Main Screen View List of Bookmarks Go to last search or view list of saved searches View WFS Account Manage Permissions Tag a file or folder with a keyword Zip a file, subscribe, open or lock a folder and more Create a new folder in current location Customize WFS View ACCESS WFS (WEB FILE SERVICES) Log in into WFS 1. Go to the CUNY Graduate Center Home Page (www.gc.cuny.edu). 2. Click the GC Portal link at page top. 3. Click the Web File Services (WFS) link on lower right (Fig. 1A.) 4. Type in your username and password, and then click OK. Fig. 1A Page 1 of 15

2 Create a WFS Folder 1. Log into WFS (Web File Services) as described above. 2. On the toolbar, click the New Folder button (Fig. 2A.) To create a subfolder, open the folder where you wish the subfolder to reside, and then click on the New Folder button. A subfolder will be created within that folder. 3. Provide a name for the folder. For example: Project Team Documents (Fig. 2B.) 4. Click Finish to create the folder. Upload a Document 1. Double-click the folder you wish to load the document into. 2. On the toolbar, click the Upload button. 3. Click the Browse button to navigate to the location of the document (Fig. 3A). 4. Select the document, and then click the Open button. 5. Click Start Upload to upload document Note: You can also drag and drop a file directly into the Upload File Window. a Link to a Document or Folder 1. Click the Home link. 2. Select the file or folder for which you wish to send a link. Right-click and select , or click the button on the toolbar (Fig. 4A.) 3. Click in the To field to type in the names of recipients (Fig. 4B.) Note: If users already have access, the To field will populate with their names. Remove any unintended recipient names by clicking the delete icon next to it. 4. Select the name of recipient you wish to send the link to. 5. (Optional) Add an additional recipient"s name by typing the user"s or group"s name in the To field. 6. Edit the Subject and the Body of the . Page 2 of 15

3 Note: It is recommended that you do not edit the body of the Click Send. Create a WFS Subscription (For Administrators /Owners only) 1. Click the Home link. 2. Select the file or folder that you want to subscribe to. 3. Right-click on it and select Subscribe (Fig. 5A.) 4. Setup notification options for your subscription (Fig. 5B): a. Notify Me When Select the types of edits for you wish to be notified. b. Report Frequency Select Immediately to be notified when a change occurs or Daily to receive all of notifications at once for the day (schedule is determined by WFS.) c. Expires Use the calendar icon to specify an expiration date, or select Never Expire. 5. Click Ok. Note: Subscriptions can also be created by selecting the file or folder, and clicking the Manage button on the toolbar (Fig. 5C.) The Manage window will open. Click the Subscription button. Fig. 5C Mange/Subscription Page 3 of 15

4 Cancel an Existing Subscription using Reports & Tools 1. Click the Home link. 2. Click the Reports & Tools tab. 3. Click the My Subscriptions tab. 4. Select the subscription(s) you wish to cancel. 5. Click the Unsubscribe button (Fig. 6.) Create a Bookmark 1. Click the Home link. 2. Select the file/folder you wish to bookmark. 3. Right-click and select New Bookmark (Fig. 7A.) (Or, you may also utilize the menu bar: Click on More Actions > New Bookmark link. (Fig. 7B) 4. Enter a name for the bookmark in the Bookmark Name field (Fig. 7C.) 5. (Optional) If you have previously created bookmarks and would like to store this bookmark in the same location, click the Bookmark Location drop-down arrow to select a pre-existing bookmark, and then click OK. Fig 7A Note: If you administer or own a dropbox, you can also create bookmarks for dropboxes using these steps. For more information on dropboxes, see the section below on WFS dropboxes. Delete a Bookmark 1. On the menu bar, select Bookmark, and then click the Manage Bookmarks link. 2. Select the bookmark you wish to delete. 3. Click the Delete button on the toolbar and then click OK. OR Figure 7B Page 4 of 15

5 SHARE FOLDERS AND FILES IN WFS Brief Overview of Permission Rights Types of Users: Owner - Users own the items in their WFS accounts. Users with Accounts - Any users with a WFS account. Public - Users not logged in, or without an account. Types of Permissions: Read - Access to view file or folder Write - Access to edit, rename a file or folder Delete - Access to delete a file or folder Administer - Full access to manage file/folder details. Note: These permissions do not apply to a folder s contents or subfolders unless specifically granted. Permission Levels: Viewer - View only Contributor - Read, Write and Delete Administrator - Read, Write, Delete and Administer Share with an Internal User 1. Click Home Link 2. Select the file or folder you wish to share. 3. On the menu bar, select the Share button (Fig. 9A.) 4. In the Choose Users window, click into the blank text box and begin typing the name of the user you want to share with Page 5 of 15

6 (Fig. 9B.) A list of possible matches will appear which you may select from. 5. Select the correct name from the Choose Users list. 6. Click Next. 7. In the Verify Permissions window, select the level of permissions you wish to grant (Fig. 9C.) Select the permissions level you wish to grant. 8. Select whether to apply the changed permissions to the selected file or folder only or its subfolders and content also. 9. (Optional) Click Next if you wish to send an notification to the user about the access you granted (otherwise, skip and click Finish.) 10. (Optional) Select the checkbox Also send the to me, if you desire a copy of the notification (Fig. 9D.) 11. Click Finish. Page 6 of 15

7 Share with an External User via WFS "Ticket" 1. Click Home Link. 2. Select the file or folder you wish to share. 3. On the menu bar, select the Share button. 4. In the Choose Users window, click into the blank text box and type the address of the external user you want to share with. Note: Sharing activities involving external users are automatically assigned a temporary access "ticket" which will expire 30 days after access was granted. 5. Select the permissions level you wish to grant. External users can be granted Viewer (Read-Only) or Contributor (Read, Write, and Delete) permissions. 6. (Optional) Click the Ticket Options drop-down list (Fig. 10A) to adjust the expiration date of the WFS Access Ticket, set it as "unlimited", or assign a password (Fig. 10B). 7. (Optional) Click Next if you wish to send an notification to the user about the access you granted. 8. (Optional) Select the checkbox Also send the to me, if you desire a copy of the notification. 9. Click Finish. Grant Basic Permissions (Viewer, Contributor) 1. Right-click the file or folder. 2. Select the Manage link, and then click the Permissions link (Fig. 11A.) 3. Click Add Users /Groups. 4. Click in blank text box and type in the last name of the person you want to give access to. 5. Click the Viewer or Contributor radio button. Page 7 of 15

8 Grant Advanced Permissions (Administrator) 1. Follow steps 1-2 for Grant Basic Permissions 2. Click the Advanced Permissions tab (Fig. 11B). 3. Click the checkbox next to the one or more of the following advanced permissions: Administer Inherit Read - cascades to selected folder's subfolders and contents Inherit Write - cascades to selected folder's subfolders and contents Inherit Delete - cascades to selected folder's subfolders and contents 4. Click Apply. WFS DROP BOX Brief Over view of a WFS Drop Box What is a Dropbox? A dropbox is a secure, shared folder in WFS, and is ideal for exchanging and managing sensitive data (Fig. 12.) Types of Dropbox Users Administrator - a user who has either created the dropbox, or has been added as an administrator. Administrators have access to: - Open a dropbox / determine the date when documents can be submitted (if not specified, documents can be submitted immediately.) - Set a final submission date (last day a document can be submitted) - Close a dropbox / set a dropbox close date (the day submitters can no longer access the dropbox.) View, modify and delete any content located within the Page 8 of 15

9 dropbox. Submitter - a user who has been added to the dropbox by its administrator. Submitters have access to: - Add any content from their local computer or WFS account, however cannot edit or remove it once it is submitted. - View any content they have added to the dropbox. Note: There may be multiple submitters for each dropbox; however, submitters will only see their own files unless granted additional access by the dropbox administrator. Create a Dropbox Fig.13A 1. On the menu bar, click the Home link. 2. On the toolbar, click the New Dropbox button. 3. Provide a Title for the dropbox (Fig. 13A.) 4. (Optional) Provide a Description. This will explain the purpose of the dropbox. 5. (Optional) Set an Auto Open Date and Time. 6. (Optional) Set an Auto Close Date and Time. Note: With no Auto Open Date, the dropbox will accept files immediately. With no Auto Close Date, the dropbox will accept files until you specify a close date or close the dropbox. The time zone defaults to the administrator s time zone as set in his or her user settings. Fig. 13B 7. Click Next. 8. Click into the blank Find User or Group text box to type the name of a submitter you wish to add (Fig 13B.) 9. Click the Find button to locate users and groups to whom you wish to add access. Several names may be listed. 10. Select the appropriate user or group s name. The name must be selected to be added successfully. Page 9 of 15

10 11. Click the Add User/Group button. 12. You will see the name listed below in the User column. You may click on Add User/Group again to add another user or group (Fig 13C.) 13. Once you have completed adding submitters, click the Finish button. Submitters will automatically have rights to view content they submit. 14. Click the Launch button in the confirmation screen to launch the new dropbox (Fig 13D.) Fig. 13C Fig. 13D Access a Dropbox 1. Navigate to the dropbox, either by using a supplied link ( ed to you) or through the document manager screen using your bookmark (Fig. 14.) 2. Double-click on it to launch it. Fig. 14 When you launch the dropbox, a second window will open in your browser. To return to your WFS, close the dropbox window. How to Send an To Give Access To A Dropbox 1. Double Click dropbox to open 2. Click manage button. Select either Administrator or Submitter 3. Click Add/User group to add new user. Click into the blank Find User or Group text box to type the name of the submitter you wish to add. 4. Click the Find button to locate users and groups to whom you wish to add access. Several names may be listed. 5. Select the appropriate user or group s name. The name must be selected to be added Fig. 15 Page 10 of 15

11 successfully. Click Exit 6. Click . Select user to send dropbox to. Click Next. Click Send. Access a Dropbox Via an ed Link 1. The user is to search for an with the subject "[Sender] has shared a resource with you." in their desktop client. 2. Open the and click on the dropbox link that is embedded in the (Fig. 15.) 3. A login screen will appear. Enter your GC username and password. Fig. 16 Upload Files to a Dropbox 1. Navigate to the dropbox, either by using a supplied link ( ed to you by the dropbox administrator) or through the document manager screen using your bookmark. Right Click and select Advance > Open. 2. Click the Upload button from the tool bar (Fig. 16.) 3. Click the Browse button to locate a file; click the Add File button to browse for additional files you wish to upload. If you are using the advanced upload screen, you may drag and drop files and folders directly from your local computer to the upload screen 4. Click the Start Upload (Fig. 16A) button. 5. Click Next. 6. Confirmation that your document was successfully uploaded will display on the screen (Fig. 16B.) Click Next to add a description for the file. 7. Click Finish after entering the description (or if you do not wish to provide a description for the file). You will see the new file(s) in the dropbox. Page 11 of 15

12 Copy Files into a Dropbox from your WFS Account. This is from the submitters view. This view is different from the Administrator s. Upon login to dropbox, submitter has option to upload or copy files into the dropbox. So, Administrator has to give the submitter at least write privilege. Navigate to the dropbox, either by using a supplied link ( ed to you by the dropbox administrator) or through the document manager screen using your bookmark. 1. Click the Copy Files Now button (Fig. 17A.) 2. (Optional) Enter a description for the file. 3. Type in the full path of the file or folder you wish to copy to the dropbox. If you are not certain of the location, use the arrow icon next to the File/Folder dropdown list (Fig. 17B) to navigate to the file or folder you wish to copy to the dropbox. 4. Click the OK button. You will see the new file(s) in the dropbox. Missing Files in a Dropbox If a submitted file does not appear listed, it may have been moved by the dropbox administrator to a location to which you do not have access. Closed Dropbox A dropbox may be closed at any time by the dropbox administrator, after which no content can be submitted. A closed dropbox will display as "closed" and none of your content will be listed. Launch a Dropbox's Admin Screen Fig Click the Home link. 2. Double-click the dropbox link (e.g. Audiology Dropbox.xapp. (Fig. 18.) Page 12 of 15

13 Fig. 19A Grant a Submitter Access to the Dropbox 1. Launch the dropbox. 2. Click the Manage button, and then click the Submitters link. 3. Click the Add User/Group button (Fig. 19A.) Click into the blank Find User or Group textbox and type the name of the submitter you wish to add (Fig. 19B.) 4. Click the Find button, then select the correct name and click OK. Important: Use the dropbox wizard or dropbox Manage pages only, to correctly grant access, not the Share or Permissions pages used for sharing files and folders. Note: If you accidentally assign permissions via the Share and Permission pages, open and save the dropbox to reset the permissions correctly. Fig. 19B Fig. 20A Send a Submitter a Link to the Dropbox via Method 1: Use the Dropbox button 1. Launch the dropbox. 2. Click the button (Fig. 20A.) 3. Select the recipients" names from the list of submitters. Fig. 20B Fig. 20C Fig. 20D 4. Click Next, and then click Send. Method 2: Copy a Dropbox URL Link: 1. In the Document Manager, select the dropbox.xapp file. 2. Right-click the file, then click the Copy Full URL link (Fig. 20B.) The URL link will display (Fig. 20C.) You may copy Page 13 of 15

14 and paste this link into an or into your browser's address bar. Note: The recipient must be a submitter or administrator of the dropbox to be able to access the dropbox. You may also go to the Dropbox Manage screen and click the Details link, and then select and copy the dropbox URL link (Fig. 20D.) Other Administrative Options Filter- List files based on a file s submitter, submission date or submission time. Refresh- Clear search results; display new submissions. Move- Move submitted files to another location. Delete - Delete submitted files. Fig. 21 Close a Dropbox to Submissions 1. Launch the dropbox. 2. Click the Manage button, and then click the Details link. 3. Click the Close Submissions button (Fig. 21), and then click Apply. Add Tags 1. To create keywords or "tags" by which you can search for files or folders, click the Home link. 2. Select the file(s)/ folder(s) you wish to tag. 3. Right-click and select the Tag link. 4. Type in a keyword that is relevant to the file or folder, or enter several keywords, divided by spaces. (An unlimited number of tags can be added, and tags can be any length.) (22A) Fig. 22A Fig. 22B 5. Click the Add button (Fig. 22B), and then click Ok. Note: Read and write permissions are required. Tags cannot be modified, once created. Page 14 of 15

15 Folder tags do not apply to contents or subfolders. Columns in the Document Manager screen can be set to display the tags of files or folders. Delete a Tag 1. Select the file/folder associated with the tag you wish to delete. 2. Right-click and select Tag(Fig 23A.) 3. Click the delete icon next to the tag you wish to delete (Fig. 23B), and then click Ok. Fig. 23A Fig. 23B Fig. 24 Search for a Tag to Find a File or Folder 1. Click the Search box expand button. 2. Click the Add More Search Criteria expand button. 3. Select Tags from the Select Property drop-down list (Fig. 24.) 4. Click the Add button. 5. Click in the Tags contain all of the following box, and then type in the tag you wish to search for. Click the Search button. Last Updated August 18, 2015 Page 15 of 15

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