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1 User Manual

2 Contents 1. General Information Upload/Create file View/Download file Edit file Delete file Search file/folder Create a new folder Edit a folder Delete a folder Create a Sub folder Maintain file versions a file... 17

3 1. General Information This guide provides the necessary information for using Cloud Drop. For downloading and setting up Cloud Drop for Salesforce please refer to the Cloud Drop implementation guide. 2. Upload/Create file a) Once Cloud Drop has been installed, navigate to any standard object tab. b) Click on any existing record to which you want to upload a file, or create a new record. c) Scroll to Cloud Drop Section and Click on New Document, to create new file. d) Click on New Document, click on Browse to upload the file that you want to upload. e) Add Description to the file that you want to upload. This is an optional field. f) Add Version Name to follow any naming convention that you may already use. This is an optional field. g) Version is an auto populated field that assigns a new version every time a file is versioned. h) Add Keywords that could help you identify and search the file. This is an optional field. i) Select Access Type as Private / Public. Here, Private means that no one can access this document. Public means you can share this file with anyone by sending them a file URL.

4 j) "Upload Button": After filling in the required fields, you can click Upload button to upload the file to your Rackspace account. k) "Cancel Button": If you decide not to upload a file, you can click Cancel button l) If you try to upload a file without a name, you'll get a warning message saying - Please choose a file Click OK and then specify a name to the file.

5 m) If you try to upload the same name file again, an error message - File already exists. Please choose a different file name is displayed. Click OK to specify a different name to the file. 3. View/Download file a) Go to Cloud Drop Section and click on View. b) By clicking on View, user can see the content of the uploaded file.

6 c) Once the user clicks on view, they can either choose open the file or save the file to download d) To view the details of file, click on the name of file.

7 e) File details are displayed that include the name, description, keywords, access type and the file URL incase the file is a public file. f) You can edit the file details and also view all the versions of the file that you have uploaded. g) By clicking on Classic View, you can see Classic View of uploaded file like Name, Created by, Modified by, Record Type, and Description.

8 4. Edit file a) For editing purpose, you can click on Edit button. b) Only details like Description and Keyword can be edited. c) Post editing, click on Save.

9 5. Delete file a) Click on Del in the Cloud Drop section b) After clicking on Del, a warning message will be displayed Are you sure you want to delete all its contents? Click OK, if you want to delete, otherwise click Cancel.

10 6. Search file/folder a) You can search for any file/folder name, description, version name, or keyword by entering any text in the search box. 7. Create a new folder a) Click on New Folder b) Add Description to the folder that you want to upload. This is an optional field. c) "Save Button": After filling in the required fields, you can click Save button to create the new folder. d) "Cancel Button": If you decide not to create a folder, you can click Cancel button

11 e) If you try to create a folder without a name, you'll get a warning message saying Please Enter name Click OK and then specify a name to the folder f) If you try to create folder with duplicate name, you'll get a warning message saying Folder already exists. Please choose a different folder name Click OK and then specify the folder name.

12 8. Edit a folder a) After creating folder, you can edit folder, by clicking on edit.

13 9. Delete a folder a) You can delete folder by clicking on del. After clicking on Del, a warning message will be displayed Are you sure you want to delete all its contents? Click OK, if you want to delete, otherwise click Cancel. b) You cannot delete a folder which contains files and sub-folders. c) If you will try to delete a folder that contains files in it, you will get an error message folder cannot be deleted with content inside. You first need to delete content inside this folder, and then only you can able to delete that folder.

14 10. Create a Sub folder a) You can create any number of sub folders in a folder. Go to the folder, where you want to create a sub Folder and click on New Folder button. b) If you want to view the content of folder. Then, click on name of folder. c) By clicking on Previous button, one can traverse back to the previous file or folder. d) By clicking on New Document button, you can create new document. e) By clicking on New Folder button, you can create new folder, inside a folder. f) By clicking on Go to Root button, you can directly go to root folder. 11. Maintain file versions a) You can upload new versions of existing file, by clicking on Upload New version.

15 b) Click on Browse to upload new version of existing file. c) Add Description to the file that you want to upload. This is an optional field. d) Add Version Name to follow any naming convention that you may already use. This is an optional field. e) Version is an auto populated field that assigns a new version every time a file is versioned. f) Add Keywords that could help you identify and search the file. This is an optional field. g) Select Access Type as Private / Public. Here, Private means that no one can access this document. Public means you can share this file with anyone by sending them a file URL. h) "Upload Button": After filling in the required fields, you can click Upload button to create the new file. i) "Cancel Button": If you decide not to upload a file, you can click Cancel button j) You can view uploaded file by clicking on file name. k) All the new versions of file will be in related list of older version and version will be incremented every time a new file is uploaded.

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17 12. a file a) You can share your file by sending using Send button. You can only share files whose access type is set to public. b) For sending , you need to provide id to which you want to share the document. c) "Send Button": After filling in the required fields, you can click Send button to share the file by sending an . d) "Cancel Button": If you decide not to send a file, you can click Cancel button.