WatchDox for Mac User Guide

WatchDox for Mac User Guide Version 2.3.0

Confidentiality This document contains confidential material that is proprietary to WatchDox. The information and ideas herein may not be disclosed to any unauthorized individuals or organizations or be used for purposes other than working with WatchDox products. Trademarks WatchDox, the WatchDox logo, and all other trademarked company and product names mentioned in this document are either registered trademarks or trademarks WatchDox Inc. in the U.S. and/or other countries. All other products and/or services are trademarks of their respective companies. Copyright 2015 WatchDox. All rights reserved. No part of this document may be reproduced or distributed in any form or by any means, or stored in a database or retrieval system, without prior written permission of WatchDox Inc. 2015 WatchDox. All rights reserved. ii

Table of Contents 1 Introducing WatchDox for Mac... 4 2 Getting Started... 6 Setting up and installing WatchDox for Mac... 6 Signing in to WatchDox for Mac... 6 3 Working with workspaces... 11 Accessing the WatchDox Folder... 11 Syncing workspaces... 13 Sharing workspaces... 16 Copying and moving folders and files to the WatchDox Folder... 17 Removing an item... 19 Deleting an item... 19 4 Working with files... 20 Opening files... 20 Opening protected files... 20 Working in WatchDox Viewer... 21 Viewing file annotations... 22 Sharing files... 22 Managing permissions for sent documents... 23 5 Contacting WatchDox Support... 25 Accessing the WatchDox Support portal... 25 Generating log files... 25 Emailing WatchDox Support... 26 6 Uninstalling WatchDox for Mac... 27 Uninstalling from Mac OSX 10.9 and below... 27 Uninstalling from Mac OSX 10.10... 27 2015 WatchDox. All rights reserved. iii

1 Introducing WatchDox for Mac WatchDox for Mac enables you to easily and intuitively sync and share your folders and files to collaborate with other users directly from your Mac. Installing WatchDox for Mac creates a WatchDox Folder on your Mac from where you can manage your files in workspaces and subfolders, just as with any folder on your computer. The WatchDox Folder is automatically synced with the WatchDox server and can be accessed from the WatchDox Web Application and on any other devices where you have WatchDox installed. The WatchDox Folder contains workspaces which are folders that you create or that are shared with you by other users. If you are a workspace owner, you are also assigned a personal workspace when you first sync with the WatchDox Web application. When using the Copy to My Workspace command, files are automatically placed in your personal folder. called My Workspace. Share your workspaces with other users. New files and changes you or other users make in a shared workspace are automatically updated to all the members of this workspace. Use WatchDox advanced features to restore changes, recover deleted files, and assign user roles (as Contributor with permissions to share file changes, or as Visitor without permissions to share changes). View tracking information of user activities affecting the documents in your workspaces. 2015 WatchDox. All rights reserved. 4

View WatchDox-secured files Open your secured Microsoft Office files with Office for Mac 2011, and open protected PDFs files in the WatchDox for Mac viewer. Note: When working on Mac OS 10.10, some WatchDox for Mac menu items, icon overlays, and the toolbar may appear slightly differently to those shown in this guide. 2015 WatchDox. All rights reserved. 5

2 Getting Started Setting up and installing WatchDox for Mac Download and install WatchDox for Mac. After the installation, WatchDox creates a WatchDox Folder in Finder, and a WatchDox icon in the menu bar, through which you can perform various WatchDox-related actions. Signing in to WatchDox for Mac After installation you are prompted to sign in to WatchDox. 1. If you have closed the prompt, from the WatchDox icon in the menu bar, click Sign in. 2. Sign in by the relevant method as set by your organization, see: Signing in using your email account on page 7 Signing in with username and password on page 9 2015 WatchDox. All rights reserved. 6

Signing in using your email account Follow these steps if your organization is configured for email authentication. 1. In the Email box, enter your email address. 2. In the Site box, enter the URL provided by your WatchDox Organization Administrator. 3. Click Sign In. An authentication email is sent to the email address supplied. Note: A WatchDox account is identified by your email address. If the email address you provide is not known to WatchDox, it will be signed up as a new account and you may need to register to complete the process. 2015 WatchDox. All rights reserved. 7

4. Open this email in your regular email, copy the verification code, and return to the sign-in screen. 5. Enter the verification code. The Preferences window opens on the Sync Workspaces tab. 6. Select the workspaces that you want to sync to your computer and click Apply changes. For more information, see Managing synced workspaces on page 13. 2015 WatchDox. All rights reserved. 8

Signing in with username and password Follow these steps to authenticate if your organization is configured for sign in by username and password. 0. 1. In the Email box, enter your email address. 2. In the Server box, enter the URL provided by your WatchDox Organization Administrator. 3. Click Sign In. 2015 WatchDox. All rights reserved. 9

4. Enter your username (your email address) and password. 5. Click Sign in. You are signed in. The Preferences window opens on the Sync Workspaces tab. Select the workspaces that you want to sync to your computer and click Apply changes. For more information, see Managing synced workspaces on page 13. Signing out 1. Click the WatchDox icon in the menu bar, and select Preferences. 2. Click the Account tab. 3. Click Sign out. The WatchDox Folder, and all workspaces and files in it, are removed from your Mac. The workspaces and files remain on the WatchDox server, and can be restored to the desktop WatchDox Folder if you sign in again using this user account. 2015 WatchDox. All rights reserved. 10

3 Working with workspaces Workspaces are folders that you create or that are shared with you. Workspaces can contain folders and files. Use workspaces to manage your documents. Accessing the WatchDox Folder Click the WatchDox icon in the menu bar. You can access your workspaces and any files they contain as you would a regular folder. About workspace types and roles If you are a workspace owner, a personal workspace named My Workspace is created for you following your first sync. Your personal workspace is the default for files that you move to the WatchDox Folder using the Copy to My Workspace command. Your personal workspace is marked with the following icon: 2015 WatchDox. All rights reserved. 11

Workspace icons show the workspace type and your role in the workspace, as shown in the following table: WatchDox workspace Windows Files Share workspace SharePoint workspace Administrator Contributor Visitor External repository workspaces are marked with an icon according to type, for example, the following is a Google Drive workspace: About workspace status Small overlay icons at the bottom left corner of the workspace, folder, or file icons indicate the status of synchronization. Icon Description The workspace has synced. The workspace is syncing (files are being downloaded or uploaded). 2015 WatchDox. All rights reserved. 12

One or more files in this workspace has a sync error. Note that saving files into a workspace you do not have permissions creates an error. Once the file is removed, the error overlay disappears. If there is no overlay icon, it can indicate that there is currently no connection with the WatchDox server, or that the folder has not been synced. Annotations If you are adding the folder to WatchDox, you can sync the folder in order to create a workspace on the server. See Managing synced workspaces on page 13. The following icon indicates that a file has annotations: Annotations can be viewed by opening the file in the WatchDox Viewer. See Viewing file annotations on page 22 for more information. Syncing workspaces Manage your synced workspaces, check the sync status and troubleshoot any errors. Re-sync a workspace if necessary. Managing synced workspaces After signing in, you are prompted to select workspaces to synchronize to the WatchDox Folder. WatchDox downloads these workspaces and any files they contain into your WatchDox Folder. Thereafter, manage which workspaces you want to sync on your computer by selecting them in the Manage synced workspaces window. All workspaces selected in this window are continuously synced. 1. Click the WatchDox icon in the menu bar, and select Preferences. 2015 WatchDox. All rights reserved. 13

2. In the Preferences window, select the Sync Workspaces tab. 3. Add or remove workspaces that you want to sync. If you select additional workspaces, WatchDox downloads them into the WatchDox Folder. If you clear a workspace in the list, it is deleted from the WatchDox Folder and is no longer synced. Note: Not all files and folders can be synced with the WatchDox Server. Some file types are not supported, and in addition, your organization administrator may configure settings that prevent some file types or above a certain size from syncing with WatchDox. Hidden files and folders are not synced. If you encounter problems syncing files or folders, contact your administrator. 4. Select Use Microsoft Office to view and edit WatchDox protected files to sync RMS-protected files and make them available for viewing and editing in Office for Mac. Clear this checkbox to sync a protected-pdf version of the file named <filename>.original_exp.protected that can be viewed in the WatchDox for Mac viewer. Note: This checkbox gives RMS-enabled organizations the ability to edit RMS-protected files. 5. Click Apply changes. 2015 WatchDox. All rights reserved. 14

Syncing new workspaces If you are invited to a new workspace, the workspace appears in the Preferences window Sync Workspaces tab. Select the shared workspace(s) that you want to sync, and click Apply changes. Checking the Status Report Check the Status Report to view which files that have sync issues. 1. Click the WatchDox icon in the menu bar, and select Status Report. 2. To clear the report, click Clear. 3. To close the report, click Close. Re-syncing a workspace Force a workspace to re-sync with the WatchDox server to ensure that the local workspace is up to date. This is useful, for example, if you delete a file from the WatchDox Folder but do not have sufficient rights to remove it from the workspace on the WatchDox server. By re-syncing the workspace, the file is restored to your local WatchDox Folder. Right-click the workspace folder and select WatchDox > Re-sync. The workspace is re-synced. 2015 WatchDox. All rights reserved. 15

Sharing workspaces Workspace administrators can share their workspaces with other users. Note: Workspaces are folders located directly under the WatchDox Folder. Workspaces can contain folders, but folders cannot be shared separately via WatchDox for Mac. To share folders within workspaces, use the WatchDox Web application. 1. In the WatchDox Folder, right-click the workspace and select WatchDox > Share. 2. In the Invite new members to 'Default Contributors' group area, specify Contributors who will be able to create or update files in the workspace. You can choose to add individual users (by email address), or by distribution list. 3. In the Invite new members to 'Default Visitors' group area, specify Visitors who will be able to receive documents but will not be able to share content in the workspace. List them as well by their email addresses, or by distribution list. Behind the scenes, Contributors and Visitors are added respectively to Default Contributors and Default Visitors workspace groups. These groups have default permissions for the workspace documents set for them by the organization administrator. 4. In the Personal message area, enter a personal message if desired. 2015 WatchDox. All rights reserved. 16

5. Click Share. Copying and moving folders and files to the WatchDox Folder Use the WatchDox context menu to copy folders and files of up to 10GB on your Mac into the WatchDox Folder. Drag folders and files to move them to your WatchDox Folder. Note: You must be defined in your organization with the workspace owner role to perform this action. For more information, contact your organization administrator. Copying folders Copying a folder and its contents to the WatchDox Folder Note: The WatchDox context menu described in this procedure is available when working on Mac OS X 10.9 and below only. If you are working on Mac OS X 10.10 and above, drag or copy the folder to WatchDox as described in Moving folders and files on page 19. 1. Right-click the folder that you want to sync, and select WatchDox > Copy & create new workspace. The folder is copied to the WatchDox Folder as a new workspace, and is synced. A confirmation message appears. 2. Click OK. 2015 WatchDox. All rights reserved. 17

Copying a folder and its contents to the WatchDox Folder, and sharing the workspace with other users Note: The WatchDox context menu described in this procedure is available when working on Mac OS X 10.9 and below only. If you are working on Mac OS X 10.10 and above, drag or copy the folder to WatchDox as described in Moving folders and files on page 19, and then share the workspace, as described in Sharing workspaces on page 16. 1. Right-click the folder that you want to sync, and select WatchDox > Copy & create workspace and share. 2. Add individual users (by email address), or by distribution list: a) In the Invite members to Default Contributors group area, specify contributors, who will be able to create or update files in the workspace. You can choose to add individual users (by email address), or by distribution list. b) In the Invite members to Default Visitors group area, specify visitors, who will be able to receive documents but will not be able to share content in the workspace. List them as well by their email addresses, or by distribution list. 3. In the Personal message area, enter a personal message if desired. 4. Click Share. 2015 WatchDox. All rights reserved. 18

The folder is copied to the WatchDox Folder as a new workspace, and is synced. A confirmation message appears. 5. Click OK. Moving folders and files To move folders and files to WatchDox: Drag the file or folder that you want to sync to the WatchDox Folder. The item is moved to the WatchDox Folder, and synced. Removing an item Move a workspace, folder, or file from the WatchDox folder to remove it from the list of synced items. Do one of the following: o Drag the item out of the WatchDox folder. o Right-click the item and select Move to trash. To restore a removed item: Move the item to WatchDox using one of the ways described above, or restore the item from the Trash. Deleting an item Delete a workspace, folder, or file from the WatchDox folder to remove it from the WatchDox folder and from the WatchDox server. Note: You must be an administrator of the workspace to perform this action. Right-click the workspace that you want to delete, and select WatchDox > Delete. To restore a removed item: Access the WatchDox Web Application, and restore the item from the Recycle Bin. 2015 WatchDox. All rights reserved. 19

4 Working with files Opening files If you have Download Full Access permissions, you can open files on your Mac in their native application, or in the WatchDox Viewer. For organizations that are RMS-enabled, you can also open protected Microsoft Office documents in their native application. Note: For more information on your organization configuration, contact your organization administrator. To open a file in the native application: Double-click the file. Opening protected files If you do not have full access, you can access protected files (displayed in the WatchDox Folder with a.protected suffix) using the WatchDox Viewer. For more information on working in the viewer, see Working in WatchDox Viewer on page 21. 2015 WatchDox. All rights reserved. 20

Working in WatchDox Viewer All files can be opened in 1. Right-click the file and select WatchDox > Open in WatchDox Viewer. 2. Use the toolbar buttons to perform actions on the open document: o Click to zoom in or out of the file. o Click to view annotations for the file. Annotations from all users will be shown. To see annotations from specific users, view the file on an ios or Android device using the WatchDox ios App, or in a web browser, using the WatchDox Web Application. Note: From the applications it is also possible to download the file and the annotations as PDF files. o Click to edit Office documents (Microsoft Word, Excel, and PowerPoint) online with WatchDox Apps. You must have permissions to do this. o Enter a page number and click to navigate to a particular page in the file. o Click to print the file (printer must be configured). o Click to share the file if you have permissions to do so. For more information, see Sharing files on page 22. o Use the search box to search for text within the file. 2015 WatchDox. All rights reserved. 21

Viewing file annotations Access and view the annotations and sticky notes made on the file in mobile devices, if available. Right-click the annotated file, and select WatchDox > View annotations. The file is opened as a PDF file. Note: Any changes that you make to the annotated file (adding, deleting, moving, and so on) are not saved in the WatchDox server. Sharing files Note: You must be a workspace owner or contributor with Download Full Access permissions to perform this action. Send any file located in the WatchDox Folder to any email address. 2015 WatchDox. All rights reserved. 22

1. Right-click the file that you want to send, and select WatchDox > Send. 2. In the To box, begin typing recipients email addresses. The WatchDox AutoComplete feature suggests matches as you type. You can choose to add individual users (by email address) or distribution list. 3. In the Subject box, change the subject if desired. 4. In the Message box, type a message, if desired. Note: The permissions available and their defaults depend on what your organization administrator has set for your organization. 5. In the Send a protected file window, click Send. A confirmation message appears. 6. Click OK. The file is sent. Managing permissions for sent documents Manage permissions for your sent documents in the WatchDox Web Application. 1. Access the WatchDox Web Application. 2. Go to > Sent Items folder (located under Exchange in the navigation tree) to expand it to a list of all sent documents. 2015 WatchDox. All rights reserved. 23

3. Select the sent item that you want to manage permissions for, and access the Permissions tab. 4. Change the current permissions per user, revoke the permissions, or add new users by forwarding the file, as desired. For more information, refer to the WatchDox Web Application User Guide. 2015 WatchDox. All rights reserved. 24

5 Contacting WatchDox Support If you encounter a problem, you can contact WatchDox Support, see: Accessing the WatchDox Support portal on page 25 for browsing the WatchDox Support portal for help Generating log files on page 25 for generating log files to send to WatchDox Support Emailing WatchDox Support on page 26 for contacting WatchDox Support directly by email Accessing the WatchDox Support portal 1. Click the WatchDox icon in the menu bar, and select Preferences. 2. Click the Help tab. 3. In the Help Center area, click Learn More. The online support portal opens, where you can browse for help. Generating log files If you encounter an issue, generate log files to send to WatchDox Support to help with their investigation. 1. Click the WatchDox icon in the menu bar, and select Preferences. 2. Click the Help tab. 3. In the Support Logs area, click Generate Logs. 2015 WatchDox. All rights reserved. 25

4. Do one of the following: o o Click Send to generate the log file and to send an email to WatchDox Support. An email opens with a zipped log file attached. Click Save to generate and save the log file on your computer. Emailing WatchDox Support 1. Click the WatchDox icon in the menu bar, and select Preferences. 2. Click the Help tab. 3. In the Support area, click Contact Us. An email opens addressed to WatchDox Support. 4. Enter a subject and email contents. 5. Click Send. 2015 WatchDox. All rights reserved. 26

6 Uninstalling WatchDox for Mac If it is necessary to uninstall WatchDox for Mac, perform the following steps, depending on which Mac OS you are working on. Note: You do not need to uninstall WatchDox for Mac when upgrading the application. Uninstalling from Mac OSX 10.9 and below 1. Quit WatchDox for Mac. 2. Delete the application from the Applications folder. Uninstalling from Mac OSX 10.10 1. Quit WatchDox for Mac. 2. In Finder, click the Go menu in the menu bar, and select Go to Folder. 3. Enter the following: /Applications/WatchDox.app/Contents/SharedSupport/Uninstaller.app 4. Click Go. Follow the instructions to run the uninstall wizard. 2015 WatchDox. All rights reserved. 27