Training - Admin - Using the Service
Transcript of Training - Admin - Using the Service
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The Mobile Sync & WorkPlatform for yourBusiness
Access and share files with your Team from any device, anywhere
Technical Support Training
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USING THE SERVICE - ADMIN
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What Were Going to Cover
Using the Service - Admin How Soonr Works
The Dashboard, Favorites, and Recent Changes
Project, Folder & File Views; Managing Files
File Versioning
Delete, Undelete, Restore File Status, Locking, and Branching
Search
Teams - Members, Connections, and Groups
Project Sharing and Sync
Public Links and Send by e-mail
Comments & Notifications
Desktop Integration
Favorites
Account Settings
Mobile Workplace; Content Creation, Editing, and Annotation
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How Soonr Works - Key Components
4
The Soonr Service
eu.soonr.com and vip.soonr.com
Sync & Collaboration Service
Soonr Desktop Agent
Desktop integrated sync agent
Soonr Mobile Access
Mobile access via Browser
Mobile App for content creation,
editing, and annotation
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How Soonr Works: Soonr Service
The online Service is the central hub of Soonr Dedicated, HIPPA-compliant, secure, redundant facilities
Long term data repository; redundant file storage per location
Centralized synchronization & control for all user accounts
Provides for both Agent-based and Web-based access Provides access to, and display of, user content
Converts files for rapid, device-optimized rendering
Executes restore, send, print, fax and other actions
Provides for Enterprise administration features
Active Directory integration
Reporting; Collects and maintains details of access history
"Super Admin" access level is available
Provides a settings area for account configuration
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How Soonr Works: Desktop Agent
Establishes and maintains an encrypted SSLconnection to the Soonr service
Manages sync, backup, and restore of projects, folders,
and files between the computer and the server
Constantly monitors local projects, folders, and files in SoonrWorkplace, then sends changes to the Server
Accepts updated projects, folders, and files from the Server,
and stores them locally in Soonr Workplace
Acts as a control panel for user to configure Soonr
settings
Project sync settings; Backup settings
Network connection usage
Available for Windows and Mac
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How Soonr Works: Mobile Access
Remote access via a computer or mobile device isavailable using a web browser
Browser-based access supports file viewing, file management
(rename, delete, etc.), download, upload, and public links
Complete account administration via web browser Projects, Teams, Comments, Notifications, etc.
Local "Mobile Agent" apps are available for certain
mobile devices (iPhone, Android, Blackberry)
Mobile Agents provide for a more integrated file sync
experience, much like the Desktop Agents
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Dashboard - Favorites
Favorites can be viewed on the Favorites tab of the Dashboard page Favorites are indicated by a yellow star to the left of a Project, Folder, or File
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Favorites
At any Project, Folder, or File level view, click the star to toggle favorites
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Favorites
Any Favoritefile will be downloaded to, and made available on, mobile devices See Favoritesview and Projectsview of a mobile device below
These Favorite selections are synchronized with the Soonr service
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Dashboard - Recent Changes
The Recent Changestab provides quick links to recently-changed files
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Project View
The Project View is the top level view in the Project/Folder/File structure
Navigate into Projects, Folders, and Files simply by clicking on them
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Project View
Level-sensitive drop-down menus are also available at the right side of the
Project list, Folder list, or File list.
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Project, Folder, & File Menu Levels
Drop-down menus are "level-sensitive", and display somewhat different options
for Project level, Folder level, and File level;
The Project, Folder, and File level Icons are indicative of the current view level
Project Level
Folder Level
File Level
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Folder View - Managing Files
Navigating into a Project, and then into a Folder, we have the Folder view We can View, Upload, Download, Rename, Copy, Print, Fax, and more
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Folder View - Adding Files to Project
From the Folder level menu, select the Uploadoption, then use the filenavigator to select a file
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Folder View - Adding Files to Project
Alternatively, the simplest and fastest way is to open the Project from insidethe local Soonr Workplace folder, then drag-and-drop the file
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Versioning
Soonr maintains older versions of each file for up to 180 days
To view them, select "previous versions" from the File level menu
As depicted below, a list of previous versions will be provided
Previous versions do not count against storage quotas
On one of the previous versions of the file, see the options available on the drop-
down list box
Previous Versions
Current Version
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Versioning
Menu options for versioning control enable a variety of actions; The revertoption will post the current version to the previous version list, and then
copy the reverted version to the current position. There will be a net increase in
the number of versions as a result. Version history is maintained.
The current versionoption will simply open the current version for viewing
The detailsoption will display the details for the selected version
The downloadoption will launch a local operating system file navigator so that youcan download the selected file version to your local machine
The restoreoption is explained in the next section
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Delete, Undelete, Restore
The option to delete a file is available on the File level menu Deleted files are maintained on the server for 180 days, and do not count against storage quotas
To view deleted files, select "show deleted" from the Project or Folder level menu
To undelete a file, choose the undeleteoption from the file popup menu as shown below
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Delete, Undelete, Restore
Restore Restore is used to recover a file from the Soonr service and save it on the local machine
Restoring from Computer Backup versus from a Project provide slightly different options
Restore is not available for Projects that you do not own
Restore from Backup
Restore from Project
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File Status and File Locking
File icons in Soonr Workplace indicate filestatus
To lock a file, right click on the icon and
select "Lock For Me"
Local
LockIcon
Remote
Lock
Icon
Sync'd
Icon
Un-Sync'd
Icon
Sync'dicon indicates fullsynchronization with the server
Un-Sync'dicon indicates the fileis Sync'ing, or is yet to Sync
Lockicons indicate local orremote lock based upon color
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File Locking and File Branching
Editing and saving a file that is locked by a remote user will create a branch
The branched file is named after the user See and tiger (Jeff Rinzler).docx below
Branching will also occur without a lock if a "file conflict" occurs A file conflict is declared when the same file is modified and saved by two or more people at
the same time. The branching will ensure that none of the individual edits are lost.
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File Branching vs. File Versioning
Version 1 Version 2 Version 3 Version 4
Open, Edit,
Save
Jane Doe
John Smith
Open, Edit,
Save
Open, Edit,
Save
Open, Edit,
Save
FILE
CONFLICT
Version 1 Version 2
File Branch
Named AfterJohn Smith
Open, Edit,Save
File Branching occurs upon conflict
User name appended to branched file
File Versioning applies to each branch
Conflict detected even without file lock
OPEN
SAVE
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Search
Soonr Search capabilities are global in scope, and can be finely tuned For advanced search as shown, select the "search" option from the Project level menu; Or use quick search
Search any Computer, Project, or Folder that is shared with the user
Search by keyword, file types, and modification date
Quick Search
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Team - Members
The Team -> Members tab is a central place to view/manage Members Click on a specific Member to view their profile and public attributes
Admin has additional managerial controls available, such as to import or add Members
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Team - Members
The team member list can be filtered by various categories Default is to show "All Team Members"; Click for pop-up menu to modify this
The information button on the tool bar provides
summary info on the team
Importing and adding members shown next
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Team - Members - Import
Select the Import Membersbutton from the tool bar in order to import Members Navigate to a CSV file with the format given below
Note that storage quota can be assigned in the CSV file
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Team - Members - Add
Select the Add a Memberbutton from the tool bar in order to add a Member Enter indicated information and click "Create Member"
Note that storage quota and other rights can be assigned
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Team - Members
From the Team -> Members tab, navigate to a member profile by clicking on it
Status info on Backup progress as well as Project Sync progress is available
Some info requires Admin status in order to view it
Latest Activitytab shows recent collaboration activities (file access, commenting, etc)
A convenient way to find a file or comment that was added or modified by another user
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Team - Members
The Computerstab shows various summary information for each computer Computer name and type, as well as the Agent version
Backup and Project sync status, last access time
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Team - Members
The Member Oftab shows Group membership for the selected user Can navigate to a Group profile by clicking on the Group name
Admins can remove themselves from a Group by clicking here
Admins can add members to a Group
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Team - Members
The Created Userstab lists the users (Members & Connections) that werecreated by the selected user
Only Admins can create users
Can navigate to a user profile by clicking on the user name
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Team - Connections
The Team -> Connections tab is a central place to view/manage Connections Edit, Add to Group, or Delete a Connection from the pop-up after selecting it
Click on a specific Connection to view their profile and public attributes
Info, Import Connections, and Add a Connectionwork similar to the same functionsprovided for Members
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Team - Groups
The Team -> Groups tab is a central place to view/manage Groups Create, View, Edit, and Delete Groups
Can filter the Group view using the drop-down list box (next slide)
Select a specific Group by checkbox in order to Edit or Delete it
Click on a specific Group to open, view, and manage it
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Team - Groups - Filter Group View
Group Selector Drop-down List Filter the Group view by various criteria
Default is to show All Groups
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Team - Groups - Add a Group
From the Team -> Groups tab, click the Add a Groupbutton
Create the new Group by providing a Name, E-mail address, and Description
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Team - Groups - Group Details
From the Team -> Groups tab, navigate to a specific Group by clicking on it Detailed Group management functions are available from this view
Add a Member to a Group; Edit, Disable, or Delete a Group
Memberstab shown below lists current members
Click on a Member to navigate to the profile; Or click the icon to delete member
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Team - Groups - Group Hierarchy
The Members Oftab shown below supports Group hierarchy
Groups can be Members of other Groups
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Team - Groups - Projects
The Projectstab shown below lists Projects that are shared with the Group
Click on a Project to navigate to it
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When viewing a specific Group, click Add a Memberto add to the Group Can add an existing Member, create a new one, or Import a Member
Team - Groups - Add Member
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Projects - Sharing
The Projects tab provides a top-level view of all Projects shared with you
Create, view, modify, manage, search, and share Projects from the Projects tab
Click on a Project to view and manage the specific Project (next slide)
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Projects - Sharing
The Project view provides a structured view of Folders and Files in the Project
Both the Project level menu and Folder level menu are available
The Project tool bar provides quick links
Project Level Menu
Folder Level Menu
Comments
Sharing
Public Links
Project Sync Status
Project Notifications Re-Load Page
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Projects - Sharing
To share a Project, select the Shareoption from the Project menu
Enter the name or e-mail address of the Member or Group with whom to share
Configure the access rights
Enter an introductory message
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Projects - Manage Sharing
To manage sharing of a Project, either select the Manage Sharingoptionfrom the Project menu, or click on the Sharing icon in the tool bar
Configure access rights, remove access, or invite more Members
Manage Project Sharing
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Projects - Sync Status
The Project Sync Status button on the tool bar provides sync status
Sync Status is the current status of Project/Folder/File synchronization for all
computers belonging to the current user that have been synchronized to the
specified Project
The option to remove the Project (un-synchronize the Project) from a Computer is
also provided. (Note that this does not remove the Project from the Soonr service.)
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Create and Send Public Link
Public Links can be created at the Project, Folder, or File level
Select Create Public Linkat the Project or Folder level menu
Configure the link with a variety of options Download enable, upload enable, password protect, auto-expire
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Create and Send Public Link
A file-level Public Link does not provide an upload option
Select Create Public Linkat the File level menu
Configure the link with options Download enable, password protect, auto-expire
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Create and Send Public Link
Send a Public Link by selecting the Send Linkoption from the menu
Link can be sent to select team Members with a message
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Create and Send Public Link
Link can also be sent to anyone with an e-mail address
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Create and Send Public Link
To manage Public Links from the Project, Folder, or File view, simply click on
the link icon in the tool bar
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Send by E-mail
To send by E-mail, select Sendat the File level menu
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Send by E-mail
Enter destination e-mail addresses, or choose from existing Team Members
Enter a text message to accompany the file
The entire file will be sent as an attachment, rather than a Public Link
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Viewing Comments
Comments are applicable to Projects, Folders, and Files. Comments provide ameans of enabling and organizing collaboration around content.
To view comments, simply navigate to a Project, Folder, or File, and then
select the comment icon from the tool bar;
You can also add a comment by typing in the open text box at the bottom
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Adding Comments
To add a comment, select "comment" from the "More Actions" pull-down menu
Or you can navigate to a Project, Folder, or File, and choose "comment" from
the drop-down menu;
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Project Notifications
Notification settings for all Projects can be quickly accessed from theAccount Settings menu.
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Notifications
Notifications are controlled at the Project level
Notifications can be managed or disabled with a single click
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Project Notifications
Can enable Notifications when a comment has been added at the Project,
Folder, or File level, or when a File has been added or changed
Notifications allow flexible delivery options, and can be applied to all Projects
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Project Notifications
Notifications can also be configured from the Project view, by clicking on the
Notifications icon in the tool bar
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Desktop Integration
The Soonr service provides Desktop Integration features that allow you to
launch some of the Soonr services directly from the local desktop icon
Right click and select Soonr >
Open Soonr at the file location
Add a comment
View file versions
Fax the document
Create a Public Link
Send a Public Link
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Account Settings
The Account Settings options are available from the Settings link. Look here for personal settings, security options, and quick access to global
settings.
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Account Settings - Personal Info
Region and time zone can be set
Password change option
SMS notifications can be enabled
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Account Settings - Project Notifications
Fast access to all Project Notifications is available from the Settings menu
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Account Settings - Public Links
Fast access to all Public Links is available from the Settings menu Easily review which files still have public links enabled
With this global view, you can disable links individually or in bulk
Also shows Public Links granted by other users
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Account Settings - Lost Device
Upon loss of a synchronized computer or mobile device, the options on thispage provide the ability to disable the lost device.
Sync Agent will not allow log-in of a lost device
Before indicating a lost device, it is advisable to first un-synchronize all projects
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Account Settings - Fax
Use of the Fax feature requires the initial configuration of a Fax service, suchas eFax. This configuration can be done from the Account Settings page.
Using your eFax service username and PIN, Soonr will act as a proxy to fax
your selected files directly from cloud storage
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Mobile Workplace
Mobile app for iOS and Android supports a critical subset of features
Essential features and tabs include
Dashboard
Favorites, Recent
Projects
Folder navigation
Computer Backup file access
Search
Settings
Tabbed Views
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Mobile Workplace
Navigate through Projects and Folders; Select any office file for viewing
View over 50 file types, including .docx, .pptx, .xlsx, .pdf, .eps, .jpg, and more Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Microsoft Outlook
Microsoft Publisher
Microsoft Visio
Adobe Acrobat
Adobe Illustrator
Adobe Photoshop
Adobe Postscript
OpenOffice File Formats
Lotus 1-2-3
CSV
WordPerfect
FrameMakeer
XYWrite
Major Image Formats
Major Video Formats
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Mobile Creation & Editing
Mobile file creation & editing for Office Docs (iOS only; Android planned)
Create new
Edit existing
Save to Project
Scribble (next slide)
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Mobile Annotation
Mobile Annotation with the use of Soonr Scribble
Available separately, and bundled with Soonr Workplace Scribble Mode
4 drawing tools
Pen
Arrow
Freeform shape
Highlighter
Control thickness and
color
Insert new pages
Saved as .pdf
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Mobile App Features
Mobile features similar to on-line features
Comments, Public Links, Send, Fax, etc.
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QUESTIONS?
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THANK YOU.