July 2015
Copyright 2015Accellion,Inc.Allrightsreserved.
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restrictinguse,copying,distribution,anddecompilation.
Accellion,theAccellionlogo,andkiteworksareregisteredtrademarksofAccellion,Inc.kiteworksisa
trademarkofAccellion.Allothertrademarksarepropertiesoftheirrespectiveowners.
CorporateHeadquarters
ContactUs
Accellion
1804EmbarcaderoRoad,Suite200
PaloAlto,CA94303,USA
p.1.650.485.4300|f.1.650.485.4308
www.accellion.com
Table of Contents
Preface ..........................................................................................................................................
vii
Welcome ......................................................................................................................................
Audience ......................................................................................................................................
WhatsNew..................................................................................................................................
kiteworksUpdate3:July2015 ...............................................................................................
kiteworksUpdate2:May2015 .............................................................................................
kiteworksUpdate1:April2015.............................................................................................
vii
vii
vii
vii
viii
viii
Whatiskiteworks?......................................................................................................................... 9
SupportedBrowsers ................................................................................................................. 9
SignIn........................................................................................................................................... 10
TwoFactorAuthentication .................................................................................................... 11
GetOriented:AGuidedTour ....................................................................................................... 12
TheNavigationPane:GettingAroundinkiteworks ............................................................... 13
WhereYouWork .................................................................................................................... 14
DetailView:ExploreYourFilesandFolders ......................................................................14
ListView:ManageYourFilesandFolders .........................................................................15
RecentActivitiesView:TrackYourWork ............................................................................... 17
GoMobile............................................................................................................................... 18
Collaborate................................................................................................................................... 19
FolderManagementandActions................................................................................................. 20
CreateaNewFolder............................................................................................................... 21
ShareAccesstoaFolder......................................................................................................... 22
Roles ..................................................................................................................................23
ChangeUserRoles .............................................................................................................25
DeleteaUser .....................................................................................................................26
ManageYourStorageQuota .................................................................................................. 27
SendanEmailtotheUsersofaFolder .................................................................................. 27
FolderActions......................................................................................................................... 29
EditFolderProperties........................................................................................................29
ManageNotifications ........................................................................................................30
DownloadanEntireFolder ................................................................................................31
Page iii
Troubleshooting...........................................................................................................32
UseZipFilesforEasyTransferofMultipleFiles ..........................................................32
DeleteaFolder ..................................................................................................................33
RecentActivities ..................................................................................................................... 33
MakeaFolderaFavorite........................................................................................................ 34
AccessEnterpriseContentSources(LicenseEnabled)........................................................... 34
AddaNewEnterpriseContentSourcetokiteworks .........................................................36
SharePointandSharePointOnline...............................................................................37
FileShare(CIFS/SMB/DFS)...........................................................................................37
Documentum ...............................................................................................................38
OpenTextContentServer ............................................................................................39
eDOCS ..........................................................................................................................39
Dropbox .......................................................................................................................40
MicrosoftOneDrive ..................................................................................................... 40
RemoveanEnterpriseContentSourcefromkiteworks ....................................................42
FileManagementandActions ..................................................................................................... 42
AddorUploadFiles ................................................................................................................ 43
UploadtoFolder................................................................................................................43
UploadFile(s)viaApplet....................................................................................................44
Troubleshooting...........................................................................................................45
DragandDropintokiteworks............................................................................................46
DragandDropbetweenFolders..................................................................................47
UploadtotheMoveTray...................................................................................................48
Download ............................................................................................................................... 48
OnlineViewer ....................................................................................................................49
DownloadFile(s)viaApplet.................................................................................................... 51
Troubleshooting ................................................................................................................52
PushFile ................................................................................................................................. 52
Lock/Unlock............................................................................................................................ 53
DeleteandRecoveraDeletedFile ......................................................................................... 54
DeleteaFile .......................................................................................................................54
RecoveraDeletedorExpiredFile......................................................................................54
DetailView...................................................................................................................55
ListView.......................................................................................................................56
DeleteaFilePermanently .................................................................................................56
DetailView...................................................................................................................57
ListView.......................................................................................................................58
ViewandChangeVersions ..................................................................................................... 58
DownloadVersion .............................................................................................................60
MakeCurrent.....................................................................................................................60
DeleteVersion ...................................................................................................................60
AddNewVersion ...............................................................................................................61
TheMoveTray........................................................................................................................ 61
MoveTrayActions:CopyandMove..................................................................................61
UploadFilesDirectlytotheMoveTray .............................................................................63
UsetheMoveTraytoCollaboratewithOutsideUsersonEnterpriseContentFiles.........63
ChangeFileExpirationDate ................................................................................................... 65
Mail......................................................................................................................................... 66
Whenyousendorreceiveafile,sendafilepreview,orsaveanemaildraft,thatactivity
Page iv
appearsinthefolderusingthedetailviewand..........................................................66
EmailaFile.........................................................................................................................67
EmailaPreviewofaFile ....................................................................................................69
RequestaFile ....................................................................................................................72
AddTasksandComments ...................................................................................................... 77
Tasks ..................................................................................................................................77
AssignaTask ................................................................................................................ 78
ChangetheStatusofaTask.........................................................................................79
Comments .........................................................................................................................80
AddaComment ...........................................................................................................80
RespondtoaComment ...............................................................................................81
SearchFunctions .......................................................................................................................... 82
BasicSearch............................................................................................................................ 82
EnhancedSearch .................................................................................................................... 83
SearchFiltering ..................................................................................................................85
EditSettings ................................................................................................................................. 86
AccountInfo ........................................................................................................................... 87
DisplayName.....................................................................................................................87
ProfilePicture ....................................................................................................................87
Password ...........................................................................................................................88
Preferences ............................................................................................................................ 88
Language............................................................................................................................89
TimeZone ..........................................................................................................................89
MessageSignature ............................................................................................................89
ContactsandGroups .............................................................................................................. 89
ManageContacts...............................................................................................................90
AddaContact ..............................................................................................................90
EditaContact...............................................................................................................91
DeleteaContact ..........................................................................................................91
AddaGroup.................................................................................................................91
EditaGroup .................................................................................................................93
SFTPKeys................................................................................................................................ 94
GenerateSFTP ...................................................................................................................94
AddSFTP ............................................................................................................................95
DeleteSFTP........................................................................................................................95
97
99
105
Page v
Page vi
1Preface
Welcome
AtAccellion,enterprisesecurityisourprimaryfocus.Secondisourcommitmenttobusinessmobility.
Whetheryouaresharingfileswithinyourorganization,orcollaboratingwithmultipleteamsacrossthe
globe,wearecommittedtoprovidingyouwiththedefinitiveplatformforworkingwithcontentsecurely.
Welcometokiteworks.
Thekiteworkssolutiongivesyoupowerfulandsecureaccesstocontentwhereveryouare,soyoucan
sharewithconfidence.Withkiteworks,youcanworkseamlesslyfromwebbrowser,todesktop,totablet
andsmartphoneandyouarealwaysconnectedtoyourfiles.
Audience
ThisdocumentationisintendedforusersofthekiteworkssolutionbyAccellion.
WhatsNew
Eachreleaseofthedocumentationtrackswiththecurrentversionofthesoftware.
kiteworksUpdate3:July2015
Youcannowdraganddropfilesdirectlybetweenkiteworksfolders
Newmailview.
FolderUploadisnowlistedintheActivityStream.
Userscannowuploadanentirefolderstructureviawebapplet.
Folderscanbesentasazipfileforsharing.
Mobilesync/pushmakesafileavailableonalldevicesforofflineviewing.
AbilitytogenerateoraddSFTPkeypairs.
Page vii
Preface
Whats New
kiteworksUpdate2:May2015
UpdatedtheUserInterfacewiththefollowingimprovements;refertoGetOriented:AGuidedTour:
Movedthemainbuttonstotheleftandaddedlabelsforeasiernavigation.
Lightenedthebackgroundforimprovedreadability.
TogglebuttontoswitchbetweenListviewandDetailviewforincreasedproductivity.
Addediconsnexttotheactionsinthedropdownmenusforeasierrecognition.
kiteworksUpdate1:April2015
Page viii
EnhancedtheRequestaFilefeaturetoallowfileswithinthefoldertobeviewabletoallusers.
AddedmailtotheEnhancedSearchfeature.
AddedtheabilitytoChangeFileExpirationDateofafile.
AddedOpenTexteDOCSDMtotheavailableECconnectors.
AdministrativeenhancementstothekiteworksWebUsersGuide.
1Usingkiteworks
Whatiskiteworks?
kiteworksisasecurefilesharingsolutionfromAccellionthatenablesyoutosecurelyandeasilyaccess
andshareenterpriseinformationanytime,anywhere.Youcanaccessyourfilesandfoldersintheoffice
andonthego,andcanbesurethatyourfilesareuptodateandprotected.kiteworksgivesyoupowerful
andsecureaccesstocontentwhereveryouare,soyoucansharewithconfidence.
Theconceptsdiscussedherecanalsobeappliedtoyourmobiledevice.Formoreinformationaboutthe
mobileapp,GoMobile.
SupportedBrowsers
Thekiteworksinterfacesupportsthefollowingbrowsers:
Table 1. SupportedBrowsers
Browser
VersionandNotes
InternetExplorer
IE9.0andup
Note
Drag&DropandmultiplefileselectarenotsupportedinIE9becauseofthe
limitedHTML5supportinIE9.AccellionrecommendsusingIE10.0andup.
Firefox
Firefox26andup
Chrome
Chrome31andup
Safari
Safari5.1.10andup
Note
SomedefaultsettingsinSafarimayneedtobechangedfortheJavaappletto
functionproperly.RefertoTroubleshootingformoreinformation.
TheJavaappletsupportsJava6update31andup.
Page 9
Using kiteworks
Sign In
SignIn
YoureceiveanemailasbelowfromyourAdministrator,indicatingthatyourkiteworksaccounthasbeen
created.ClickActivate,andyouaretakentothekiteworksURL,whereyoucansignin.
Thefollowingscreenappears.
Note
Bookmarkthispageforfuturereference;thisisyouraccesspointtokiteworks.
Addyourusername(youremailaddress)andpassword.Ifyouhaventloggedinbeforeandthisoptionis
available,clickIdonthaveanaccountyet.Youwillbepromptedtocreateapassword.
Ifyouhaveforgottenyourpassword,clickForgotpassword,andyourAdministratorwillprocessyour
request,usuallybysendingyouanewactivationlink.
Page 10
Using kiteworks
Sign In
TwoFactorAuthentication
TwoFactorAuthentication(2FA)isalicenseenabledfeaturethatrequiresanadditionalsecuritystep
whenuserslogintokiteworks.2FAenhancestheregularauthenticationbyaddingapossessionfactor
(somethingtheuserhas,suchasatoken,SMSbasedphoneordevice,oremailconnection)witha
knowledgefactor(somethingtheuserknows,suchasapassword)intotheauthenticationprocess.
Page 11
Using kiteworks
Get Oriented: A Guided Tour
GetOriented:AGuidedTour
Thekiteworkswebinterfaceismadeupofanavigationpaneattheleftofthescreenthatgovernsall
views,andadetailviewandlistview.
Detail View:
Folder Selected
Navigation Panel
Actions on files
or folders
File Selected
List View:
Actions on files
or folders
Folder and File
Selected
Page 12
TheNavigationPane:GettingAroundinkiteworks
WhereYouWork
RecentActivitiesView:TrackYourWork
Using kiteworks
Get Oriented: A Guided Tour
TheNavigationPane:GettingAroundinkiteworks
Attheleftofthescreenisanavigationpanefromwhichyoucanperformhighlevelfunctionsandnavigate
throughyourviewsofkiteworks.
Theiconsaredescribedinthefollowingtable.
Table 2. TopMenuIcons
Button(selected)
Description
Notes
Allfiles
Listsallthefolderstowhichyouhaveaccess.Formoreinformation,refertoWhere
YouWork.
Sharedfolders
Filtersthelistoffolderstothoseyouhavesharedwithotherusersorfoldersthathave
beensharedwithyou.Theviewisidenticaltothedetailview,withunsharedfolders
filteredoutofthelist.Formoreinformation,refertoDetailView:ExploreYourFiles
andFoldersandShareAccesstoaFolder.
Favorites
Filtersthelistoffolderstothoseyouhavemarkedasafavorite.Theviewisidenticalto
thedetailview,butshowsonlythefoldersyouhavemarkedasfavorites.
Formoreinformation,refertoDetailView:ExploreYourFilesandFoldersandMakea
FolderaFavorite.
Recentactivities
JumpstotheActivityviewformanagingtasks,comments,andotheractivities.For
moreinformation,refertoRecentActivitiesView:TrackYourWork.
OpenstheEmailFileswindow.Formoreinformation,refertoEmailaFile.
Movetray
OpenstheMoveTraypanel.Formoreinformation,refertoTheMoveTray.
Page 13
Using kiteworks
Get Oriented: A Guided Tour
WhereYouWork
Youhavetwooptionsofhowtobestperformtheactionsyouwishonyourfilesandfolders.Tocanseeand
performactionsoneachitemindividually,usethedetailview(DetailView:ExploreYourFilesandFolders).
Toseeandperformactionsonfoldersandfilesinthecontextofthefileandfolderstructureinkiteworks,
usethelistview(ListView:ManageYourFilesandFolders).
DetailView:ExploreYourFilesandFolders
Thedetailviewisyourdefaultview,accessedbyclickingtheviewicon.Thedetailviewshowsthe
foldersandfilestowhichyouhaveaccess,aswellasdetailsabouteachfileandfolder.
Folder Selected:
A
B
D
F
File
Fi
le S
Selected:
elec
el
ecte
ec
ted:
te
d:
H
G
Navigation Pane
Thespecificsectionsofthisscreenaredescribedinthefollowingtable.
Table 3. DetailView
Identifier
Description
Notes
Search,Help,Settings
UsethebannerbarforperformingSearchFunctions,accessingtheHelp,andhow
toEditSettingsforyouraccount.
Listview
Allowsyoutotoggletheviewtothelistview.RefertoListView:ManageYour
FilesandFolders.
Pathtofolderstructure
Showshowdeeplyintothefolderstructurethecurrentfolderresides.Youcan
clickeachleveltonavigatethroughthefilestructure.
Actions
Allowsyoutoperformactionsonselectedfilesandfolders,includinguploading
newfiles,addingnewfolders,requestingfiles,andotheractionsspecifictothe
selectedfileorfolder.
Contentsofselectedfolder
Showsallcontentsofthecurrentfolder.
Folderdetails
Showsinformationabouttheselectedfolder,includingyourroleinthatfolder.
Formoreinformationaboutthefolder,clicktheexpandbutton(
).
Page 14
Using kiteworks
Get Oriented: A Guided Tour
Table 3. DetailView
Identifier
Description
Notes
Activitiesrelatedtothefolder Includesinformationaboutinvitations,fileuploads,locked/unlockedfiles,etc.
Thumbnailofthefile
Showsathumbnailofsupportedfiletypes.Toviewthefilewithoutdownloading
thefile,clicktheeyebutton(
).
Filecollaborationbuttons
ShowsyouTasks,Comments,andVersionsrelatingtotheselectedfile.
ListView:ManageYourFilesandFolders
Thelistview,accessedbyclickingtheViewbutton,showsyouinformationabouthowtomanage
yourfilesandfolderswithinanavigationalstructure.
Folder Selected
A
B
D
G
F
Actions on selected
files or folders
File
Selected
I
J
Page 15
Using kiteworks
Get Oriented: A Guided Tour
Thespecificsectionsofthisscreenaredescribedinthefollowingtable.
Table 4. ListView
Identifier
Description
Notes
Search,Help,Settings
UsethebannerbarforperformingSearchFunctions,accessingtheHelp,andhow
toEditSettingsforyouraccount.
DetailView
AllowsyoutotoggletheviewtotheDetailview.RefertoDetailView:Explore
YourFilesandFolders.
Pathtofolderstructure
Showshowdeeplyintothefolderstructurethecurrentfolderresides.Youcan
clickeachleveltonavigatethroughthefilestructure.
Actions
Allowsyoutoperformactionsonselectedfilesandfolders,includinguploading
newfiles,addingnewfolders,requestingfiles,andotheractionsspecifictothe
selectedfileorfolder.
Contentsofselectedfolder
Showsallfoldersandsourcesinthesystem.Clickthetrianglestoexpandor
collapsethefolders.
Listoffiles/folders
Liststhecontentsofthecurrentfolder.Toselectthefileorfolder,clickthebox
nexttothefileorfolder.Toselectallitemsinthefolder,clicktheboxinthe
header.
Search
AllowsyoutoperformanBasicSearchofthecontentsoffiles,folders,andemails
sent/received.
Selecteditem(s)header
Showsyouwhatiscurrentlyselectedinthefolder,andshortcutstotheactions
youcanperformonthoseitems.
Filter
Allowsyoutofilterthefoldertoshow:
Page 16
Actionshortcuticons
Allitems
Thosemanagedbyyou
Thoseyouhavemarkedasafavorite
Thoseyouhavedeleted
Showsyoushortcutstothoseactionsyoucanperformontheitemsinthefolder,
includingmanagingwhohasaccesstothefolder,emailingthefile,andothers.
Using kiteworks
Get Oriented: A Guided Tour
RecentActivitiesView:TrackYourWork
Toseethestatusoftasksandotheractivitiesinkiteworks,intheleftNavigationpane,click
RecentActivities.Itisherethatyoumonitornewfilessenttoorsharedwithyou,viewall
activities,managetasks,andviewcomments.
A
G
E
C
Theiconsaredescribedinthefollowingtable.
Table 5. ActivityView
Identifier
Description
Notes
Search,Help,
Settings
ThetopnavigationbarhasentriesforperformingSearchFunctions,accessing
theHelp,andhowtoEditSettingsforyouraccount.
Date
Showstodaysdate,orthedateyouhaveselectedusingtheDateRangepicker.
Activities
Includesrecentactivities,upcomingtasks,tasksduetoday,commentsyouhave
made,andemailssentorreceivedontodaysdateorthedatethatyouhave
selected.
ActivityToggle
Togglesbetweenallactivityandyouractivities.
ActivityFilter
Filtersactivityshownontheactivitylist.
ActivityList
Includescomments,tasks,statusoftasks,ahistoryofuploads,downloads,file
andfoldermanagementactivities,peoplemanagementactivities,andother
informationpertainingtoyourfilesinkiteworks.
Quotaused
Ifyouhavealimittotheamountofstorageyoucanuse,yourusageisshown
here.
Page 17
Using kiteworks
Get Oriented: A Guided Tour
GoMobile
ThekiteworksMobileAppgivesyouaccesstoallofyourfilesfromyourmobiledevice.Thedevices
supportedbykiteworksincludephonesandtabletsforiOSandAndroid.
Togetstarted,downloadthemobileappfromtheiTunesorAndroidstores.Thelinktodownloadtheapp
isintheHelpscreenonkiteworks:
Shouldyourdevicebecomelost,stolen,orsomehowcompromised,yourkiteworksAdministratorcan
remotelywipeyourdeviceofallfilesaccessedviathekiteworksMobileApp.ContactyourAdministrator
immediatelyifyourdeviceisnolongersecure.
ForspecificdetailsaboutAccellionsmobileofferings,refertothekiteworksMobileUsersGuideor
contactyourkiteworksAdministrator.
Page 18
Using kiteworks
Collaborate
Collaborate
Youcancollaboratewithothersinfourdistinctways:
1
FolderManagementandActions
Sharingfoldersenablesyoutocollaborateandsharefileswithgroupsofpeopleinsideandoutsideof
yourorganization.Theprocessinvolvescreatingafolder,addingfilestothatfolder,andthenadding
peopletothefolder,givingthemaccess.Theextentoftheiraccessisdeterminedbyyou,thecreator
andmanager.Permissions,orRoles,thatyouassigntootherscanrangefrombeingmanagersof
thosefiles(withtheabilitytoaddusers,upload,download,lock,edit,anddeletefiles),toonlyhaving
theabilitytoviewthefilesthatexistinthatfolder.
Youcanperformthefollowingactionsonfolders:
CreateaNewFolder
ShareAccesstoaFolder
EditFolderProperties
ManageNotifications
DownloadanEntireFolder
AddorUploadFilestoafolder
DeleteaFolder
FileManagementandActions
WhentherecipientreceivestheMail,she/heclicksthelinkanddownloadsthatfiletohisorherown
systemfromkiteworks.
Youcanperformthefollowingactionsonfiles:
EmailaFileorEmailaPreviewofaFile
AddorUploadFiles
DownloadorDownloadFile(s)viaApplet
Lock/Unlock
DeleteandRecoveraDeletedFile
ViewandChangeVersions
AddtoTheMoveTray
AddTasksandComments
Thosepeoplewhohaveaccesstoasharedfolderinkiteworkscanaddacommenttoindividualfiles.
Owners,Managers,andCollaboratorscanalsoassigntaskstootherusersinthefolder.Thesetasksare
trackedontheActivitiesViewandontheactivitieslistedunderneaththefile.
Accessenterprisecontentsources(LicenseEnabled)
WiththeEnterpriseConnectfeatureenabled,kiteworksprovidesaccesstoremotefilesharesand
cloudstoragesolutionssuchasSharePoint,CIFS,Box,GoogleDrive,andothers.Accesstoenterprise
contentsourcesismanagedbyyourkiteworksAdministrator.
Page 19
Using kiteworks
Folder Management and Actions
FolderManagementandActions
Foldersenableuserstocollaborateandeasilysharethefileswithinthefolder.Notethatwhat
youreallowedtododependsonwhatroleyouhaveinthatfolder.SeeRolesformore
information.
Whenyounavigatetoafolderusingthedetailview,thefollowinginformationappears.
Folderinformationincludesthefollowingdetails:
Table 6. FolderDetailsInformation
DetailHeader
DescriptionandNotes
LastModified
Thedatethelastactivityoccurredwithinthefolder.
Created
Thedatethefolderwascreated.
By
Theusernameofthepersonwhocreatedthefolder.
Permissions
Yourroleinthefolder.Formoreinformation,refertoRoles.
Location
Thefolderstructureinwhichthefolderresides(breadcrumbtothecurrentfolder).Also
indicateswhetherthefolderwaspreviouslyownedbyanotheruser(refertoRoles).
Link
Thelinktothefolder.Youcancopythislinkandsendittootherusersofthefolder,andthose
userswillbeabletofollowthelinktothefolder.
Ifauserhasn'tbeenexplicitlyaddedtoafolder,theuserwontbeabletoaccessthefolderusing
thesharedlink.
Deleted
Thenumberoffilesandfoldersthathavebeendeletedinthefolder,andthesizeofthosedeleted
folders.
Ifyouclicktheexpandiconinthelowerrightcorner(
Page 20
),thefollowinginformationappears:
Expiration
Thedatethatthefolderexpiresandwillbedeleted.
AllowSync
Whetherthefolderallowssync;formoreinformation,refertothekiteworksDesktopClientUsers
GuideorcontactyourAdministrator.
Quota
Yourtotalquotaavailabletoyouinyourkiteworkssystem.Tochangethisquota,contactyour
Administrator.
Using kiteworks
Folder Management and Actions
CreateaNewFolder
Toaddafolder,performthefollowingsteps.
Inkiteworks,navigatetowhereyouwouldlikethenewfoldertoexist.
Intheupperrightcornerofthescreen,clickNew(
windowappears.
Namethefolderandaddadescription.
Setafolderexpirationdateanddeterminewhethersyncwillbepermitted.Thedefaultistonotallow
sync.
Note
)andselectCreatefolder.TheNewfolder
Theseoptionsareonlyavailableforrootfolders;i.e.,foldersthatexistinthekiteworksFiles
folder,notanestedfolderwithinkiteworksFiles.Nestedfoldersinheritthesettingoftheroot
folder.(Formoreinformationaboutsync,refertothekiteworksDesktopClientInstallationand
UsersGuide,locatedinthehelpbuttononkiteworks).
Setanexpirationdateforthefilesinthefolder.Tosetnoexpiration,leavetheFileexpirationfield
blank.
ClickSave.Thefolderisnowcreated.
Page 21
Using kiteworks
Folder Management and Actions
ShareAccesstoaFolder
Toinviteotherstocollaborateonthefilesinaparticularfolder,performthefollowingsteps.
Navigatetothefolderthatyouwouldliketoshare.
Intheupperrightcornerofthescreen,clickActionsandselectManagePeople.TheManage people
windowappears,listingalloftheuserswhohaveaccesstothefolder.
ClickAddnewuser.TheAddnewfieldappearsatthetopofthewindow.
Typeintheemailaddress(es)ofthepersonorpeoplewithwhomyouwouldliketoshare.Ifyouadd
morethanoneuser,separateeachaddresswithacomma.
Usingthedropdownlist,selecttheroleyouwouldliketheuser(s)tohaveinthecollaboration.(For
moreinformationaboutroles,refertoRoles.)
Note
Page 22
Ifyouwouldlikedifferentuserstohavedifferentroles,youmustaddthemseparately.
Checktoindicatewhetherthatnewusershouldbenotifiedviaautomaticemailthats/hehasbeen
addedtothefolder.
ClickAdd.Aconfirmationmessageappearsatthetopofthewindow.
Click
toclosethewindow.
Using kiteworks
Folder Management and Actions
Roles
Rolesareassignedbythemanagerofaspecificsharedfolder;yourroledetermineswhatfunctionsyou
areallowedtoperforminthatsharedfolder.
Theavailablerolesthatcanbeassignedtousersinafolderare:
Viewer
TheonlyactiontheusercanperformistoviewthefilesinafolderviatheAccellioninterface.
Viewerscannotdownloadafiletotheirdeviceordesktop,theycanonlyviewfilesusingthe
OnlineViewer.
Downloader
Usedforsomeonewhoneedstobeabletodownloadandviewthefilesinafolder,butnotupload
newversions,uploadnewfiles,orassigntaskstootherswithaccesstothatfolder.
Collaborator
Usedforsomeonewhoneedsfullaccesstothefilesinafolder,butdoesnotneedtomanageother
usersaccesstothefolder.
Manager
Thesecondhighestlevelofcontrolofafolder;generallyassignedtosomeonewhoneedsfull
accesstoallfileswithinafolderandtocontrolothersaccesstoafolder.
Owner
Thehighestlevelofcontrolofafolder;assignedbydefaulttothepersonwhocreatesafolder.Any
contentintheOwnersfoldercountsagainsthisquota.
Note
Theroleslistedbelowareexamplesonly.Adjusttherolesbasedonyourparticular
organizationsneeds.
Table 7. ExamplesandUseCasesofEachRole
UseCase
Viewer
Downloader
Collaborator
Manager
Owner
Legal
Defendingcounsel
Theclient
Admin.assistant
Paralegals
Legalteam
Cocounseltothe
leadlawyer
Leadlawyer
Research
Funding
organization
Undergrads
Admin.assistants
Hightechbusiness
Temp.employees
Consultants
Planning/Logistics
Admin.assistants
Engineers
Marketers
TechWriters
VicePresident
TeamManagers
DeptManagers
ProjectManager
Medical
Patients
Approvedfamily
members
Nurses
Assistants
BillingDept
Specialists
Technicians
Primarycare
doctor
Leaddoctor
CaseManager
DeptHead
Government
Enlistedpersonnel
NGOs/Contractors
withlimited
securityclearance
Noncommissioned Lieutenants
officers
Ensigns
NGOs/Contractors
withfullsecurity
clearance
Lieutenant
Commander
Commander
Page 23
Using kiteworks
Folder Management and Actions
Thefollowingtablelistsdetailsaboutthespecificrolesandduties/responsibilitiesofeachrole.
Permission
Control
Viewer
Downloader
Collaborator
Manager
Owner
Table 8. UserRolesandAccessPrivileges
Viewfiles
Yes
Yes
Yes
Yes
Yes
Viewfileswithoutdownloadingthefiletoadesktopor
device.RefertoOnlineViewer.
Viewfile
expiration
Yes
Yes
Yes
Yes
Yes
Viewthedateafileexpires.RefertoChangeFile
ExpirationDate.
ViewActivities
Yes
Yes
Yes
Yes
Viewactivitiesforafileorfolder.RefertoRecent
ActivitiesView:TrackYourWork.
Download
Yes
Yes
Yes
Yes
Downloadafileorfoldertothedesktoportoamobile
device.RefertoDownload,DownloadanEntireFolder,or
DownloadFile(s)viaApplet.
Sendfile
Yes
Yes
Yes
Yes
Sendafiletoaninternaloroutsideentity.RefertoEmail
aFile.
AddComment
Yes
Yes
Yes
Yes
Addcommentstoafileorfolderandseecommentsmade
byothers.RefertoAddaComment.
Subscribefor
notifications
Yes
Yes
Yes
Yes
Requesttoreceiveanemailnotificationanytimean
actionisperformedonafolder.RefertoManage
Notifications.
Beassignedatask
Yes
Yes
Yes
Yes
UserswithViewerprivilegescannotbeassignedatask.
RefertoAddTasksandComments.
Sendmessage
Yes
Yes
Yes
Sendanemailtoallusersinafolder.RefertoSendan
EmailtotheUsersofaFolder.
Viewusers
Yes
Yes
Yes
Viewtheusersandtheirrolesinafolder.
Viewotherstasks
Yes
Yes
Yes
Viewtasksthathavebeenassignedtootherusers.Refer
toAddTasksandComments.
Assigntasks
Yes
Yes
Yes
Addatasktoafile,setaduedate,andassignthetasktoa
user.RefertoAddTasksandComments.
Upload
Yes
Yes
Yes
Uploadfilestoafolder.RefertoUploadtoFolder.
Edit
Yes
Yes
Yes
Editfilesusingtheintegratedmobileeditor.Refertothe
kiteworksMobileAppUsersGuideforyourparticular
device.
View/promote
versions
Yes
Yes
Yes
Accesspreviousversionsofthefileandpromotea
previousversiontobecomethelatestversion.Referto
ViewandChangeVersions.
Deleteversions
Yes
Yes
Yes
Deleteapreviousversionofthefilepermanently.Referto
ViewandChangeVersions.
Lock/unlock
Yes
Yes
Yes
Lockingafilemeansthefilecannotbeedited.Referto
Lock/Unlock.
Deletefiles
Yes
Yes
Yes
Deletedfilesremainonthesystemforasetnumberof
daysbeforebeingpermanentlydeleted.RefertoDelete
andRecoveraDeletedFile.
Page 24
Notes
Using kiteworks
Folder Management and Actions
Viewer
Downloader
Collaborator
Manager
Owner
Table 8. UserRolesandAccessPrivileges
Changefile
expirationdateor
status
Yes
Yes
Yes
Adjustthefileexpirationdateorwhetherthereisafile
expirationdate.RefertoChangeFileExpirationDate.
Deletefolders
Yes
Yes
Deletedfoldersremainonthesystemforasetnumberof
daysbeforebeingpermanentlydeleted.RefertoDelete
andRecoveraDeletedFile.
Manageusers
Yes
Yes
Addausertoafolderandsetthatusersrolewithinthe
folder;removeauserfromaccessingtoafolder.Referto
ShareAccesstoaFolder.
Createnested
folders
Yes
Yes
Createanestedfolderunderanexistingfolder.Referto
CreateaNewFolder.
Renamefolders
Yes
Yes
Renamethefolderoreditthefolderdescription.Referto
EditFolderProperties.
Permanently
delete
Yes
Yes
Permanentlyremoveanitemfromthesystemsothatit
maynotberestoredandsothatitnolongerusesstorage
quota.RefertoDeleteaFilePermanently.
Enable/disable
sync
Yes
Yes
Enableanddisablesyncforafolder.RefertoEditFolder
Properties.
Deleteothers
tasksor
comments
Yes
Yes
Removeoreditotheruserstasksorcomments.(The
commentortaskcreatorcanalwaysdeleteoredithis
owncommentsortasks.)Deletingacommentalso
deletesallrepliestothatcomment.RefertoAddTasks
andComments.
Haveuploaded
filescountagainst
yourquota
Yes
Whenyouaretheownerofafolderwhateverfilesor
foldersareuploadedtothatfolderbyanyoneelsecounts
againstyourpersonalquota,setbyyourAdministrator.
Formoreinformationaboutquotas,refertoManageYour
StorageQuota.
Permission
Control
Notes
ChangeUserRoles
Tochangetheroleofanexistinguserinafolder,performthefollowingsteps.
1
Navigatetothefolderthatyouwouldliketoshare.
Intheupperrightcornerofthescreen,clickActionsandselectManagePeople(
).The
Manage peoplewindowappears,listingalloftheuserswhohaveaccesstothefolder.
Page 25
Using kiteworks
Folder Management and Actions
Usingthedropdownmenu,selecttheusersnewrole.
Note
Iftherearenestedfolderswithintheselectedfolder,youarepromptedwhetheryouwould
liketochangetheusersnewroletoallnestedfolders.
Youmayonlybeabletopromotetheusertoahigherlevel.Todemoteauser,youmustgo
totherootfoldertowhichtheuserwasoriginallyassigned.
Aconfirmationmessageappearsatthetopofthewindow.Click
toclosethewindow.
DeleteaUser
Youcanonlydeleteauserfromafoldertowhichhewasoriginallyassigned;thatis,youcannotdeletea
userfromanestedfolderwhenhehasaccesstotheparentfolder.
1
Navigatetothefoldertowhichtheuserhasaccess.
Intheupperrightcornerofthescreen,clickActionsandselectManagePeople(
).The
Manage Peoplewindowappears,listingalloftheuserswhohaveaccesstothefolder.
Nexttotheusersname,clickthedeleteicon(
).(Iftheicondoesnotappear,navigateupone
levelinthefolderhierarchy,untiltheiconappears.)
Aconfirmationwindowappears,askingwhetherthedeletionappliestoallnestedfolders.Clickyour
preference.
Aconfirmationmessageappears.Theusernolongerhasaccesstothefolderanditscontents.
Page 26
Using kiteworks
Folder Management and Actions
ManageYourStorageQuota
YourAdministratorsetsyourstoragequota.Thisquotaappliestoallfoldersthatyouown,andallfilesthat
areuploadedtotheMoveTray(seeAddorUploadFiles).Havinganyotherroleinotherfoldersdoesnot
affectyourstoragequota.
Tomanageyourstoragequotamostefficiently,followthesebestpractices:
CleartheMoveTrayoffilesthatyouhaveuploaded(seeTheMoveTray).
Infoldersthatyouown,deleteunnecessaryfiles(refertoDeleteandRecoveraDeletedFile).
Permanentlydeletefilesorfoldersthatyouhavedeletedfromyourfolders(refertoDeleteaFile
Permanently).
Removeunnecessarypreviousversionsoffilesinafolder(seeViewandChangeVersions).
ContactyourkiteworksAdministratortoincreaseyourstoragequota.
SendanEmailtotheUsersofaFolder
Youmayneedtosendanemailtouserssharingafolder.Thisprocedureisnottoemailafileto
them,butsimplytocommunicatewiththemviaemail.
Tosendanemailtotheusersofafolder,performthefollowingsteps.
1
Navigatetothefolder.
Intheupperrightcornerofthescreen,clickActionsandselectSendmessage.TheSend message
windowappears.
Page 27
Using kiteworks
Folder Management and Actions
Fromthelistofuserslistedonthescreen,clickeitherTOorBCC.YoucanalsoclickTOorBCCatthe
topofthelist,selectingallusers.
TypeintheSubjectandBodyoftheemail.
Note
IfyouhavesetasignatureontheSettingspage(refertoMessageSignature),yoursignature
isappendedtoyouremail.
ClickSend.Youremailissenttotheselectedusersasbeingfromyou(yourlisteddisplayname).
Whentherecipient(s)clickSignIn,theyaretakentothefolderfromwhichyousentthemessage.
Page 28
Using kiteworks
Folder Management and Actions
FolderActions
Whenyouselectafolder,youcanperformthefollowingactionsonthatfolder:
Createfolder;seeCreateaNewFolder
Upload;seeAddorUploadFiles
Requestfiles;seeRequestaFile
Recentactivities;seeRecentActivities
Managepeople;seeShareAccesstoaFolder
Setasfavorite;seeMakeaFolderaFavorite
Sendmessage;seeSendanEmailtotheUsersofaFolder
Editproperties;seeEditFolderProperties
Managenotifications;seeManageNotifications
Downloadcurrentfolder;seeDownloadanEntireFolder(toenabletheapplet,
refertoMessageSignature)
Deletecurrentfolder;seeDeleteaFolder
Yourabilitytoperformthesefunctionsmaybelimitedbyyourroleinthatfolder.
Formoreinformation,refertoRoles.
EditFolderProperties
IfyouareanOwnerorManagerofafolder,youcaneditthefoldersproperties.Theseproperties
includethenameanddescriptionofthefolder,thefolderexpirationdate,andthefileexpiration
date.
Note
Ifthefolderisarootfolder,thatis,atthetopofthefolderhierarchyunderkiteworksFiles,
youcaneditthefolderexpirationdate.Otherwise,thisdatecannotbeedited.
Inrootfolders,youcanalsoeditwhetherthefoldercanbesyncedusingthekiteworks
DesktopClient.Formoreinformationaboutsyncing,refertothekiteworksDesktopClient
InstallationandUsersGuide.TodownloadtheDesktopClient,fromtheHelpscreenonthe
kiteworksinterface,clickDesktopClientforMacorWindows.
Toeditthepropertiesofafolder,performthefollowingsteps.
1
Navigatetothefolderyouwouldliketoedit.
Page 29
Using kiteworks
Folder Management and Actions
Intheupperrightcornerofthescreen,clickActionsandselectEditProperties.TheEdit properties
windowappears.
Makethechangestothefield(s)youwishtoedit.
ClickSubmit.Thepropertieshavenowbeenchanged.
ManageNotifications
IfyouareanOwner,Manager,Contributor,orDownloaderinafolder,youcanmanagethe
notifications(emailmessages)thatyoureceiveaboutactivitythatoccurswithinthefolder.
Toeditthecircumstancesinwhichyoureceivenotifications,performthefollowingsteps.
Page 30
Navigatetothefolderyouwouldliketomanage.
Intheupperrightcornerofthescreen,clickActionsandselectManagenotifications.The
Manage notificationswindowappears.
Clicktheactivityforwhichyouwouldliketoreceiveanotification.Alsoindicatewhetherthischange
shouldapplytoallnestedfolderswithinthisfolder.
ClickSubmit.Youwillthenreceiveanemailnotificationwheneverthattypeofactivityoccurswithin
thefolder.
Using kiteworks
Folder Management and Actions
DownloadanEntireFolder
Todownloadtheentirefolderanditscontents,performthefollowingsteps.
Navigatetothefolderyouwouldliketodownload.
Intheupperrightcornerofthescreen,clickActionsandselectDownloadcurrentfolder.
YourbrowsermaypromptyoutoallowJavapermissiontorun.Clicktoallowit.Youroperating
systemsSelectdestinationwindowappears.
Navigatetothelocationtowhichyouwouldlikethefoldertobedownloaded,andclickSave.
Youareshownthestatusofthedownload,andwhenthedownloadiscomplete,youareshown
Downloadcomplete.
Click
toclose.
IfyouclickCancelduringthedownload,thedownloadstopsand,dependingonhowmuchofthe
downloadhasprogressed,thefoldermaybepartiallydownloadedtothelocationyouspecified.
Page 31
Using kiteworks
Folder Management and Actions
Troubleshooting
Whenyouuploadmultiplefilesorfoldersusingtheapplet,youmusthaveJavainstalledonyoursystem
andyourAdministratormusthaveenabledtheuseoftheapplet.
Ifyouhavetroublewiththeapplet,performthefollowingchecksonyourJavainstallation.
1
TocheckwhetheryouhavethemostrecentversionandtodownloadthenewestversionofJava,goto
http://java.comandfollowthesteps.
IfyouhavethemostrecentversionofJavainstalledandarestillhavingtrouble,youmayneedtoclear
yourJavacache.Forinstructionsonhowtodothis,goto
http://www.java.com/en/download/help/plugin_cache.xmlandfollowtheinstructionsdetailed
there.
ForSafariusersonaMac:
RuntheappletinUnsafeModesoitcanaccessthefilesonyourharddrivetouploadthemto
kiteworks.TheJavaappletisblockedbydefaultfromrunningproperlyinthelatestversionofSafarion
thelatestversionofMac OS.
Tochangethissettingmanually,refertoSafari:AboutInternetPluginManagement.
Caution
EnableUnsafeModeonlyfortrustedwebsites(likekiteworks)tokeepyourcontentsecure.
Formorehelp,contactyourkiteworksAdministrator.
UseZipFilesforEasyTransferofMultipleFiles
Ifthefoldertouploadtokiteworkscontainsalargenumberoffiles,youmayfinditeasiertocreateazip
filewithallofthefilesinit.Youcanthenuploadthesinglezipfiletokiteworks,sootherusersonlyhaveto
downloadthesinglefile.
1
InWindowssystems,gotoyourdesktopfilemanagementtoolandrightclickthefolderthatcontains
thelargenumberoffiles.
ClickSendToandselectCompressed(zipped)folder.Thezipfileiscreated.
Openkiteworksandnavigatetothelocationthatyouwouldlikethefiletoreside.
Intheupperrightcornerofthescreen,clickUpload(
Fromhere,youcaneither:
).TheAddnewfilesmenuappears.
Dragthezipfileanddropintothewindow.
OR
Page 32
ClickChooseFiles,whichopenstheFileUploaddialogbox.Fromhere,navigatetothezipfile.
Selectthefile,andclickOpen.
ClickAdd.Thezipfilethatcontainsallofthefilesyoucompressedisnowlocatedinthefolderyou
selectedandisavailablefordownloadtothosepeoplewithdownloadaccesstothefolder.
Using kiteworks
Folder Management and Actions
DeleteaFolder
IfyouareanOwnerorManagerofafolder,youcandeletethatfolderandthefoldersnested
within.Thefilemayberecoverableafterdeletion,dependingonAdministrativesettings.For
moreinformationaboutrecoveringfilesorfolders,refertoRecoveraDeletedorExpiredFile.
Todeleteafolder,performthefollowingsteps.
1
Navigatetothefolderyouwouldliketodelete.
Intheupperrightcornerofthescreen,clickActionsandselectDeletecurrentfolder.Aconfirmation
windowappears.
ClickYes.Thefolderisnowdeleted.
Note
Whenyoudeleteafolder,allnestedfoldersarealsodeleted.
RecentActivities
Whenyouareusingthelistview,youhavethesameaccesstoalloftheinformationshowninthe
detailview;however,youaccessthatinformationdifferently.
Toviewrecentactivitiesinafolder,performthefollowingsteps.
1
Usingthelistview,navigatetothefolderaboutwhichyouwouldliketoseetherecentactivities.
Intheupperrightcornerofthescreen,clickActionsandselectRecentactivities.TheRecentactivities
windowappears.
Youcanfiltertheactivitiesthatappearby:
Folders,forfolderrelatedactions(suchas
addingfoldersorchangingthefolder
properties;adding,editing,ordeleting
usersofthefolder)
Files,forfilerelatedactions(suchas
uploadingnew,deleting,downloading,and
viewingfiles;changingexpirationdates;
adding,deleting,andpromotingversionsof
files)
Mail,foremailssent,received,deleted,and
draftssaved
Tasks,fortasksrelatingtothefilesinthe
folderandprogressofatask
Comments,forcommentsandrepliesmade
onfilesinthefolder
ClickClose.
Page 33
Using kiteworks
Folder Management and Actions
MakeaFolderaFavorite
Youcanfilterthefolderliststoshowonlythosefoldersmarkedasfavorites.Whenafolderis
markedasafavorite,abluestarappearsinthedetailsaboutthefolder.
Onlyfolderscanbemarkedasfavorites.Individualfilescannotbemarkedasfavorites.
1
Tomarkafolderasafavorite,navigatetothefoldertothefolder.
Intheupperrightcornerofthescreen,clickActionsandselectSetasfavorite(
afavoriteandtheactionisrecordedasanActivity.
).Thefolderisnow
Toshowonlyfavoritefoldersinyourfolderlist,intheleftNavigationalbar,clickFavorites(
).
AccessEnterpriseContentSources(LicenseEnabled)
WiththeEnterpriseConnectfeatureenabled,kiteworksprovidesaccesstofilesharedatawhen
remoteinterfaceaccessisenabled.
AccesstoenterprisecontentsourcesismanagedbyyourAccellionAdministratorandyouhave
accesstotheenterprisecontentsourcesbasedonyourActiveDirectoryprivileges.Dependingonthe
permissionssetbyyourAdministrator,youmayalsobeabletoaddyourownconnectionstodifferent
enterprisecontentsources.
YourAdministratorcanalsoconfigureyoursystemtoincludeyourownHomeDirectoryinaWindows,
Unix,orLinuxsystem.
Theenterprisecontentsourcesappearwhenyouareinthelistview(refertoListView:ManageYourFiles
andFolders)orifyounavigatetothehighestlevelinthefolderhierarchyinthedetailview(refertoDetail
View:ExploreYourFilesandFolders).
Detail View:
C
B
Actions on selected
files or folders
List View:
C
A
Page 34
Using kiteworks
Folder Management and Actions
Table 9. EnterpriseSources
Identifier
Description
TypesofSources:
Box
Notes
IconindicatesthatthecontentsourceisBox.
Note
EnduserscannotaddanewBoxsource.ToaddanewBoxsource,
contactyourAdministrator.
Documentum
IconindicatesthatthecontentsourceisDocumentum.
Dropbox
IconindicatesthatthecontentsourceisDropbox.
Note
WhenyoumovefilesfromaDropboxsourcetokiteworks,the
ReturntoContentSourceactionisnotavailable.Theactionof
movingthefilefromtheMoveTraydeletedthefilefromthe
source.
eDOCS
IconindicatesthatthecontentsourceiseDOCS.Notethatthe
functionalityusingeDOCSislimitedatthistime.
GoogleDrive
IconindicatesthatthecontentsourceisGoogleDrive.
Note
EnduserscannotaddanewGoogleDrive.ToaddanewGoogle
Drive,contactyourAdministrator.
HomeShare
Iconindicatesthatthecontentsourceisthehomedirectoryofyour
operatingsystem.ToaddyourHomeDirectory,contactyour
Administrator.
kiteworks
Iconindicatesthatthecontentisinkiteworks.
OpenTextContentServer
IconindicatesthatthecontentsourceisOpenText.
SharePointorMicrosoft
OneDrive
IconindicatesthatthecontentsourceisSharePoint 2007,2010or2013,
SharePointOnline,MicrosoftOneDrive.
FileShares
IconindicatesthatthecontentsourceisWindowsFileShares(CIFS/SMB/
DFS).
Detailsaboutthefilesandfolders
Listsdetailsorfilesandfolderscontainedintheselectedfolder.
Actionsonthefilesandfolders
Actionsthatyoucanperformontheselectedfilesorfolders.
Fromtheenterprisecontentfolders,youcanperformthevaryingactionsonfiles,dependingonthe
source.ContactyourAdministratorformoreinformation.
Youusekiteworkstoaccessfilesandfolders,butyoucannotmakeanychangestothefolderhierarchy.
Thefolderhierarchycontinuestobemanagedoutsideofkiteworks.Youcan,however,addfilesand
versions(wheresupported).
RefertoUsetheMoveTraytoCollaboratewithOutsideUsersonEnterpriseContentFilesfortipsonhow
tocollaboratewithothersacrossmultipleplatforms.
kiteworks Web Users Guide
Page 35
Using kiteworks
Folder Management and Actions
AddaNewEnterpriseContentSourcetokiteworks
Whenyouhaveaccesstofilesfromenterprisecontentsources,youmaybeabletoaddthemto
kiteworks,dependingonyourAdministratorssettings.
1
Intheupperrightcornerofthescreen,clickNew(
Addenterprisecontentsourcewindowappears.
)andselectAddenterprisecontentsource.The
Eachenterprisecontentsourcepromptsyoufordifferentinformation,dependingonthesources
requirements.TheSourcetypesthatyouseearethosethathavebeenenabledbyyourAdministrator.
Ifyouwouldliketoaddasourcethatisnotlisted,contactyourAdministrator.
2
Filloutthepromptedinformationforthetypeofsource:
SharePointandSharePointOnline;alsoappliestoMicrosoftOneDrive
FileShare(CIFS/SMB/DFS)
Documentum
OpenTextContentServer
eDOCS
Dropbox
ClickAdd.Thenewenterprisecontentsourceshouldbeadded.
Note
Youmayneedtoenteradditionalcredentialstoaddanewcontentsource.Ifthishappens,you
areshownanerrormessagethatsaysInvalidcredential.TheAddEnterprisecontentsource
windowreappears,withtheadditionofLoginIDandPasswordfields.
FillinthesefieldsandclickAdd.
Page 36
Using kiteworks
Folder Management and Actions
SharePointandSharePointOnline
OntheAddEnterprisecontentsourcewindow,underSourcetype,selectSharePointor
SharePointOnline.
Thefollowinginformationmustbeaddedtothescreen:
SourcenameYoucanchooseanynameforthesource.
SourceURLTheURLtoSharePointsite.
Forexample,fortheSharePointsitehttp://sp2010demo/marketing/default.aspxtheSourceURL
shouldbehttp://sp2010demo/marketing/default.aspx
Description(optional)Usedtodescribetheconnection.
FileShare(CIFS/SMB/DFS)
OntheAddEnterprisecontentsourcewindow,underSourcetype,selectFileShare.
Page 37
Using kiteworks
Folder Management and Actions
Thefollowinginformationmustbeaddedtothescreen:
SourcenameYoucanchooseanynameforthesource.
SourceURLThepathtoFileShare.
Description(optional)Usedonlytodescribetheconnection.
Documentum
OntheAddEnterprisecontentsourcewindow,underSourcetype,selectDocumentum.
Thefollowinginformationmustbeaddedtothescreen:
Page 38
SourcenameYoucanchooseanynameforthesource.
SourceURLTheURLtoDocumentumsite.
RepositoryThenameoftheDocumentumRepositorytowhichyouwanttoconnect.
Description(optional)Usedonlytodescribetheconnection.
Using kiteworks
Folder Management and Actions
OpenTextContentServer
OntheAddEnterprisecontentsourcewindow,underSourcetype,selectOpenTextContent
Server.
Thefollowinginformationmustbeaddedtothescreen:
SourcenameYoucanchooseanynameforthesource.
SourceURLTheURLtoOpeTextContentServersite.
WorkspaceThenameoftheOpenTextWorkspacetowhichyouwanttoconnect.
Description(optional)Usedonlytodescribetheconnection.
eDOCS
OntheAddEnterprisecontentsourcewindow,underSourcetype,selectOpenTextContent
Server.
Page 39
Using kiteworks
Folder Management and Actions
Thefollowinginformationmustbeaddedtothescreen:
SourcenameYoucanchooseanynameforthesource.
SourceURLTheURLtoeDOCSsite.
LibraryThenameoftheeDOCSlibrarytowhichyouwanttoconnect.
Description(optional)Usedonlytodescribetheconnection.
Dropbox
OntheAddEnterprisecontentsourcewindow,underSourcetype,selectDropbox.(Thisoptionis
enabledbyyourkiteworksAdministrator.)
Thefollowinginformationmustbeaddedtothescreen:
SourcenameYoucanchooseanynameforthesource.
Description(optional)Usedonlytodescribetheconnection.
MicrosoftOneDrive
kiteworkssupportsOneDriveasapersonalstoragetool;eachuserprovideshis/herown
connectiondetails.TheprocesstoaddaOneDrivesourceisslightlydifferentthansimplyadding
anewenterprisesource.
ToaddaOneDrivesource,performthefollowingsteps.
Page 40
Navigatetothetoplevelofallfolders.
Intheupperrightcornerofthescreen,clickNew(
)andselectAddenterprisecontentsource
(
).TheAddEnterprisecontentsourcewindowappears.
UnderSourcetype,selectSharePointOnline.
Using kiteworks
Folder Management and Actions
AddtheOneDriveURLthrough.com,forexample:
https://<yourcompany>-my.sharepoint.com/personal/<user name>
Addadescriptionforthefolder(optional).
ClickAdd.Thecontentsourcehasnowbeenadded.
Note
Youmayneedtoenteradditionalcredentialstoaddanewcontentsource.Ifthishappens,an
errormessageappearswithInvalidcredential.TheAddEnterprisecontentsourcewindow
thenreappears,withtheadditionofLoginIDandPasswordfields.Fillinthesefieldsandclick
Add.
Page 41
Using kiteworks
File Management and Actions
RemoveanEnterpriseContentSourcefromkiteworks
Toremoveanenterprisecontentsourcefromkiteworks,performthefollowingsteps.
1
Usingthelistview(refertoListView:ManageYourFilesandFolders),selectthesourceyouwouldlike
todelete.
Intheupperrightcornerofthescreen,clickActionsandselectDeleteenterprisecontentsource
(
).Aconfirmationscreenappears.
ClickOK.Theenterprisecontentsourceisnowremovedfromyourlistofenterprisesources.
FileManagementandActions
Whenyouselectafile,youcanperformactionsonthatfilefromtheActionsmenuinthe
upperrightcornerofthescreen.
Youcanperformthefollowingfunctionsonfiles:
Page 42
EmailaFileandEmailaPreviewofaFile
Using kiteworks
File Management and Actions
PushFile
DownloadandDownloadFile(s)viaApplet
Lock/Unlock
DeleteaFile
AddNewVersion
AddtoTheMoveTray
ReturntoContentSource(forfilesthatwerecopiedormovedfromanenterprisecontentsource;see
Accessenterprisecontentsources(LicenseEnabled)
ChangeFileExpirationDate
Yourabilitytoperformthesefunctionsmaybelimitedbyyourroleinthatfolder.Formore
information,refertoRoles.
Note
AddorUploadFiles
Therearefourmethodstouploadafilefromyourdesktoptokiteworks.Choosetheonethat
worksbestforyourcircumstances:
UploadtoFolder
UploadFile(s)viaApplet
DragandDropintokiteworks
UploadtotheMoveTray
UploadtoFolder
Thisprocedureuploadsfilesdirectlytoafolderinkiteworks.
1
Navigatetothefolderinwhichthefile(s)willreside.
Intheupperrightcornerofthescreen,clickUpload
.TheAddnewfileswindowappears.
Folder Name
Fromhere:
a. ClickChooseFiles,whichopenstheFileUploaddialogbox.Fromhere,navigatetoyourfile(s).
Selectthefile,andclickOpen.
OR
Page 43
Using kiteworks
File Management and Actions
b. Clickusejavaapplettouploadfiles.Ifyouchoosethisoption,refertoUploadFile(s)viaApplet.
OR
c.
Note
4
Dragthefile(s)anddropintothewindow.
Thesourcelocationforthefilemustbefromyouroperatingsystemordesktop;thefiles
cannotbelocatedinanotherapp,forexample,MicrosoftOutlook.
ClickAdd.Thefileisnowlocatedinthefolderyouselectedandisavailabletothosepeoplewith
accesstothefolder.
UploadFile(s)viaApplet
Touploadafilelargerthan4 GB,touploadmultiplefilesgreaterthan4 GB,ortouploadanentire
folderfromyourcomputer,selectUploadviaApplet.Thisoptionworksonlyiftheappletis
activatedbyyourAdministrator.
TouploadfilestokiteworksusingtheJavaApplet,performthefollowingsteps.
Page 44
Navigatetothefolderinwhichthefile(s)willreside.
Intheupperrightcornerofthescreen,clickUpload.TheAddnewfileswindowappears.
Clickusejavaapplettouploadfilesandfolders.
YourbrowsermaypromptyoutoallowJavapermissiontorun.Clicktoallowit.TheAddnewfilesvia
JavaAppletwindowappears.
ClickChooseFilesandFolders,andnavigatetothelocationofyourfilesandfolderstoupload.To
selectmultiplefiles,holdthecontrolkey(forindividualfiles)orshiftkey(toselectarange)while
selectingthefiles.
Using kiteworks
File Management and Actions
ClickStart.Theuploadingprocessbegins,showingyoutheprogressoftheupload.
Ifanyerrorsoccurwhileuploadingafile,theerrorisshowninthiswindow.Iferrorsoccur,youare
shownalistofthosefilesthatwereunsuccessfullyuploaded,withtheoptiontotryagain.
7
Whentheuploadiscomplete,aSuccessmessageappears,showingyoualistofthosefilesthatwere
uploaded.
Click
orClosetoclose.
Troubleshooting
Whenyouuploadmultiplefilesorfoldersusingtheapplet,youmusthaveJavainstalledonyoursystem
andyourAdministratormusthaveenabledtheuseoftheapplet.
Ifyouhavetroublewiththeapplet,performthefollowingchecks.
1
TocheckwhetheryouhavethemostrecentversionandtodownloadthenewestversionofJava,goto
http://java.comandfollowthesteps.
IfyouhavethemostrecentversionofJavainstalledandarestillhavingtrouble,youmayneedtoclear
yourJavacache.Forinstructionsonhowtodothis,goto
http://www.java.com/en/download/help/plugin_cache.xmlandfollowtheinstructionslistedthere.
ForSafariusersonaMac:
RuntheappletinUnsafeModesoitcanaccessthefilesonyourharddrivetouploadthemto
kiteworks.TheJavaappletisblockedbydefaultfromrunningproperlyinthelatestversionofSafarion
thelatestversionofMac OS.
Tochangethissettingmanually,refertoSafari:AboutInternetPluginManagement.
Caution
EnableUnsafeModeonlyfortrustedwebsites(likekiteworks)tokeepyourcontentsecure.
Formorehelp,contactyourkiteworksAdministrator.
Page 45
Using kiteworks
File Management and Actions
DragandDropintokiteworks
Performthefollowingstepstoaddanewfileintokiteworks.
1
Navigatetothefolderinwhichthefile(s)willreside.
Fromyouroperatingsystemsfilebrowserordesktop,dragthefileyouwouldliketouploadto
kiteworks.Abluedottedoutlineappearsaroundthedestinationfolder.
Note
Thesourcelocationforthefilemustbefromyouroperatingsystemordesktop;thefiles
cannotbelocatedinanotherapp,forexample,MicrosoftOutlook.
Inthiscase,thefilecouldbedroppedintheselectedfolder,inanyofthesubfoldersintheselected
folder,orintheMoveTray.
Page 46
Dropthefileintoyourpreferredlocation.Aconfirmationwindowappears.(Toaddmorefilestothe
samelocation,clickChooseFiles.)
ClickAdd.Afterprocessing,thefileisnowuploadedtothelocationyouspecified.
Using kiteworks
File Management and Actions
DragandDropbetweenFolders
Tomovefilesbetweenfolders,performthefollowingsteps.
1
Selectthelistview(
),whichshowsallofthefoldersavailabletoyou.
Selectthefile(s)tomove,anddragthefiletothedestinationfolder.Abluedottedoutlineappears
aroundthedestinationfolder.
Adialogwindowappears,askingwhetheryouintendtocopythefile(s)ormovethefile(s).
Whenyoumoveafiletoanotherfolder,thefilehistory,comments,andtasksmovewiththefile.
Thefilewillbesoftdeletedinthesourcelocation(itwillberecoverable)andanewcopywillbe
createdinthedestination.
Whenyoucopyafiletoanotherfolder,thecopiedfiledoesnotretainitshistoryorassociated
tasksorcomments.Theoriginalfileremainsinitsoriginallocationandiscopiedtothedestination
folder.
4
Aconfirmationmessageappears,andthefilehasbeencopiedormovedtothelocationyouspecified.
Note
Youcannotmovelockedfiles,butyoucancopyfilesthatarelocked.
Page 47
Using kiteworks
File Management and Actions
UploadtotheMoveTray
ThisprocedureuploadsfilesdirectlytotheMoveTray.Fromthere,youcanmoveorcopythefile
toanotherlocationinkiteworks.Untilthefileismovedorcopiedtoanothersharedfolder,no
onecanaccessthisfile.FormoreinformationabouttheMoveTray,refertoTheMoveTray.
TouploadafiletotheMoveTray,performthefollowingsteps.
1
IntheleftNavigationmenu,clickMoveTray(
).TheMoveTraypanelappears.
IntheMoveTraypanel,clickthe
iconandselectAddfiles.TheAddnewfilestotraywindow
appears.Fromhere,youcaneither:
Dragthefile(s)anddropintothewindow
OR
ClickChooseFile,whichopenstheFileUploaddialogboxofyouroperatingsystem.Fromhere,
navigatetoandselectthefile(s),andclickOpen.
ClickAdd.ThefileisnowlocatedintheMoveTrayandcanbecopiedormovedtoanotherfolderin
kiteworks.
Caution
Ifyouclearthetrayordeleteafilewithoutuploadingthefiletoanotherlocationinthe
system,thefilewillbedeletedfromkiteworks.Itisunrecoverable.
Download
Tovieworeditafile,youmustfirstdownloadthatfiletoyourdesktop.Thisactionextractsthe
filefromthekiteworksserver.
Note
IfyouruserroleissettoViewOnlyinafolder,youmaynotdownloadthefileandcanonly
viewthefileusingtheOnlineViewer.
Todownloadafile,performthefollowingsteps.
1
Page 48
Navigatetoandselectthefileyouwouldliketodownload.
Using kiteworks
File Management and Actions
Intheupperrightcornerofthescreen,clickActionsandselectDownload.
AwindowfromyourOSappears,promptingyoutoeitherdirectlyopenthefile,ortosaveittoa
particularlocation.
Selectyourpreferenceusingtheradiobuttons.Ifyouchoosetosavethefile,youwillbepromptedto
specifywhereyouwouldlikethefiletobesaved.
ClickOK.Yourfileisthendownloadedtoyoursystemandopenedusingyourspecifiedprogram,or
downloadedtoyourspecifiedlocation.
OnlineViewer
IfyouhaveaViewerroleinafolder,youcannotdownloadanyfilefromthatfolder.Theonlyway
youcanviewthatfileistousetheOnlineViewer.Iftheuserweretoattempttotakeascreen
shot,theimagebecomesobscured.
Note
YoucannotusetheOnlineVieweronenterprisecontentfiles;thisfeatureisonlyavailablefor
kiteworksfiles.Formoreinformationaboutenterprisecontent,refertoAccessenterprise
contentsources(LicenseEnabled).
Note
Fileslargerthan25 MBorthattakelongerthanoneminutetorenderarenotsupported.To
viewthisfile,downloaditthenopenit.IfyouhaveaViewOnlyrole,contacttheowneror
managerofthefoldertohavehim/herchangeyourrole.
Page 49
Using kiteworks
File Management and Actions
ToviewthefileusingtheOnlineViewer,clicktheeyebuttoninthelowerrightofthethumbnail(
ThefileopensusingtheOnlineViewer.
A
).
D
C
Thespecificsectionsofthisscreenaredescribedinthefollowingtable.
Table 10. FileViewer
Identifier Description
Notes
FileName
Sidebar
Thesidebarshowsathumbnailofeachpageofthefile.
ToggleSidebarbutton
ClicktheToggleSidebarbuttontoopenorclosethesidebar.
Share/Actionsbuttons
Allowsyoutoperformthefollowingfunctions:
Watermark
Forwardthefiletoanotherrecipient.*
GotoFirst/LastPage
RotateClockwise/Counterclockwise
Download*
Print*
IfyouareaViewerofthefile,thewatermarkoftheemailaddressofthe
personviewingthefileandothertextdeterminedbyyourkiteworks
Administratorappears.Ifyouhaveanyotherroleinthefolder,thewatermark
doesntappear.
*OnlyavailabletouserswithRolesotherthanViewer.IfyouareaViewer,thoseoptionsaregrayedout.
Page 50
Using kiteworks
File Management and Actions
DownloadFile(s)viaApplet
Ifthefileislargerthan4GBorifyouwanttodownloadmultiplefiles,youmustselectDownloadvia
AppletfromtheFileactionsmenu.Thisoptiononlyfunctionsiftheappletisactivatedinyoursettings.
TodownloadusingtheApplet,performthefollowingsteps.
1
Navigatetoandselectthefile(s)youwouldliketodownload.
Intheupperrightcornerofthescreen,clickActionsandselectDownloadviaapplet(
YourbrowsermaypromptyoutoallowJavapermissiontorun.Clicktoallowit.Youroperating
systemsSelectdestinationwindowappears.
Navigatetothelocationtowhichyouwouldlikethefile(s)tobedownloaded,andclickSave.
Youareshownthestatusofthedownload,andwhenthedownloadiscomplete,Downloadcomplete
appears.
Click
).
toclose.
Page 51
Using kiteworks
File Management and Actions
Troubleshooting
Whenyouuploadmultiplefilesorfoldersusingtheapplet,youmusthaveJavainstalledonyoursystem
andyourAdministratormusthaveenabledtheuseoftheapplet.
Ifyouhavetroublewiththeapplet,performthefollowingchecksonyourJavainstallation.
1
TocheckwhetheryouhavethemostrecentversionandtodownloadthenewestversionofJava,goto
http://java.comandfollowthesteps.
IfyouhavethemostrecentversionofJavainstalledandarestillhavingtrouble,youmayneedtoclear
yourJavacache.Forinstructionsonhowtodothis,goto
http://www.java.com/en/download/help/plugin_cache.xmlandfollowtheinstructionsdetailed
there.
ForSafariusersonaMac:
RuntheappletinUnsafeModesoitcanaccessthefilesonyourharddrivetouploadthemto
kiteworks.TheJavaappletisblockedbydefaultfromrunningproperlyinthelatestversionofSafarion
thelatestversionofMac OS.
Tochangethissettingmanually,refertoSafari:AboutInternetPluginManagement.
Caution
EnableUnsafeModeonlyfortrustedwebsites(likekiteworks)tokeepyourcontentsecure.
Formorehelp,contactyourkiteworksAdministrator.
PushFile
Pushafilesothatitwilldownloadlocallyontoalldevicessyncedwithhiskiteworksfolder,makingit
availableforviewingoffline.
Page 52
Navigatetothefolderinwhichthefile(s)resides.
Intheactionsforthefile,choosePushFile
Using kiteworks
File Management and Actions
Aconfirmationwindowwillappear.Toconfirmthatyouwanttopushthisfilesothatitwilldownload
locallyontoalldevicessyncedwiththiskiteworksfolder,clickyes.Otherwise,clickno.
Lock/Unlock
Youcanlockandunlockfilessootherscannoteditandreuploadthefilewhileyouworkonit.
Whenafileislocked,otheruserssharingthefoldercannotdeleteorupdatethatfile.Theycan,
however,downloadandcommentonthefile.
Alockedfilecanbeunlockedonlybytheuserwholocksit,orbythefoldersOwnerorManager.
Tolockafile,withthefileselected,clickActions,andselectLock(
).Thefileisnowlocked,with
indicatorsassuchonbothviewsofthefile.Onlyyoucanuploadanewversionofthelockedfile.
Detail View
List View
Note
Alockedfiledoesnotbecomeunlockedautomaticallywhenyouuploadanewversionofthe
file.Whenyouuploadafilethatyouhavelocked,youmustexplicitlyunlockitforotherstobe
abletoupdateit.
Tounlockafile,fromtheActionsdropdownmenu,clickUnlock(
updatedbyotherusers.
).Thefileisnowunlockedandcanbe
Page 53
Using kiteworks
File Management and Actions
DeleteandRecoveraDeletedFile
YoucanDeleteaFilefromafolderifyouareanowner,manager,orcollaboratorinthat
folder.Ifthefileisdeletedaccidentallyorthefileexpires,youmaybeabletoRecovera
DeletedorExpiredFile.
DeleteaFile
Todeleteafile,performthefollowingsteps.
1
Todeleteafile,withthefileselected,clickActionsandselectDelete(
appears.
ClickYes.Thefilehasnowbeendeletedfromkiteworks.
).Aconfirmationwindow
RecoveraDeletedorExpiredFile
Ifyouhavedeletedafileaccidentallyorthefileexpires(refertoChangeFileExpirationDate),you
maybeabletorecoverthatfile.
Dependingonwhetheryouprefertoworkinthedetailvieworthelistview,followthesteps
below.
Note
Page 54
Filerecoveryisnotsupportedforenterprisecontentsources.Ifyoumoveafileoutofan
enterprisesourceandwishtorecoverthedeletedfile,youmustgotothesourcetoretrieveit.
Using kiteworks
File Management and Actions
DetailView
Torecoverthedeletedfile,performthefollowingstepsusingthedetailview.
Navigatetothefolderfromwhichthefilewasdeleted.Deletedfilesandfoldersarelistedinthe
informationsectionofthatfolder.
Clickthelisteddeletionsinthedetailsaboutthefolder.
Selectthefile(s)orfolder(s)thatyouwouldliketorecover.
ClickRecover.Theitemreappearsinthefolder.
Ifthefilehadexpiredandyourecoverthefile,thenewexpirationdateisthedefaultthathasbeensetby
youradministrator.Itwouldbeasifyouuploadedthefileasanewfile.
Youhave14daystorecoveryourfile.YourkiteworksAdmincanchangethatdefault,however.Formore
informationaboutrecoveringdeletedfiles,contactyourAdmin.
Page 55
Using kiteworks
File Management and Actions
ListView
Torecoverthedeletedfile,performthefollowingstepsinthelistview.
1
4
Navigatetothefolderinwhichthefilewasdeleted.
ClicktheFiltericon(
SelectDeleted.Alistofdeleteditemsappears.
Clickthedownwardarrow(
ClickRecover(
).Alistofpossiblewaystofilterthecontentsofthefolderappears.
).Alistoffileactionsappears.
).Thefilereappearsinthefolder.
Ifthefilehadexpiredandyourecoverthefile,thenewexpirationdateisthedefaultthathasbeensetby
youradministrator.Itwouldbeasifyouuploadedthefileasanewfile.
Youhave14daystorecoveryourfile.YourkiteworksAdmincanchangethatdefault,however.Formore
informationaboutrecoveringdeletedfiles,contactyourAdmin.
DeleteaFilePermanently
Toincreaseyourstorageinafolder,deletefilesorfolderspermanently.Dependingonwhether
youprefertoworkinthedetailvieworthelistview,followthestepsbelow.
Page 56
Using kiteworks
File Management and Actions
DetailView
Todeleteafilepermanently,performthefollowingsteps.
Navigatetothefolderinwhichthefilewasdeleted.Deletedfilesandfoldersarelistedinthe
informationsectionofthatfolder.
Clickonthelisteddeletionsinthedetailsaboutthefolder.
Selectthefile(s)orfolder(s)thatyouwouldliketodeletepermanently.
ClickPermanentlyDelete.
Afteraconfirmationmessageappears,fileorfolderisnowdeletedandnotrecoverable.Itisalsonow
removedfromyourstoragequota.
Page 57
Using kiteworks
File Management and Actions
ListView
Todeleteafilepermanently,performthefollowingsteps.
1
4
Navigatetothefolderinwhichthefilewasdeleted.
ClicktheFiltericon(
SelectDeleted.Alistofdeleteditemsappears.
Clickthedownwardarrow(
ClickPermanentlydelete(
).Alistofpossiblewaystofilterthecontentsofthefolderappears.
).Alistoffileactionsappears.
).
Afteraconfirmationmessageappears,fileorfolderisnowdeletedandnotrecoverable.Itisalsonow
removedfromyourstoragequota.
ViewandChangeVersions
Youcanperformthreeactionsonversionsofafile:DownloadVersion,MakeCurrent,andDelete
Version.Ifyouhavetheproperpermissionsinafolder,youcanalsouploadorAddNewVersion
ofaparticularfileintothatfolder.
Page 58
Using kiteworks
File Management and Actions
Figure1. DetailView
Download
Delete Version
Make Current
Page 59
Using kiteworks
File Management and Actions
Figure2. ListView
Download
Delete Version
Make Current
DownloadVersion
Todownloadapreviousversionofthefile,clickthedownloadiconfortheversionyouwouldlike
todownload.Youarethenpromptedeitheropenthefileusingaparticularprogram,ortosave
thefiletoaparticularfolder.
MakeCurrent
Tomakeapreviousversionofthefileintothecurrentversion,clicktheflagicon.Thisdoesnot
discardthenewestversion,butmakestheselectedfilethecurrentversion.Theotherversions
arestillaccessibletootherusers,shouldtheywishtoseethem.
DeleteVersion
Todiscardaversionofthefile,selecttheversionofthefileyouwishtodeleteandclickthe
removeicon.Aconfirmationwindowappears.Confirmthatyouwouldliketodeletethat
version,andthefileisdeleted.Itwillnotbeavailableforotherstoview.
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Using kiteworks
File Management and Actions
AddNewVersion
Toaddanewversionofanexistingfile,performthefollowingsteps.
1
Selectthefilethathasanewversiontobeuploaded.
ClicktheActionsbutton,andselectAddnewversion(
ClickChoosefile.TheFileUploadmenuappears.
Navigatetothenewversionofthefilethatissavedonyoursystem.
Note
).TheAddnewversionmenuappears.
Thenewversiondoesnotnecessarilyhavetohavetheexactsamenameasthefilecurrently
existinginkiteworks.
ClickOpen.
ClickAdd.Thefileisnowuploadedandisthenewcurrentversion.
Caution
Ifyouuploadafilewiththeexactsamenameasafilealreadyexistinginthatfolder,thefile
replacesthecurrentversionwiththeoneyouhavejustuploaded.Thefileisnotoverwritten,
ascollaborators,managers,andtheownerstillhaveaccesstopreviousversionsofthesame
file.Toundothisaction,MakeCurrentthepreviousversion.
TheMoveTray
TheMoveTrayisastagingareaformovingfileswithinkiteworks.Tomovefilesinkiteworks,drag
thefile(s)intothetray,andfromthetray,dragtoanewlocation.
ClicktheMoveTrayiconinthenavigationpanel.TheMoveTraycolumnappears.
MoveTrayActions:CopyandMove
Whenyoumoveafiletoanotherfolder,thefilehistoryandcommentsmovewiththefile.The
fileisdeletedfromthetrayandfromitsoriginallocationwhenthemoveiscompleted.
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Using kiteworks
File Management and Actions
WhenyoumovefilesspecificallyfromaDropboxsource,theyaredeletedfromthesourceand
movedfromtheMoveTraytothelocationyouspecify.Previousversionsandcommentsand
tasksassociatedwiththefilearedeleted.
Note
Whenyoucopyafiletoanotherfolder,thecopiedfiledoesnotretainitshistoryorcomments.It
remainsinitsoriginallocationandinthetray.
Tomoveorcopyfiles,performthefollowingsteps.
1
Addthefiletothemovetray.TherearethreewaystoputafileintotheMoveTray:
a. Dragthefilefromitscurrentlocation(eitheronyourdesktoporwithinkiteworks)intotheopen
MoveTrayorontotheMoveTrayicononthenavigationpanel.
OR
b. Selectthefileinkiteworks,andfromtheActionsmenu,selectAddToMoveTray.
OR
c.
IntheMoveTray,clicktheAddnewicon(
locationandaddthefiletotheMoveTray.
)andselectAddfiles;thennavigatetothefile
WhenthefilehasbeenmovedtotheMoveTray,asmallnumeralappearswiththeMoveTrayiconin
thenavigationpanel.ThisindicatesthenumberoffilesthatcurrentlyexistintheMoveTray.
2
Navigatetothefolderlocationwhereyouwouldliketomovetheitem.
IntheMoveTray,selectthefile(s)tobemoved.
AtthetopofthegrayMoveTraymenu,clicktheActionsicon(
onthosefileappears.
Clicktheactionyouwishtoperform.(NotethatyoucanemailafiledirectlyfromtheMoveTray.For
moreinformation,refertoEmailaFile.)
Note
Page 62
ToclosetheMoveTray,clickthe
(
)inthenavigationpanel.
).Alistofactionsyoucanperform
intheleftcornerofthetray,orclickthemovetrayicon
Using kiteworks
File Management and Actions
UploadFilesDirectlytotheMoveTray
YoucanuploadfilesdirectlytotheTrayfromyourdesktop.Todothis,dragthefilefromyourdesktopto
theMoveTray.
Untilthefileismovedorcopiedtoanothersharedfolder,noonecanseethefileinyourMoveTray.
Thesizeofthesefilescountsagainstyourtotalquotaallowedinkiteworks.
Caution
Ifyouclearthetrayordeletethefilewithoutuploadingittoanotherlocationinthesystem,
thefilewillbedeleted.Itisunrecoverable.
UsetheMoveTraytoCollaboratewithOutsideUsersonEnterpriseContentFiles
TheMoveTraycanbeusedtocollaborateonfilespulledfrommultipleenterprisecontent
sources:SharePoint,WindowsFileShares,etc.Youcanconsolidatefilesfrommanycontent
sourcesintotheMoveTray,thenmovethefilestoaSharedFoldertosimplifycollaboration.
YoucanalsoemailmultiplefilesfrommultiplesourcesinasingleemailusingtheMoveTray.
Formoreinformationaboutenterprisecontentcollaboration,refertoAccessenterprisecontentsources
(LicenseEnabled).
TousetheMoveTraytocollaborateonfilesfrommultipleenterprisecontentsources,performthe
followingsteps.
1
Addfilesfromyoursourcetoyourmovetray.
Page 63
Using kiteworks
File Management and Actions
Inkiteworksfiles,createanewfolderornavigatetoanexistingfoldertowhichyouinviteusers(refer
toCreateaNewFolderandShareAccesstoaFolder).
CopythefilesfromyourMoveTraytothenewfolder(refertoMoveTrayActions:CopyandMove).
Note
IfthesourceofthefileisDropbox,youareshowntheoptionofmovingthefileinadditionto
copyingit.IfyouselectMove,aconfirmationmessageappears.
Inthedetailview,youareshownthesourceofthefileinadditiontoitscurrentlocation.
Page 64
Performyourcollaborationwithsubscriberstothefolderyouhavecreated.
Using kiteworks
File Management and Actions
Whencollaborationiscomplete,uploadthefilesbacktothesourcelocation(clickReturntoContent
Source
fromtheActionsmenu).
Note
IftheoriginalsourcewasfromDropboxandyoumovedthefileinsteadofcopyingthefile,the
ReturntoContentSourceactionwillnotbeavailable.Theactionofmovingthefilefromthe
MoveTraydeletedthefilefromthesource.Inthiscase,uploadtheeditedfiledirectlybackto
Dropbox.
ChangeFileExpirationDate
Anexpirationdateforafileisthedateatwhichthefilewillceasetoexistinafolderandwill
appearasadeletedfile.
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Using kiteworks
File Management and Actions
UserswithanOwnerorManagerroleinafoldercanchangethedateorexpirationstatusofafile.
DependingonyourAdministratorssettings,userswithaCollaboratorrolemaybeabletoextendthe
expirationdateofafile.Alluserscanviewtheexpirationdateofafile.
1
Tochangetheexpirationdateforafile,clicktheActionsbuttonandselectFileexpiration,or,onthe
detailview,clicktheexpirationdate.Acalendarwindowappears.
Selectthenewexpirationdate.
ClickSubmit.Theupdatedexpirationdatechanges.
Note
Youcannotsetthefileexpirationpastthefolderexpirationdate,whichissetbythecreatorof
thefolder,orowner.Tochangethefolderexpirationdate,refertoEditFolderProperties.
DependingonyourAdministratorssettings,youmaybeabletoRecoveraDeletedorExpiredFile.
Mail
YoucanEmailaFilefromkiteworkstoanotheruser.Insteadofattachingthefileitselftothe
email,kiteworksaddsalinktothefileandputsitintheemail.Whentherecipientreceivesthe
email,s/heclicksthelinkanddownloadsthatfiletohisorherownsystem.
YoucanalsoEmailaPreviewofaFile,whichmeansthatinsteadofsendingalinktoadownloadablefile,
yousendalinktoaviewonlyversionofthefilethatcannotbeedited.
Whenyousendorreceiveafile,sendafilepreview,orsaveanemaildraft,thatactivity
appearsinthefolderusingthedetailviewand.
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Using kiteworks
File Management and Actions
Tofindoutmoreinformationaboutthemailortodownload,resend,orwithdrawafilethatwasemailed,
clickthemailasshownabove.Theoptionsavailabletoyouthenappear.
Note
Ifattachedfilesareupdatedbeforetheemailissentorresent,thefilethatissentistheone
thatoriginallywasattachedtotheemail.Theupdatedfileisnotsentautomatically.
Ifyouhavesavedadraft,clicktheactivity,andyouaregiventheoptiontoeitheredittheemailordelete
thedraft.
Whenyouwithdrawafile,theactivitystillappearsintheActivitystream,butthelinktothefileisgrayed
out.
Whatisthedifferencebetweensendingafileandsharingafolder?
Whenyoushareafolder,youallowotheruserstoaccessthefileswithinthatfolder,theextenttowhich
dependsonthepermissions(Roles)youassigntoeachuser.However,youcannotspecifyindividual
rolesforasinglefilewithinafolder.Allfilesinthefolderaresharedaccordingtoeachusersassignedrole.
Whenyousendafile,youemailthatfiletotherecipient,regardlessofwhethertheyhaveaccesstothe
folderinwhichitresides.
Formoreinformationaboutsharingafolder,refertoShareAccesstoaFolder.Formoredetailsaboutuser
roles,refertoRoles.
WhywouldIwanttosendafileorfilepreviewoversharingafolder?
Supposeyouhaveasinglefilethatyouwouldliketosharewithanindividual,butdonotwanttogivethat
personaccessofanykindtothefolderinwhichthatfileresides.Inthiscase,youwouldwanttoemailthe
file.Therecipientreceivestheemailfromyouwithalinktothefile,whichtherecipientcanuseto
downloadorviewthefile.
Whetheryousendthefileorfilepreviewdependsonhowmuchcontrolyouwouldliketherecipientto
haveoverthatfile(download,forward,print,edit,etc.).Ifyouwanttherecipienttodoanythingother
thanviewthefile,sendthefile.Otherwise,sendafilepreview.
EmailaFile
Toshareasinglefilewithanotherindividual,emailthefileviakiteworks.Thesefilesare
downloadablebytherecipient,andtherecipientcaneditanddistributethatfilewithoutregard
tothefilesoriginalsecuritylevel.
Tosendoremailafile,performthefollowingsteps.
1
Navigatetothefiletosend,andselectthatfile.
Page 67
Using kiteworks
File Management and Actions
Usingoneofthethreemethodsbelow,selectEmailfiles.
1
Fillinallofthefields.
Tosendthefiletomultiplerecipients,separateemailaddresseswithacomma.
IfthelinkatthebottomoftheEmailFilescreenisalivelink,youcansetSecuritySettingsforyour
recipient(s).Youhavetwooptions:
Onlylistedrecipients:Recipientscannotforwardfilestoothers.(Thisisthedefault.)
Anyonenoauthenticationrequired:Recipientscanforwardfilestoothers.
Toaddadditionalfilestotheemail,performthefollowingsteps.
a. Toaddfilesfromyourdesktop,clickAddfilesandselectUploadlocalfileorUploadusingJava
Applet.(FormoreinformationabouttheApplet,refertoUploadFile(s)viaApplet.)Toaddfiles
fromkiteworks,clickBrowsekiteworks.Anewwindowappears.
b. Navigatetothelocationofthefiletoaddtotheemail.
c.
4
ClickSend.Anemailcontainingalinktothefileissenttotheperson(s)youspecifiedasarecipient,
andtheactivityislistedontheActivityview.
Note
Page 68
Selectthefile(s)toattachtotheemail.Thefile(s)isnowlistedunderAttachedfilesontheEmail
Filescreen.
IfyouclickCancel,youarepromptedtosaveordiscardyourdraft.Ifyousavethedraft,the
actionofsavingthedraftislistedontheActivityview.Toaccessthedraft,fromtheActivity
view(refertoRecentActivitiesView:TrackYourWork),clickontheactivity.Youthenhavethe
optiontoopenthedraftanddiscard,edit,orsendit.
Using kiteworks
File Management and Actions
Iftherecipientsdontreceivetheemailinashortwhile,advisethemtochecktheirspamfilter,asthe
emailmayhavebeenmisidentified.Alsoadvisethemtoaddyouremailaddresstotheirlistof
acceptedcontacts.
(Alternatively,youcanclicktheEmailbuttononthenavigationpanel,selectCompose,thenaddafileto
thatemail.SkiptoStep 3above.)
EmailaPreviewofaFile
Emailingapreviewofafilemeansthatinsteadofsendingalinktoaneditableand
downloadablefile,yousendalinktoviewthefileonline,whichcannotbeedited.Thisfeatureis
onlyavailableforfiles20 MBorsmaller.
Asarecipient,youcanonlyviewthefileandcannotforwardit.
Page 69
Using kiteworks
File Management and Actions
Tosendoremailapreviewofafile,performthefollowingsteps.
1
Navigatetothefiletosend,andselectthatfile.
Usingoneofthetwomethodsbelow,selectEmailfilepreview.
1
Filloutallofthelistedfields.
To
Theemailaddressoftherecipient(s);separateeachemailaddresswithacomma.
Subject/Message
Determinedbyyou;ifyouhaveasignaturesetinyourpersonalsettings,thesignaturewillappear
here.
Addcustomtexttowatermark
Ifyouselectthisbox,awatermarkthatyoudetermineappearsoverlaidonthefile.This
watermarkisnotaffixedpermanentlytothefile.Itonlyappearstotherecipientwhenthefileis
sentasapreview.
YourAdministratormayalsoaddsomedefaultfieldsafteryourtext.Inthiscase,thisincludes
Sentto,thenameofthepersonsendingthefile,thedateitwassent,andanadmindetermined
textthat,inthiscase,saysAdminDefault.
Page 70
Using kiteworks
File Management and Actions
AttachedFiles
Thenameofthepreviewthatisattached.
ClickSend.Therecipientreceivesanemailwithalinktothefilepreview.
Therecipientclicksthelinkandisdirectedtoakiteworksscreen.
Watermark
Therecipientclickstheeyebuttoninthelowerrightofthethumbnail(
theOnlineViewer.
A
).Thefileopens,using
D
C
Page 71
Using kiteworks
File Management and Actions
Thespecificsectionsofthisscreenaredescribedinthefollowingtable.
Table 11. FileViewer
Identifier Description
Notes
FileName
Sidebar
Thesidebarshowsathumbnailofeachpageofthefile.
ToggleSidebarbutton
ClicktheToggleSidebarbuttontoopenorclosethesidebar.
Share/Actionsbuttons
Allowsyoutoperformthefollowingfunctions:
Watermark
GotoFirst/LastPage
RotateClockwise/Counterclockwise
IfyouareaViewerofthefile,thewatermarkoftheemailaddressofthe
personviewingthefileandothertextdeterminedbyyourkiteworks
Administratorappears.Ifyouhaveanyotherroleinthefolder,thewatermark
doesntappear.
Thedefaultexpirationdateforthelinktothefileis30daysfollowingthedatethatitwassent.Tochange
thisdate,contactyourAdministrator.
RequestaFile
Anotherwaytocollaborateusingtheemailfunctionofkiteworksistorequestafilefroman
individualwhomayormaynotbepartofyourkiteworkscontactsorhaveaccesstoyour
kiteworksfolders.
Whenyourequestafilefromanexternalcontact,youprovidetothatpersonalinkthatheorshecanuse
touploadthefiletoyou,whereyoucanthendownloaditsecurely.
Note
ThisfeatureismanagedbyyourAdministrator.Ifyoucannotrequestafile,contactyour
Administratortoenablethisfeature.
Torequestafile,performthefollowingsteps.
1
Page 72
Navigatetothefolderinwhichyouwouldliketherequestedfiletoreside.
Using kiteworks
File Management and Actions
ClicktheNewbutton(
Filloutthelistedfields.
)andselectRequestfiles.TheRequestfileswindowappears.
To (required)Therecipientscanbeanyone,regardlessofwhethertheyaremembersofyour
organization.Separatemultipleaddresseswithacomma.Eachrecipientreceivesauniqueuploadlink.
Subject (required)Thesubjectoftheemailthatwillbesent.
Message (optional)Themessageoftheemail.
AdvancedOptions:
Requireauthenticationforfileuploads Indicatewhetheruploaderwillneedanauthenticated
kiteworksaccounttouploadthefile.Iftheuserdoesnothaveakiteworksaccount,s/hewillbe
promptedtocreateanaccountbeforeuploading.
Note
Iftheuploaderiswithinyourorganizationsdomain,s/hewouldneedalicense.Iftheuploader
isoutsideofyourorganizationsdomain,s/hewouldbearestricteduserandwouldnotusea
license.
UploadLinkExpires Thisishowlongtheinvitationtouploadafilewillbevalid.Thedefaultisone
weekfromthecurrentdate.Youcanselectanotherdate,orindicatethatthelinkwillneverexpire.
MaximumUploads (required)Thisisthenumberoffileseachuploaderisallowedtoupload
usingthisinvitation.
ViewableFiles Whenusersuploadfilestothefolderusingthisinvitation,theycannotseethe
otherfilesthatareinthefolder,eitheralreadyexistingoruploadedbyotherusers.Youmay,
however,indicatefilesthattheuploadercansee,eithertoviewordownload.
Toselectthosefilesthatcanbeviewable,performthefollowingsteps.
a. ClickSelectFiles.TheViewablefileswindowappears,showingallfilesthatcurrentlyexistinthe
folder.
b. Selecttheextentoftheuploadersabilitytousethosefiles(ViewedorViewandDownloaded).
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Using kiteworks
File Management and Actions
c.
Selectthefilestoinclude.
d. ClickNext.
4
ClickSendRequest.Anemailisthensenttoyourcontact(s),withthefollowinginfo.
Atthesametime,youreceiveanotificationinRecentActivitiesView:TrackYourWork,foreach
personfromwhomyourequestedfiles.Youhavetheoptiontowithdrawtherequestfromthisview.(If
youwithdrawtherequest,thewithdrawalalsoappearsintheActivityfeed.)
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Using kiteworks
File Management and Actions
ThecontactclickstheSignInbutton,andafterauthentication(ifrequired),istakentothefollowing
screen,usinghisorherdefaultbrowser.
Inthiscase,becausetheRequesterindicatedthattheProposalWorksheetisbothviewableand
downloadable,theviewicon(
)andthedownloadicon(
)appearnexttotheProposal
Worksheetfile.
6
TheuploaderclicksSelectFiles,whichopensthehis/heroperatingsystemexplorer,andnavigatesto
therequestedfile.Alternatively,s/hecandraganddropthefilesintothespaceindicatedonthepage.
TheuploaderthenclicksUpload,andthefilesareuploadedtothelocationthatyouspecifiedwhen
yousenttheoriginalrequest.Theuploaderalsogetsconfirmationthattheuploadwassuccessfulbya
newfieldontheUploaderwindow:Filesuploadedbyme.
Page 75
Using kiteworks
File Management and Actions
Note
Optional:Iftheuploaderwishestomakeacommentaboutanyoftheuploadedfiles,s/hecan
clickthecommenticon(
),makethecomment,andclickSave.Onlyauthenticatedusers
canmakecommentsontheirfiles.
Note
Iftheuploaderusesthelinkfromtheinvitationemailtoreturntotheuploadpage,s/hecan
uploadthefileagain,andthefilewillbeversionedtothenewversion.Beaware,however,
thatthisversioncountstowardsthemaximumnumberofuploadsthatyouspecifiedinthe
invitationmessage.
Thefilesarenowuploadedwiththeassociatedcommentsmadebytheuploader.You,therequester,
canviewallofthefilesuploadedbytheuploaders.
Uploaderscanonlyseethosefilesuploadedbythemandthefilesyoumarkedasviewableinthe
RequestFilewindow.
If,intherequest,youspecifiedthattheuploadermustbeauthorizedbykiteworksbeforeuploading,
theuploadedfileswillshowtheusernameoftheuploaderinparenthesesasapartofthefilename;
forexample,FileName(UploaderEmailAddress).doc.
Caution
Page 76
Ifauseralreadyhasaroleinthefolder,thepermissionsthatcomewiththatrolestillapply.
Forexample,iftheuserisalreadyaViewerinthefolder,hewillbeabletoviewallfiles
uploadedtothefolder,includingthoseuploadedbythoselistedintheinvitation.
Using kiteworks
File Management and Actions
Inthemeantime,you,therequester,receiveanemailwiththelinktothefilethatwasuploaded.
10 YoucandownloadthefilebyclickingtheDownloadbuttoninthatemail,oryoucangotoyour
kiteworksfolderstructuretoverifythatthefilewasuploadedcorrectly.
AddTasksandComments
Thosepeoplewhohaveaccesstoasharedfolderinkiteworkscanaddacommentto
thefolder.Owners,Managers,andCollaboratorscanalsoassigntaskstootherusers
basedonthecontentsofafolder.
Tasks
Asanowner,manager,orcollaborator,youcanassignatasktootherpeoplewhohaveaccesstoafolder.
Page 77
Using kiteworks
File Management and Actions
AssignaTask
Toassignatask,navigatetothefileassociatedwiththetask,andperformthefollowingstepsin
thedetailview.
4
2
Clickthetasksicon.TheAddataskfieldopens,whereyoudescribethetask.
Clickthepersonicon(
)toseealistofpeopletowhomyoucanassignthetask.Thesearepeople
whohaveaccesstothefolder.Selecttheperson.
Clickthecalendaricon(
ClickSubmit.Thetasknowappearsinthedetaillistwhenthefileisselected.Theassigneealso
receivesanemailwiththedetailsaboutthetask.
)andselectaduedate.
Theassigneecannowindicatethestatusonthetask,fromDefined,Inprogress,orCompleted.
Page 78
Using kiteworks
File Management and Actions
ChangetheStatusofaTask
Whenataskisassignedtoyou,youcannotifytheoriginatorofthetaskthestatusofthattask.Tochange
thestatusofatask,performthefollowingsteps.
Clickonthetask.Twoiconsappear:Edit(
ClickintheStatusfield.Adropdownmenuappears,andselectthestatusyouwish:Defined(the
defaultwhenataskisassigned),Inprogress,orCompleted.
ClickSubmit.
)andDelete(
).Clicktheediticon.
Page 79
Using kiteworks
File Management and Actions
Comments
Anyonewhohasaccesstouploadafilecanaddacommenttothatfile.
AddaComment
Tomakeacomment,navigatetothefileassociatedwiththecomment,andperformthefollowingstepsin
thedetailview.
Page 80
Clickthecommentsicon.TheAddacommentfieldopens,whereyoutypeyourcomment.
ClickSubmit.Thecommentisnowassociatedwiththatfile.
Using kiteworks
File Management and Actions
RespondtoaComment
Torespondtoacomment,performthefollowingsteps.
1
2
Clickonthecomment.Threeiconsappear:Reply(
Clickthereplyicon.TheReplytothiscommentfieldopens,whereyoutypeyourreply.
ClickSubmit.
),Edit(
),andDelete(
).
Page 81
Using kiteworks
Search Functions
SearchFunctions
kiteworksofferstwotypesofsearch:BasicSearchandEnhancedSearch.Thebasicsearchqueries
thenamesoffilesandfolders.EnhancedSearchqueriesthenamesoffiles,folders,mail,textin
thefile,andmetadata,andisenabledbyyourkiteworksadministrator.
List View
Enhanced Search
Basic Search
Enhanced Search
Detail View
Basic Search
BasicSearch
kiteworkssupportsastandardsearchofnamesoffilesandfolders.Thissearchsimplyreturnsthe
namesoffilesorfoldersthatcontainyoursearchterm.
Page 82
Using kiteworks
Search Functions
Tousethisfunction,firstnavigatetothefolderinwhichyouwanttosearch.
2
3
ClickintheBasicsearchfield(
Clicktherightarrow,ortype<enter>.ThesearchresultsappearundertheSearchfield.
Tofiltertheresults,clickthefiltericon(
SelectManagedorFavorite.Theresultsarethenfilteredbythosefoldersthataremanagedbyyouor
markedasfavorites.
Note
5
)andenteryoursearchparameters.
).
IfyoufiltertheresultsbyManagedorFavorite,nofileswillappearinthesearchresults,
becauseyoucannotbemanagerofanindividualfileormarkindividualfilesasafavorite.
Tonavigateawayfromyoursearchresults,eitherdeletethesearchtermfromthefieldornavigate
awayfromthefolder.
EnhancedSearch
kiteworksenhancedsearchfunctionincludessearchingfilesandemailsfortext,metadata,
namesoffiles,ornamesoffolders.Thisoptionisenabledbyyouradministrator.Usingthis
search,youcannarrowthesearches(orfilter)byfiletype,andorganizethesearchresultsbythe
bestmatch,alphabetizetheresults,orlistthenewestoroldestfirst.
Yoursearchusesthefollowingconventions:
Searchtermsarereducedtoarootform,sosearchingforengineerwillalsosearchforvariantsof
thatword,suchasengineering,engineers,andengineered.
Page 83
Using kiteworks
Search Functions
Shortandcommonwordsarenotincludedinasearch(suchasa,an,and,is,it,or,not,etc.)
Whenaqueryhasmultiplewords,allwordswillappearinthereturneddocument(s).
Tosearchforaphrase,encloseitindoublequotes,forexample:ColdwaterProject.
Whenyouhavealistofresults,youcanviewthefile,share(email)thefile,ordeletethefile.Youcanalso
clickthelinktogotothefolderinwhichthefileislocated.
Tosearch,performthefollowingsteps.
1
Onthetopbar,intheSearchfield,typethestringofwordsorphraseforwhichyouwanttosearch.
Type<enter>.Thelistoffolders,files,andemailsthatcontainthetextyousearchedforislistedin
theresults.
Fromthislist,youcansorttheresultsbybestmatch,alphabetically,orbydate.Foreachindividualfile,
youcanshare,preview,ordeletethefiles.
a. Share
RefertoEmailaFile.
b. Delete
DeleteaFilefromtheserver.Duetothenatureofthesearchsystem,itmaytakea
fewminutesfortheitemtobedeletedfromthesearchresults.
c.
Page 84
Preview
RefertoOnlineViewer.
Using kiteworks
Search Functions
SearchFiltering
Tofurtherrefineyoursearch,clicktheFiltersbuttoninthegraynavigationbar.Youcanfilterby
folders,files,mails,andotherparameters.
Toincludeparametersinthefilter,clickthecorrespondingcheckboxandifnecessary,specifythe
parameter(suchastype,size,time,createdby,orwithinaspecificfolder),andclickApply.
ON
OFF
Note
ThecreationdateofafileismeasuredbythedateandtimeofUTC,ortheUniversalTime
zone,alsoknownasGMT.
Forexample,ifyouareinthePacificStandardTimezone(PST)anduploadedafilefromyour
deviceyesterdayat6pm,thensearchforthefiletodaybefore5pmusingtheyesterdayfilter,
thefilewillnotappear.Theservertreatsthefileashavingbeenuploadedtoday,because
PSTis7hoursfromUTC).
Takethisintoconsiderationwhenperformingafilterbytime.
Torefreshthefilteringparameterstothedefaultthatis,themostinclusivesettingsclickReset.
Page 85
Using kiteworks
Edit Settings
EditSettings
Yourpersonalsettingsincludeyouraccountinfo,preferences,andcontacts.Editthesesettingsby
clickingyourdisplaynameatthetoprightfromanyscreen.Thefollowingmenuappears.(Ifyou
haveAdministrativeaccesstokiteworks,Switchtoadminportaloptionalsoappears.)
Tosignout,clickSignout.Whenyousignbackintokiteworks,thesystemrememberswhichviewyou
wereusingandwhichfolderyouwereaccessingwhenyouwerelastsignedin,andyouarereturnedtothe
samescreen.
Toedityoursettings,clickSettings.TheSettingspanelappears,withthefollowingmenusonthelefthand
sideofthescreen.
Fromtheseoptions,youcanpersonalizeyourownkiteworksexperience,including:
Page 86
AccountInfo
Preferences
DisplayName
Language
ProfilePicture
TimeZone
Password
MessageSignature
MessageSignature
ContactsandGroups
ManageContacts
AddaContact
EditaContact
DeleteaContact
AddaGroup
EditaGroup
Using kiteworks
Edit Settings
AccountInfo
Youraccountinformationconsistsofadisplayname,emailaddress,profilepicture,andpassword.
DisplayName
TochangeyourDisplayName,performthefollowingsteps.
1
FromtheSettingsscreen,clickAccountInfo.
TypeyournewDisplayNameintheDisplayNamefield(typically,<firstname> <lastname>).
ClickSubmit.YourDisplayNamehasnowbeenchanged.
Note
DependingonthesettingsthatyourAdministratorhasset,itispossiblethatyoumaynotbe
abletomakethesechanges.Ifthisisthecase,contactyourAdministratorforassistance.
Note
Youcannotchangeyouremailaddresshere;thismustbeperformedbyyourAdmin.
ProfilePicture
Yourprofilephotoappearsnexttoeveryactivitythatyouperform.Accellionsuggestsusingabasicphoto
ofyourface,in.jpgor.pngformat.Ifthephotoyouuseisnotsquare,theimagemayappeardistorted,
especiallyonmobiledevices.Notethatthephotocannotexceed2 MB.
Touploadorchangeyourprofilephoto,performthefollowingsteps.
1
FromtheSettingsscreen,clickAccountInfo.Yourprofilepictureappears.
Page 87
Using kiteworks
Edit Settings
ClickUploadanewphoto.Youroperatingsystemsfilemanageropens.
NavigatetoyournewprofilephotoandclickOpen.
WhenpromptedAreyousureyouwanttoupload<file name>asprofileimage?,clickYes.
OntheAccountInfoscreen,clickSubmit.Yournewphotonowappearsasyourprofilephoto.
Password
YourpasswordmustmeetthestandardssetbyyourAdmin,andmayrequireatleastonecapitalletter,and
atleastonesymbol(!@#$%&*).
Dependingonyourenvironment,youmayormaynotbeabletochangeyourpassword.Ifyourloginis
basedonyourLDAPpasswordoryourorganizationutilizesSSO,yourprocessmaybedifferent.Contact
yourAdministratorwithquestionsaboutchangingyourpassword.
Tochangeyourpassword(ifpermitted),performthefollowingsteps.
1
FromtheSettingsscreen,clickAccountInfo.TheAccountInfoscreenappears.
Typeinyourcurrentpassword.
Typeinyournewpassword.
Typeinyournewpasswordforverification.
ClickSubmit.Yourpasswordhasnowbeenchanged.
Preferences
PreferencesconsistofaLanguagepreference,TimeZoneindicator,MessageSignature,andMessage
Signature.Ifyourorganizationhasmorethanoneserverlocation,yourpreferencesmayalsoincludea
Locationsoption.
Toseeyourcurrentpreferences,fromtheSettingsscreen,clickPreferences.ThePreferencesscreen
appears.
Page 88
Using kiteworks
Edit Settings
Language
Thelanguagethatisthedefaultforyouroperatingsystemwillbethedefaultlanguageforkiteworks.To
changeyourdefaultlanguage,performthefollowingsteps.
1
UnderLanguage,clickthedownwardarrow.
Selectyourpreferredlanguagefromthelistshown.
ClickSubmit.Yourpreferredlanguagehasnowbeenchanged.
TimeZone
kiteworksrecordswhenyouperformanyaction.Itisimportantthatthetimezonesettingbesetwithyour
locale.Whentraveling,besuretoupdatethissettingappropriately.
Tochangeyourtimezone,performthefollowingsteps.
1
UnderTimeZone,clickthedownwardarrow.
Selectyourtimezonefromthelistshown.
ClickSubmit.Yourtimezonesettinghasnowbeenchanged.
MessageSignature
Whenyousendanemailusingthekiteworksinterface,youcanaddasignaturetoappendtoyouremail.
Typically,thisconsistsofyourname,title,andcontactinformation.
Toaddoredityoursignature,performthefollowingsteps.
1
UnderMessageSignature,typethetextyouwouldlikeappendedtoyouremails.
ClickSubmit.YourMessageSignaturehasnowbeenupdated.
ContactsandGroups
Yourcontactsarethosepeopletowhomyousendemailsfromkiteworks,orhaveaddedaspeoplewith
sharingrightstoyourfolders.Thesecontactsappearinadropdownmenuorareautofilledwhensending
emails.Thesearealsothepeoplelistedaspossiblecollaboratorswhenyousetupasharedfolder.
Wheneveryousendanemailviakiteworksorinvitesomeonetocollaborateinafolder,yourcontactslist
retainstheinformationforfuturereference.
AGroupisacollectionofcontactsthatyouhaveaddedtoyoursettings.IntheContactssectionofthe
settings,youcaneditthemembersofagroup,includingtheiremailaddresses.
Page 89
Using kiteworks
Edit Settings
Toseeyourcurrentcontacts,fromtheSettingsscreen,clickContacts.TheContactsscreenappears.
ManageContacts
Managingyourcontactsconsistsofadding,editing,anddeletingmembersofyourcontactslist.
AddaContact
Toaddacontact,performthefollowingsteps.
1
Page 90
FromtheContactsscreen,clickthe
appears.
iconintheupperrightcorner.Alistofpossibleactions
Using kiteworks
Edit Settings
ClickAddContact.TheAddcontactwindowappears.
Typethedisplaynameofthecontact(generally,<firstname> <lastname>)andaddthecontacts
emailaddress.
ClickSubmit.Thenamenowappearsinthelistofcontacts.
EditaContact
Toeditanexistingcontact,performthefollowingsteps.
1
IntheContactsscreen,nexttothecontactyouwouldliketoeditordelete,therearetwoicons:
Clicktheediticonontheleft.TheEditcontactscreenappears.
Makeyouredits.
ClickSubmit.Youreditsarenowsaved.
DeleteaContact
Todeleteanexistingcontact,performthefollowingsteps.
1
IntheContactsscreen,nexttothecontactyouwouldliketoeditordelete,therearetwoicons:
Clickthedeleteiconontheright.TheDeletecontactconfirmationscreenappears.
ClickYes.Theselectedcontacthasbeendeletedfromyourcontactslist.
AddaGroup
AgroupisacollectionofcontactswithinyourContactslist.Tosendamessageorfilepreviewtoagroup,
justtypetheNameofthegroupinanyTofield.
Addagroupfromthesamelocationasyouwouldaddacontact.
Page 91
Using kiteworks
Edit Settings
Toaddagroup,performthefollowingsteps.
Page 92
FromtheContactsscreen,clickthe
appears.
iconintheupperrightcorner.Alistofpossibleactions
ClickAddcontactgroup.TheAddcontactgroupwindowappears.
IntheNamefield,addthenameofthegroup.
IntheEmailfield,addtheemailaddressesofthemembersofthegroup.Separateemailaddresses
withacomma.
ClickSubmit.Thegroupappearsinyourlistofcontacts.
Using kiteworks
Edit Settings
EditaGroup
Toeditanexistinggroup,performthefollowingsteps.
1
IntheContactsscreen,nexttothegroupyouwouldliketoeditordelete,therearetwoicons:
Clicktheediticonontheleft.TheEditcontactgroupscreenappears.
Makeyouredits.
ClickSubmit.Youreditsarenowsaved.
Page 93
Using kiteworks
Edit Settings
SFTPKeys
IfyouradministratorhasenabledSFTPaccessforyou,youcangenerateoraddyourownSTFPkeypairsin
youraccountsettings.NotethatyourgeneratedSFTPkeysaresecureinformation,andlikeapasswords,
shouldnotbesharedorsentoverunsecurecommunications.
1
3
6
7
8
9
GenerateSFTP
TohavekiteworksgenerateanSFTPforyoutouse:
Page 94
FromtheSettingsscreen,clickSFTPkeys.
ClickthegenerateSFTPkeybutton,andinthewindowthatopens,typethenameandapassphrase
foryourSFTPkey,andclickgenerate.
AwindowwillpopupshowingyourSFTPkey,youcancopyandpastethistoafileonyourcomputer.
Closethewindow.
Confirmthatyouwanttoclosethewindowbyclickingyes.
Using kiteworks
Edit Settings
AddSFTP
ToaddanexistingSFTPkeytokiteworks:
5
ClicktheaddSFTPkeybutton.
TitletheSFTPkey
PasteyourexistingSFTPkeyintothekeyfield.
ClicksubmittosavetheSFTPkey.
DeleteSFTP
TodeleteanSFTPkeyinkiteworks:
9
ClickthedeletebuttonnexttotheSFTPkeyyouwanttoremove,andinthewindowthatappears,
confirmthedeletionbyclickingyes.
Page 95
Using kiteworks
Edit Settings
Page 96
2kiteworksResources
Ifyouhavequestionsthatwerenotansweredbythisguide,visitourknowledgebaseat:
https://support.accellion.net/
Forsupportontechnicalissues,visitoursupportportalat:
http://www.accellion.com/support
Page 97
kiteworks Resources
Page 98
AAppendixA:IconsandSymbols
Table 1. kiteworksIconsandDescriptions
Icon
Description
Notes
NavigationPanel
Allfiles
Listsallthefolderstowhichyouhaveaccess.Formoreinformation,refertoWhere
YouWork.
Sharedfolders
Filtersthelistoffolderstothoseyouhavesharedwithotherusersorfoldersthat
havebeensharedwithyou.Theviewisidenticaltothedetailview,withunshared
foldersfilteredoutofthelist.Formoreinformation,refertoDetailView:Explore
YourFilesandFoldersandShareAccesstoaFolder.
FolderwithContent
Thethreedotsindicatethatthefoldercontainsfilesorfolders.
Favorites
Filtersthelistoffolderstothoseyouhavemarkedasafavorite.Theviewisidentical
tothedetailview,butshowsonlythefoldersyouhavemarkedasfavorites.
Formoreinformation,refertoDetailView:ExploreYourFilesandFoldersandMake
aFolderaFavorite.
Recentactivities
JumpstotheActivityviewformanagingtasks,comments,andotheractivities.For
moreinformation,refertoRecentActivitiesView:TrackYourWork.
OpenstheEmailFileswindow.Formoreinformation,refertoEmailaFile.
Movetray
OpenstheMoveTraypanel.Formoreinformation,refertoTheMoveTray.
Page 99
Table 1. kiteworksIconsandDescriptions
Icon
Description
Notes
FileandFolderActions
Actions
Opensamenuofactionsyoucanperformonafileorfolder;refertoFolder
ManagementandActionsandFileManagementandActions.
Addfiles,Createfolder,or
Requestfiles
Revealselementstoaddtothecurrentfolder;referto:
Calendar
AddorUploadFiles
CreateaNewFolder
RequestaFile
Clickthisbuttontoselectadate.Referto:
Tasks
ChangeFileExpirationDate
SearchFiltering
Close
ClickthisbuttontocloseawindowortheMoveTray.
Comments
Whenafileisselected,clickthisicontoaddacommentthatwillbeassociatedwith
thefile.RefertoComments.
CreateFolderlistview
Inthelistview,allowsyoutocreateanestedfolderinthecurrentfolder.Referto
CreateaNewFolder.
Delete/Discard
Discardsafile,aversionofafile,acomment,oratask.Referto:
DeleteandRecoveraDeletedFile
AddTasksandComments
Detailview
Inthetopgraybar,clickthisbuttontoswitchbetweenthelistviewanddetailview.
Thisbuttonselectsthedetailview.RefertoDetailView:ExploreYourFilesand
Folders.
Download
Withafileselected,allowsyoutodownloadthefiletoyourdesktopsoyoucanopen
itusingtheappropriateprogram(MicrosoftWord,etc.).Youcanalsodownloadthe
fileusingtheJavaapplet.Referto:
Download
DownloadFile(s)viaApplet
DownloadVersion
Whenviewingversionsofafile,thisbuttondownloadsapreviousversionofthefile
toyourdesktopsoyoucanopenthefileinitsassociatedprogram.Referto
DownloadVersion.
Edit
Allowsyoutoeditacomment,task,contact,orgroup.Referto:
Page 100
AddTasksandComments
ChangetheStatusofaTask
EditaContact
EditaGroup
Emailfiles;refertoMailandEmailaFile.
Emailallpeoplewhohaveaccesstothefolder;refertoSendanEmailtothe
UsersofaFolder.
Table 1. kiteworksIconsandDescriptions
Icon
Description
Notes
EmailPreview
Allowsyoutosendanuneditableversionofafiletousersbothinandoutsideof
yournetwork.RefertoEmailaPreviewofaFile.
Expand
Withafolderselected,allowsyoutoexpandthefolderinformationtoviewthe
expirationdate,whetherthefolderallowssync,andthesetquota.
Favorite(Action)
SetsthefolderasaFavorite,soitiseasilyfoundagainusingthenavigationpanel.
RefertoMakeaFolderaFavorite.
File/FolderActions
Whenusingthelistview,opensthelistofactionsyoucanperformontheselected
fileorfolder.RefertoListView:ManageYourFilesandFolders.
Filter
Allowsyoutofiltertheitemsthatappear,including:
Searchresults(bymanydifferentcategories;refertoSearchFiltering)
Folders(Managed,Favorites,Deleted)
Files
Activities(refertoRecentActivities)
Listview
Inthetopgraybar,clickthisbuttontoswitchbetweenthelistviewanddetailview.
Thisbuttonselectsthelistview.RefertoListView:ManageYourFilesandFolders.
Lock
Allowsyoutolocktheselectedfilesonooneotherthanyourselfcanuploadanew
versionordeletethefile.RefertoLock/Unlock.
ManagePeople
Allowstheusertoadd,delete,orchangeaccessforotherstoaccessthefolder;refer
toShareAccesstoaFolder.
MoveTray:Copy
CopiestheselectedfilefromtheMoveTraytothecurrentfolder.
MoveTray:Move
MovestheselectedfilefromtheMoveTraytothecurrentfolder.
Notifications
OpenstheManagenotificationswindowtosetthecircumstancesinwhichyou
receiveemailsforaparticularactivity.RefertoManageNotifications.
On/Off
IndicatesthefiltersusedinyourEnhancedSearchresults.RefertoSearchFiltering.
Properties
OpenstheEditpropertieswindowtochangethepropertiesofafolder.RefertoEdit
FolderProperties.
Reply
Allowsyoutoreplytoacommentortask.RefertoAddTasksandComments.
Page 101
Table 1. kiteworksIconsandDescriptions
Icon
Description
Notes
ReturntoSource
Returnsafiletoitsenterprisecontentsource;refertoUsetheMoveTrayto
CollaboratewithOutsideUsersonEnterpriseContentFiles.
Requestfile
Allowsyoutoaddfilestoafolderbyrequestingfilesfromothers.RefertoRequesta
File.
Retrievedeleteditems
Allowsyoutoretrievefilesthathavebeendeleted.RefertoRecoveraDeletedor
ExpiredFile.
Search
Allowsyoutoperformanenhancedsearchoffilesandtheircontents.Referto
EnhancedSearch.
Searchgo
ButtontoimplementtheSearch.Youcanalsotype<enter>.RefertoSearch
Functions.
Searchinfolder
Allowsyoutosearchforfolderandfilenameswithinaspecificfolder.RefertoBasic
Search.
Settings
Yourpersonalsettingsincludeyouraccountinfo,preferences,andcontacts.
RefertoEditSettings.
Share
RefertoMailandEmailaFile
RefertoEmailaPreviewofaFile
Task
Whenafileisselected,clickthisicontoaddatask.RefertoAddTasksand
Comments.
Task:Assignaperson
Clickthisbuttontoassignatasktoauserofasharedfolder.RefertoAddTasksand
Comments.
Unlock
Indicatesthatthefilecanbeunlockedbyyou.RefertoLock/Unlock.
Upload
OpenstheAddnewfileswindow;thisisashortcuttoaddnewfilestoaselected
folder.RefertoAddorUploadFiles.
Uploadlistview
Inthelistview,openstheAddnewfileswindow.RefertoAddorUploadFiles.
Versions
Whenafileisselected,clickthisicontoaddanewversionofthefileto
kiteworks.RefertoAddNewVersion.
MakesapreviousversionofafiletheCurrentone.RefertoMakeCurrent.
Viewiconinthumbnail
Page 102
OpenstheEmailfileandEmailpreviewmenu;allowsyoutosendfilestousersboth
inandoutsideofyournetwork.
Whenafileisselectedusingthedetailview,thisbuttonallowsyoutoviewthefile
withoutdownloadingittoyourdesktop,usingtheonlineviewer.RefertoOnline
Viewer.
Table 2. EnterpriseSourceIcons
Icon
Description
Notes
Addnewsource
FromtheActionsmenuatthehighestpointinthehierarchy,allowsyoutoaddanew
sourcetokiteworks.RefertoAddaNewEnterpriseContentSourcetokiteworks.
Box
IconindicatesthatthecontentsourceisfromBox.Notethatenduserscannotadda
newBoxconnector.ToaddanewBoxconnector,contactyourAdministrator.
Documentum
IconindicatesthatthecontentsourceisDocumentum.
Dropbox
IconindicatesthatthecontentsourceisDropbox.
eDOCS
IconindicatesthatthecontentsourceiseDOCS.Notethatthefunctionalityusing
eDOCSislimitedatthistime.
GoogleDrive
IconindicatesthatthecontentsourceisaGoogleDrive.Notethatenduserscannot
addanewGoogleDrive.ToaddanewGoogleDrive,contactyourAdministrator.
HomeShare
Iconindicatesthatthecontentsourceisthehomedirectoryofyouroperating
system.ToaddyourHomeDirectory,contactyourAdministrator.
kiteworks
Iconindicatesthatthecontentisinkiteworks.
OpenTextContentServer
IconindicatesthatthecontentsourceisOpenText.
SharePointorMicrosoft
OneDrive
IconindicatesthatthecontentsourceisMicrosoftOneDrive,SharePoint 2013,
SharePointOnline,orSharePoint 2007or2010.
FileShares
IconindicatesthatthecontentsourceisWindowsFileShares/CIFSorDistributedFile
Systems(DFS).
Page 103
Page 104
BAppendixB:ECCompatibility
Figure1. EnterpriseConnectCompatibilityandFunctionality
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SharePoint 2010:
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Via SP
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SharePoint 2007:
SP2007
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Mobile
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Mobile
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Mobile
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Management (ECM )
Source
s
dU
Web
Mobile
Web
CL
A
on
Mobile
Web
Page 105
Appendix B: EC Compatibility
Figure2. (Continued)
l/
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Enterprise Content
Management (ECM )
Source
s
dU
n
do
AC
Box
Only by
Admin
Mobile
Web
Mobile
Web
Mobile
Web
N/A
Mobile
---
---
---
Home Directory:
Windows, Unix, Linux
Only by
Admin
Mobile
Web
Mobile
Web
Mobile
Web
N/A
Mobile
---
---
---
OneDrive:
Office 365
Only by
User
Mobile
Web
Mobile
Web
Mobile
Web
Mobile
Web
Mobile
---
---
---
Web
Mobile
Web
Mobile
Web
Mobile
Web
N/A
Mobile
---
---
---
Dropbox
Page 106