USER GUIDE
Unit 2: Synergy™
Chapter 2: Using Schoolwires Synergy
Schoolwires® Synergy & Assist™
Version 2.0
Schoolwires Synergy 2.0
Using Synergy
TABLE OF CONTENTS
Introductions ....................................................................................................................... 1 Audience ......................................................................................................................... 1 Objectives ....................................................................................................................... 1 Before You Begin ........................................................................................................... 1 Getting Started ................................................................................................................ 2 As a Folder Owner ...................................................................................................... 2 When Viewing Folders Shared with You ................................................................... 3 Creating Your First Folder .................................................................................................. 5 Creating a New Folder .................................................................................................... 5 About the Storage Pie Chart in My Folders .................................................................... 6 Creating Files Online ...................................................................................................... 8 Available Online Editors and Their File Types .......................................................... 8 Creating an Online Word Processing File .................................................................. 9 About the Word Processing Editor ........................................................................... 11 Line Spacing Icon ................................................................................................. 11 Insert Anchor Icon ................................................................................................ 11 Insert Link Icon ..................................................................................................... 12 Insert Table Icon ................................................................................................... 13 Insert Image Icon .................................................................................................. 14 Insert HTML Icon ................................................................................................. 15 Insert Layer Icon ................................................................................................... 15 Find and Replace Icon .......................................................................................... 15 Toggle HTML Source Icon................................................................................... 16 Saving, Downloading and Previewing an Online Word Processing File ............. 16 Creating an Online Spreadsheet File......................................................................... 17 About the Spreadsheet Editor ................................................................................... 18 Uploading Files ............................................................................................................. 19 Uploading Files to a Folder....................................................................................... 19 Removing Files Before Upload Begins .................................................................... 21 Adding Additional Folders and Files ............................................................................ 21 Adding Folders at the Top Level .............................................................................. 21 Adding Subfolders .................................................................................................... 22 Creating or Uploading Files to Folders..................................................................... 22 Working with Files ........................................................................................................... 23 Marking Files as Favorites in the Folder Workspace ................................................... 23 Using the Workspace Buttons....................................................................................... 24 Emailing Links to Files ............................................................................................. 24 Creating the email ................................................................................................. 25 Downloading Files from an Emailed Link............................................................ 28 Working with Mailings ......................................................................................... 28 Moving Files ............................................................................................................. 30 Zipping Files ............................................................................................................. 32 Deleting Files ............................................................................................................ 33 Using the File Click Menu ............................................................................................ 33 SynAstUnit2Ch2V2_081308.doc
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Editing Files .............................................................................................................. 35 Changing File Options .............................................................................................. 35 Changing File Title and Adding or Editing a Description .................................... 36 Updating a File...................................................................................................... 36 Marking Files as Favorites in the File Options Window ...................................... 37 Working with Tags ................................................................................................... 38 Adding Tags .......................................................................................................... 38 Deleting Tags ........................................................................................................ 39 Working with Comments .......................................................................................... 40 Adding Comments ................................................................................................ 40 Deleting Comments .............................................................................................. 43 Working with Versions ............................................................................................. 43 Downloading a File ................................................................................................... 45 Working with Files in a Tag Cloud on the My Folders Tab ......................................... 46 Working with Folders ....................................................................................................... 47 Accessing the Folder Click Menu ................................................................................. 47 Accessing the Folder Context (Right-click) Menu ....................................................... 48 Renaming Folders ......................................................................................................... 48 Changing Folder Options .............................................................................................. 49 Renaming the Folder or Changing the Folder Icon .................................................. 50 Changing Allowed File Types .................................................................................. 50 Changing Sharing Settings........................................................................................ 52 Enabling Versioning in a Folder ............................................................................... 54 Sharing Folders ............................................................................................................. 54 File Permissions for Shared Folders ......................................................................... 54 Sharing with Groups ................................................................................................. 55 Adding Groups ...................................................................................................... 55 Editing Permissions for Groups ............................................................................ 58 Removing Groups from Sharing ........................................................................... 58 Sharing with Users .................................................................................................... 60 Adding Users ........................................................................................................ 60 Editing Permissions for Users ............................................................................... 62 Removing Users from Sharing.............................................................................. 63 Zipping Folders ............................................................................................................. 64 Deleting Folders ............................................................................................................ 65 Moving Folders ............................................................................................................. 66 Moving a Subfolder to the Top Level ....................................................................... 66 Moving a Folder into Another Folder ....................................................................... 66 Using the Recycle Bin ...................................................................................................... 68 Folder Recycle Bin ....................................................................................................... 68 Restoring Folders ...................................................................................................... 69 Permanently Deleting Folders................................................................................... 70 File Recycle Bin ............................................................................................................ 70 Restoring Files .......................................................................................................... 70 Permanently Deleting Files ....................................................................................... 71 Searching within Synergy ................................................................................................. 73 SynAstUnit2Ch2V2_081308.doc
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Working with Search Folders ....................................................................................... 73 Searching Files .............................................................................................................. 75 Working with Folders that have been Shared with You ................................................... 76 Accessing Folders on the Shared With Me Tab............................................................ 77 Accessing Folders Shared with You from the Navigation Pane ............................... 77 Accessing Folders Shared with You from the Hover Menu ..................................... 78 Working with Unlocked Folders on the Shared With Me Tab ..................................... 79 Working with Locked Folders on the Shared With Me Tab ......................................... 81 Search Folders on Shared With Me Tab ....................................................................... 81 SynAstUnit2Ch2V2_081308.doc
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Introductions
S
choolwires Synergy is a digital file sharing solution that provides webbased, centralized, secure access to content, such as documents, files
and presentations. These can be stored, organized and shared by
administration, faculty and students.
Audience
Folder Owners and individuals who have access to folders shared with them
should read this chapter.
Objectives
This chapter covers how to create and manage folders and files, and work with
folders that have been shared. In this chapter you will learn to:
•
Create folders.
•
Create and edit online word processing and spreadsheet documents.
•
Upload files to folders.
•
Work with files, including adding tags and comments to files; downloading
and editing files; zipping files; and emailing and moving files.
•
Work with folders, including changing options and sharing folders; zipping
folders; moving and renaming folders.
•
Work with Search folders.
•
Search for files.
•
Work with folders shared with you.
Before You Begin
If you have not already done so, Schoolwires recommends that you read the
Synergy™ & Assist™ chapter on navigation.” It covers signing in and
general navigation, including hover menus, click menus and grid functions.
Changing your user account information, including your password is also
covered in that chapter.
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Getting Started
As a Folder Owner
If you are a Folder Owner what you see the first time you sign in to
Synergy will be similar to what is shown in Figure 1.
Figure 1: Folder Owner after signing in.
Note: You will only see the link to Assist if your organization has this
Schoolwires work order management application and you are an
authorized user.
If someone has shared at least one folder with you, you will also see the
Shared With Me tab as shown in Figure 2, provided you have been granted
permission to view shared folders.
Figure 2: Folder Owner with shared folders after signing in
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Depending on your permissions, you may also see the link to Users &
Groups or System Settings on the Main Menu bar or the Administration tab
within Synergy. See the Synergy & Assist chapter, “Users & Groups,”
and the Synergy chapter, “Synergy Administration,” for more
information. System Settings is used mainly by organizations with Assist.
This is covered in the Assist chapter, “Assist Administration.”
Creating and managing folders; and adding and managing files are
covered in the first part of this chapter. Folder Owners will generally be
able perform most of these tasks.
When Viewing Folders Shared with You
If you are not a Folder Owner and no one has shared any folders with you,
the first time you sign in, what you see will be similar to what is shown in
Figure 3. In Figure 3, the individual is a student. His organization has
Assist, but he is not an authorized user. Therefore, the link to Assist does
not display on the Main Menu bar.
Figure 3: Student with no shared folders
If you have been granted permission to view folders that have been shared
with you and if at least one folder has been shared with you, what you see
the first time you sign in to Synergy will be similar to what is shown in
Figure 4.
Figure 4: Student only able to view shared folders after signing in
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When you are working with a folder that has been shared with you, you
will not be able to create or manage folders. This is true regardless of
whether or not you are a Folder Owner.
However, depending on the permissions the Folder Owner has assigned to
you for a particular folder, you may be able to work with files. Therefore,
some of the following information in “Working with Files” may be useful
to you:
•
Creating Files Online
•
Uploading Files
•
Working with Tags
•
Editing Files
•
Working with Comments
•
Downloading Files
•
Deleting Files
You will not, however, be able to email or move files, or work with
versions.
In addition to the above information, see “Working with Folders that have
been Shared with You” later in this chapter.
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Creating Your First Folder
Although you are a Folder Owner, as shown in Figure 5, the first time you
sign in, you will have no folders. Therefore, the first thing you will need to do
is create a new folder.
Figure 5: Folder Owner after signing in.
Creating a New Folder
To create a new folder:
1. Click on the New Folder button at the top of the Folders tab in the
navigation pane. A New Folder window like the one shown in Figure 6
will display.
Allowed file types
Checkbox for top level
folder
Figure 6: New Folder window
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2. Enter a name for the folder (required).
3. Choose a folder template from the drop-down list (required). Folder
templates are set up in Synergy Administration. Their main function is
to define the file types allowed for a folder created using this template.
Notice that the file types currently allowed for that template display
below the Template combo box.
Depending on your user profile, you may be able to add or delete file
types to any folder you create. See “Changing Allowed Files Types”
later in this chapter for more information.
4. Since this is your first folder, you will have to create it at the top level.
Click in the checkbox to the left of Make Top Level Folder.
5. Click on the Save button. The name of the folder you created will
display in the navigation pane. As you can see from Figure 7, that
folder will be selected in the navigation pane and its workspace will
display. In addition, as soon as you create a folder, a folder storage pie
chart will display in the navigation pane.
About the Storage Pie Chart in My Folders
A Synergy Administrator allows a default amount of storage space for each
Folder Owner in the site. An Administrator can override this default limit to
set different storage limits for specific Folder Owners. See Chapter 3:
“Synergy Administration” for more information.
The pie chart shown in Figure 7 displays the percentage of the allocated
storage space that is in use. The percentage used is shown in dark blue and the
percentage available is shown in light blue. Since this is the first folder and we
have not added any files to the folder, the chart in Figure 7 is entirely light
blue. All the storage space allocated to this Folder Owner, which is 30MB, is
still available.
Figure 7: Navigation pane and workspace after folder created
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The pie chart is generally labeled in megabytes (MB). However, until you
reach 1 MB, the pie chart will be labeled in bytes (B) or kilobytes (KB).
TIP: Conversion:
•
1,024 Byte = 1 Kilobyte (KB)
•
1.024 Kilobyte = 1 Megabyte (MB)
The pie chart only displays when you are working in the folder workspace of a
folder you created. Tooltips display the amount of storage space that is used
and the amount that is free when you mouse over the chart or the key for the
chart.
As you approach the storage limit that has been set for you, the pie chart will
be almost all dark blue. If a Folder Owner is at the limit or if a file being
uploaded will cause the limit to be exceeded, all users will be prevented from
creating or uploading any more files and will see an error message like the one
shown in Figure 8 in the Upload File(s) window.
Figure 8: Message displays if at storage limit
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Creating Files Online
If you are working in a folder that allows available file types for one of the
online editors, you can create files online. The online editors are relatively
simple WYSIWYG editors. If you wish to create or edit a document
containing complicated functions of formatting, Schoolwires recommends you
use an application that is available to you. You can then upload the file to the
folder workspace.
Available Online Editors and Their File Types
The two available online editors and the file types they recognize are:
•
Word processing editor
o .doc
o .txt
o .html
•
Spreadsheet editor
o .xls
o .csv
If any of these file types are allowed in the folder, a New File button will
display in the folder workspace as shown in Figure 9.
Figure 9: Folder workspace with New File button
If none of these file types are allowed in the folder, the New File button
will not display in the folder workspace as shown in Figure 10.
Figure 10: Folder workspace without New File button
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Creating an Online Word Processing File
To create an online word processing file:
1. Navigate to the desired folder workspace.
2. Click on the New File button. A New File window like the one
shown in Figure 11 will display. If one of the file types is not
allowed, that file type will be grayed out as shown in Figure 12.
Figure 11: New File window: all file types allowed
Figure 12: New File window: spreadsheet not allowed
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3. Enter a title for the file in the File Title field.
TIP: Use standard naming conventions when naming online files. Do
not use special characters like “/.” Special characters may cause
problems when zipping files.
4. Click in the radio button to the left of the word processing
document.
5. Click on the Save button. A word processing editor like the one
shown in Figure 13 will display.
Figure 13: Word processing editor
Note: If the editor does not open immediately, you have not
allowed pop-ups on your Synergy site. If you do not allow popups, you will need to use the Edit button on the file click menu to
continue creating the online file.
6. Create and format your file. See “About the Word Processing
Editor” for more information on the icons and functions within the
editor.
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About the Word Processing Editor
Most of the icons within the editor are standard word processing icons.
For instance, the
icon will initiate your print dialog box. However, we
provide information on some of the other icons here.
Line Spacing Icon
When you click on the Line Spacing icon , a Line Spacing dialog
box like the one shown in Figure 14 will display.
Figure 14: Line Spacing dialog box
To change the line spacing:
1. Select the text.
2. Click on the Line Spacing icon. A Line Spacing dialog box like
the one shown in Figure 14 will display.
3. Select the desired spacing from the drop-down list.
4. Click on the Done button. The editor will return as the active
window and the line spacing will be applied.
Insert Anchor Icon
An anchor is also known as a bookmark. When you click on the Insert
Anchor icon , an Insert/Modify Anchor dialog box like the one
shown in Figure 15 will display.
Figure 15: Insert/Modify Anchor dialog box
To insert an anchor:
1. Position the cursor where you wish to insert the anchor.
2. Click on the Insert Anchor icon. An Insert/Modify Anchor
dialog box like the one shown in Figure 15 will display.
3. Enter the anchor name.
4. Click on the Insert button. The editor will return as the active
window and an anchor will display in that location. The
tooltip will contain the anchor name.
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Insert Link Icon
You can insert a link to a URL, an anchor or an email address. When
you click on the Insert Link icon , an Insert/Modify Link dialog box
like the one shown in Figure 16 will display.
Figure 16: Insert/Modify Link dialog box
To insert a link to a URL or bookmark:
1. Select the text to which you wish to link or position the cursor
where you wish to insert the linked text.
2. Click on the Insert Link icon. An Insert/Modify Link dialog box
like the one shown in Figure 16 will display.
3. Enter the URL or select the anchor from the Anchor drop-down
list.
4. Enter text if you did not select text.
5. Enter a title (tooltip) for the link.
6. Select a target from the Target drop-down list.
7. Click on the OK button. The editor will return as the active
window and the linked text will display.
To insert a link to an email address:
1. Select the text to which you wish to link or position the cursor
where you wish to insert the linked text.
2. Click on the Insert Link icon. An Insert/Modify Link dialog box
like the one shown in Figure 16 will display.
3. Click on the Email Address tab on the top of the Insert/Modify
Link dialog box. An Email Address tab like the one shown in
Figure 17 will display.
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Figure 17: Insert/Modify Link dialog box: Email Address tab
4. Enter the email address.
5. Enter text if you did not select text.
6. Enter a subject.
7. Enter a title (tooltip) for the link.
8. Select a target from the Target
et drop-down list.
9. Click on the OK button. The editor will return as the active
window and the linked text will display.
Insert Table Icon
When you click on the Insert Table icon , an Insert Table dialog box
like the one shown in Figure 18 will display.
Figure 18: Insert Table dialog box
To insert a table:
1. Position the cursor where you wish to insert the table.
2. Click on the Insert Table icon. An Insert Table dialog box like
the one shown in Figure 17 will display.
3. Drag your mouse over the number of columns and rows you
desire.
4. Release your mouse. The editor will display as the active
window. The table will display.
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Insert Image Icon
When you click on the Insert Image icon , an Insert Image window
like the one shown in Figure 19 will display.
Figure 19: Insert Image window
To insert an image:
1. Position the cursor where you wish to insert the image.
2. Click on the Insert Image icon. An Insert Image window like
the one shown in Figure 19 will display.
3. Click on the Browse button. A Browsing window will display.
4. Browse your computer or network for the image.
5. Select the image.
6. Click on the Open button. The Insert Image window will return
as the active window. The file path for the image will display
in the Image File/URL field.
7. Click on the Preview button to preview the image in the
Preview window.
8. Enter alternate text.
9. Adjust the layout as required.
10. Adjust the spacing as required.
11. Click on the OK button. The editor will return as the active
window. The image you inserted will display.
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Insert HTML Icon
When you click on the Insert HTML icon , an Insert HTML dialog
box like the one shown in Figure 20 will display.
Figure 20: Insert HTML dialog box
To insert HTML:
1. Position the cursor where you wish to insert the HTML.
2. Click on the Insert HTML icon. An Insert HTML dialog box
like the one shown in Figure 20 will display.
3. Enter the HTML.
4. Click on the Insert button. The editor will return as the active
window. The formatting and text you entered will display.
Insert Layer Icon
When you click on the Insert Layer icon
the editor at that position.
, a layer will be inserted in
Find and Replace Icon
When you click on the Find and Replace icon, a Find and Replace
dialog box like the one shown in Figure 21 will display.
Figure 21: Find and Replace dialog box
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Toggle HTML Source Icon
When you click on the Toggle HTML Source icon , a Format HTML
window like the one shown in Figure 22 will display. Notice that you
can format the HTML for the Body, head or Styles.
Figure 22: Format HTML window
Saving, Downloading and Previewing an Online Word Processing File
As you can see in Figure 23, you can save the file. You can also
download it as a different file type and preview how the file will look
when it is printed by clicking on the appropriate link at the top of the
editor.
Figure 23: Word processing editor
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Figure 24 shows the file types that are available when you download
your word processing file.
Figure 24: Download from word processing editor
Creating an Online Spreadsheet File
To create an online spreadsheet file:
1. Navigate to the desired folder workspace.
2. Click on the New File button. A New File window like the one
shown in Figure 25 will display.
Figure 25: New File window: both file types allowed
3. Enter a title for the file in the File Title field.
TIP: Use standard naming conventions when naming online files. Do
not use special characters like “/.” Special characters may cause
problems when zipping files.
4. Click in the radio button to the left of spreadsheet document.
5. Click on the Save button. A spreadsheet editor like the one shown
in Figure 26 will display.
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Figure 26: Spreadsheet Editor
Note: If the editor does not open immediately, you have not
allowed pop-ups on your Synergy site. If you do not allow popups, you will need to use the Edit button on the file click menu to
continue creating the online file.
6. Create and format your file. See “About the Spreadsheet Editor”
for more information on the icons and functions within the editor.
About the Spreadsheet Editor
Most of the icons within the editor are standard spreadsheet icons. For
instance, the
icon will initiate your print dialog box. Note the
following icon functions:
•
Wrap Text icon will wrap the selected text.
•
Merge Cells Across icon allows you to merge selected cells.
•
More Format Options icon to the right of the Merge Cells
Across icon gives you the option to align the text on the top,
middle or bottom of the cell or split the cell.
•
Add Chart icon allows you to insert various types of charts
using the data you entered.
•
More Format Options icon to the right of the Comma icon
allows you to increase or decrease decimals, recalculate the data in
the cell or set the data as text.
•
Insert icon allows you to insert rows or columns.
•
Delete icon allows you to delete selected rows or columns.
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Export File icon allows you to export the spreadsheet file as
one of the file types shown in Figure 27.
Figure 27: Export File Types
Uploading Files
Once you create a folder, you can upload files of the allowed file types to that
folder.
Uploading Files to a Folder
Note: Schoolwires sets the default maximum file size that can be uploaded
during implementation. Folder Owners may set a maximum file size for
individual folders on the Sharing Settings tab of the Options window. See
“Changing Sharing Settings” later in this chapter for more information.
To upload files to a folder:
1. Navigate to the folder workspace to which you wish to upload
files. See Figure 28.
Figure 28: Folder workspace
2. Click on the Upload File(s) button at the top of the folder
workspace. An Upload File(s) window like the one shown in
Figure 29 will display. Notice that the file types allowed in that
folder are shown in the window.
3. Click on the Browse button. A Select File(s) window like the one
shown in Figure 30 will display.
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Figure 29: Upload File(s) window
4. Browse your computer until you find the location of the files you
wish to upload.
Figure 30: Select File(s) window
TIP: If no files display in the window, the files in that location may
not be one of the file types allowed in that folder. If you have the
required permission in your user profile, you can change the
allowed file types on Folder Options, which you access from the
folder click menu or context (right-click) menu. See “Changing
Allowed File Types” later in this chapter.
5. Select one or more files.
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6. Click on the Open button. The files you added will display in the
Upload File(s) window. The Upload and Clear List buttons will no
longer be grayed out. The total size for all the files will display at
the bottom of the window.
7. Click on the Upload button. A progress bar will display in the
Upload File(s) window. When the upload is complete, you will see
“100% Uploaded. Upload complete.”
8. Click on the Finish button once the upload is complete. The folder
workspace will refresh. The files you just uploaded will display.
Removing Files Before Upload Begins
You may remove files from the Upload File(s) window before you begin
an upload.
To remove:
1. Some files from the Upload File(s) window before upload:
a. Select the file or files. The Remove button will no longer be
grayed out.
b. Click on the Remove button. The files you removed will no
longer display in the Upload File(s) window.
2. To remove all the files from the Upload File(s) window before
upload, click on the Clear List button. No files will display in the
Upload File(s) window. The Upload, Remove and Clear List
buttons will be grayed out.
Adding Additional Folders and Files
You can add additional folders at any time. You can add them at the top level
or nested within other folders. As you add folders, they will default to
alphabetical order.
Note: If you add a folder at the wrong level, you can move it at any time. See
“Moving Folders” later in this chapter for more information.
Adding Folders at the Top Level
To create another folder at the top level of the navigation tree in the
navigation pane, follow the steps for creating your first folder.
1. Click on the New Folder button at the top of the Folders tab in the
navigation pane. A New Folder window will display.
2. Enter a name for the folder (required).
3. Choose a folder template from the drop-down list.
4. Click in the checkbox to the left of Make Top Level Folder.
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5. Click on the Save button. The folder you created will display in the
navigation pane. The folder will be selected and its workspace will
display.
Adding Subfolders
You create folders as subfolders the same way you create folders at the top
level with two exceptions:
•
You must be within the folder in which you wish to create the
subfolder before you click on the New Folder button.
•
You do not click in the checkbox to the left of Make Top Level
Folder.
Creating or Uploading Files to Folders
As long as you have not used all your storage space, you can create online
files if that function is available in the folder workspace and upload files
of the allowed file types to folders at any time.
If you have just added a new folder, you will already be in that folder’s
workspace. However, if you want to add files to another folder, you must
select that folder in the navigation pane before you can add files to it.
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Working with Files
You will do most of your work with files from within a folder workspace like
the one shown in Figure 31. Generally, you will work with the files using
buttons that display at the top of the workspace or the click menu that displays
when you click on the title of the file. However, you can mark a file as a
favorite directly in the workspace.
Figure 31: Folder workspace
To access the folder workspace that contains the files with which you want to
work, click on the name of the folder in the navigation pane. A folder
workspace like the one shown in Figure 31 will display. As you can see, the
folder name will display at the top of that workspace. The folder name will be
in bold in the navigation pane.
Marking Files as Favorites in the Folder Workspace
You may want to mark files you use often as favorites. If you mark a file as a
will display in the column to the left of the file title. In
favorite, a star
addition, that file will display in the Favorite Files folder workspace.
You can mark files as favorites right in a folder workspace or by using the
Options button on the file click menu. Within the folder workspace, the star to
the left of the file name acts as a toggle switch.
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In Figure 31 no files are marked as favorites. However, when you click on the
star to the left of the file name, that star turns gold as shown in Figure 32. That
file is now marked as a favorite.
Figure 32: Folder workspace with one file marked as favorite
To remove it as a favorite, click on the gold star.
In addition, you can mark or remove files as favorites using the Options
button on the file click menu. See “Marking Files as Favorites in the File
Options Window” later in this chapter for more information.
Using the Workspace Buttons
With the exception of the New File and the Upload buttons in the folder
workspace, the buttons at the top of a folder workspace may be applied to
more than one file.
Warning: If you have multiple pages of items on a page, you can only
select multiple items or use the Select All checkbox on a single page. If you
move to another page, the items you selected on the first page will be
deselected.
Emailing Links to Files
You can email a link to one or more files to anyone who has an email
address. That person will be able to download the file from the link. That
person does not need access to Synergy to download the file.
Note: The download link will be sent from the email address associated
with your user account. If you do not have an email address, it will be sent
from the email address entered in Settings in Synergy Administration. See
the Synergy chapter, “Synergy Administration,” for more information.
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Creating the email
To email a link to files:
1. Click on the folder name of the folder that contains the files
you wish to email in the navigation pane. That folder
workspace will display.
2. Click in the checkbox to the left of each file you wish to be
included in the download link that will be sent.
3. Click on the Email File(s) button at the top of the folder
workspace. An Email Files window like the one shown in
Figure 33 will display.
Figure 33: Email Files window: General tab
4. On the General tab:
a. Enter a subject for the email the recipients will receive
(required).
b. Enter text you would like to accompany the links. This
field is not required. However, it is highly recommended.
c. Enter a download expiration date (required). No one will be
able to download the files after this date unless you change
it. (See “Working with Mailed Files” later in this chapter
for information.) You may choose a date from the calendar
pop-up or you may enter a date.
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5. On the Recipients tab shown in Figure 34:
Figure 34: Email Files window: Recipients tab
a. To enter an email address:
i. Enter an email address into the text box under
Recipients.
ii. Click on the Add button. The email address will display
in the window below the text box.
iii. Repeat Steps (i) and (ii) as required.
b. You can remove email addresses before you email the
links. Note: You can only remove one email address at a
time. To remove email addresses before you mail the links:
i. Select the email address you wish to remove in the
window below the text box.
ii. Click the Remove button. The email address will no
longer display in the window below the text box.
iii. Repeat Steps (i) and (ii) as required.
6. As you can see from the Files tab shown in Figure 35, you can
remove any of the files you selected prior to sending the links.
To remove a file before emailing the links:
a. Select the file you wish to remove.
b. Click on the Remove button. The file will no longer display
on the tab.
c. Repeat Steps (a) and (b) as required.
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Notes:
•
You can only remove one file at a time.
•
If you do not wish to remove files, proceed to Step 7.
Figure 35: Email Files window: Files tab
7. Click on the Email button. The folder workspace will return as
the active window. The recipients will be sent an email with
your message and a link to a location from which they can
download the files. It will look like the one shown in Figure 36.
Figure 36: Sample email
8. Repeat Steps (2) to (7) as required.
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Downloading Files from an Emailed Link
When the recipients click on the link for files, a File Download(s)
window like the one shown in Figure 37 will display.
Figure 37: File Download(s) window
To download a file, click on the Download button to the right of the
file you wish to download. You will be prompted to save or open the
file.
Note: If the download link has expired, the Download Files window
will display the message: “The download has expired.”
Working with Mailings
Once you have emailed a link to files, you can:
•
Change the download expiration date.
•
Delete the mailing.
Changing Download Expiration Date
To change the download expiration date for a link to particular files:
1. Click on Mailed Files in the navigation pane. A Mailed Files
workspace like the one shown in Figure 38 will display.
Figure 38: Mailed Files workspace
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2. Click on the Edit button to the right of the link for which you’d
like to change the download expiration. An inline edit for that
mailing as shown in Figure 39 will display.
Figure 39: Mailed Files workspace
3. Enter the new download expiration date or use the calendar
pop-up.
4. Click the Save button. The workspace will refresh and the new
download expiration date will display.
Deleting a Record of a Mailing
You can delete the record of a mailing. Once you do that, however,
you cannot change the download expiration date. Deleting a mailing
will not change the access to files that were associated with that
emailed link.
Note: Deleted mailings are not sent to the Recycle Bin.
To delete the record of a mailing:
1. Click on Mailed Files in the navigation pane. A Mailed Files
workspace will display.
2. Select the mailing or mailings you wish to delete.
3. Click on the Delete Mailing(s) button. A confirmation message
like the one shown in Figure 40 will display.
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Figure 40: Confirmation for deleting emailed links
4. Click the Delete button. The workspace will refresh and the
mailings that you deleted will no longer display.
5. Repeat Step (2) to Step (4) as required to delete multiple
mailings on multiple pages.
Moving Files
You can move files to another folder at any level.
To move files:
1. Click on the name of the folder that contains the files you wish to
move in the navigation pane. A folder workspace like the one
shown in Figure 41 will display.
Figure 41: Folder workspace
2. Click in the checkbox to the left of the file or files you wish to
move.
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3. Click on the Move File(s) button at the top of the folder
workspace. A Move Files(s) window like the one shown in
Figure 42 will display. However, no folder names will be in bold
when you first access the Move Files(s) window
Figure 42: Move File(s) window
4. Expand the navigation tree as required.
5. Click on the name of the folder to which you want to move the
files. As shown in Figure 41 the destination folder you selected
will be in bold.
6. Click on the Move button. The workspace will refresh. The files
will be moved to the folder you chose.
7. Repeat Steps (2) to (6) as required.
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Zipping Files
You can zip and download files from a folder workspace. You can zip one
file or multiple files.
Figure 43: Folder workspace
To zip files:
1. Access the desired folder workspace. (See Figure 43.)
2. Click in the checkbox to the left of the file or files you wish to zip.
3. Click on the Zip File(s) button on the top of the workspace. A File
Download window like the one shown in Figure 44 will display.
Figure 44: File Download window
4. Click on the Save button. A Save As window will display.
5. Navigate to the location to which you want to save the file.
6. Rename the zip file as desired.
7. Click on the Save button. The folder workspace will return as the
active window.
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Deleting Files
To delete files from a folder workspace:
1. Click on the name of the folder that contains the files you wish to
delete in the navigation pane. That folder workspace will display.
(See Figure 42.)
2. Click in the checkbox to the left of the file or files you wish to
delete.
3. Click on the Delete File(s) button at the top of the workspace. A
confirmation message like the one shown in Figure 45 will display.
Figure 45: Delete files(s) confirmation message
4. Click on the Delete button. The folder workspace will refresh. The
files you deleted will no longer display in the workspace.
However, they have not been permanently deleted. They have been
moved to the Recycle Bin. From within the Recycle Bin, you can
restore them or permanently delete them. See “Using the Recycle
Bin” later in this chapter for more information.
Using the File Click Menu
When you click on the title of a file in a folder workspace, a click menu for
that file like the one shown in Figure 46 will display. The information and the
buttons that display on the file click menu will vary depending on the file type
and whether versions have been allowed in the folder.
Figure 46: File click menu displays in folder workspace
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All file click menus will contain the following information about the file:
•
Owner
•
Size
•
File name
•
Creation date
Since the file click menu in Figure 46 is for an image file, it contains a
thumbnail of the image. Other file types may show as broken links. In
addition, since it is not a file type that can be created or edited using the online
editors, no Edit button displays on the file click menu. Since the Folder Owner
has not allowed versioning in that folder, the Versions button does not display
on the file click menu.
From the file click menu shown in Figure 46, you can:
•
Change the options on the file.
•
Work with tags.
•
Work with comments.
•
Download the file.
The file click menu in Figure 47, however, is for a file that can be edited using
one of the online editors. It is in a folder with versioning enabled. Therefore,
both the Edit button and the Versions button display on the file click menu.
Figure 47: File click menu with all buttons
Therefore, from this file click menu, you can:
•
Edit the file.
•
Change the options on the file.
•
Work with tags.
•
Work with comments.
•
Work with versions.
•
Download the file.
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Editing Files
If the file type allows online editing, the Edit button will display in the file
click menu. When you click on the Edit button, the file will open in the
appropriate online editor.
Notes:
•
The online editors do not differentiate between files you created online and
files you uploaded if they are of the appropriate file type.
•
If you have been assigned only View permissions for a shared folder, you will
see a View button instead of an Edit button.
Changing File Options
You change the file options by clicking on the Options button in the file
click menu. You can also double-click on the file title. When you do either
of these, a File Options window like the one shown in Figure 48 will
display.
Figure 48: File Options window
Notice that the file details display in the File Options window.
As you can see, you can:
•
Change the file title.
•
Update the file.
•
Mark the file as a favorite.
•
Add or change the description.
You can do these things simultaneously. However, here we cover them
individually.
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Changing File Title and Adding or Editing a Description
To change the file title or add a description in the File Options
window:
1. Enter a new title in the File field.
2. Enter or edit a description in the Description field.
3. Click on the Save button. The folder workspace will return as
the active window.
Updating a File
You can update any file, regardless of whether you created it online or
uploaded it to the folder workspace.
Note: You can only upload one file when you replace a file.
To replace an uploaded file in the File Options window:
1. Click on the Update File button. An Update File window like
the one shown in Figure 49 will display.
Figure 49: Update File window
2. Click on the Browse button if you wish to replace a file. A
Select File(s) will display.
3. Browse your computer for the file you wish to upload.
4. Select one file to upload.
Note: if you select more than one file, you will see a warning.
Only the first file you selected will be added. The other files
you selected will be ignored.
5. Click on the Open button. The Update File window will return
as the active window. The size of the file you selected will
display.
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6. Click on the Upload button. A progress bar (showing per cent
complete and number of files) and transfer rate will display in
the window. When the upload is complete, the File Options
window will return as the active window.
7. Click on the Save button. The folder workspace will return as
the active window.
Marking Files as Favorites in the File Options Window
To mark a file as a favorite in the File Options window:
1. Click on the radio button to the left of Yes.
2. Click on the Save button. The folder workspace will return as
the active window. A star
will display in the column to the
left of the file title.
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Working with Tags
A tag is a relevant key word or term that users can assign to a file in
Synergy. Tags are displayed on the My Folders tab and the Shared With
Me tab within a tag cloud like the one shown in Figure 50.
Figure 50: Tag Cloud
Tag clouds are a way to display key words and visually depict how
frequently they are used. Within Synergy, the font size of a tag will
increase as it is used more frequently. In Figure 50, for instance,
“Animals” has been assigned to the most files, while “Cat” and “Picture”
have been assigned to the fewest files. In addition to this visual depiction,
the tags in Synergy display in alphabetical order within the tag cloud.
Adding Tags
To add tags to a file:
1. Click on the file name within the folder workspace. The click
menu for that file will display.
2. Click on the Tags button in the click menu. A File Tags
window like the one shown in Figure 51 will display.
Figure 51: File Tag window
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3. Enter the tag or choose one from the drop-down in the combo
box.
4. Click on the Insert button. The tag you just entered will display
on the list of tags at the bottom of the window.
Note: Tags are displayed in alphabetical order. Therefore, if
you have multiple pages of tags, you may not see the tag you
just added until you navigate to a later page. The number of
items, however, will increase by one each time you add a tag
when there are multiple pages of tags.
TIP: To add multiple tags to a file at the same time, simply
separate the tags with a comma.
5. Repeat Steps (3) and (4) as required to enter as many tags as
you would like.
6. Click on the Finish button when you are done entering tags.
The folder workspace will return as the active window.
Deleting Tags
To delete tags from a file:
1. Click on the file name within the folder workspace. The click
menu for that file will display.
2. Click on the Tags button in the click menu. A File Tags
window like the one shown in Figure 52 will display.
Figure 52: File Tags window
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3. Click on the Delete button to the right of the tag you wish to
delete. A confirmation message like the one shown in
Figure 53 will display.
Figure 53: Delete tag confirmation message
4. Click on the OK button. The File Tags window will refresh and
the tag you deleted will no longer display on the list of tags.
5. Repeat Steps (3) and (4) to delete as many tags as you would
like.
6. Click on the Finish button when you are done deleting tags.
The folder workspace will display.
Working with Comments
You can view comments made by others, enter comments and delete
comments. The date and time of the last comment made about a file
displays in the Last Comment column in the folder workspace. If new
comments have been added since you last viewed comments, this icon
will also display in the column. Once you have viewed the new comments,
this icon will no longer display.
Adding Comments
To add comments to a file:
1. Click on the file name within the folder workspace. The click
menu for that file will display.
2. Click on the Comments button in the click menu. A File
Comments window like the one shown in Figure 54 will
display. Any comments that have been made about the file will
display at the bottom of the window along with who made the
comment and when it was added.
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Figure 54: File Comments window
3. Enter your comment in the Comment text box.
4. Click the Add button. Your comment will be added at the
bottom of the window.
5. Click the Finish button. The folder workspace will return as the
active window.
Notes:
•
If you hover over a comment, the full comment and
information about the comment will display. See Figure 55.
•
If you click on the caret
to the left of the file name, the
information for that file will display. This includes the owner,
the date it was modified, the file type and the file size as shown
in Figure 56.
•
You may need to refresh the grid in order to see the new
comment icon. To refresh the grid, click on the Refresh button
that displays to the left of the Select All checkbox in the
grid.
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Figure 55: Comment hover menu
Figure 56: File Comments window
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Deleting Comments
You can delete any comments that have been added to a file. To delete
comments:
1. Click on the file name within the folder workspace. The click
menu for that file will display.
2. Click on the Comments button in the click menu. A File
Comments window like the one shown in Figure 56 will
display.
3. Click on the Delete button to the right of the comment you
wish to delete. A confirmation message like the one shown in
Figure 57 will display.
Figure 57: Delete comment confirmation message
4. Click on the OK button. The File Comments window will
refresh. The comment you deleted will no longer display.
Working with Versions
If versioning has been enabled for the folder, a Versions button will
display on the file click menu. Versioning is not limited to files that were
created using one of the online editors. A version of a file is created each
time you save that file. Users with whom you share a folder cannot view
or work with versions. However, if they can create or edit files, they will
affect the versioning for that file.
You will only be able to create as many versions as were allowed in
Folder Options. Once you reach the maximum number of versions, new
versions will replace older versions in the File Versions window. See
“Enabling Versioning” later in this chapter for more information.
To work with versions:
1. Click on the Versions button on the file click menu.
2. A File Versions window like the one shown in Figure 58 will
display. You can:
a. Download a version.
b. Rollback a version.
c. Delete one or more versions.
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Figure 58: File Versions window
3. To download versions:
a. Click on the Download button. A File Download window will
display.
b. Click on the Save button and save the file to the desired
location.
4. To rollback versions:
a. Click on the Rollback button. A confirmation message like the
one shown in Figure 59 will display.
Figure 59: Confirm rollback
b. Click on the OK button. The file will be rolled back.
5. To delete version:
a. Click in the checkbox to the left of the version or versions you
wish to delete.
b. Click on the Delete button at the top of the File Versions
window. A confirmation message like the one shown in
Figure 60 will display.
Figure 60: Confirm delete
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c. Click on the OK button. The File Versions window will
refresh. The versions you deleted will not display.
Downloading a File
Downloading a file using the file click menu is a different function that
downloading one from an emailed download link. However, once you
click on the Download button, the process is the same.
To download a file using the file click menu:
1. Click on the file name within the folder workspace. The click
menu for that file will display.
2. Click on the Download button in the click menu. A File Download
window (Opening window in Mozilla® Firefox®) like the one
shown in Figure 61 will display.
Figure 61: File Download window
3. Click on the Save button (Save to Disk radio button in Firefox) to
save the file to your desktop.
a. Navigate to the location in your computer to which you wish to
save this file.
b. Click on the Save button. The file will be saved.
4. Click on the Open button (Open with radio button in Firefox) to
open the file without saving. The file will open.
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Working with Files in a Tag Cloud on the My Folders Tab
If you have added tags to files, when you click on the By Tag tab on the My
Folders tab, you will see a tag cloud like the one shown in Figure 62. As you
can see, when you first click on the By Tag tab, no files will be displayed. You
must click on at the name of a tag to display all the files to which that tag has
been assigned.
Figure 62: Tag cloud on By Tag tab on My Folders tab
Within Synergy, the font size of a tag will increase as it is used more
frequently. In Figure 62, for instance, “Assignments” is the tag used on the
most files. In addition to this visual depiction, the tags in Synergy display in
alphabetical order within the tag cloud.
Figure 63 shows the workspace containing all files on which the tag
“Assignments” has been used. The file click menu will be the same for that
file in the tag workspace as it is in the originating folder workspace. You can
work with the file click menu for any files currently assigned the tag from
within the tag workspace.
However, some of the folder workspace buttons are not available
Note: If you delete the “Assignments” tag on a file using the file click menu,
that file will no longer display in that tag’s workspace.
Figure 63: Workspace for files with Assignments as tag
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Working with Folders
Folder Owners can work with folders that belong to them. No one may change
anything related to a folder that has been shared with them. Provided their
user profiles allow, Folder Owners can:
•
Rename folders.
•
Move folders.
•
Change folder options, including allowed file types, sharing settings and
versioning settings.
•
Share folders with groups of users or with individual users.
•
Zip folders.
•
Delete folders.
Most of these functions are accessed through the folder click menu, the
context (right-click) menu or both.
Note: You cannot access a folder click menu or a folder context menu from
the following default Synergy folders:
•
Search Folders
•
Mailed Files
•
Recycle Bin
Accessing the Folder Click Menu
To access a folder click menu:
1. Click on the folder name in the navigation pane. A folder workspace
like the one shown in Figure 64 will display.
Figure 64: Folder workspace
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2. Click on the folder name at the top of the folder workspace. A folder
click menu like the one shown in Figure 65 will display. Remember
the buttons that display on the folder click menu will be determined by
your user profile. For instance, if sharing has not been included in your
profile, the Sharing button will not display. In addition, if the folder is
already at the top level, you will not see the Top Level button as you
do for the subfolder shown in Figure 65.
Figure 65: Folder click menu for subfolder
Accessing the Folder Context (Right-click) Menu
By right-clicking on a folder name in the navigation pane, you can access the
context menu for that folder as shown in Figure 66.
Figure 66: Folder context menu
Renaming Folders
You can rename a folder using the folder Options in the folder click menu or
by using the Rename link in the folder context menu.
To rename a folder from the context menu in the navigation pane:
1. Right-click on the folder name in the navigation pane. The folder
workspace will display, the folder name will display at the top of the
workspace and the context menu for that folder like the one shown in
Figure 66 will display in the navigation pane.
2. Click in the Rename link in the context menu. A box will display
around the folder name as you see in Figure 67.
Figure 67: Rename folder
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3. Enter the new name for the folder.
4. Click outside the folder name. The page will refresh and the folder will
be renamed.
Changing Folder Options
Folder Owners can change folder options for any folders they create. They
will do this using the folder click menu.
To access the folder options:
1. Access the folder click menu or context menu.
2. Click on the Options button in the folder click menu or the Options
link in the context menu. A Folder Options window like the one
shown in Figure 68 will display. It will open on the General tab.
Figure 68: Folder Options window
In the Folder Options window you can change the:
•
Name of the folder
•
Icon to represent that folder
•
Allowed file types for that folder provided your user profile
includes this permission
•
Sharing settings for that folder
•
Versioning settings for that folder provided your user profile
includes this permission. If this permission is not in your
profile, the Versioning tab will not display.
You can make changes on all of these tabs at once or individually. We
will cover them individually.
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Renaming the Folder or Changing the Folder Icon
As you can see from Figure 68, on the General tab, you can:
•
Change the name of the folder
•
Choose a different icon for the folder
To make changes on the General tab:
1. Enter a new name for the folder if desired.
2. Choose a new icon from the icon combo box if desired.
3. Click on the Save button. The folder workspace will return as the
active window.
Changing Allowed File Types
The file types that are allowed for a folder when it is initially created will
depend on those that were allowed for the folder template you chose when
creating the folder. However, you can change the allowed file types for a
specific folder at any time provided your user profile includes this
permission. This does not affect the master list of allowed file types for the
entire Synergy site.
To view or change the file types allowed for a folder:
1. In the Folder Options window, click on the Allowed File Types
tab. The Allowed File Types tab will move to the front as shown in
Figure 69. The file types that have been allowed for that folder will
display on the tab. This means that only files that are of those types
can be uploaded to this folder regardless of what user is uploading
files. You can add or remove allowed file types provided your user
profile includes this permission. If the permission is not in your
profile, you will only be able to view the allowed file types.
Figure 69: Allowed File Types tab if in user profile
2. To add allowed file types to this folder:
a. Click on the Add File Type(s) button at the top of the tab. An
Add File Type(s) window like the one shown in Figure 70 will
display. This is the list of file types that have been allowed for
the entire site that have not already been allowed for this
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folder. Schoolwires provides a default master list of allowed
file types when we implement your Synergy site. A Synergy
Administrator may edit the master list of allowed file types for
the entire Synergy site. See the Synergy chapter, “Synergy
Administration,” for more information on how to change the
master list.
Figure 70: Add File Type(s) window
b. Use pagination as required to find the file type you wish to add.
c. Select one or more file types from a given page.
d. Click on the Add button. The Allowed File Type(s) tab will
refresh. The file type(s) you just added will display on the list.
e. Repeat Steps (a) to (d) to add more file types as required.
3. To remove allowed file types from this folder:
a. Select one or more file types from a given page.
b. Click on the Remove File Type(s) button at the top of the
Allowed File Type(s) tab. A confirmation message like the one
shown in Figure 71 will display.
c. Click on the Remove button. The Allowed File Type(s) tab will
return as the active window. The file type(s) you removed will
no longer display. No additional files of this type will be able
to be created or uploaded. However, existing files of this type
will not be affected.
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Figure 71: Remove file type(s) confirmation message
d. Repeat Steps (a) to (c) to remove more file types as required.
4. Click on the Save button. The folder workspace will return as the
active window.
Changing Sharing Settings
When you share a folder, you can:
•
Limit the total size of files that can be uploaded to that folder.
•
Set the folder so that users who can view it can only see the files
they add. They will not be able to view any files added by other
users with whom you have shared the folder.
•
Lock the folder either by setting a lock date or manually locking it.
These features are particularly useful for folders that are being used as
homework drop boxes.
Note: You set the sharing options for this folder here in the Options
window. However, you will still need to share the folder before others will
be able to access it. See “Sharing a Folder” later in this chapter for more
information.
To change the sharing settings for a folder:
1. In the Folder Options window, click on the Sharing Settings tab.
The Sharing Settings tab will display as shown in Figure 72.
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Figure 72: Sharing Settings tab
2. To limit the size of all the files that can be uploaded to the folder,
enter the number of MB in the Shared Folder Size field. Once that
limit is reached, users will get a message that the folder is over its
storage (disk space) limit.
3. To allow shared users to view only their own files, click in the
checkbox to the left of this option.
4. To set a lock date, enter the date in the Lock Date and Time field.
When you click in this field, the date and time format and a
calendar pop-up will display. If you enter a date and hit the tab
key, the current time will display. If you do not enter a time, it will
default to 12:00 AM. When users access a locked folder, they will
see a lock message if one has been added. The ability to lock
folders is useful for homework drop boxes and contest entries.
5. To enter the message that users will see when the folder is locked,
enter the text in the Lock Message field. This message will display
when users try to access a shared folder that has been locked,
whether it was locked by using a lock date or locked manually.
6. To manually lock a folder, click in the checkbox to the left of
Manual Lock. When users access a locked folder, they will see a
lock message if one has been added.
7. Click on the Save button. The folder workspace will return as the
active window.
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Enabling Versioning in a Folder
To enable versioning in a folder:
1. In the Folder Options window, click on the Versioning tab. A
Versioning tab like the one shown in Figure 73 will display.
Figure 73: Versioning tab
2. Click in the checkbox to the left of enable versioning.
3. Enter the number of versions to be allowed before new versions
will replace older versions.
4. Click on the Save button. Versioning will be enabled for the folder.
Sharing Folders
Folder Owners can share any folder they create. They can share with groups
that have been established or with individual users. Users and groups are
added by a Synergy Administrator. See the Synergy & Assist chapter, “Users
and Groups,” for more information.
File Permissions for Shared Folders
As you will see, when you share a folder, you will set file permissions for
the groups or users with whom you are sharing. Users accessing folders
that have been shared with them cannot change anything related to those
folders.
The file permissions Folder Owners can set are:
•
View: Allows users to download and view the files in the folder.
The Download button will display on the file click menu if a user
has been granted the View permission.
•
Add: Allows users to create online files if the folder allows those
file types, upload files to the folder that are one of the allowed file
types for that folder and do not exceed any space limitations that
have been set. The New File and Upload File(s) button will display
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in the folder workspace if a user has been granted the Add
permission.
•
Edit: Allows users to edit files, add tags to files and add comments
to files. The Options, Tags, and Comments buttons will display on
the file click menu if a user has been granted the Edit permission.
In addition, if the file type allows for online editing, an Edit button
will display.
•
Delete: Allows users to delete files. If they delete a file, it is stored
in the Folder Owner’s Recycle Bin until it is permanently deleted
or restored. The Delete File(s) button will display in the folder
workspace if a user has been granted the Delete permission.
Sharing with Groups
Synergy Administrators can create groups and add users to those groups.
This allows Folder Owners to share a folder with many users at once by
sharing it with a group. For instance, an English teacher may wish to share
a folder with the English Teacher group or the Advanced English Students
group.
Adding Groups
To share a folder with groups:
1. Access the folder click menu or the folder context menu.
2. Click on the Sharing button in the click menu or the Sharing
link in the context menu. A Sharing window like the one
shown in Figure 74 will display. As you can see, it opens on
the Assigned Groups tab. The list of groups with which the
folder has been shared will display.
Figure 74: Sharing window
3. Click on the Add Groups button. An Add Groups window like
the one shown in Figure 75 will display. It will open on the My
Groups tab. If you are a Group Owner, your groups will
display on this tab.
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Figure 75: Add Group(s) window
4. On the My Groups tab:
a. Use pagination as required to locate the group you wish to
add.
b. If you are uncertain of the members of a group, click on the
icon for a group, a group membership click menu like the
one shown in Figure 76 will display.
Figure 76: Click menu for group
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c. Select a group or groups from the My Groups tab by
clicking in the checkbox to the left of each of the groups.
d. Click on the Add button. The Assigned Group(s) tab will
return as the active window. The group or groups you
added will display in the grid.
5. On the All Groups tab:
a. If you know the category for the group, select the category
from the Category filter.
b. Use pagination as required to locate the group you wish to
add.
c. If you are uncertain of the members of a group, click on the
icon for a group, a group membership click menu will
display.
d. Click in the checkbox to the left of the group or groups you
wish to add.
e. Click on the Add button. The Assigned Group(s) tab will
return as the active window. The group or groups you
added will display in the grid.
6. If you click on the Save button at this point, “Shared” will
display in parenthesis after the folder name at the top of the
workspace and a sharing icon
will display after the folder
name in the navigation pane as shown in Figure 77. Sharing is
now active on this folder and its subfolders for all users in the
groups you just added.
Figure 77: Folder after shared; permissions unavailable
Note: You still need to edit the permissions for each of the groups you just
added. However, all groups have permission to view (download) files by
default. Schoolwires recommends that you set your permissions before
you save whenever possible. See “Editing Permissions for Groups” later in
this chapter for more information.
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Editing Permissions for Groups
In addition to editing the permissions for groups when you add the
groups initially, you may wish to edit the permissions for groups at
another time.
To edit permissions for groups:
1. Access the folder click menu or the context menu.
2. Click on the Sharing button in the click menu or the Sharing
link in the context menu. A Sharing window like the one
shown in Figure 77 will display. Notice the checkboxes to the
permissions of View, Add, Edit and Delete are grayed out.
3. Use pagination as required to locate the group or groups whose
permissions you wish to edit.
4. Click on the Edit Group(s) Permissions button. The
checkboxes to the permissions of View, Add, Edit and Delete
will be accessible as shown in Figure 78.
Figure 78: Sharing window with permissions accessible
5. Select the permissions you desire for each group by clicking in
the appropriate checkbox for the permissions to the right of
each group.
6. Deselect permissions you do not wish a group to possess by
clicking in checkbox for the permissions to the right of each
group.
7. Click on the Save button. The new sharing permissions for the
users within each of the groups you just set will be effective
immediately.
8. Repeat Step (3) to Step (7) as required for edit permissions on
for groups that are located on different pages of the grid.
Removing Groups from Sharing
If you no longer wish to share a folder with a group or groups, you can
remove those groups from sharing.
To stop sharing a folder with groups:
1. Access the folder click menu or context menu.
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2. Click on the Sharing button. A Sharing window like the one
shown in Figure 79 will display. The list of groups with which
the folder has been shared will display.
Figure 79: Sharing window: Assigned Groups tab
3. Click in the checkbox at to the left of any groups you wish to
remove.
4. Click on the Delete Group(s) button. A confirmation message
like the one shown in Figure 80 will display.
Figure 80: Remove group(s) confirmation message
5. Click on the Remove button. The Sharing window will refresh
and the group will no longer display on the list.
6. Repeat Step (3) to Step (5) if to remove groups from multiple
pages of the groups grid.
7. Click on the Save button. The users within the groups you
removed will no longer have access to the folder unless you
have provided them access through another group or as
individuals.
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Sharing with Users
You can share with individual users in addition to or instead of sharing
with groups.
Adding Users
To share a folder with users:
1. Access the folder click menu or the context menu.
2. Click on the Sharing button in the click menu or the Sharing
link in the context menu. A Sharing window will display.
3. Click on the Assigned Users tab. The Users grid will display as
shown in Figure 81. The list of users with whom the folder has
been shared will display. In Figure 81, the folder has not yet
been shared with any individual users.
Figure 81: Sharing window: Assigned User(s) tab
4. Click on the Add User(s) button. An Add User(s) window like
the one shown in Figure 82 will display.
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Figure 82: Add User(s) window
5. Use the filters or pagination to locate the users with whom you
wish to share the folder.
6. Select the users with whom you wish to share by clicking in the
checkbox to the left of each of the users.
7. Click on the Add button. The Sharing window (Assigned Users
tab) will return as the active window. The users you added will
display on the list.
8. Repeat Step (5) to Step (7) to add users from multiple pages or
as a result of filtering multiple times.
9. If you click on the Save button at this point, “Shared” will
display in parenthesis after the folder name at the top of the
will display after the folder
workspace and a sharing icon
name in the navigation pane as shown in Figure 83. Sharing is
now active on this folder and its subfolders for all users you
just added.
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Figure 83: Sharing window after shared
Note: You still need to edit the permissions for each of the users you just
added. However, all users have permission to view (download) files by
default. Schoolwires recommends that you set your permissions before
you save whenever possible. See “Editing Permissions for Users” later in
this chapter for more information.
Editing Permissions for Users
In addition to editing the permissions for users when you add the users
initially, you may wish to edit the permissions for users at a later time.
You edit permissions for users in the same manner as you edit
permissions for groups.
To edit permissions for users:
1. Access the folder click menu or the context menu.
2. Click on the Sharing button in the click folder or the Sharing
link in the context menu. A Sharing window will display.
3. Click on the Assigned Users tab. The Users grid will display.
The list of users with whom the folder has been shared will
display. Notice the checkboxes for the permissions of View,
Add, Edit and Delete are grayed out.
4. If there are multiple pages of users in the grid, navigate to the
page that contains the user or users whose permissions you
wish to edit.
5. Click on the Edit Group(s) Permissions button. The
checkboxes to the permissions of View, Add, Edit and Delete
will be accessible.
6. Select the permissions you desire for each user by clicking in
the checkbox for the permissions to the right of each user.
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7. Deselect permissions you do not wish a user to possess by
clicking in checkbox for the permissions to the right of each
user.
8. Click on the Save button. The new sharing permissions for the
users you just set will be effective immediately.
9. Repeat Step (4) to Step (8) as required to edit permissions of
users that are located on different pages of the grid.
Removing Users from Sharing
If you no longer wish to share a folder with a user or users, you can
remove those users from sharing. You remove users from sharing in
the same manner as you remove groups.
To stop sharing a folder with users:
1. Access the folder click menu or context menu.
2. Click on the Sharing button. A Sharing window will display. It
will open on the Assigned Groups tab.
3. Click on the Assigned Users tab. The Users grid will display.
The list of users with whom the folder has been shared will
display.
4. Click in the checkbox at the far left of any users with whom
you wish to stop sharing.
5. Click on the Delete User(s) button. A confirmation message
like the one shown in Figure 84 will display.
Figure 84: Remove user(s) confirmation message
6. Click on the Remove button. The Sharing window will refresh
and the user will no longer display on the list.
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7. Repeat Step (4) to Step (6) to remove users from multiple
pages of the groups grid.
8. Click on the Save button. The users you removed will no
longer have access to the folder unless you have provided them
with access through a group.
Zipping Folders
You can zip folders as well as files. You zip folders in essentially the same
manner.
Note: You cannot zip a folder that contains no files. You will receive and
error message.
To zip a folder:
1. Access the folder click menu folder or context menu of the folder you
wish to zip. A folder click menu for a top level folder is shown in
Figure 85.
Figure 85: Folder click menu
2. Click on the Zip Folder button in the click menu or the Zip link in the
context menu. A File Download window like the one shown in
Figure 86 will display.
Figure 86: File Download window
3. Click on the Save button. A Save As window will display.
4. Navigate to the desired location.
5. Rename the zip file as desired.
6. Click on the Save button. The folder workspace will return as the
active window.
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Deleting Folders
A Folder Owner can delete folders in addition to deleting files. However,
users with whom a Folder Owner has shared a folder cannot delete that folder.
If you delete a folder, its contents including all subfolders and files within it
will also be deleted. The folders and files will not be permanently deleted,
however. They will be moved to the Recycle Bin.
From within the Recycle Bin, you can restore or permanently delete folders.
Folders and files within your Recycle Bin are included when the total storage
used is calculated.
To delete a folder:
1. Access the folder click menu or the context menu for the folder you
wish to delete. As you can see in Figure 87, the folder we are deleting
contains six files and three folders.
Figure 87: Folder click menu
2. Click on the Delete button in the click menu or the Delete link on the
context menu. A confirmation message like the one shown in
Figure 88 will display.
Figure 88: Delete folder confirmation message
3. Click on the Delete button. The folder workspace will refresh. The
folder and all its contents will no longer display. It will have been
moved to the Recycle Bin. See “Using the Recycle Bin” later in this
chapter.
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Moving Folders
You can move a folder or subfolder to any level. When you move a folder, all
subfolders and files are moved with it.
You will use the folder click menu to move a subfolder to the top level and
drag-and-drop to move a folder at the top level or any subfolder into another
folder.
Moving a Subfolder to the Top Level
You can move a subfolder from any level to the top level. However, if a
folder is already at the top level, the Top Level button will not display in
the folder click menu. The folder context menu does not have a Top Level
link.
To move a subfolder to the top level:
1. Access the folder click menu.
2. Click on the Top Level button. A confirmation message like the
one shown in Figure 89 will display.
Figure 89: Top level confirmation message
3. Click on the OK button. The folder workspace will refresh and the
folder will now be at the top level.
Moving a Folder into Another Folder
You can use drag and drop to move a folder at the top level or subfolder
into another folder. However, you cannot use drag-and-drop to move a
subfolder to the top level.
To move a folder into another folder:
1. Click on the name of the folder you wish to move in the navigation
pane. In Figure 90, the History Homework folder is the one to be
moved.
2. While holding down the mouse button, drag the folder you selected
to the folder to which you want to move it.
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Figure 90: Dragging and dropping subfolders
3. Release the mouse. The navigation pane will refresh and the folder
will display in the new location. In Figure 91, the History
Homework folder is now in the Homework Assignments folder.
Figure 91: History Homework folder successfully moved
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Using the Recycle Bin
The Recycle Bin is designed to prevent Folder Owners or users with whom
they have shared folders from inadvertently deleting files or folders. Folders
and files within your Recycle Bin are included in the calculation of the total
storage used. Therefore, Schoolwires recommends that you review the
contents of your Recycle Bin regularly.
Note: You cannot work with files and folders within the Recycle Bin. The
only actions available are to restore them or delete them permanently.
Folder Recycle Bin
Figure 92 shows the Recycle Bin as you will see it when you click on its name
in the navigation pane. As you can see, it opens on the Folder Recycle Bin tab.
Figure 92: Recycle Bin (Folders tab)
Notice that the Folder Recycle Bin tab shown in Figure 92 contains three
folders. As you can see, the three folders were deleted at the same time on the
same date. In reality, the folder that was deleted (PowerPoint Presentations) at
contained two subfolders (History Presentations and Science Presentations).
Subfolders are stored separately from the parent folders in the Recycle Bin.
They can be restored or deleted individually, but will be automatically
restored or deleted with the parent folder, provided all the folders are still in
the Recycle Bin.
Note: If you restore a subfolder separately from its parent folder, it will
become a top level folder. If you subsequently restore its former parent folder,
it will remain separate from the parent and will be restored or deleted as a
separate folder.
In Figure 93, you can see that the files that are in the Recycle Bin were not
deleted at the same time as the folders shown in the Recycle Bin in Figure 92.
They are files that were deleted individually from various folders. In fact, two
of the files were deleted by the Folder Owner, but other two were deleted by a
user with whom a folder was shared.
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The files that are within a folder when it is deleted will not show on the File
Recycle Bin tab. However, they will be restored or deleted when the folder
with which they are associated is restored or deleted.
Figure 93: File Recycle Bin tab
Restoring Folders
To restore folders and their contents:
1. Click on the name of the Recycle Bin in the navigation pane.
The Recycle Bin workspace will display.
2. Select the folder or folders you wish to restore.
3. Click on the Restore Folders button at the top of the
workspace. A confirmation message like the one shown in
Figure 94 will display.
Figure 94: Restore folder confirmation message
4. Click on the Restore button. The Recycle Bin workspace will
return as the active window. The folders you restored will no
longer be in the Recycle Bin. The folders and their contents
will be restored, provided the associations are still intact.
5. Repeat Steps (2) to (4) to restore folders from multiple pages of
the Recycle Bin.
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Permanently Deleting Folders
Once you are certain you wish to permanently delete a folder and its
contents, you can delete it from the Recycle Bin. The contents of the
Recycle Bin are included in the calculation of the total storage used.
Therefore, it is a good idea to delete folders and their contents from the
Recycle Bin regularly.
To permanently delete folders and their contents:
1. Click on the name of the Recycle Bin in the navigation pane.
The Recycle Bin workspace will display with the name at the
top of the workspace.
2. Select the folder or folders you wish to delete.
3. Click on the Delete Folders button at the top of the workspace.
A confirmation message like the one shown in Figure 95 will
display.
Figure 95: Delete folder confirmation message
4. Click on the Delete button. The Recycle Bin workspace will
return as the active window. The folders you deleted will no
longer be in the Recycle Bin. The folders and their contents
will be deleted from Synergy provided the associations are still
intact.
5. Repeat Steps (2) to (4) to delete folders from multiple pages of
the Recycle Bin.
File Recycle Bin
You work with the File Recycle Bin in the same manner as you work with the
Folder Recycle Bin.
Restoring Files
To restore files:
1. Click on the name of the Recycle Bin in the navigation pane.
The Recycle Bin workspace will display.
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2. Click on the File Recycle Bin tab. A File Recycle Bin tab like
the one shown in Figure 96 will display.
Figure 96: File Recycle Bin tab
3. Select the file or files you wish to restore.
4. Click on the Restore Files button at the top of the workspace.
A confirmation message like the one shown in Figure 97 will
display.
Figure 97: Restore folder confirmation message
5. Click on the Restore button. The Recycle Bin workspace will
return as the active window. The files you restored will no
longer be in the Recycle Bin. The files will be restored to their
last folder location.
6. Repeat Steps (2) to (5) to restore files from multiple pages of
the Recycle Bin.
Permanently Deleting Files
To permanently delete files:
1. Click on the name of the Recycle Bin in the navigation pane.
The Recycle Bin workspace will display.
2. Click on the File Recycle Bin tab. A File Recycle Bin tab will
display.
3. Select the file or files you wish to delete.
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4. Click on the Delete Files button at the top of the workspace. A
confirmation message like the one shown in Figure 98 will
display.
Figure 98: Delete file(s) confirmation message
5. Click on the Delete button. The Recycle Bin workspace will
return as the active window. The files you deleted will no
longer be in the Recycle Bin. Those files will be permanently
deleted from Synergy.
6. Repeat Steps (3) to (5) to delete files from multiple pages of
the Recycle Bin.
Note: If you delete a file and it is still in the Recycle Bin when the
folder from which it was deleted is subsequently sent to the Recycle
Bin, the file-folder association will be re-established. That file will no
longer display in Files Recycle Bin and will be restored or deleted at
the same time as its associated folder.
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Searching within Synergy
Within Synergy, you can locate files using the Search Folders or by searching
for key words in file names, titles of the electronic files and descriptions of the
files.
Working with Search Folders
Synergy organizes Folder Owners’ files into four Search Folders in order to
make it easier to locate specific classes of files. The Search function, on the
other hand searches for key words in the file names, titles of the electronic
files and the descriptions of the files. See “Searching Files” later in this
chapter for more information.
Figure 99: Search folders in navigation pane
As you can see from Figure 99, the Search folders are:
•
Favorite Files: This folder contains all files marked as favorites. They may
have been marked as favorites by the Folder Owner or people with whom
folders have been shared.
•
Files with Comments: This folder contains all files that have comments. They
may be comments from the Folder Owner or from people with whom folders
have been shared.
•
Recent Files: This folder contains all files that have been added in the last
seven days. They may have been added by the Folder Owner or by people
with whom folders have been shared.
•
Large Files: This folder contains all files that have been added that are larger
than 100 KB. They may have been added by the Folder Owner or by people
with whom folders have been shared.
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To access any of the Search Folders, click on the name of that folder in the
navigation pane. A folder workspace like the one shown in Figure 99 will
display. Figure 100 shows the folder workspace for the Files with Comments
Search Folder.
Drag & drop for grouping
File click menu
Figure 100: Folder workspace for Files with Comments folder
Notice that you can group the files in each Search Folder workspace by using
the drag-and-drop grouping on one or more of the following column headers:
•
File Type
•
File Owner
•
Folder Name
•
Folder Owner
The file click menu will be the same for a file sown in the Search Folders as it
is in the originating folder workspace. The file click menu shown in
Figure 100 shows all the buttons. However, the file click menu for the file
directly above it does not have the Edit or Versions buttons. Regardless of
which Search Folder you access, you can work with the file click menu in the
same manner as you can in the originating folder.
However, some of the folder workspace buttons are not available.
Notes:
•
If you remove a file as a favorite, that file will no longer display in the
Favorite Files folder workspace.
•
If you delete all the comments from a file, that file will no longer display in
the Files with Comments folder workspace.
•
Seven days after a file is added, that file will no longer display in the Recent
Files folder workspace.
•
Large file will remain in the Large Files folder workspace until they are
deleted.
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Searching Files
Within Synergy Folder Owners can search for key words in file names, titles
of the electronic files and descriptions of the files.
To search for key words:
1. Enter the key word or words in the Search text box as shown in
Figure 101.
Figure 101: Search textbox in navigation pane
2. Click on the Go button. A workspace like the one shown in Figure 102
will display. Any files with that word or those words in the file name,
title of the electronic file or the description of the file will display in
that workspace. No workspace buttons are available, but you can work
with the files using the file click menus within this workspace.
Figure 102: Workspace with results of search
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Working with Folders that have been Shared with You
Folder Owners can share any folder they create. They can share with groups
that have been established or with individual users. See “Sharing Folders”
earlier in this chapter for more information on how Folder Owners share
folders.
When Folder Owners share folders they can lock them manually or on a
specific date. This is particularly useful for folders that will be used as
homework drop boxes. Teachers can lock the folders on assignment due dates.
In addition, Folder Owners can limit the storage space used available to a
folder. See “Changing Sharing Settings” earlier in this chapter for more
information on how Folder Owners lock folders and set storage limits for
folders.
What users see on their Shared With Me tabs, on the file click menus and on
hover menus, and what actions they can take will depend on:
•
Which Folder Owners have shared their folders with them
•
The permissions those Folder Owners assigned to them
•
Whether the folders have been locked
In addition, the appearance of Synergy itself upon signing in will also depend
on the users’ profiles and whether or not they have been made Folder Owners.
For instance, a student who is not a Folder Owner and has no administrative
permissions might see something like what is shown in Figure 103 upon
signing in. However, if no folders have been shared with that student, no
Folder Owners’ names would display in the navigation pane. Until at least one
folder is shared with that user, the Shared With Me tab will not display.
Figure 103: Student view of Synergy upon signing in
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A teacher who is a Folder Owner and who has no administrative permissions
might see something like what is shown in Figure 104 after signing in and
clicking on the Shared With Me tab. Until at least one folder is shared with
that user, however, the Shared With Me tab will not display.
Figure 104: Teacher View of Synergy upon signing in and clicking on Shared With Me tab
Accessing Folders on the Shared With Me Tab
You can access folders that have been shared with you either from the Shared
With Me hover menu or the navigation pane.
Accessing Folders Shared with You from the Navigation Pane
To access a folder from the navigation pane:
1. Click on the name of the Folder Owner. A folder workspace for the
first folder that Folder Owner has shared with you like the one
shown in Figure 105 will display. If that Folder Owner has shared
more than one folder with you, the other folders will display under
the Folder Owner’s name. We have expanded the folders in
Figure 105 to show subfolders.
Figure 105: Workspace of first shared folder of the Folder Owner
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2. To access a different folder belonging to the same Folder Owner,
click on the folder’s name in the navigation pane. That folder
workspace will display.
3. To access folders belonging to a different Folder Owner, click on
the Folder Owner’s name in the navigation pane. The folder
workspace for the first folder that Folder Owner has shared with
you will display.
Accessing Folders Shared with You from the Hover Menu
1. Hover over the Shared With Me tab. A Shared With Me hover
menu like the one shown in Figure 105 will display. The hover
menu will display whether or not you are on the Shared With Me
tab.
Figure 106: Shared With Me hover menu
2. Click on a Folder Owner’s name in the hover menu. The folder
workspace for the first folder that Folder Owner has shared with
you will display.
3. To access a different folder belonging to the same Folder Owner,
click on the folder’s name in the navigation pane. That folder
workspace will display.
4. To access folders belonging to a different Folder Owner, click on
the Folder Owner’s name in the navigation pane or hover menu.
The folder workspace for the first folder that Folder Owner has
shared with you will display.
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Working with Unlocked Folders on the Shared With Me Tab
As someone with whom a Folder Owner has shared a folder, you cannot
change anything related to that folder. However, if a folder isn’t locked, you
will be able to access it and work with the files in that folder according to the
permissions the Folder Owner assigned you. The permissions they can set are:
•
View: Allows users to download and view the files in the folder. The
Download button will display on the file click menu if a user has been granted
the View permission.
•
Add: Allows users to create online files if the folder allows those file types,
upload files to the folder that are one of the allowed file types for that folder
and do not exceed any space limitations that have been set. The New File and
Upload File(s) button will display in the folder workspace if a user has been
granted the Add permission.
•
Edit: Allows users to edit files, add tags to files and add comments to files.
The Options, Tags, and Comments buttons will display on the file click menu
if a user has been granted the Edit permission. In addition, if the file type
allows for online editing, an Edit button will display.
•
Delete: Allows users to delete files. If they delete a file, it is stored in the
Folder Owner’s Recycle Bin until it is permanently deleted or restored. The
Delete File(s) button will display in the folder workspace if a user has been
granted the Delete permission.
If a Folder Owner has limited you to viewing only files you upload, then you
will not see all the files uploaded or added to a folder. You will only see your
own files. This is particularly useful for homework drop boxes.
As you can see from the workspace and file click menu in Figure 107, this
user was only given permission to download files from this particular folder.
Figure 107: Download only permission
This same user, however, was given permission to download and edit files in
the folder workspace and click menu shown in Figure 108.
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Figure 108: Download and Edit permissions
And in the folder workspace and click menu shown in Figure 109, this user
can download, edit, add and delete files in that folder.
Figure 109: Download, Edit, Add and Delete permissions
If a folder that has been shared with you has tags associated with any of the
files, a tag cloud like the one shown in Figure 110 will display. You can work
with files in this tag cloud the same way as you work with files in a tag cloud
on the Shared With Me tab.
Figure 110: Tag cloud on Shared With Me tab
See “Working with Files” earlier in this chapter.
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Working with Locked Folders on the Shared With Me Tab
You can access a locked folder from either the navigation pane or the hover
menu. However, if the Folder Owner has inserted a locked message that
message will display as you can see in Figure 111. You will not be able to do
anything within that folder.
The folder shown in Figure 111 is a homework drop box. The teacher locked
the folder on the due date for the assignment.
Figure 111: Locked folder
Search Folders on Shared With Me Tab
There is only one Search Folder on the Shared With Me tab. It is My Files on
Shared Folders. It contains only files that that user has added to any shared
folders. As you can see from Figure 112, it is grouped by Folder Owner by
default. However, you can regroup it as you see fit.
Figure 112: My Files in Shared Folders
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