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VNCsafe FAQ

General Information

Q: What is VNCsafe?
A: VNCsafe allows users to store their files, folders, image galleries, videos and more on a cloud-server hosted in a location of their choice. Users can upload and download their files on any device or conveniently share files and folders with other users. With its integration in VNclagoon applications, like VNCmail and VNCtalk, users can attach files from VNCsafe directly to eMail, chat messages or save received attachments straight to their personal cloud.

Q: Who is VNCsafe for?
A: VNCsafe is designed for individuals, teams, and organizations that need secure, private cloud storage and file sharing within a fully controlled environment. It is ideal for:

  • Businesses and enterprises that require GDPR-compliant data handling and want to avoid using public cloud storage.
  • Remote and hybrid teams that need to collaborate on documents and share files securely.
  • Organizations in regulated industries (e.g. healthcare, finance, government) that must ensure data privacy and security.
  • Existing VNClagoon users* who want seamless integration with tools like VNCmail and VNCtalk.

With flexible access via browsers, desktop clients, and WebDAV, VNCsafe is suitable for virtually any user who prioritizes data ownership, security, and collaboration.

A: What are the features that are included in VNCsafe?
A: VNCsafe offers a secure and flexible platform for file storage, sharing, and collaboration. Key features include:

  • Security & Privacy
    • Full control over data with self-hosted deployment options
    • End-to-end encryption for files and communication
    • GDPR-compliant storage
  • File Management
    • Upload, organize, and manage files and folders
    • File versioning and recovery
    • Granular permission controls for shared content
  • Collaboration & Sharing
    • Share files and folders internally or externally
    • Set access rights, expiration dates, and passwords for shares
    • Integration with VNCmail and VNCtalk for attaching or exchanging files
  • Access & Synchronization
    • Available via web browser, desktop sync client, and WebDAV
    • Cross-platform support for Windows, macOS, Linux, and mobile devices
  • Customization & Integration
    • Seamless integration into the VNClagoon suite
    • Branding and configuration options to match organizational needs

Q: Which web browsers are supported?
A: Current versions of Google Chrome/Chromium, Firefox-ESR, and Firefox Quantum are supported.

Settings

Q: How do I access my general settings in VNCsafe?
A: Click your username in the top-right corner, navigate to Settings > General in the left menu.

Q: How can I update my profile information (name, email, profile image)?
A: Go to General settings and edit your full name, email, or upload a new profile image.

Q: Can I change the display language in VNCsafe?
A: Yes, select your preferred language under Language in General settings.

Q: Where can I configure email notifications and activity tracking?
A; In General settings, adjust preferences under Mail Notifications & Activity Tracking.

Q: What is my Federated Cloud ID, and how do I use it?
A: Your Federated Cloud ID is shown in General settings; you can use it to share via platforms like Twitter or Facebook.

Q: What is external storage in VNCsafe, and how do I enable it?
A: External storage lets you connect services like Google Drive. It must be enabled by an admin.

Q: Why do I see “External storage has been disabled by the administrator”?
A: This means the feature hasn’t been activated by your system administrator.

Q: How do I manage my sharing preferences in VNCsafe?
A: Go to Settings > Sharing and configure options like share acceptance and visibility.

Q: What does “Automatically accept new incoming local user shares” mean?
A: If enabled, shared files from internal users are auto-added to your account.

Q: Can I prevent others from finding me via autocomplete in the share dialog?
A: Yes, disable the Allow finding you via autocomplete option under Sharing.

Q: How do I improve sharing security while still collaborating with my team?
A: Disable autocomplete for privacy, and manually accept incoming shares.

Q: How can I monitor active sessions on my account?
A: Under User Sessions, view all active logins and revoke any suspicious ones.

File Management

Q: How can I mark a file as a favorite?
A: Use the star icon next to the file or folder in the Files view. When selected, it indicates the item is a favorite.

Q: Where can I find my favorite files and folders?
A: Apply the Favorites filter from the sidebar to see all starred items.

Q: How can I share files or folders?
A: Click the share button in the file row to open sharing options. You can share directly with users/groups or create a public link.

Q: What options are available when sharing with users or groups?
A: After clicking the share button , use the checkboxes to assign permissions. Icons allow you to manage or revoke access as needed.

Q: What permissions can I set when sharing via a public link?
A: Select from predefined access levels (e.g., download only, upload, edit) when generating a public link. Expand the options for added security controls.

Q: How can I make a public shared link more secure?
A: Enable the password and expiration date options in the public link settings.

Q: What actions are available in the additional options menu for a file/folder?
A: Click the additional options menu icon to open available actions such as rename, download, delete, or view details.

Q: What information is available under the Details tab?
A: Use the Details option from the additional options menu icon to view file-specific metadata and activity.

Q: What is listed under the Versions tab in the details pane?
A: Navigate to the Versions tab to see and manage file history. Options include restoring or downloading older versions.

Q: How can I rename a file or folder?
A: Use the Rename function from the item’s the additional options menu icon and enter a new name in the input field.

Q: How do I download multiple files?
A: Use checkboxes to select multiple items, then click the Download button to export them as a ZIP archive.

Q: What happens when I delete a file or folder?
A: Deleted items are moved to the Deleted files section, accessible via the sidebar.

Q: How can I restore deleted files or folders?
A: Go to Deleted files, then use the Restore button on each item or select multiple entries for bulk recovery.

Q1: How do I create a new folder or text file?
A: Click the plus button (+) in the Files view, then choose Folder or Text file. Name it to complete the action.

Q: How do I upload a file?
A: Use the Upload option from the plus button. Select one or more files from your device.

Q: What filters are available in the Files view sidebar?
A: Explore the sidebar filters including All files, Favorites, Shared with you, and Tags to refine what’s displayed.

Q: What happens when I apply a tag from the sidebar?
A: Clicking a tag shows only files and folders associated with it. Tags help you organize items visually and contextually.

Q: What features are available when viewing an image file?
A: Open the file to enter the media viewer, where you can zoom, rotate, navigate through items, or download the image.

Q: What extra options are available when viewing a video file?
A: Play, adjust volume, enter fullscreen mode, or download directly from the video preview interface.

Q: What can I do in the Gallery view?
A: Use the gallery navigation tools to browse through media. Options to delete or rotate images are also available.

File Organization

Q: What are tags and how do they help organize content?
A: Tags are keywords you can assign to files and folders to help group and locate related items across different folders.

Q: Can I assign multiple tags to a single file or folder?
A: Yes. You can add multiple tags to any item when editing in the Details > Tags tab.

Q: How do I find all files that share a specific tag?
A: Start typing a tag in the search bar. The system will show matching tags. Once selected, it displays all files and folders with that tag to which you have access.

Q: Is it possible to edit or rename an existing tag?
A: Yes. In the dropdown where tags appear, click the pencil icon next to a tag, type the new name, and press Enter.

Q: If I remove a tag from a file, is the tag deleted completely?
A: No. Removing a tag from a file only unassigns it from that specific item. The tag itself remains available for reuse.

Q: What happens if I delete a tag that other users are also using?
A: Deleting a tag removes it for all users system-wide.

Q: Do tags created by others appear in my tag search suggestions?
A: Yes. As you type in the tag field or search bar, you’ll see tags created by you or other users.

Q: Is there a way to see which tags are applied to a file without opening it?
A: This detail isn’t explicitly stated. Use the Details > Tags tab to view tags for a file.

Q: How can I check who uploaded or edited a file?
A: Open the Activity section from the hamburger menu to view a chronological list of actions, including uploads and edits.

Q: Can I filter activity to only show what I’ve done?
A: Yes. In the Activity sidebar, choose Activities by You to see only your own actions.

Q: Where do I find changes made by other users?
A: Use the Activities by Others filter in the Activity section.

Q: How do I stop receiving too many email notifications about file activity?
A: Go to Settings > General > Activity, and adjust how often you receive email updates under Send emails.

Q: Can I limit activity tracking to only specific files or folders?
A: You can limit notifications to favorite files by enabling this setting under Settings > General > Activity.

Q: Is there a way to only get alerts about changes to my favorite files?
A: Yes. Enable Limit notifications about creation and changes to your favorite files in Settings > General.

Q: Can I customize which types of actions appear in the activity stream?
A: Yes. Under Settings > General > Activity, you can choose which events are tracked and notified (e.g., uploads, shares, comments).

Q: How often does the system send email notifications for activity updates?
A: This is customizable. In Settings, you can configure how often emails are sent — the exact timing options are set in the Send emails dropdown.

Q: Can I tag bookmarks for easier filtering later?
A: Yes. You can add tags when saving or editing a bookmark. Tags help with filtering later.

Q: Is it possible to add a description to a bookmark?
A: Yes. The bookmark dialog includes an optional description field.

Q: Can I edit the URL or name of an existing bookmark?
A: Yes. Go to Bookmarks, hover over the item, and click the pencil icon to edit its details.

Q: How do I remove a bookmark I no longer need?
A: In the Bookmarks section, hover over the bookmark and click the trash icon , then confirm.

Q: What happens when I delete a bookmark — can I undo it?
A: Deletion is permanent. There is no undo according to the documentation.

Q: How are bookmarks organized and sorted?
A: Bookmarks are organized using tags. You can filter bookmarks by clicking on tags. A number next to each tag shows how many bookmarks use it.

Q: Can I filter bookmarks by tags like I do with files?
A: Yes. Click on a tag in the Bookmarks view to filter the list.

Q: What types of office files can I open and edit in VNCoffice?
A: VNCoffice supports .docx, .xlsx, .pptx, and similar formats.

Q: Can I create a new document directly in the platform?
A: Yes. Use the New Document, New Spreadsheet, or New Presentation buttons in the Office section.

Q: How can I collaborate on a document with someone else in real time?
A: Real-time collaboration is built-in. Changes appear instantly with color-coded highlights.

Q: Are my changes saved automatically while editing a document?
A: The documentation doesn’t state this directly, but changes appear instantly, implying autosave is active.

Q: How do I upload an existing file to start editing in VNCoffice?
A: In the Office section, click Upload and choose your file.

Q: Can I access a list of recently opened documents in VNCoffice?
A: Yes. The Office section shows a list of recent documents when you open it.

Q: Are there keyboard shortcuts available for faster editing in VNCoffice?
A: Yes. The platform supports keyboard shortcuts, though specific shortcuts are not listed in the documentation.