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File Organization & Collaboration Tools

Tags

You can label each file and folder, using tags. These are keywords with which objects from different folders can be displayed together, when searching for them.

  • The search bar for the tags shows you all the tags you or other users have created for selection as you type.
  • Once a tag as been chosen, from the results list, all the files and folders that have been marked with the appropriate tag and for which you have the required access rights, are listed.

Tag a file

You can tag files and folders to make them easier to find. To add one or more tags to the files and folders:

  1. Click the additional menu icon on the file's row and select Details.
  2. Click the Tags tab.
  3. In the Collaborative tags text field, type the tag’s name. You can use as many words as you want for the tag name.
  4. Press Enter. The tag will be saved.

Untag a file/ folder

  1. Click the additional menu icon on the file's row and select Details.
  2. Click the Tags tab. You'll see the text field with tags assigned.
  3. Click the field. The drop-down list with the tags assigned will open.
  4. Click the tag's name. You will see that the check mark disappears.

Edit a tag

Be sure that you want to edit the tag’s name before doing it, since it will be updated for all users.

In the drop-down list, click the pencil icon on the right side of the tag’s name you want to edit. This will display a text box containing the tag’s name.

Delete a tag

Deleting a tag removes it for all users. So be sure that you want to do this.

In the drop-down list, click the trash bin icon on the far right side of the tag you want to remove.

Activity

VNCsafe provides an overview page that displays your recent account actvitiy in chronologic order, listing operations (delete, create, upload, share) that happen to files and folders in your account. In the General Settings menu, users can specify which file and folder actions should be listed in the comprehensive activity stream and for which file and folder actions eMail-notifications should be triggered additionally.

View Activity stream

View the Activity Stream:

  1. In the upper left corner, open the hamburger menu and then select Activity. You will see all actions that happen to files and folders you have access to.

  2. On the left sidebar, you can filter activity by:

    • Activities by you
    • Activities by others
    • Favorites
    • Comments
    • Shares

Configure Activity preferences

You can not only get a comprehensive overview of all file and folder events happening in your VNCsafe account but also receive notifications for such via eMail.

You can customize your individual Activity preferences in your settings and can decide in detail, which file or folder actions should be listed in the Activity stream and also for which file or folder actions you want to be notified per eMail.

You can also determine how often the system should send you a report about your file actions.

  1. Navigate to Settings > General.

  2. In the Activity section, you can customize notifications settings when:

    • Files and folders are created, changed, deleted, restored (from the trash bin) or shared.
    • Files and folders are shared from another server.
    • A publicly shared file or folder was downloaded.
    • Comments are added to a file.
    • System tags for a file have been modified.

  3. From the Send emails drop-down, select how often you want to receive a report about your file actions.

Limit notifications

You can also limit the Activity stream to "Favorites".

To do that, check the box next to Limit notifications about creation and changes to your favorite files.

VNCoffice (Collabora Online)

VNCoffice allows you to open all kinds of office documents directly in your browser.

  • Support for all major document, spreadsheet, and presentation file formats.
  • You can create new content, share your work and work on a shared document collaboratively in the browser.
  • The other users working on the same shared document see changes to the document happening in real-time.

Open office documents in VNCoffice

  1. In the upper left corner, open the hamburger menu and then select Office.
  2. From here, open any document from the list of documents recently used.
  3. Click the Upload button to upload a file from your computer.
  4. To create a new document, spreadsheet or presentation, click the respective button.

Bookmarks

VNCsafe gives the users an option to remember their favorite and frequently visited websites.

Add a bookmark

  1. Drag the Add to ownCloud button, displayed in the bookmarks window, to the bookmarks bar of your browser. Your browser should indicate when you are in the correct place (a separator line appeared).
  2. The button should stay/stick in your browser and will be available there all the time.
  3. When you are browsing the web and find a page that is important, you can click the Add to ownCloud button. The modal dialog will open to help you save the bookmark to your VNCsafe account's bookmark list.
  4. The page name and web address will be recorded automatically. Enter some tags by typing in the box and hitting enter at the end of each tag (at which point they turn blue).
  5. You can also include a description.
  6. Click Save.

Your bookmark and any new tags you used, will appear in your VNCsafe instance (you may have to refresh the page).

You can also use the search bar of VNCsafe in the top right of your screen to find saved bookmarks.

Delete a bookmark

After you delete a bookmark, you cannot get it back.

  1. In the upper left corner, open the hamburger menu and then select Bookmarks. In the Bookmarks window, you'll see the list of bookmarks.
  2. Hover the pointer pointer over the bookmark you want to delete. Click the trash bin button that appears.
  3. Confirm that you want to remove the bookmark - click Yes in the modal dialog.

Edit a bookmark

  1. In the upper left corner, open the hamburger menu and then select Bookmarks. In the Bookmarks window, you'll see the list of bookmarks.
  2. Hover the pointer over the bookmark you want to edit. Click the pencil icon that appears.

Organize your bookmarks

To help you find the bookmark easily next time you need it, you can use tags. While adding a page to bookmarks, add tags to it, that will save you time looking for your links later.

To filter bookmarks using tags, click tag by which you want to filter your results.

  • The number you see next to the tag, displays the amount of bookmarks currently tagged with it.
  • You can also edit and delete your tags. To do that, hover the pointer over the tag you want to edit/delete and click the respective icon that appears.