File Organization & Collaboration Tools

Tags

You can label each file and folder using tags. These keywords allow you to group and search for items across different folders.

• The search bar for tags shows all tags created by you or other users as you type.
• Once you select a tag, the system lists all files and folders with that tag to which you have access.

Tag a file or folder

Tagging helps you organize and quickly find files and folders. You can add multiple tags to any item.

1. Click the additional menu icon next to the item you want to tag.
2. Select Details from the dropdown.
3. Go to the Tags tab.
4. In the Collaborative tags field, type one or more tags.
5. Press Enter to save the tag.

Untag a file or folder

Remove tags to simplify organization.

1. Click the additional menu icon .
2. Select Details.
3. Go to the Tags tab.
4. Click the text field to view assigned tags.
5. Click a tag to remove it (the checkmark will disappear).

Edit a tag

Editing a tag changes it for all users.

1. In the dropdown, find the tag you want to edit.
2. Click the pencil icon .
3. Edit the name.
4. Press Enter to save.

Delete a tag

Deleting a tag removes it for all users.

1. In the dropdown, find the tag.
2. Click the trash bin icon .
3. The tag will be permanently removed.

Activity

The Activity Overview shows a chronological list of file and folder actions (create, delete, upload, share, etc.).

You can configure which actions appear in the activity stream and which trigger email notifications.

View activity stream

1. Click the hamburger menu , then select Activity.
2. Use the left sidebar to filter by:
3. Activities by You
4. Activities by Others
5. Favorites
6. Comments
7. Shares

Configure activity preferences

1. In the upper right corner, click your username.
2. Select Settings from the dropdown menu.
3. On the left navigation menu, navigate to General.

4. In the Activity section, customize notification settings for:

   • Creating, changing, deleting, restoring, or sharing items
   • External sharing
   • Public downloads
   • File comments
   • System tag updates

5. From Send emails, choose how often to receive updates.

Limit notifications

Limit activity stream and emails to only your favorite items.

1. In the upper right corner, click your username.
2. Select Settings from the dropdown menu.
3. On the left navigation menu, navigate to General.
4. In the Activity section, check Limit notifications about creation and changes to your favorite files.

Bookmarks

You can save frequently visited websites using the Bookmarks feature.

Add a bookmark

1. Click the hamburger menu in the upper left corner.
2. Select Bookmarks.
3. Drag the Add to ownCloud button to your browser’s bookmarks bar.
4. While browsing, click Add to ownCloud.
5. A dialog will appear with the page name and URL.
6. (Optional) Add tags (press Enter after each).
7. (Optional) Add a description.

8. Click Save.

   Your bookmark appears in VNCsafe. Use the search bar to find saved items.

Edit a bookmark

1. Click the hamburger menu in the upper left corner.
2. Select Bookmarks.
3. Hover over a bookmark and click the pencil icon .
4. Update name, URL, tags, or description.
5. Click Save.

Delete a bookmark

Deletion is permanent.

1. Click the hamburger menu in the upper left corner.
2. Select Bookmarks.
3. Hover over the bookmark and click the trash bin .
4. Confirm by clicking Yes.

Organize your bookmarks

Use tags to manage and filter bookmarks.

• Add tags when saving a bookmark.
• Click a tag to filter bookmarks.
• A number shows how many bookmarks use each tag.
• Hover over a tag to edit or delete it.

VNCoffice (Collabora Online)

VNCoffice allows real-time editing of office documents in your browser.

• Supports .docx, .xlsx, .pptx, and more.
• Create and collaborate on documents, spreadsheets, and presentations.
• Changes appear instantly with color-coded highlights.
• Upload or access recent files.

Open office documents in VNCoffice

1. Click the hamburger menu in the upper left corner.
2. Select Office.
3. Choose from recent documents or:
4. Click Upload to add a file.
5. Click New Document, New Spreadsheet, or New Presentation.

6. Start editing.

   Use keyboard shortcuts for faster editing.