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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/ folder

Tagging files and folders helps you organize and quickly find them later. You can add multiple tags to any file or folder.

  1. Click the additional menu icon next to the file or folder you want to tag.
  2. Select Details from the dropdown menu.
  3. Navigate to the Tags tab in the details view.
  4. In the Collaborative tags text field, enter one or more tag names. You can add multiple words to describe the tag.
  5. Press Enter to save the tag. Your tag will be successfully applied to the file or folder.

Untag a file/ folder

Removing tags from a file or folder helps keep your organization streamlined.

  1. Click the additional menu icon next to the file or folder you want to tag.
  2. Select Details from the dropdown menu.
  3. Navigate to the Tags tab in the details view. You will see the list of tags currently assigned to the file or folder.
  4. Click on the text field to open the dropdown with the tags that have been assigned.
  5. Find the tag you want to remove and click its name. You’ll notice the check mark disappears, indicating the tag has been removed.

Edit a tag

Be sure you want to edit the tag’s name before proceeding, as the change will be reflected for all users.

  1. In the dropdown, locate the tag you want to edit.
  2. Click the pencil icon next to the tag’s name. This will open a text box where you can modify the tag's name.
  3. After editing the name, press Enter to save your changes. The updated tag name will be applied to all instances where it is used.

Delete a tag

Deleting a tag removes it for all users. Make sure you want to proceed before doing this.

  1. In the dropdown, locate the tag you want to edit.
  2. Click the trash bin icon next to the tag’s name.
  3. The tag will be deleted for all users, and it will no longer appear in the list of available tags.

Activity

VNCsafe offers an Activity Overview page where you can see a chronological list of actions (create, delete, upload, share) performed on files and folders in your account. This feature helps you track recent activities and stay informed about changes to your content.

Within the General Settings menu, you can personalize which file and folder actions will appear in the activity stream, as well as specify which actions should trigger email notifications.

View Activity stream

View the Activity Stream:

  1. Click the hamburger menu icon in the upper left corner and then select Activity. You will see a list of all actions that have been performed on files and folders you have access to.

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

    • Activities by You
    • Activities by Others
    • Favorites
    • Comments
    • Shares

Configure Activity preferences

VNCsafe allows you to receive email notifications about file and folder events, giving you a comprehensive overview of actions in your account.

  1. Navigate to Settings > General.

  2. In the Activity section, customize your notification settings for actions such as:

    • Creating, changing, deleting, restoring (from trash), or sharing files and folders
    • Sharing files or folders from another server
    • Downloading a publicly shared file or folder
    • Adding comments to a file
    • Modifying system tags for a file

  3. From the Send emails dropdown menu, choose how often you want to receive a report about your file actions.

Limit notifications

You can choose to limit the Activity stream to only your Favorite files and folders.

  1. Navigate to Settings > General.
  2. In the Activity section, check the box next to Limit notifications about creation and changes to your favorite files.

Bookmarks

VNCsafe allows users to save their favorite and frequently visited websites.

Add a bookmark

  1. Drag the Add to ownCloud button, displayed in the bookmarks window, to your browser’s bookmarks bar. Your browser will indicate when you are in the correct place (a separator line appears).
  2. The button will stay in your browser for quick access.
  3. When visiting a webpage you want to save, click Add to ownCloud.

  4. A modal dialog will open, automatically recording the page name and web address. You can:

    • Add tags by typing them in the box and pressing Enter after each one.
    • Include an optional description.

  5. Click Save.

    • Your bookmark, along with any new tags, will appear in your VNCsafe instance (you may need to refresh the page). You can also use the search bar in the top right corner to find saved bookmarks.

Delete a bookmark

After you delete a bookmark, you cannot restore it.

  1. Click the hamburger menu icon in the upper left corner and select Bookmarks. A list of saved bookmarks will appear.
  2. Hover over the bookmark you want to delete and click the trash bin button .
  3. Confirm by clicking Yes in the dialog box.

Edit a bookmark

  1. Click the hamburger menu icon in the upper left corner and select Bookmarks. A list of saved bookmarks will appear.
  2. Hover over the bookmark you want to edit and click the pencil icon .
  3. Modify the name, URL, tags, or description.
  4. Click Save.

Organize your bookmarks

Use tags to categorize bookmarks and make them easier to find later.

  • While adding a bookmark, enter relevant tags.
  • To filter bookmarks, click a tag to view all items associated with it.
  • The number next to a tag indicates how many bookmarks use it.
  • To edit or delete a tag, hover over it and click the appropriate icon.

This structured approach helps you manage bookmarks efficiently within VNCsafe.

VNCoffice (Collabora Online)

VNCoffice lets you open, edit, and collaborate on office documents in your browser.

  • Supports major document formats, including .docx, .xlsx, .pptx, and more.
  • Create, edit, and share documents, spreadsheets, and presentations.
  • Collaborate in real-time with colleagues—changes appear instantly with color-coded edits.
  • Access recent files or upload new ones from your device.

Open office documents in VNCoffice

  1. Click the hamburger menu icon in the upper left corner and select Office.

  2. Choose a document from your recently opened files or upload a new one:

    • Click Upload to add a file from your computer.
    • Click New Document, New Spreadsheet, or New Presentation to start fresh.

  3. Begin editing and collaborating instantly.

    💡 Tip: Use keyboard shortcuts (if available) to speed up navigation and editing.