training - admin - using the service

7/29/2019 Training - Admin - Using the Service

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The Mobile Sync & WorkPlatform for yourBusiness

Access and share files with your Team from any device, anywhere

Technical Support Training
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USING THE SERVICE - ADMIN


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What Were Going to Cover

Using the Service - Admin How Soonr Works

The Dashboard, Favorites, and Recent Changes

Project, Folder & File Views; Managing Files

File Versioning

Delete, Undelete, Restore File Status, Locking, and Branching

Search

Teams - Members, Connections, and Groups

Project Sharing and Sync

Public Links and Send by e-mail

Comments & Notifications

Desktop Integration

Favorites

Account Settings

Mobile Workplace; Content Creation, Editing, and Annotation


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How Soonr Works - Key Components

4

The Soonr Service

eu.soonr.com and vip.soonr.com

Sync & Collaboration Service

Soonr Desktop Agent

Desktop integrated sync agent

Soonr Mobile Access

Mobile access via Browser

Mobile App for content creation,

editing, and annotation


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How Soonr Works: Soonr Service

The online Service is the central hub of Soonr Dedicated, HIPPA-compliant, secure, redundant facilities

Long term data repository; redundant file storage per location

Centralized synchronization & control for all user accounts

Provides for both Agent-based and Web-based access Provides access to, and display of, user content

Converts files for rapid, device-optimized rendering

Executes restore, send, print, fax and other actions

Provides for Enterprise administration features

Active Directory integration

Reporting; Collects and maintains details of access history

"Super Admin" access level is available

Provides a settings area for account configuration


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How Soonr Works: Desktop Agent

Establishes and maintains an encrypted SSLconnection to the Soonr service

Manages sync, backup, and restore of projects, folders,

and files between the computer and the server

Constantly monitors local projects, folders, and files in SoonrWorkplace, then sends changes to the Server

Accepts updated projects, folders, and files from the Server,

and stores them locally in Soonr Workplace

Acts as a control panel for user to configure Soonr

settings

Project sync settings; Backup settings

Network connection usage

Available for Windows and Mac


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How Soonr Works: Mobile Access

Remote access via a computer or mobile device isavailable using a web browser

Browser-based access supports file viewing, file management

(rename, delete, etc.), download, upload, and public links

Complete account administration via web browser Projects, Teams, Comments, Notifications, etc.

Local "Mobile Agent" apps are available for certain

mobile devices (iPhone, Android, Blackberry)

Mobile Agents provide for a more integrated file sync

experience, much like the Desktop Agents


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Dashboard - Favorites

Favorites can be viewed on the Favorites tab of the Dashboard page Favorites are indicated by a yellow star to the left of a Project, Folder, or File


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Favorites

At any Project, Folder, or File level view, click the star to toggle favorites


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Favorites

Any Favoritefile will be downloaded to, and made available on, mobile devices See Favoritesview and Projectsview of a mobile device below

These Favorite selections are synchronized with the Soonr service


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Dashboard - Recent Changes

The Recent Changestab provides quick links to recently-changed files


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Project View

The Project View is the top level view in the Project/Folder/File structure

Navigate into Projects, Folders, and Files simply by clicking on them


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Project View

Level-sensitive drop-down menus are also available at the right side of the

Project list, Folder list, or File list.


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Project, Folder, & File Menu Levels

Drop-down menus are "level-sensitive", and display somewhat different options

for Project level, Folder level, and File level;

The Project, Folder, and File level Icons are indicative of the current view level

Project Level

Folder Level

File Level


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Folder View - Managing Files

Navigating into a Project, and then into a Folder, we have the Folder view We can View, Upload, Download, Rename, Copy, Print, Fax, and more


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Folder View - Adding Files to Project

From the Folder level menu, select the Uploadoption, then use the filenavigator to select a file


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Folder View - Adding Files to Project

Alternatively, the simplest and fastest way is to open the Project from insidethe local Soonr Workplace folder, then drag-and-drop the file


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Versioning

Soonr maintains older versions of each file for up to 180 days

To view them, select "previous versions" from the File level menu

As depicted below, a list of previous versions will be provided

Previous versions do not count against storage quotas

On one of the previous versions of the file, see the options available on the drop-

down list box

Previous Versions

Current Version


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Versioning

Menu options for versioning control enable a variety of actions; The revertoption will post the current version to the previous version list, and then

copy the reverted version to the current position. There will be a net increase in

the number of versions as a result. Version history is maintained.

The current versionoption will simply open the current version for viewing

The detailsoption will display the details for the selected version

The downloadoption will launch a local operating system file navigator so that youcan download the selected file version to your local machine

The restoreoption is explained in the next section


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Delete, Undelete, Restore

The option to delete a file is available on the File level menu Deleted files are maintained on the server for 180 days, and do not count against storage quotas

To view deleted files, select "show deleted" from the Project or Folder level menu

To undelete a file, choose the undeleteoption from the file popup menu as shown below


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Delete, Undelete, Restore

Restore Restore is used to recover a file from the Soonr service and save it on the local machine

Restoring from Computer Backup versus from a Project provide slightly different options

Restore is not available for Projects that you do not own

Restore from Backup

Restore from Project


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File Status and File Locking

File icons in Soonr Workplace indicate filestatus

To lock a file, right click on the icon and

select "Lock For Me"

Local

LockIcon

Remote

Lock

Icon

Sync'd

Icon

Un-Sync'd

Icon

Sync'dicon indicates fullsynchronization with the server

Un-Sync'dicon indicates the fileis Sync'ing, or is yet to Sync

Lockicons indicate local orremote lock based upon color


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File Locking and File Branching

Editing and saving a file that is locked by a remote user will create a branch

The branched file is named after the user See and tiger (Jeff Rinzler).docx below

Branching will also occur without a lock if a "file conflict" occurs A file conflict is declared when the same file is modified and saved by two or more people at

the same time. The branching will ensure that none of the individual edits are lost.


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File Branching vs. File Versioning

Version 1 Version 2 Version 3 Version 4

Open, Edit,

Save

Jane Doe

John Smith

Open, Edit,

Save

Open, Edit,

Save

Open, Edit,

Save

FILE

CONFLICT

Version 1 Version 2

File Branch

Named AfterJohn Smith

Open, Edit,Save

File Branching occurs upon conflict

User name appended to branched file

File Versioning applies to each branch

Conflict detected even without file lock

OPEN

SAVE


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Search

Soonr Search capabilities are global in scope, and can be finely tuned For advanced search as shown, select the "search" option from the Project level menu; Or use quick search

Search any Computer, Project, or Folder that is shared with the user

Search by keyword, file types, and modification date

Quick Search


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Team - Members

The Team -> Members tab is a central place to view/manage Members Click on a specific Member to view their profile and public attributes

Admin has additional managerial controls available, such as to import or add Members


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Team - Members

The team member list can be filtered by various categories Default is to show "All Team Members"; Click for pop-up menu to modify this

The information button on the tool bar provides

summary info on the team

Importing and adding members shown next


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Team - Members - Import

Select the Import Membersbutton from the tool bar in order to import Members Navigate to a CSV file with the format given below

Note that storage quota can be assigned in the CSV file


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Team - Members - Add

Select the Add a Memberbutton from the tool bar in order to add a Member Enter indicated information and click "Create Member"

Note that storage quota and other rights can be assigned


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Team - Members

From the Team -> Members tab, navigate to a member profile by clicking on it

Status info on Backup progress as well as Project Sync progress is available

Some info requires Admin status in order to view it

Latest Activitytab shows recent collaboration activities (file access, commenting, etc)

A convenient way to find a file or comment that was added or modified by another user


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Team - Members

The Computerstab shows various summary information for each computer Computer name and type, as well as the Agent version

Backup and Project sync status, last access time


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Team - Members

The Member Oftab shows Group membership for the selected user Can navigate to a Group profile by clicking on the Group name

Admins can remove themselves from a Group by clicking here

Admins can add members to a Group


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Team - Members

The Created Userstab lists the users (Members & Connections) that werecreated by the selected user

Only Admins can create users

Can navigate to a user profile by clicking on the user name


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Team - Connections

The Team -> Connections tab is a central place to view/manage Connections Edit, Add to Group, or Delete a Connection from the pop-up after selecting it

Click on a specific Connection to view their profile and public attributes

Info, Import Connections, and Add a Connectionwork similar to the same functionsprovided for Members


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Team - Groups

The Team -> Groups tab is a central place to view/manage Groups Create, View, Edit, and Delete Groups

Can filter the Group view using the drop-down list box (next slide)

Select a specific Group by checkbox in order to Edit or Delete it

Click on a specific Group to open, view, and manage it


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Team - Groups - Filter Group View

Group Selector Drop-down List Filter the Group view by various criteria

Default is to show All Groups


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Team - Groups - Add a Group

From the Team -> Groups tab, click the Add a Groupbutton

Create the new Group by providing a Name, E-mail address, and Description


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Team - Groups - Group Details

From the Team -> Groups tab, navigate to a specific Group by clicking on it Detailed Group management functions are available from this view

Add a Member to a Group; Edit, Disable, or Delete a Group

Memberstab shown below lists current members

Click on a Member to navigate to the profile; Or click the icon to delete member


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Team - Groups - Group Hierarchy

The Members Oftab shown below supports Group hierarchy

Groups can be Members of other Groups


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Team - Groups - Projects

The Projectstab shown below lists Projects that are shared with the Group

Click on a Project to navigate to it


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When viewing a specific Group, click Add a Memberto add to the Group Can add an existing Member, create a new one, or Import a Member

Team - Groups - Add Member


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Projects - Sharing

The Projects tab provides a top-level view of all Projects shared with you

Create, view, modify, manage, search, and share Projects from the Projects tab

Click on a Project to view and manage the specific Project (next slide)


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Projects - Sharing

The Project view provides a structured view of Folders and Files in the Project

Both the Project level menu and Folder level menu are available

The Project tool bar provides quick links

Project Level Menu

Folder Level Menu

Comments

Sharing

Public Links

Project Sync Status

Project Notifications Re-Load Page


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Projects - Sharing

To share a Project, select the Shareoption from the Project menu

Enter the name or e-mail address of the Member or Group with whom to share

Configure the access rights

Enter an introductory message


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Projects - Manage Sharing

To manage sharing of a Project, either select the Manage Sharingoptionfrom the Project menu, or click on the Sharing icon in the tool bar

Configure access rights, remove access, or invite more Members

Manage Project Sharing


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Projects - Sync Status

The Project Sync Status button on the tool bar provides sync status

Sync Status is the current status of Project/Folder/File synchronization for all

computers belonging to the current user that have been synchronized to the

specified Project

The option to remove the Project (un-synchronize the Project) from a Computer is

also provided. (Note that this does not remove the Project from the Soonr service.)


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Create and Send Public Link

Public Links can be created at the Project, Folder, or File level

Select Create Public Linkat the Project or Folder level menu

Configure the link with a variety of options Download enable, upload enable, password protect, auto-expire


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A file-level Public Link does not provide an upload option

Select Create Public Linkat the File level menu

Configure the link with options Download enable, password protect, auto-expire


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Send a Public Link by selecting the Send Linkoption from the menu

Link can be sent to select team Members with a message


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Link can also be sent to anyone with an e-mail address


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To manage Public Links from the Project, Folder, or File view, simply click on

the link icon in the tool bar


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Send by E-mail

To send by E-mail, select Sendat the File level menu


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Send by E-mail

Enter destination e-mail addresses, or choose from existing Team Members

Enter a text message to accompany the file

The entire file will be sent as an attachment, rather than a Public Link


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Viewing Comments

Comments are applicable to Projects, Folders, and Files. Comments provide ameans of enabling and organizing collaboration around content.

To view comments, simply navigate to a Project, Folder, or File, and then

select the comment icon from the tool bar;

You can also add a comment by typing in the open text box at the bottom


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Adding Comments

To add a comment, select "comment" from the "More Actions" pull-down menu

Or you can navigate to a Project, Folder, or File, and choose "comment" from

the drop-down menu;


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Project Notifications

Notification settings for all Projects can be quickly accessed from theAccount Settings menu.


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Notifications

Notifications are controlled at the Project level

Notifications can be managed or disabled with a single click


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Can enable Notifications when a comment has been added at the Project,

Folder, or File level, or when a File has been added or changed

Notifications allow flexible delivery options, and can be applied to all Projects


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Notifications can also be configured from the Project view, by clicking on the

Notifications icon in the tool bar


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Desktop Integration

The Soonr service provides Desktop Integration features that allow you to

launch some of the Soonr services directly from the local desktop icon

Right click and select Soonr >

Open Soonr at the file location

Add a comment

View file versions

Fax the document

Create a Public Link

Send a Public Link


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Account Settings

The Account Settings options are available from the Settings link. Look here for personal settings, security options, and quick access to global

settings.


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Account Settings - Personal Info

Region and time zone can be set

Password change option

SMS notifications can be enabled


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Account Settings - Project Notifications

Fast access to all Project Notifications is available from the Settings menu


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Account Settings - Public Links

Fast access to all Public Links is available from the Settings menu Easily review which files still have public links enabled

With this global view, you can disable links individually or in bulk

Also shows Public Links granted by other users


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Account Settings - Lost Device

Upon loss of a synchronized computer or mobile device, the options on thispage provide the ability to disable the lost device.

Sync Agent will not allow log-in of a lost device

Before indicating a lost device, it is advisable to first un-synchronize all projects


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Account Settings - Fax

Use of the Fax feature requires the initial configuration of a Fax service, suchas eFax. This configuration can be done from the Account Settings page.

Using your eFax service username and PIN, Soonr will act as a proxy to fax

your selected files directly from cloud storage


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Mobile Workplace

Mobile app for iOS and Android supports a critical subset of features

Essential features and tabs include

Dashboard

Favorites, Recent

Projects

Folder navigation

Computer Backup file access

Search

Settings

Tabbed Views


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Mobile Workplace

Navigate through Projects and Folders; Select any office file for viewing

View over 50 file types, including .docx, .pptx, .xlsx, .pdf, .eps, .jpg, and more Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Publisher

Microsoft Visio

Adobe Acrobat

Adobe Illustrator

Adobe Photoshop

Adobe Postscript

OpenOffice File Formats

Lotus 1-2-3

CSV

WordPerfect

FrameMakeer

XYWrite

Major Image Formats

Major Video Formats


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Mobile Creation & Editing

Mobile file creation & editing for Office Docs (iOS only; Android planned)

Create new

Edit existing

Save to Project

Scribble (next slide)


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Mobile Annotation

Mobile Annotation with the use of Soonr Scribble

Available separately, and bundled with Soonr Workplace Scribble Mode

4 drawing tools

Pen

Arrow

Freeform shape

Highlighter

Control thickness and

color

Insert new pages

Saved as .pdf


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Mobile App Features

Mobile features similar to on-line features

Comments, Public Links, Send, Fax, etc.


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QUESTIONS?


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THANK YOU.

training - admin - using the service

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