Filr 1.1 Hands-on Guide for Windows

This guide steps you through the following tasks:

Setting up Novell Filr with test users and data on a Windows/Active Directory network.

Briefly exploring Novell Filr administration and user functionality.

A lab network is the assumed target environment, but the instructions can be adapted for installing Filr on a production network if desired.

Section 1.0, Hands-on Evaluation Options

Section 2.0, Hands-on System Requirements

Section 3.0, Downloading Filr Software

Section 4.0, Creating Test Users

Section 5.0, Preparing Folders and Files

Section 6.0, Deploying and Configuring the Filr Appliance

Section 7.0, Administering Filr

Section 8.0, Using Filr

Section A.0, Documentation Updates

Audience

This guide is for administrators of Windows/Active Directory networks who want to evaluate Novell Filr.

Feedback

We want to hear your comments and suggestions about this guide and the other Filr documentation. Please use the comment on this topic link at the bottom of each page of the online documentation.

Documentation Updates

For the most recent version of this guide, access it on the web.

Additional Documentation

For additional Novell Filr documentation, see the Filr Documentation web page .

1.0 Hands-on Evaluation Options

You have two options for evaluating Novell Filr in a Windows AD environment:

On the Novell Online Demonstration System (NODS)

On your own network

Novell Online Demonstration System (NODS)

Figure 1-1 Evaluating Filr on the Novell’s Online Demo System

Novell hosts the Filr hands-on VMs on the Novell Online Demonstration System (NODS).

If you are interested, go to the Novell.com How to Buy page and request that a Novell Sales Representative contact you.

If you are working on NODS, start with Section 6.1, If You Are Evaluating Filr on NODS.

Your Own Network—Choosing a Deployment Type

To evaluate Filr on your network, you must choose a deployment type.

Small Deployment: Might be your best option if

Your interest in Filr is casual.

You want to invest minimal time and effort.

Large Deployment: Definitely your best option if

You might want to deploy Filr inside your organization.

You want to investigate what that requires.

Detailed comparison of Small and Large Deployment Types

Small Deployment

Large Deployment

Production Capabilities

Designed for evaluation environments. Not recommended for any but the smallest production environments.

Supports all production environments.

Capacity and Scale

Capacity is fixed because it cannot be upgraded to a large deployment.

Can grow to include multiple, clustered Filr appliances.

Software Required

Requires downloading two files:

A zip file that contains the exercise files

Filr appliance software

Requires downloading four files:

A zip file that contains the exercise files

Filr appliance software

Search appliance software

MySQL appliance software (unless using an existing SQL database)

Deployment Effort Required

Offers a streamlined, quick installation and configuration of Filr that is documented in this guide.

Test user creation and test file and folder setup are the same as a large deployment.

Requires a more involved installation and configuration of Filr that is summarized in Quick Start: Filr Hands-on for Windows.

Test user creation and test file and folder setup are the same as a small deployment.

Integration with Existing Systems

Cannot leverage an existing MySQL database (all functionality is contained within the single appliance).

Can leverage an existing MySQL or Microsoft SQL database in place of the MySQL appliance provided with Filr.

This Guide Covers a Small Deployment: Because the purpose of this guide is to provide a simple hands-on experience, it only covers a small Filr deployment. If you want to set up a large deployment for the exercises, see the Quick Start: Filr Hands-on for Windows.

Continue with Section 2.0, Hands-on System Requirements.

2.0 Hands-on System Requirements

To set up Filr for the hands-on exercises, ensure that your system meets the requirements shown in Table 2-1.

Table 2-1 Small Deployment System Requirements

Item

Details

A Windows 2003 R2, 2008 R2, or 2012 R2 server that is attached to an Active Directory domain

Administrative rights on the server

Software for the Filr appliance and the hands-on exercise files (see Section 3.0, Downloading Filr Software)

One of the three virtualization platforms listed in Filr Server Requirements in the Novell Filr 1.1 Installation and Configuration Guide:

Hyper-V

VMware

Xen

The virtualization server should have at least the following resources available for the Filr virtual machines:

12 GB RAM

125 GB free hard drive space

One IP address on the Active Directory domain network, including:

DNS host name

The subnet mask

The primary gateway IP address

A DNS server IP address

Two Web-based email addresses for receiving invitations and notifications

A Windows workstation for administering the appliances and testing the Filr Windows application:

Enterprise-level (non-home) version of Windows 7 or Windows 8

Joined to your Active Directory domain

Mozilla Firefox 9, Mozilla Firefox 10, Microsoft Internet Explorer 8, or Microsoft Internet Explorer 9 for configuring and managing the appliance after the initial setup

Microsoft Office or LibreOffice

The latest Java Runtime Environment (JRE) from Java.com

Wireless connectivity on your network

At least one mobile device (iOS 5 or later or Android 2.3 or later) that is capable of connecting to your network’s wireless connection

3.0 Downloading Filr Software

If you don’t already have a Novell account, register for one on the Novell website.

Access the Novell Downloads website.

Do a keyword search for Novell Filr.

In the Results section, click the Novell Filr Evaluation Download button.

Continue the download process until you have successfully downloaded the following:

The Filr-Exercise-Folders.zip file

The file for your virtualization platform:

VMware

Filr.x86_64-version.ovf.zip

Hyper-V

Filr.x86_64-version.vhd.zip

Xen

Filr.x86_64-version.xen.tar

Continue with Section 4.0, Creating Test Users.

4.0 Creating Test Users

For information about users and groups in Filr, see Users and Groups with Filr in the How Filr Works–Overview Guide.

The tasks in this guide involve test users that you create in a separate test container.

Create an ou container named testusers in your AD domain.

HINT:Locating the container at the top of the domain isn’t required, but it makes the path shorter during the LDAP import.

The use of a separate container simplifies the LDAP import process and the removal of users when your evaluation concludes.

Create the users listed in Table 4-1 in the testusers container and assign them passwords as indicated in the table and shown in the screen shots that follow.

Table 4-1 Test Users to Create

First Name

Last Name

User Logon Name

Role in Organization

Example Password

Home Folder

A

Red

ared

Development Supervisor

filrrocks

Yes

A

Pink

apink

Developer

filrrocks

No

A

Blue

ablue

IT Supervisor

filrrocks

Yes

A

Green

agreen

Network Technician

filrrocks

No

A

Yellow

ayellow

Marketing Supervisor

filrrocks

Yes

A

Orange

aorange

Marketing Administrative Assistant

filrrocks

No

A

Black

ablack

Director of Sales

filrrocks

Yes

A

Gray

agray

Sales Representative

filrrocks

No

Specify only the Full Name as filrproxyuser

filrproxyuser

n/a

novellfilr

No

If the simple passwords don’t meet your password policy requirements, specify passwords that do.

Using the same password for all users simplifies the evaluation test process.

Using the “administrative” password for the filrproxyuser user highlights its role as a Filr system user.

IMPORTANT:Ensure that you deselect User must change password at next login as shown.

Ensure that you create all of the users.

Continue with Section 5.0, Preparing Folders and Files.

5.0 Preparing Folders and Files

Figure 5-1 illustrates the folders and files that are contained in the zip that you downloaded in Section 3.0, Downloading Filr Software.

Figure 5-1 Hands-on Files and Folders

Section 5.1, Unzipping the Exercise Folders and Files

Section 5.2, Setting Up the Home_Folders Share

Section 5.3, Assigning Home Folders

Section 5.4, Setting Up the Other Hands-on Exercise Folders and Files

5.1 Unzipping the Exercise Folders and Files

Copy the Filr-Exercise-Folders.zip file that you downloaded in Section 3.0, Downloading Filr Software, to Local Disk (C:) on your Windows server.

Right-click the zip file, then select Extract All.

Change the extraction path to c:\, then click Extract.

Double-click the extracted Filr-Exercise-Folders folder to reveal the five directories used in the exercises that follow.

Continue with Setting Up the Home_Folders Share.

5.2 Setting Up the Home_Folders Share

Section 5.2.1, Configuring Home_Folders Share Permissions

Section 5.2.2, Configuring Home_Folders NTFS Permissions

5.2.1 Configuring Home_Folders Share Permissions

On the Windows server, click the Windows Explorer icon .

Navigate to the Home_Folders folder that you downloaded and extracted in Section 5.1, Unzipping the Exercise Folders and Files.

Share Home_Folders by doing the following:

Right-click the folder.

Click Properties.

Click the Sharing tab, then click Advanced Sharing.

Select the Share this folder option, name the share Home_Folders$, then click Permissions.

As you probably know, the dollar sign ($) hides the folder from users browsing the network.

Configure group permissions by doing the following:

Click Remove to remove access by the Everyone group.

Click Add.

In the Enter the object names to select field, type Domain Users, then click Check Names.

Click OK.

Under Permissions for Domain Users, Allow full control, then click OK > OK.

Continue with Configuring Home_Folders NTFS Permissions.

5.2.2 Configuring Home_Folders NTFS Permissions

Configure file permissions by doing the following:

Click the Security tab, then click Advanced.

Click Change Permissions.

Deselect Include inheritable permissions from this object’s parent, then on the warning, click Add.

In the Permission entries list, Shift-click to select the two Users entries, then click Remove.

Click Add.

Type filrproxyuser, then click Check Names.

Click OK.

Allow full control, then click OK > OK > OK > Close.

Continue with Assigning Home Folders.

5.3 Assigning Home Folders

In Administrative Tools > Active Directory Users and Computers, right-click A Black, then select Properties.

Click the Profile tab.

Under Home folder, select Connect, then click the Connect drop-down list and select H:.

For the first user, in the To field, type the full UNC path to the HOME_Folders share on your Windows server, followed by %username%.

For example, the share path on the Windows server used for the development of this guide is \\Win2008.filr-lab.local\Home_Folders$\%username%.

Select the string and copy it to the clipboard by using Ctrl+C.

For the second and subsequent users, you can use Ctrl+V to paste the string into the To field.

Click OK.

Repeat from Step 1 for each of the following users:

A Blue

A Red

A Yellow

After configuring the home folders indicated, verify that the home folders have been created by accessing the Home_Folders folder in Windows Explorer.

Continue with Setting Up the Other Hands-on Exercise Folders and Files.

5.4 Setting Up the Other Hands-on Exercise Folders and Files

Section 5.4.1, Creating Shares and Changing Share Permissions

Section 5.4.2, Changing the NTFS Permissions

5.4.1 Creating Shares and Changing Share Permissions

Table 5-1 lists the rest of the Filr exercise folder names and the users to assign full share permissions.

Table 5-1 Share Permission Assignments

Folder Name

Users to Assign Full Share Permissions

Dev

ared

filrproxyuser

IS

ablue

filrproxyuser

Mrktg

ayellow

filrproxyuser

Sales

ablack

filrproxyuser

Create shares and assign share access by doing the following for each folder listed.

In Windows Explorer, right-click one of the four folders in Table 5-1, starting with Dev, then click Properties.

Click the Sharing tab, then click Advanced Sharing.

Select the Share this folder option, then click Permissions.

Click Remove to remove access by the Everyone group.

Click Add.

In the Enter the object names to select field, type the users listed in the second column of Table 5-1, separated by a semicolon.

For example, for the Dev folder, type ared;filrproxyuser, then click Check Names to validate your entries.

Click OK.

With Filr Proxyuser selected, under Permissions for Filr Proxyuser > Full Control, select Allow.

Select the other user and assign it Full Control as well.

Click OK > OK > Close.

Right-click the next folder (skipping Home_Folders), then repeat from Step 1 until all of the folders have been shared and secured.

Continue with Changing the NTFS Permissions.

5.4.2 Changing the NTFS Permissions

Table 5-2 lists the Filr exercise folder names and the users to assign full NTFS permissions.

Table 5-2 NTFS Permission Assignments

Folder Name

Users to Assign Full NTFS Permissions

Filr Exercise Folders

filrproxyuser

Dev

ared

IS

ablue

Mrktg

ayellow

Sales

ablack

Adjust NTFS permissions to the Filr_Exercise_Folders folder by doing the following:

In Windows Explorer, right-click Filr_Exercise_Folders and select Properties.

Click the Security tab, then click Advanced.

Click Change Permissions.

Deselect Include inheritable permissions from this object’s parent, then click Add.

In the Permission entries list, select the Users entries, then click Remove.

Click Add.

Type filrproxyuser, then click Check Names.

Click OK.

Allow full control, then click OK > OK > OK > OK.

Double-click Filr-Exercise-Folders.

Right-click the Dev folder listed in the right frame, then select Properties.

Click the Security tab, then click Edit.

Click Add.

Referring to Table 5-2, type the user (object name) to assign full permissions to the directory (ared is for Dev), then click Check Names.

Click OK.

Allow full control, then click OK > OK.

Right-click the next folder name listed in Table 5-2, click Properties, then repeat from Step 12 until full rights have been assigned as indicated in the table.

When all of the folders have been assigned, continue with Section 6.0, Deploying and Configuring the Filr Appliance.

6.0 Deploying and Configuring the Filr Appliance

Section 6.1, If You Are Evaluating Filr on NODS

Section 6.2, If You Are Evaluating Filr on Your Own Network

6.1 If You Are Evaluating Filr on NODS

Start the pre-configured virtual appliances on Novell Online Demonstration System (NODS) as follows:

Click the win2008 tab and power it on.

This is the Windows AD server and provides DNS services for the exercises.

When the Windows server is running, log in as user Administrator with password novellfilr.

Click the win7-win tab and power on the exercise workstation VM.

Log in as user admin with password novellfilr.

Click the filr-win VM and power it on.

The Filr appliance is automatically configured with settings found in two files in the filr_win_h-o-autoinst.iso image file:

vaauto.conf: Sets the passwords, network configuration, disk assignments, and so on.

appliance.conf: Configures the appliance as an all-in-one, small deployment installation, and sets up communications between the Filr and MySQL servers running in the appliance.

For more information on automatically installing Filr appliances, see Installing Filr in Silent Mode in the Novell Filr 1.1 Installation and Configuration Guide.

When the filr-win login: terminal prompt displays on the Filr console, continue with Section 7.0, Administering Filr.

6.2 If You Are Evaluating Filr on Your Own Network

Section 6.2.1, Deploying Filr on Your Network

Section 6.2.2, Configuring the Filr Appliance

6.2.1 Deploying Filr on Your Network

IMPORTANT:The instructions in this section assume that Filr is being deployed on a VMware server.

If you are deploying Filr on Hyper-V, follow the instructions in Hyper-V Configuration in the Novell Filr 1.1 Installation and Configuration Guide to the point that you power on the appliance. Then resume these instructions at Step 6.

If you are deploying Filr on Xen, follow the instructions in Xen Configuration in the Novell Filr 1.1 Installation and Configuration Guide to the point that you power on the appliance. Then resume these instructions at Step 6.

On a workstation with the vSphere client installed, extract the Filr.x86_64-version.ovf.zip file that you downloaded in Section 3.0, Downloading Filr Software until you have a folder containing three files with .mf, .ovf, and .vmdk extensions.

Using the vSphere client, attach to your VMware ESX server, then click File > Deploy OVF Template.

Browse to and open the Filr .ovf file, then proceed through the various dialogs as you normally would until the virtual machine is deployed.

Edit the virtual machine settings and add a 20 GB hard disk.

Repeat Step 4 and add a second 20 GB hard disk.

After the hard disks have been added, click Power on the virtual machine.

After the appliance starts, accept the license agreement.

Complete the initial configuration settings, substituting the IP address and other settings that you identified in Section 2.0, Hands-on System Requirements for the Filr appliance on your network.

IMPORTANT:Ensure that the Time Zone settings match the settings of your Windows environment.

For example, the following screen shows the IP addresses and the other information that was used for the Filr appliance that was deployed in a private network when this guide was developed.

Proceed through the screens, accepting the defaults, until the configuration process completes.

Continue with Configuring the Filr Appliance.

6.2.2 Configuring the Filr Appliance

In your management browser, enter the following URL: https://Filr-appliance-IP-address:9443.

Click through the security warnings and accept the certificate if needed.

Log in with Username: vaadmin and the password you set in Step 8.

Click the Novell Appliance Configuration icon.

Ensure that Small Deployment is selected, then click Next.

Specify and confirm novellfilr as the root password.

Click Finish.

Skip to Section 7.0, Administering Filr.

7.0 Administering Filr

The Filr administration exercises covered in this section are summarized in the following graphic.

NOTE:If you want the ability to repeat the exercises that follow, consider taking a snapshot of the Filr VMs before you begin. That way you can always restore the VMs to their original states without risking ripple effects from previous steps that you have completed.

This section guides you through the following tasks:

Section 7.1, Securing LDAP Communications between Filr and Active Directory

Section 7.2, Synchronizing LDAP Users

Section 7.3, Setting Up Users’ My Files Folders

Section 7.4, Enabling Sharing

Section 7.5, Setting Up Net Folders

Section 7.6, Setting Guest Access

Section 7.7, Allowing the Desktop Application to Be Deployed

Section 7.8, (Optional) Setting Up Email Communication with the Filr VM

7.1 Securing LDAP Communications between Filr and Active Directory

IMPORTANT:On NODS, all administrative passwords are novellfilr.

Generate a self-signed certificate for Active Directory.

On the Windows server, click Start > Run, then enter mmc.

In MMC, type Ctrl+M.

In the Add or Remove Snap-ins dialog, select the Internet Information Services (IIS) Manager snap-in.

If the snap-in is not installed on your Windows server, install it.

With IIS selected, click Add, then click OK.

In the left frame, click Internet Information Services, then click a Windows server that Filr can connect to for synchronizing the test users that you created in Section 4.0, Creating Test Users.

In the Filter list, scroll down to Server Certificates and double-click the icon.

In the Actions list (on the right), click Create Self-Signed Certificate.

Name the certificate with a name you can remember, such as the server name, then click OK.

Type Ctrl+M, select the Certificates plug-in, then click Add.

Select Computer account, then click Next.

Click Finish.

In the Snap-ins dialog, click OK.

If you get a plug-in error, click Cancel.

In MMC, expand the Certificates plug-in, expand Personal, then click Certificates.

Right-click the certificate you created, select All Tasks, then click Export....

In the Certificate Export wizard, click Next.

Ensure that No, do not export the private key is selected, then click Next.

Ensure that DER encoded binary is selected, then click Next.

Name the certificate, then click Next.

Click Finish > OK.

By default, the certificate is saved in C:\Users\Your-User-Name.

On NODS, the directory is C:\Users\Administrator.

On the Windows server, open a browser and import the server’s certificate into the Filr appliance’s Java Keystore:

In the Windows server browser, launch the Filr Console through the following URL:

https://Appliance_IP_Address:9443

For example, on NODS this is

https://172.17.2.112:9443

Click through all of the security warnings, add certificates, etc., here and later, and verify that you want to access the server.

Log in as vaadmin with the password novellfilr.

Click the Appliance System Configuration icon.

If you have accessed the console previously, you might need to click the Home link in the upper-right corner to see the icon.

Click the Digital Certificates icon.

Click File > Import > Trusted Certificate.

Browse to the certificate file that you saved in Step 1.s, then click Open.

Click OK > OK.

Click Close.

Click Reboot > OK > OK.

Close the browser on the Windows server.

As soon as the Filr appliance restarts, both the Windows server and Filr are prepared for the exercises in Section 7.2, Synchronizing LDAP Users.

7.2 Synchronizing LDAP Users

In Section 4.0, Creating Test Users, you populated Active Directory with the users shown in Figure 7-1. (For NODS, the users already exist on the Win2008 server.)

Figure 7-1 Users Created for the Filr Exercises

You import AD users to Filr by setting up LDAP synchronization with Active Directory.

Ensure that the Filr appliance VM has restarted.

Open a browser on your exercise workstation (the win7-win VMm on NODS) and access Filr through the following URL:

https://Appliance_IP_Address:8443

For example, on NODS this is

https://172.17.2.112:8443

If prompted, accept and trust the certificate.

Sign in as User: admin with Password: admin.

When prompted, change the password to novellfilr.

Click admin (upper right), then select Administration Console.

In the left navigation panel under System, click LDAP.

Click Add.

Ensure that the Server Information tab is selected.

Enter the information to connect Filr with your Windows server.

Field Name

Value to Enter

LDAP Server URL

ldaps://windows-server-IP-address

On NODS this is

ldaps://172.17.2.117 or ldaps://win2008.filr-lab.local

User DN

IMPORTANT:This is the distinguished name of an Active Directory user who has sufficient rights to access the information for the test users that you created in Section 4.0, Creating Test Users. For example, it could be the user name that you used for that task.

HINT:If you aren’t certain of the syntax, open a terminal prompt on the server and enter the dsquery user command.

On NODS this is:

cn=Administrator,cn=users,dc=filr-lab,dc=local.

Password

The password of the user above

On NODS this is novellfilr.

Directory Type

Active Directory

LDAP Unique Identifier

objectGUID

LDAP Attribute for Filr

sAMAccountName

For example, the NODS LDAP server information is reflected in the following screen shot.

Select the Users tab, then click Add.

Click the LDAP browse icon.

Browse to testusers and select it.

Click OK.

The testusers container is added, so click OK.

Select the Synchronization Schedule tab, then select the following options:

Enable Schedule

Every Day

Repeat Every 0.25 Hours

Click the LDAP Servers tab, click the Sync All button, then click OK to save the configuration.

The nine users in the testusers container are added.

Click Close > OK.

The proxy user is among those added to Filr. However, it is a system-only user.

Remove the filrproxyuser by doing the following:

In the left frame, click Users.

Select filrproxyuser.

Click Delete, then select Delete user workspaces > Delete user objects > OK.

Click Close.

Do not close the Administration Console. Continue with Section 7.3, Setting Up Users’ My Files Folders.

For complete instructions on using Filr LDAP synchronization, see Synchronizing Users and Groups from an LDAP Directory, in the Novell Filr 1.1 Administration Guide.

7.3 Setting Up Users’ My Files Folders

Some of the LDAP users that you imported need personal storage space on the Filr appliance itself.

Under Management, click Users, then select the check boxes next to the names of the following users:

A Black

A Green

A Orange

A Pink

Click More > Enable Personal Storage.

Click Close, then continue with Enabling Sharing.

7.4 Enabling Sharing

Before granting sharing rights to users, you must enable sharing for the Filr site.

Under System, click Share Settings.

In the User or Group field, start to type all, then select All Internal Users.

Click Re-share items, Share with the public, and Share using Filr Link, then click OK.

This sets the maximum sharing rights that can be granted anywhere on the system. Re-sharing and public access are only available if they are actually enabled on specific Net Folders.

Click OK.

7.5 Setting Up Net Folders

Section 7.5.1, Specifying Net Folder Servers

Section 7.5.2, Creating Net Folders and Setting Net Folder Access and Sharing Rights

7.5.1 Specifying Net Folder Servers

Net Folder Servers are connections to shares on Windows file servers. You can set up as many connections to each file server as needed. For the hands-on lab, you create one Net Folder Server for each Share defined in Setting Up the Other Hands-on Exercise Folders and Files.

Configuring the Home_Folders Net Folder Server

Configuring the Other Net Folder Servers

Configuring the Home_Folders Net Folder Server

Under Management, click Net Folder Servers.

Four of the users that you synchronized with the Windows server have Home directories on the server. Therefore, the Net Folder Server for the Home_Folder$ share on your Windows server (for example, on NODS this is Win2008_Folders$) is already created and listed.

IMPORTANT:Although Home folders are technically like other Net Folders in Filr, their primary role is personal storage. Therefore, they are accessed through My Files rather than through Net Folders.

The Home Net Folder Server is marked with an icon that indicates that its configuration needs attention.

In the Name column, click the Win2008-Home_Folders$ server link.

Click the Server Type drop-down list, then select Microsoft Windows.

One valuable Filr feature is the ability to share files and folders with others who do not have native file system rights.

This sharing functionality is provided through Net Folder proxy users. However, the Home Net Folder Server has no Net Folder proxy user configured. That is why the yellow icon is displayed.

You granted the Net Folder proxy user (filrproxyuser) full control of the Home_Folders$ share in Step 2. You simply need to make Filr aware of that assignment.

Click the Authentication tab, then click the LDAP browser icon.

Open the testusers container, then select the Filr proxy user.

Do the following in the Proxy Password field:

Remove any spaces from the proxy user name.

This is only an issue if you have specified a first and last name for your Filr proxy user.

In the Proxy Password field, type the password specified for the proxy user.

On NODS, the password is novellfilr.

Click Test Connection.

When you click Test Connection, you should see a message that the test succeeded.

Click OK.

Click the Synchronization Schedule tab, then select

Enable Scheduled Synchronization

Every Day

Repeat every 0.25 hours

Then click OK.

Click OK > OK.

The warning icon is removed.

Configuring the Other Net Folder Servers

To add Net Folder Servers for the other shares on the Windows server, click Add.

Use the information in Table 7-1 as you add a Net Folder server for each share.

Table 7-1 Net Folder Servers to Add

Share

Field

Text

Dev

Name

Development

Server Path

\\windows-server-IP-address\Dev

On NODS: \\172.17.2.117\Dev

Proxy Name

filrproxyuser DN

On NODS: cn=filrproxyuser,ou=testusers,dc=filr-lab,dc=local

filrproxyuser Password

For example: novellfilr

IS

Name

IS

Server Path

\\windows-server-IP-address\IS

On NODS: \\172.17.2.117\IS

Proxy Name

filrproxyuser DN

On NODS: cn=filrproxyuser,ou=testusers,dc=filr-lab,dc=local

Proxy Password

For example: novellfilr

Mrktg

Name

Marketing

Server Path

\\windows-server-IP-address\Mrktg

On NODS: \\172.17.2.117\Mrktg

Proxy Name

filrproxyuser DN

On NODS: cn=filrproxyuser,ou=testusers,dc=filr-lab,dc=local

Proxy Password

For example: novellfilr

Sales

Name

Sales

Server Path

\\windows-server-IP-address\Sales

On NODS: \\172.17.2.117\Sales

Proxy Name

filrproxyuser DN

On NODS: cn=filrproxyuser,ou=testusers,dc=filr-lab,dc=local

Proxy Password

For example: novellfilr

In the Configuration tab dialog, type the Name and Server Path for the Share, starting with Dev.

Notice that the Net Folder Server names do not necessarily need to mirror the server and share names.

Click the Authentication tab, use the LDAP browser to select the filrproxyuser, then type its password and click Test Connection.

Click OK.

Click the Synchronization Schedule tab, then select

Enable Scheduled Synchronization

Every Day

Repeat every 0.25 hours

Then click OK.

Repeat from Step 2 to create Net Folder Servers for the IS, Marketing, and Sales shares.

Click Sync.

When the sync operation completes, Filr has metadata for each Net Folder Server in its database.

Click Close.

Continue with Creating Net Folders and Setting Net Folder Access and Sharing Rights.

7.5.2 Creating Net Folders and Setting Net Folder Access and Sharing Rights

Net Folders are connections to specific directories on Net Folder Servers. You can set up as many Net Folders as needed. You can also specify a separate and independent synchronization schedule for each Net Folder.

Under Management, click Net Folders.

Create the Net Folders needed for the hands-on exercises.

Click Add.

Notice that although the Home_Folders$ share is Net Folder Server and four users have Home folders, there are no Net Folders displayed.

Home folders are displayed and managed under My Files rather than Net Folders.

Referring to Table 7-2, in the New Net Folder dialog type a name (starting with reviews). Select the appropriate Net Folder Server, type the relative path for the Net Folder, then click Test Connection to verify that the information is entered correctly.

Table 7-2 Net Folder Configuration Information

Name

Server

Relative Path

Users with Rights to Net Folder

Sharing Rights

reviews

Development

personnel\reviews

ared

Allow Access

Internal

comp planning

Development

personnel\salaries

ared

Allow Access

projects

Development

projects

ared

Allow Access

Internal

External

training

IS

training\quick_starts

ablue

Allow Access

Internal

Re-share

cool stuff

Marketing

advertising\brochures

ayellow

Allow Access

Internal

External

Public

Share File Link

Re-share

projections

Sales

revenue\projections

ablack

Allow Access

Internal

2014 tracking

Sales

revenue\quotas

ablack

Allow Access

Internal

Click OK.

Select the index and Just-in-Time synchronization options shown below.

Although content indexing carries significant processing overhead and should, therefore, probably not be applied to all Net Folders, the content used in these exercises is so small that the overhead involved with indexing is miniscule.

Click the Rights tab.

In the User or Group field, begin typing the user listed in the table, then select the correct user.

In the Grant Rights dialog, set the sharing rights as listed for the folder, then click OK.

Click OK.

Click OK, then return to Step 2 for the next Net Folder.

When all of the Net Folders have been specified, click Close, then continue with Setting Guest Access.

7.6 Setting Guest Access

The hands-on exercises let you access Filr as a user who doesn’t have an account in Filr.

Under System, click Web Application.

Select Allow Guest access and Guest access is read-only, then click OK.

The read-only option prevents public (guest) users from logging comments. This is generally a good idea in light of the risk of spam comments. Comments cannot be removed in this version of Filr.

Continue with Allowing the Desktop Application to Be Deployed.

7.7 Allowing the Desktop Application to Be Deployed

Some of the Filr end user exercises are done through the Desktop Application. To enable the Desktop Application to be deployed through the Web application:

Under System, click Desktop Application.

Select Be deployed > Deploy files contained locally > OK.

Continue with (Optional) Setting Up Email Communication with the Filr VM.

7.8 (Optional) Setting Up Email Communication with the Filr VM

The hands-on exercises leverage two of your personal email addresses:

One is assigned to user ared for demonstrating Filr’s notification capabilities.

The other is used for inviting an external user to collaborate on a project.

If you are not interested in email notifications or external sharing as part of the end user exercises, you can skip all of the remaining sections and steps in this guide that are marked (Email Only).

If you want to experiment with email notifications that originate from Filr, you must complete the following sections:

Section 7.8.1, (Email Only) Entering an Email Address for User ared

Section 7.8.2, (Email Only) Synchronizing User ared’s Change with Filr

7.8.1 (Email Only) Entering an Email Address for User ared

On the Windows server, click Start > Administrative Tools > Active Directory Users and Computers.

Click the testusers container, then right-click user ared and select Properties.

Type the email address you have chosen to use with these exercises, for example myworkemail@mycompany.com.

Click OK, then continue with (Email Only) Synchronizing User ared’s Change with Filr.

7.8.2 (Email Only) Synchronizing User ared’s Change with Filr

On the Windows workstation, in the Administration Console under System, click LDAP.

Click Sync All.

ared’s changes are synchronized.

Click Close > OK.

Continue with Section 8.0, Using Filr.

8.0 Using Filr

The Filr end user exercises can be summarized as follows:

This section guides you through the following tasks:

Section 8.1, Accessing Filr to Do the Filr End User Exercises

Section 8.2, Understanding Test Users and Their Roles

Section 8.3, Exploring Filr Functionality for End Users

IMPORTANT:On NODS, all administrative passwords are novellfilr; all user passwords are filrrocks.

8.1 Accessing Filr to Do the Filr End User Exercises

You need connections to Filr through the following access points to complete the Filr End User Exercises:

A browser

The Filr Desktop Application

A mobile device (optional and not applicable on NODS)

Section 8.1.1, Connecting to Filr through a Browser and Installing the Filr Desktop Application

Section 8.1.2, Starting the Filr Desktop Application

Section 8.1.3, Installing and Starting a Filr Mobile App (Optional)

8.1.1 Connecting to Filr through a Browser and Installing the Filr Desktop Application

To connect through the browser and install the Filr Desktop Application:

If you are continuing from the Administrator exercises, sign out as user Admin, then skip to Step 3.

Otherwise, on your exercise workstation, start a browser and access the following URL:

https://Filr-appliance-IP-address:8443

If prompted, accept and install the certificate.

Sign in as User ID: apink with the password filrrocks.

In the upper-right corner, click apink, then select Download Filr Desktop App.

Click the appropriate link for the host workstation. For example, Windows X64 Client.

Save the file.

After the file is saved, open the saved location, then right-click the file and select Run as administrator.

Run the installation, accepting the licenses, rebooting the workstation, and so on until the desktop application is installed.

Depending on your download speed, downloading and installing Microsoft .NET can take a while.

For additional information, see the applicable Quick Start on the Novell Filr online documentation site.

Close the browser and continue with Starting the Filr Desktop Application.

8.1.2 Starting the Filr Desktop Application

On the Novell Filr welcome screen, click Start.

In the Server URL field, type https://Filr-appliance-IP-address:8443, type Username: apink and user apink’s Password, then click Next.

Continue through any security warnings.

Click Next.

Click Next.

Click Finish.

A Filr folder is now available in on the workstation (in Windows Explorer or Macintosh Finder).

8.1.3 Installing and Starting a Filr Mobile App (Optional)

NOTE:On NODS, skip to Section 8.2, Understanding Test Users and Their Roles.

Filr mobile apps are available as free downloads in the Apple App Store, the Google Play App Store, and the Amazon Appstore for Android.

Download and install the Filr mobile app on the mobile device as you would any other device app.

To access the Filr Mobile App:

Start the app in the same way that you start other apps on your mobile device.

Log in as Username: ablack.

Continue with Understanding Test Users and Their Roles.

8.2 Understanding Test Users and Their Roles

Table 4-1 lists eight users that have been synchronized from the Windows server to Filr.

As you can see, there are differences in their Home Folder and personal storage allocations (third column). Most have one or the other, but user ablack has both and user agray has no personal storage. We will briefly explore what this means in Section 8.3.1, My Files—Home Folders and Personal Storage.

Notice also that only the manager-level users (ared, ablue, and so on) have file system rights on the Windows server (fourth column). Nevertheless, the hands-on exercises require that files be accessed by internal and external users who do not have file system rights. We will explore how this is accomplished in the sharing sections, starting with Section 8.3.2, Internal Sharing.

Table 8-1 User Roles and Tasks

User Name

Role in the FILR-LAB organization

Home Folder and Personal Storage

File System Rights on the Windows Server

ared

Development Manager

Home folder

Full control of Dev share and directory

apink

Developer

Personal

None

ablue

IT Manager

Home folder

Full control of IT share and directory

agreen

Filr Administrator

Personal

None

ayellow

Marketing Manager

Home folder

Full control of Mrktg share and directory

aorange

Product Line Manager

Personal

None

ablack

District Manager

Home folder

Personal

Full control of Sales share and directory

agray

Account Manager

None

8.3 Exploring Filr Functionality for End Users

After you have completed the setup and administration instructions in this guide, the Filr VMs and your Windows server are ready for the exercises in the following sections:

Section 8.3.1, My Files—Home Folders and Personal Storage

Section 8.3.2, Internal Sharing

Section 8.3.3, (Email Only) External Sharing

Section 8.3.4, Public Sharing

Section 8.3.5, Creating a Filr Group

Section 8.3.6, Re-sharing and Searching

Section 8.3.7, More Things You Can Try

8.3.1 My Files—Home Folders and Personal Storage

The files and folders that users see when they access My Files are illustrated in Figure 8-1 and demonstrated in the steps that follow the figure.

The top half shows that two storage locations can be assigned to users for their own use—personal storage on the Filr data disk and/or home storage on a Windows file server.

The bottom half shows how the assigned storage is displayed in My Files, depending on what a user is assigned.

Figure 8-1 What Filr Users See in My Files Depends on What Is Set Up for Them

In the following steps, take the role and do the steps of the users that are indicated.

User ablack is a fan of the Hubble telescope and especially likes this image.

On the exercise workstation, open a browser, then click the 1280X1024 link.

Right-click the displayed image, then save it to the desktop.

Close the browser.

Open Windows Explorer and access user ablack’s home folder by entering the UNC path to the folder and logging in as user ablack with the password filrrocks.

The folder is empty.

Drag and drop (copy) the image from the desktop to user ablack’s home folder.

Open the web browser, access Filr on port 8443 (https://172.17.2.112:8443) and sign in as user ablack.

Click MyFiles and notice the folder named Home. This is user ablack’s home folder on the Windows server.

Refer to Table 4-1 and notice that user ablack has a home Folder and is also assigned personal storage. In other words, user ablack is an example of the section labeled Both in Figure 8-1.

Open the Home folder.

The Hubble image file is there as you would expect it to be.

Sign out as user ablack.

Sign in as User ID: admin.

Access the Administration Console (upper-right corner).

Under Management, click Users.

Select A Black, then click More and select Disable Personal Storage.

Sign out as user admin, then sign in as user ablack.

Notice that the Home folder has disappeared from user ablack’s My Files folder (the up-arrow left of Home has disappeared) and the Hubble image file is now directly listed as a child.

Because you removed the Personal Storage that was assigned to user ablack, user ablack now fits the definition in the section of Table 4-1 that is labeled Only Home Folder. (Purging user ablack’s personal storage had no effect on the Windows server’s file structure or files.)

Click the down-arrow next to the image, then select Share.

In the Share with field, type all, then select All Internal Users.

Click OK.

Feel free to explore further if you want to get more experience with Filr’s My Files functionality and the role that traditional home folders play in that context. Then continue with Internal Sharing.

8.3.2 Internal Sharing

The exercises in this section demonstrate how Novell Filr users can share files with users who are internal to your organization.

User ared Initiates User apink’s Annual Review

User apink Responds to the Annual Review Request

User ared Approves User apink’s Annual Review

User ared Initiates User apink’s Annual Review

User ared needs to complete the annual review for user apink, but user apink doesn’t have file system access to the review file (apink_2014.doc). Rather than sending the file in email or assigning user apink the required file system trustee rights on the Windows server, ared simply shares the review file with user apink and includes Editor privileges. First, however, ared optionally ensures that email notifications will be sent when the file changes.

Sign in to the Web application as user ared. (This requires that you sign out as user ablack first.)

Click Shared with Me and notice that the image that ablack shared is listed.

IMPORTANT:If you are not experimenting with email notifications, skip to Step 4 and skip all subsequent steps that are marked (Email only).

(Email only) Click A Red in the upper-right corner, then select View Profile.

When the profile displays, notice that the email address you configured in Active Directory for user ared is listed.

Click Net Folders > reviews > apink.

Click the check box for apink_2014.doc, then click the file drop-down arrow to the right of the file and select Share File.

In the Share with field, type p, then select A Pink.

Select Editor, then click OK

(Email only) Click the check box for apink_2013.doc and the file drop-down arrow again, then click Subscribe.

(Email only) Expand the Email Only option, then select the email address you entered for user ared in Directory and click OK.

Click the comment icon .

Add a comment, such as

Hi pink.

Will you please edit this with your objectives and achievements and let me know when you have finished?

Thanks.

red

Click Send, then close the Comments dialog.

User apink Responds to the Annual Review Request

On the Windows 7 VM desktop in the notifications area, right-click the Filr icon.

Select Synchronize Now.

Select Open Filr folder.

Double-click Shared with Me.

Right-click apink_2013.doc, then select Open.

The file should open in LibreOffice Writer, assuming the prerequisites are met for the Windows workstation.

Make a few changes, then save and close the file.

You can be as verbose or brief as you want.

In the Shared with Me folder on the workstation, right-click the file you just edited and select Synchronize now.

Sign in to the Web application as user apink

Click Shared with Me.

Click the drop-down arrow for apink_2013.doc, then click View HTML.

Your changes are reflected in the view.

Close the HTML view.

Click the review file’s comment icon, type a comment indicating that the review is ready, then click Send and close the comment panel.

Continue with User ared Approves User apink’s Annual Review.

User ared Approves User apink’s Annual Review

(Email only) In the Windows VM, log in to the email account that you assigned to user ared, open the message from filr-admin (it might be in your SPAM folder), then click the Visit Message link.

Sign in to the Web application as user ared.

If you accessed it through the email link, the message from user apink is displayed. Otherwise, click Shared By Me, then click the message icon for apink’s review document.

In the new comment box, type a comment indicating that the review is approved, then click Send.

Close the view.

Continue with (Email Only) External Sharing.

8.3.3 (Email Only) External Sharing

The exercises in this section demonstrate how Filr users can share files with users who are external to your organization.

About External Users

User ared Gathers Input for the Next Release

User opaque Self-Provisions and Responds to the Review Request

User ared Responds to User opaque’s Input

IMPORTANT:Completing the instructions in Section 7.8, (Optional) Setting Up Email Communication with the Filr VM is required for the exercises in this section.

About External Users

External users are those who receive share invitations through email and subsequently provision themselves as system users. They can then log in to the system using the credentials they establish with Filr, or they can elect to be authenticated through a Google or Yahoo Open ID account.

For more information about the different kinds of users who can access Filr, see Users and Groups with Filr in the How Filr Works–Overview Guide.

User ared Gathers Input for the Next Release

User ared managed the ABC product release and is responsible for gathering input for the upcoming XYZ product. User ared also wants to invite input from a key partner named M Opaque. Inviting M Opaque to participate requires using the second email address mentioned in Section 2.0, Hands-on System Requirements and further explained in Section 7.8, (Optional) Setting Up Email Communication with the Filr VM.

If you aren’t already signed in to the Web application as user ared, do so now.

Click Net Folders > projects > current.

Click the check box for abc_reqr.doc, then click the file drop-down arrow to the right of the file and select Share File.

Click the envelope icon next to the search field.

In the Share with External Users field, type your second email address, then click the plus sign (+) to add the external user.

Click OK.

Click the check box for abc_reqr.doc and the file drop-down arrow again, then click Subscribe.

Expand the Email only option, then select the email address you entered for user ared and click OK.

Click the comment icon to the right of the down-arrow.

Add a comment, such as

This is the requirements doc for our current release.

It's time to gather input for the next release.

Please log comments to let us know which features we need to include in the next release.

Thank you.

Then click Send.

Close the Comments dialog.

Continue with User opaque Self-Provisions and Responds to the Review Request.

User opaque Self-Provisions and Responds to the Review Request

Log in to the email account that you used to invite user opaque to participate in the review.

Open the message from the email address that you assigned to user ared, then click the abc_reqr.doc link.

The Filr registration dialog lets external users register or log in as a guest.

Register as M Opaque by typing First name: M, Last name: Opaque, Password: filrrocks, and Re-enter password: filrrocks.

The User ID (email address) cannot be changed.

Open the confirmation email, then click Sign in and access shared items.

Type the password that you registered for M Opaque, then click Sign in.

Read the comment from user ared, click the Actions down arrow, then click Subscribe.

Click the arrow by Email only, then select M Opaque’s email and click Ok.

Emails will now be sent to user opaque as others comment on the document or perform other actions.

Log the following comment, then click Send.

Competing products have had morning coffee functionality for over 18 months now.

If the next release doesn't include this, we will be forced to switch.

The comment is included.

Continue with User ared Responds to User opaque’s Input.

User ared Responds to User opaque’s Input

User ared receives notification of user opaque’s comment (you can check ared’s email if you wish) and remembers that the requested feature has been discussed. It should already be in the next requirements document (xyz_reqr.doc), but ared isn’t certain that it is.

Log in to the Web application as user ared.

Click Net Folders > projects > future.

Click xyz_reqr.doc, then click OK.

Insert the following text before the period:

, and it will make the morning coffee

Save the file to the Desktop, then close LibreOffice.

Drag the file from the desktop to the browser.

Click Overwrite Files.

Send a comment indicating that the file has been updated.

Log a comment for the abc_reqr.doc file that Opaque’s requirement has been included in the next version.

Continue with Public Sharing.

8.3.4 Public Sharing

User ayellow wants to get the word out about the abc version of the organization’s product and elicits the help of user aorange with the effort.

Log in to the Web application as User ID: ayellow.

Click Net Folders > cool stuff.

Click the file drop-down arrow for abc_flyer.pdf, then select Share File.

In the Add a user ... field, type o, then select A Orange.

Click Public > File Link > OK.

Log in as User ID: aorange.

Click Shared with Me.

Click the action drop-down for the abc_flyer.pdf file, then click Share File.

Click Make Public.

Click the link for exposing the public links to the file.

Enter one of the URLs in a separate browser window or tab, then click Enter as Guest to see what Internet users who access the URL will see.

Continue with Creating a Filr Group.

8.3.5 Creating a Filr Group

Log in to the Web application as User ID: admin.

Open the Administration Console and under Management click Groups.

Type the Name, Title, and Description shown below, then click Edit group membership.

Type user names in the User: field and press Enter to add the users listed below to the group, then click OK > OK.

Click Close.

Continue with Re-sharing and Searching.

8.3.6 Re-sharing and Searching

Log in to the Web application as User ID: ablue.

In Net Folders, navigate to training > Novell-Filr.pdf, then share the file with the filr_sig group with Viewer rights and rights to reshare the file with internal users.

Close the Group Management dialog.

A few days after user ablue shared the file, user apink is talking with user ared in the hallway and mentions the Filr quick start.

Log in as user ared, then in the search field, type quick and press Enter.

Because the file is not found, user ared asks user apink to share the file.

Log in as user apink and share the file with user ared.

Log in as user ared and search for the file again.

The file is listed in the search results window.

8.3.7 More Things You Can Try

There are a few additional files in the other Net Folders that you can experiment with as indicated below. You can also experiment with your own files.

Activity Type

Net Folder

File Location

Task Descriptions

Planning

comp planning

2015.xls

User ared opens the file in LibreOffice and plans a 5.5% increase for user apink’s 2015 salary.

Planning

projections

fy_2015.xls

User ablack shares the file with user agray as a viewer and asks whether the goals are realistic.

User agray comments that the Q3 estimate is low and the Q4 estimate is high. User agray asks that $10,000 be transferred from Q4 to Q3.

User ablack adjusts the Q3 and Q4 estimates, thanks user agray, and acknowledges the change.

Reporting

quotas

fy_2014.xls

User ablack shares this file with user agray as an Editor and requests that user agray update it with Q4 actual results.

User agray opens the file, enters $110,900, and saves the file.

User agray comments that the file is now ready for review.

A.0 Documentation Updates

This section summarizes the changes made to the guide since the initial release of Novell Filr 1.1.

October 10, 2014

Section

Details

Administrator and User Tasks

Minor clarifications and additional details.

B.0 Legal Notices

Novell, Inc., makes no representations or warranties with respect to the contents or use of this documentation, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, Novell, Inc., reserves the right to revise this publication and to make changes to its content, at any time, without obligation to notify any person or entity of such revisions or changes.

Further, Novell, Inc., makes no representations or warranties with respect to any software, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, Novell, Inc., reserves the right to make changes to any and all parts of Novell software, at any time, without any obligation to notify any person or entity of such changes.

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Copyright © 2014 Novell, Inc. All rights reserved. No part of this publication may be reproduced, photocopied, stored on a retrieval system, or transmitted without the express written consent of the publisher.

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