Novell Filr 1.1 Web Application User Guide

The Novell Filr 1.1 Web Application User Guide explains how to use the Novell Filr product from a web browser.

In addition to accessing Filr in a web browser, you can also access Filr in the following ways:

From a mobile device, as described in the Filr Mobile Quick Start

From your desktop, as described in the Filr Desktop for Windows Quick Start and the Filr Desktop for Mac Quick Start

This guide includes the following topics:

Section 1.0, Getting Started

Section 2.0, Getting Informed

Section 3.0, Sharing Files and Folders

Section 4.0, Managing and Using Folders

Section 5.0, Performing Administrative Tasks on Your Folders

Section 6.0, Working with Files

Section 7.0, Using Novell Filr on Your Mobile Device

Section 8.0, Managing Filr Files from Your Desktop

Section 9.0, Restoring Items from the Trash

Section 10.0, Managing Your Data Quota

Section A.0, What’s New in Novell Filr 1.1

Section B.0, Troubleshooting

Section C.0, Accessibility for People with Disabilities

Audience

This guide is intended for all new Novell Filr users.

Feedback

We want to hear your comments and suggestions about this manual and the other documentation included with this product. Please use the User Comments feature at the bottom of each page of the online documentation.

Documentation Updates

For the most recent version of this manual, visit the Novell Filr 1.1 Documentation web site.

Additional Documentation and Resources

You can find more information in the Novell Filr documentation, which is accessible from the Novell Filr 1.1 Documentation web site.

To access the Novell Filr User Guide from within Novell Filr, click the Help icon (question mark).

1.0 Getting Started

Section 1.1, About Novell Filr

Section 1.2, Accessing Novell Filr

Section 1.3, Accessing Novell Filr from a Web Browser

Section 1.4, Getting to Know the Novell Filr Web Interface and Its Features

Section 1.5, Modifying Your Profile

Section 1.6, Displaying Help Documentation

Section 1.7, Logging Out

1.1 About Novell Filr

Novell Filr lets you work with files in important ways:

Access: Access the files you need in multiple ways, including from a web browser, from your desktop, or from a mobile device.

For more information, see Section 1.2, Accessing Novell Filr.

Share: Share files with your co-workers and grant them specific rights to the files. For example, you can share a file and give User A Read-Only access, then share the same file and give User B Edit access.

You can easily see what has been shared with you and what you have shared.

For more information, see Section 3.0, Sharing Files and Folders.

Collaborate: Make comments on a file. All users with access can see your comments and make comments of their own.

For more information, see Section 6.2, Commenting on a File.

Filr allows you to access, share, and collaborate on two key types of files:

Section 1.1.1, Files in Net Folders

Section 1.1.2, My Files

1.1.1 Files in Net Folders

Novell Filr gives you easy access to folders and files on your corporate file system. Corporate files can be files on your home directory, files on a mapped drive, or files on a remote server. Filr gives you seamless access to these files, regardless of their location. The corporate files that you have access to are defined by your Filr administrator.

In Filr, you access these corporate files by clicking Net Folders in the masthead. Or for files in your Home directory, you access them by clicking My Files. For more information about Net Folders, see Section 2.3, Accessing Files and Folders in the Corporate File System (Net Folders).

1.1.2 My Files

The My Files area can contain personal storage files (files that you upload directly to the Filr site) and files from your Home directory. Your Filr administrator determines the functionality that is available to you in the My Files area.

You can upload files directly to the Filr site for your personal use or to promote collaboration. You can create folders to better organize your files. For more information about how to upload files, see Section 4.8, Adding Files to a Folder. For more information about how to create a folder, see Section 4.1, Creating a New Folder.

Files and folders that are located in your My Files area are visible only to you by default. You can make files and folders available to others by sharing them, as described in Section 3.0, Sharing Files and Folders.

Unlike files in the Net Folders area, personal storage files in the My Files area do not exist on an external server, but rather on the Filr server itself.

Files in your Home directory do exist on an external server.

Depending on the settings made by your Filr administrator, you access both types of files by clicking My Files in the masthead.

1.2 Accessing Novell Filr

Novell Filr provides three convenient access methods:

Section 1.2.1, Accessing Novell Filr from a Web Browser

Section 1.2.2, Accessing Novell Filr from Your File System

Section 1.2.3, Accessing Novell Filr from a Mobile Device

1.2.1 Accessing Novell Filr from a Web Browser

You can access Novell Filr from a web browser. This guide focuses on accessing Filr from a web browser.

1.2.2 Accessing Novell Filr from Your File System

You can access Novell Filr directly from the file system on your computer (Windows or Mac).

For more information, see the Novell Filr Desktop Quick Start for Windows and the Novell Filr Desktop Quick Start for Mac.

1.2.3 Accessing Novell Filr from a Mobile Device

There are native iOS, Android, and Windows Phone mobile apps for accessing the Filr site. Accessing Filr through a web browser on a mobile device is not supported. Instead, download the Filr mobile app that is compatible with your mobile device.

For more information, see the Novell Filr 1.1 Mobile App Quick Start.

Mobile Phone Interface

Tablet Interface

Mobile Phone Interface

Following is Filr on an iOS device. The look and feel differs on Android and Windows devices.

Tablet Interface

Following is Filr on an iOS device. The look and feel differs on Android and Windows devices.

1.3 Accessing Novell Filr from a Web Browser

In addition to starting Novell Filr from a web browser as discussed in this section, you can also access Filr from your desktop or from a mobile device, as described in Section 1.2.2, Accessing Novell Filr from Your File System and Section 1.2.3, Accessing Novell Filr from a Mobile Device.

To start Novell Filr from a web browser:

Launch a web browser (such as Mozilla Firefox or Internet Explorer).

Go to the URL of your corporation’s Novell Filr site.

(Conditional) If Guest access has been enabled on your Filr site, you can click Enter as guest on the login dialog box to log in to the Filr site as the Guest user. (Only items that have been shared to the public are available to the Guest user.)

In the User ID field, specify your Filr user name.

In the Password field, specify your Filr password.

If you do not know your Filr user name and password, contact your Filr administrator.

The Forgot your password? button applies only if you are an external user (you were invited to the Filr site through an email invitation). If this is your company’s Filr site, you are most likely an internal user and you cannot change your password by using this feature.

Click Sign In.

1.4 Getting to Know the Novell Filr Web Interface and Its Features

When you first launch Novell Filr in a web browser, you see the My Files page. You can manage all of the files that you have created from this page.

Section 1.4.1, Understanding the Masthead

Section 1.4.2, Understanding the Content Area

1.4.1 Understanding the Masthead

The Masthead contains the following features:

User List: Click the User List icon to see a list of all users in your system.

What’s New: Click the What’s New icon to see an up-to-date view of the latest changes that are happening in the Filr site.

Use this area to view the latest changes to documents that you have access to. New files and modified files are displayed here, along with information about which users modified the files.

For more information about this feature, see Section 2.1, Finding What’s New.

My Files: Manage all the files that you have created.

For more information about this feature, see Section 1.1.2, My Files.

Shared with Me: View all the files that other users have shared with you.

For more information about this feature, see Section 3.7, Viewing Items Others Have Shared with You.

Shared by Me: Manage all the files that you have shared with other users.

Use this area to manage the rights that other users have to the files that you have shared with them. You can revoke rights, grant additional rights, and so forth.

For more information about this feature, see Section 3.6, Viewing Items You Have Shared.

Net Folders: View all the files and folders that you have access to on your corporate file system.

For more information about this feature, see Section 2.3, Accessing Files and Folders in the Corporate File System (Net Folders).

Public: View all the files and folders that have been shared with the public. This area is available only if sharing with the public has been enabled for the Filr site.

For more information about this feature, see Section 2.5, Accessing Public Files and Folders.

Name Link: Click your linked name in the upper right corner of any Filr page to view the following options:

Data Quota information: (Conditional) Your current data quota and the amount of your quota that you have used are displayed.

If this option is not displayed, the Filr administrator has not restricted you to a data quota. For more information about data quota in Filr, see Section 10.0, Managing Your Data Quota.

View Profile: Displays your Filr profile.

Personal Preferences: Displays your personal preferences. You can configure the following personal preferences:

Items per Folder Page: Specify how many files you want to appear on a given page. For more information, see Section 4.13, Configuring the Number of Files to Display on a Folder Page.

When clicking a file: Specify the default behavior when clicking a file name. For more information, see Section 6.5, Changing the Default Behavior When Clicking a File Name.

Hide ‘Public’ Collection: Select this option to hide the Public icon in the masthead so that it is no longer displayed in the web client. For more information about viewing files that have been shared with the public, see Section 2.5, Accessing Public Files and Folders.

Define Editor Overrides: This feature allows you to change the default editor settings for editing files. For more information, see Section B.8, Unable to Edit Files.

Help: Displays the Novell Filr Web Application User Guide.

Download Filr Desktop App: (Conditional) Displays the Filr desktop app download page.

If this option is not available, the Filr administrator has not enabled it.

Sign out: Signs you out of the Filr site.

Search Field: A global search that searches all content within the Filr site, including file metadata and content within files.

For more information about searching in Filr, see Section 2.6, Searching for Information.

1.4.2 Understanding the Content Area

The Content Area in Filr is where the majority of information is displayed.

1.5 Modifying Your Profile

You might need to manually update your profile in order for important contact information to be seen, such as your email address, phone number, and picture.

Click your linked name in the upper right corner of any Filr page.

Click View Profile.

Click Edit, make any necessary changes, then click OK.

The available fields are:

User Id

Password

This information might not be available for you to modify if your information is being synchronized from your corporate directory.

First Name

Last Name

Picture

When you update your profile picture, the updated picture can take up to an hour to be updated in the Filr mobile app.

Time zone

Do not change this setting; it is overridden by your browser time zone setting each time you start Filr.

Locale

This changes the language that Filr is displayed in when you access Filr on the web.

Job Title

About Me

Email

Phone

If you have a phone number specified in your profile, you can elect to have file subscription notifications sent to you via text message, as described in Section 2.7.1, Subscribing to a Folder or File.

Text Messaging Email

If you are unable to edit fields, it is probably because they are being synchronized from your corporate directory.

1.6 Displaying Help Documentation

Click your linked name in the upper right corner of any Filr page.

Click the Help icon

Filr displays the Web Application User Guide in a new browser window.

1.7 Logging Out

Click your linked name in the upper right corner of any Filr page.

Click Sign out.

2.0 Getting Informed

Novell Filr provides numerous methods to help keep you informed of what’s going on with other users in your organization.

Section 2.1, Finding What’s New

Section 2.2, Accessing Shared Files and Folders

Section 2.3, Accessing Files and Folders in the Corporate File System (Net Folders)

Section 2.4, Accessing Your Personal Files and Folders (My Files)

Section 2.5, Accessing Public Files and Folders

Section 2.6, Searching for Information

Section 2.7, Subscribing to a Folder or File

2.1 Finding What’s New

One key to effective and efficient teamwork is knowing what people are working on and what they are saying. Filr enables you to view and act on new files by using the What’s New page. You can view new files, comment on them, and more. (To perform actions on files, you must have appropriate rights. For more information about rights, see Section 3.1, Understanding Access Rights.)

For information about how to find what’s new from within the Filr mobile app, see the Filr Mobile App Quick Start.

In a web browser, access the Novell Filr site as described in Section 1.3, Accessing Novell Filr from a Web Browser, then see the following sections:

Section 2.1.1, Viewing New Files

Section 2.1.2, Marking a File as Unread

Section 2.1.3, Commenting on a New File

Section 2.1.4, Subscribing to a New File

Section 2.1.5, Sharing a New File

Section 2.1.6, Downloading a New File

Section 2.1.7, Displaying Only Unread Files

Section 2.1.8, Pausing Updates on the What’s New Page

Section 2.1.9, Configuring How Many Files Are Displayed on a Page

2.1.1 Viewing New Files

Click the What’s New icon in the masthead to access the What’s New page and view the newest files that you have access to.

By clicking the appropriate category in the What’s New navigation panel on the left side of the page, you can view new entries for any of the following categories:

Current location: Displays new entries in the area that you are in when you click What’s New.

My Files: Displays new files that have been added to your My Files area.

Shared with Me: Displays files that have most recently been shared with you.

Shared by Me: Displays files that you have most recently shared.

Net Folders: Displays new files that have been added to Net Folders.

Public: Displays new files that have been shared with the public.

This category is available only if your Filr administrator has enabled files to be shared with the public.

Site Wide: Displays new entries that have been added anywhere in the Filr site.

(Optional) If a category contains subcategories, you can expand the category in the What’s New navigation panel to view new entries in a more specific location.

2.1.2 Marking a File as Unread

After you view a file from the What’s New page, the file is marked as Read. You can mark a file as Unread directly from the What’s New page .

Click the Actions drop-down arrow next to the file that you want to mark as Unread.

Click Mark as unread.

You can mark the file as Read by clicking the Actions drop-down arrow next to the file, then clicking Mark as read.

For information about how to display only unread files on the What’s New page, see Section 2.1.7, Displaying Only Unread Files.

For information about how to mark a file as Unread when you are not on the What’s New page, see Section 6.14, Marking a File as Unread.

2.1.3 Commenting on a New File

You can comment on files directly from the What’s New page .

Click the Actions drop-down arrow next to the file that you want to comment on.

Click Comment.

A comment field is opened in-line on the What’s New page.

Specify your comment in the provided field, then click Send.

For information about how to comment on a file when you are not on the What’s New page, see Section 6.2, Commenting on a File.

2.1.4 Subscribing to a New File

You can subscribe to files directly from the What’s New page .

Click the Actions drop-down arrow next to the file that you want to subscribe to.

Click Subscribe.

The Subscribe dialog box is displayed.

Select the email addresses or phone numbers where you want the notifications to be sent. You can subscribe to email only, email with attachments, or text messages.

Click OK.

You can update the email addresses and phone numbers that Filr uses to send you notifications by modifying your personal profile, as described in Section 1.5, Modifying Your Profile.

For information about how to subscribe to a file when you are not on the What’s New page, see Section 2.7, Subscribing to a Folder or File.

2.1.5 Sharing a New File

You can share files directly from the What’s New page.

Click the Actions drop-down arrow next to the file that you want to share.

Click Share.

The Share dialog box is displayed.

Continue with Step 3 in Section 3.3, Sharing Files and Folders.

2.1.6 Downloading a New File

You can download files directly from the What’s New page .

Click the name of the file that you want to download.

Depending on the browser, the file is either downloaded or opened in a new tab.

Downloads are done via a pop-up. If you are having trouble downloading a file, ensure that pop-ups are enabled.

(Conditional) If the file is not downloaded when you click the file name, right-click the file name, then click Save Link As.

Save the file to your workstation. You can rename the file or keep the original name.

(Optional) You can now edit the file and save it back to Filr, as described in Section 6.3.2, Downloading and Editing a File.

2.1.7 Displaying Only Unread Files

You can display only unread files on the What’s New page . By default, all files are displayed.

On the What’s New page, click Showing all entries in the upper right corner.

Click Show unread.

For information about how to mark files as Unread after you have read them when you are not on the What’s New page, see Section 2.1.2, Marking a File as Unread.

2.1.8 Pausing Updates on the What’s New Page

By default, the What’s New page is automatically updated with the latest comments and files every 60 seconds. You can temporarily stop the What’s New page from updating. This can be helpful if you need more time to look at current files.

Click the Pause icon in the upper right corner of the What’s New page.

To resume updates on the What’s New page, click the Play icon .

2.1.9 Configuring How Many Files Are Displayed on a Page

You can configure how many files you want to show on a single page in the Filr interface by modifying your personal preferences, as described in Section 4.13, Configuring the Number of Files to Display on a Folder Page.

2.2 Accessing Shared Files and Folders

Files and folders that you have shared with others are stored in one convenient location. Files and Folders that others have shared with you are stored in another location.

You can view files and folders that others have shared with you or that you have shared with others.

In the masthead, click Shared with Me to see files and folders that have been shared with you. Click Shared by Me to see files and folders that you have shared with others.

For more information about sharing, as well as how to view shared files and folders, see Section 3.0, Sharing Files and Folders.

For information about how to access your shared files and folders from within the Filr mobile app, see the Filr Mobile App Quick Start.

2.3 Accessing Files and Folders in the Corporate File System (Net Folders)

Net Folders are folders and files on your corporate file system. Corporate files can be files on your home directory, files on a mapped drive, or files on a remote server. Filr gives you seamless access to these files, regardless of their location. The corporate files that you have access to are defined by your Filr administrator.

Files in Net Folders might or might not be fully indexed and searchable in the Filr site, depending on configuration settings made by the Filr administrator.

In the masthead, click Net Folders .

For more information about Net Folders, see Section 1.1.1, Files in Net Folders.

For information about how to access Net Folders from within the Filr mobile app, see the Filr Mobile App Quick Start.

2.4 Accessing Your Personal Files and Folders (My Files)

All your personal files and folders are stored in one convenient location.

Personal files (My Files) include files that you upload to the Filr site and other personal files that are associated with your Home directory on a corporate server.

To access your My Files:

In the masthead, click My Files .

For more information, see Section 1.1.2, My Files.

For information about how to access your personal files (My Files) from within the Filr mobile app, see the Filr Mobile App Quick Start.

2.5 Accessing Public Files and Folders

Public files are files that have been shared with the public. The ability to make files and folders available to the public must be enabled by your Filr administrator.

To access public files and folders:

In the masthead, click Public .

You can hide this option so that it is no longer displayed in the web client:

Click your linked name in the upper right corner of any Filr page.

Click Personal Preferences, then select Hide ‘Public’ Collection.

Click OK.

For information about how to make a file or folder publicly available, see Section 3.3, Sharing Files and Folders.

Users who do not have a Filr user account can enter the Filr site as a guest user (as described in Section 1.2.1, Accessing Novell Filr from a Web Browser) and view all items that have been shared with the public.

2.6 Searching for Information

The Search functionality in Novell Filr enables you to discover what information is available about a particular topic.

If you want to quickly sift through information in a folder or area by typing a portion of a word or phrase, you can filter the list, as described in Section 4.14.1, Filtering a Folder List.

For information about how to perform a search from within the Filr mobile app, see the Filr Mobile App Quick Start.

When you perform a search in Novell Filr, Filr searches the following content:

Folder names

File names and file content

Comments on files

Net Folders

Searches file names by default. Depending on configuration settings set by the Filr administrator, file content might or might not be searched.

If you have access rights to view a file but you do not have access rights to view the folder where the file is located, the file is not returned in search results.

The following topics describe how to use the Search functionality:

Section 2.6.1, Using Search

Section 2.6.2, Frequently Used Words That Are Not Recognized in a Search

Section 2.6.3, Special Characters in Search

2.6.1 Using Search

Searching the Entire Site

Searching in a Specific Location

Using Wildcards and Operators in a Search

Searching the Entire Site

To perform a site-wide search:

In a web browser, access the Novell Filr site as described in Section 1.3, Accessing Novell Filr from a Web Browser.

Type the words or quoted phrases into the Search field, then press Enter.

Searching in a Specific Location

To perform a search in a specific area, such as in your My Files, in Net Folders, or in Shared with Me:

Perform a site-wide search, as described in Searching the Entire Site.

On the search results page, in the Search field, specify what you want to search for.

Select one of the following options:

Search Entire Site: Searches the entire site. This option is already selected if you just performed a site-wide search.

Search My Files: Searches only files and folders that are located in your My Files area.

Search Net Folders: Searches only files and folders that are located in Net Folders that you have access to.

Search Shared with Me: Searches only files and folders that are located in your Shared with Me area.

Search Shared by Me: Searches only files and folders that are located in your Shared by Me area.

Search Current Folder: Searches only files and folders that are located in your current folder. Select Include Sub-Folders to also search sub-folders of the current folder.

Click Search.

Using Wildcards and Operators in a Search

Filr enables you to refine your search in numerous ways. The wildcards and operators described in the following table can be used when you search Filr in a web browser or on a mobile device.

Table 2-1 Supported Operators and Wildcards for Search

Search Capability

Function

Example

AND, OR, and NOT between two terms

Searches for Filr files where two terms or phrases:

Both exist (AND)

Either exist (OR)

One exists but not the other (NOT)

By default, Filr uses AND when you do not specify an operator between two terms.

sales NOT figure searches for Filr files that contain the term “sales” but not the term “figure.”

Double quotation marks surrounding a phrase

Groups words together to make a phrase.

"marketing meeting notes"

Field name followed by a colon, followed by brackets that contain a date range

Searches a specific field that contains values within a specific date range.

Fields you can search on:

_creationDate

_creatorName

_modificationDate

_modificationName

_ownerName

_fileName (includes file extension)

_fileExt

_loginName

_groupName

firstName

middleName

lastName

emailAddress

txtEmailAddress

mobileEmailAddress

title

_creationDate:{20110503* TO 20130608*} searches all files whose _creationDate field contains values greater than 5/3/2011 and less than 6/8/2013. Use curly brackets if you want to exclude the beginning and ending dates from the search, as in the above example. Or, use square brackets if you want to include the beginning and ending dates that you specify.

For example, _creationDate:[20110503* TO 20130608*] searches all files whose _creationDate field contains values of 5/3/2011 or greater and 6/8/2013 or less.

Asterisk (*) after word fragments

Searches for words that begin with the word fragment that you specify.

You cannot put an asterisk before word fragments.

work* searches for words such as “workspace” and “workshop.”

*space does not search for words ending in “space,” such as “workspace.”

Question mark (?) as a replacement for any single character

Replaces any single character in your search. You can use multiple question marks to replace multiple characters.

You cannot use a question mark as the first character in a search.

t??e returns all results containing the words “true,” “tree,” and so forth.

Tilde (~) after a term

Searches for approximate matches for a single word.

roam~ finds matches such as “foam” and “roams.”

Tilde (~) after a group of words, followed by a number

Searches for instances of the words that you specify that are within a certain distance.

"marketing notes"~5 searches for instances where the words “marketing” and “notes” appear within 5 words of each other.

Caret (^) after a term

When you search for more than one word, using the caret (^) symbol after a word gives higher relevance to the word (files with more occurrences of the term are displayed first in the search results). Adding a number after the caret symbol gives even higher relevance to the word.

By default, the relevance factor is 1. For example sales is the same as sales^1.

sales^ figure finds matches for “sales” and “figure,” giving higher relevance to the term “sales” (files with more occurrences of the term “sales” are displayed first in the search results). To give even higher relevance, sales^2 is higher than sales^, and sales^3 is higher than sales^2, and so forth.

You can also give relevance to phrases. For example, "sales figure”^2 “marketing figure"

Minus (-) before a word

Excludes the word from the search.

-tree excludes all items containing “tree,” “Tree,” “TREE,” and so on.

Field name followed by a colon, followed by what you want to search for

Searches a specific field. When you search a specific field, you must search on the data name of the field. Data names resemble the true names found in the interface.

Fields you can search on:

_creationDate

_creatorName

_modificationDate

_modificationName

_ownerName

_fileName (includes file extension)

_fileExt

_loginName

_groupName

firstName

middleName

lastName

emailAddress

txtEmailAddress

mobileEmailAddress

title

When you search in a specific field, the field name is always case sensitive. For example, when searching the _fileName field, you must type _fileName rather than _filename.

title:meeting finds instances of the word “meeting” in the file’s Title field.

emailAddress:jchavez* finds instances of “jchavez” in the Email Address field.

2.6.2 Frequently Used Words That Are Not Recognized in a Search

NOTE:This section applies only to English. Frequently used words in languages other than English are not removed when performing a search.

Filr removes frequently used words that have no inherent meaning when you perform a search. Words that are not recognized in a search are: a, an, and, are, as, at, be, but, by, for, if, in, into, is, it, no, not, of, on, or, such, that, the, their, then, there, these, they, this, to, was, will.

This includes when you perform a search with quotation marks. For example, searching for “sell the products” in quotation marks returns all of the following: “sell their products,” “sell with products,” “sell the products,” and so forth. However, it would not return “sell products.”

2.6.3 Special Characters in Search

Filr views the underscore (_) character as a break in the word. For example, if you enter market_analysis into the Search field, Filr returns items with market and analysis. If you want Filr to return only items with the entire name market_analysis, you need to wrap the name in quotes (“market_analysis”).

2.7 Subscribing to a Folder or File

You can configure Novell Filr to send you email notifications for folders and their subfolders or for individual files. This is called “subscribing” to a folder or file. Also, folder owners can configure Filr to send email notifications to you.

If you are particularly interested in a specific folder or file, you might want to subscribe to that folder or file. When you subscribe to a folder or file, Filr notifies you of the activity that takes place in the folder or file.

You must have an email address in your Filr profile in order to subscribe to files and folders. If you do not already have an email address specified in Filr, modify your profile as described in Section 1.5, Modifying Your Profile.

Section 2.7.1, Subscribing to a Folder or File

Section 2.7.2, Overriding Higher-Level Subscription Settings

Section 2.7.3, Adding and Modifying Delivery Destinations

2.7.1 Subscribing to a Folder or File

To subscribe to receive email notifications about changes that occur in a folder or file:

Select one or more files and folders that you want to subscribe to, then click More > Subscribe.

If you subscribe to more than one file or folder simultaneously, the subscription settings you make apply to all of the folders and files that you select.

or

Click the drop-down arrow next to the file or folder that you want to subscribe to, then click Subscribe.

The Subscribe dialog box is displayed.

Select an email address or phone number where you want the notifications to be sent.

You can select multiple email or phone number delivery destinations for each notification type.

You can select these delivery destinations in any of the provided sections. The section where you make your selections designates the type of notification that you are subscribing to. You can subscribe to the following types of notifications:

Digest: (Available when subscribing to single folders only) Filr sends one message that summarizes all of the activity in the folder and its subfolders. Filr sends digest notifications at a schedule established by your site administrator.

Email only: Filr sends one email message for every new or changed file. The email messages do not include an attachment of the actual file, but include information about the file and the activity that occurred. Filr sends all types of individual notifications every five minutes.

Email with Attachments: Filr sends one email message for every new or changed file and messages include an attachment of the actual file.

Text Message: Filr sends a message suitable for viewing as a text message. The content of the message includes only the linked title of the new or changed file. Filr sends text-message notifications up to every five minutes.

You must have a phone number specified in your user profile. For information about how to update your user profile, see Section 1.5, Modifying Your Profile.

(Conditional) If you are subscribing to multiple files or folders, you also see the following options beneath each notification type:

Clear item subscriptions: Clears the subscription for all folders or files that are selected. For example, if you are modifying the subscription settings for two files and you select Clear item subscriptions beneath the Digest option, all digest subscriptions for all selected files and folders are removed.

No changes: This option is selected by default when you subscribe to multiple files and folders. When it is selected, no changes are made to previously defined subscription settings for any of the files or folders that are selected.

(Optional) Select Override preset subscription settings if you want your selections to override those made by the administrator or folder owner.

This option is available only when subscribing to a single folder.

For more information, see Section 2.7.2, Overriding Higher-Level Subscription Settings.

Click OK.

2.7.2 Overriding Higher-Level Subscription Settings

If a folder owner or administrator has configured a folder to send you email notifications, you can override the higher-level settings.

Select the check box to the left of a single folder where you want to override the higher-level subscription settings.

You cannot select more than one folder when overriding higher-level subscription settings.

Click More > Subscribe.

The Subscribe dialog box is displayed.

Select the kind of notifications that you want to receive.

Select Override preset subscription settings.

Click OK.

If you want to receive no email notifications:

Select the check box to the left of a single folder where you want to override the higher-level subscription settings.

You cannot select more than one folder when overriding higher-level subscription settings.

Click More > Subscribe.

The Subscribe dialog box is displayed.

Ensure that no email address is selected in any of the sections.

Select Override preset subscription settings.

Click OK.

2.7.3 Adding and Modifying Delivery Destinations

You can add and modify your email and phone number contact information in your Personal Profile.

Click your user name in the upper right corner of any Filr page, then click View Profile.

Click Edit.

Specify the appropriate delivery destination information in the Email field.

Click OK.

Now, when you select your notification types and delivery destinations as described in Section 2.7.1, Subscribing to a Folder or File, the new or modified contact information is displayed.

3.0 Sharing Files and Folders

Novell Filr enables you to share folders and files with other Filr users as well as users external to your organization.

This functionality must first be enabled by your Filr administrator. If you cannot share files and folders as described in this section, the ability has not been enabled.

Section 3.1, Understanding Access Rights

Section 3.2, Understanding Sharing Options

Section 3.3, Sharing Files and Folders

Section 3.4, Distributing a Link to a File

Section 3.5, Sharing with People Outside Your Organization

Section 3.6, Viewing Items You Have Shared

Section 3.7, Viewing Items Others Have Shared with You

Section 3.8, Hiding Items in the Shared with Me and Shared by Me Views

Section 3.9, Modifying or Removing a Share

Section 3.10, Obtaining URLs (Permalinks) of Shared Files and Folders

3.1 Understanding Access Rights

Access rights are how you define which users are allowed to do what with the files and folders that you share with them.

You can grant users the following rights when you share files and folders with them:

Viewer: Users can view individual files that are shared with them or all files within the folder that is shared with them.

Editor: Users can view and modify individual files that are shared with them or all files within the folder that is shared with them.

Contributor: (Applies only when sharing folders). Users can create files in the folder, rename existing files, modify files, move files, and delete files inside the folder. Users cannot perform actions on the folder itself.

Allow re-share with: If you want to allow the share recipient to share the item with other users, you can select from the following re-share rights:

Internal users: Can re-share items with internal Filr users.

External users: Can re-share items with external Filr users.

Public: Can re-share items with the public.

File Link: Can re-share items by distributing a File Link, as described in Section 3.4, Distributing a Link to a File.

3.2 Understanding Sharing Options

Filr provides various methods of making files and folders available to others. How you decide to make files available might depend on various factors, such as the sensitivity of the information you are distributing or the relevance of information to certain individuals.

Sharing with individual users and groups: Sharing allows you to share files and folders with specific users and groups internal to your organization or with specific users external to your organization. When you share a file or folder, you define the level of access users have to the item. For example, you might give a user Viewer access only. Or, you might give a user Editor access to a file and allow them to re-share the file with others.

Sharing with specific users and groups provides the greatest level of security for your files and folders. Users receive a notification about the shared item and the item is displayed in their Shared with Me area.

For more information, see Section 3.3, Sharing Files and Folders.

Distributing a File Link: You can distribute a link (URL) to a file. When you distribute a link to a file, any user with the link can access the file. However, the file is not displayed in the Public area, so users must have direct access to the link in order to view the file.

For information about how to distribute a File Link, see Section 3.4, Distributing a Link to a File.

Sharing with the Public: When you share an item with the Public, any person with the URL to the Filr site can view the file in the Public area.

For information about how to share files and folders with the Public, see Section 3.3, Sharing Files and Folders.

3.3 Sharing Files and Folders

You can share folders and files with both internal and external users.

To share folders and files:

Navigate to the folder that you want to share or navigate to the folder that contains the files that you want to share.

You can share folders and files in your My Files , Shared with Me , Net Folders or Shared by Me tabs, assuming that you have rights to share.

Select one or more files and folders that you want to share, then click Share > Share.

or

Click the drop-down arrow next to the file or folder that you want to share, then click Share File or Share Folder.

The Share dialog box is displayed.

You can share with internal Filr users, external users, and the public:

To share with internal Filr users, begin typing the name of the user or group with whom you want to share the file or folder, then click the name when it appears in the drop-down list.

To share with users external to your organization, specify a user’s email address, then press Enter.

Or

Click the External User icon , then specify the user’s email address and click OK.

Your Filr administrator must enable this functionality. To see if you have rights to share with external users, hover over the Information icon next to the input field.

For more information about sharing with external users, see Section 3.5, Sharing with People Outside Your Organization.

To share with the public, click Make Public in the upper right corner of the Share dialog box.

Users who do not have a Filr user account can enter the Filr site as a guest user (as described in Section 1.2.1, Accessing Novell Filr from a Web Browser) and view all items that have been shared with the public.

External users do not have access to view items that have been shared with the public. In order for external users to view items that have been shared with the public, they must log in to the Filr site as the Guest user.

Your Filr administrator must enable this functionality. To see if you have rights to share with the public, hover over the Information icon next to the input field.

To quickly share with many users, you can copy user email addresses from one location and paste them into the Add a user, group or email address field on the Share dialog box.

Email addresses can be for internal or external users and must be separated by a comma (,) or a space.

In the Shared With column, click the name of the users or groups whose share settings you want to modify. You can select multiple users and modify the share settings simultaneously.

The share settings for the user you most recently added to the Shared With column are already displayed.

Select the access rights that you want to grant to the user or group.

You cannot modify access rights when sharing with the public or when distributing a File Link.

Viewer: Users can view individual files that are shared with them or all files within the folder that is shared with them.

This is the only option available when sharing with the public or when distributing a File Link.

Editor: Users can view and modify individual files that are shared with them or all files within the folder that is shared with them.

Contributor: (Applies only when sharing folders). Users can create files in the folder, rename existing files, modify files, move files, and delete files inside the folder. Users cannot perform actions on the folder itself.

In the Allow re-share with section, select whether you want them to be able to share with internal users, external users, the public, or via a File Link.

In the Expires field, select from the following options:

Never: The share never expires.

On: Select a given day for the rights to expire.

Rights expire at the beginning of the day that you select.

After: Specify a certain number of days for the rights to remain active.

Each day is counted as a 24-hour period from the time that you set the expiration.

If you want to include a personal note in the share, specify a note in the Note field.

Only the users and groups that you share with can read the note.

The share note cannot exceed 255 characters in length.

Select from the following notification options:

All recipients: All recipients in the share list are notified.

Only newly added recipients: Only recipients that you add to the share list are notified.

New and modified recipients: Only new recipients and recipients whose share rights you are modifying are notified.

None: No notifications are sent.

Notifications contain the following information:

A link to the shared item

The note that was entered specifically for the user that the item is being shared with (see Step 8)

When the share expires (See Step 8)

Click OK.

3.4 Distributing a Link to a File

You can distribute a link (URL) to a file. When you distribute a link to a file, any user with the link can access the file. However, the file is not displayed in the Public area, so users must have direct access to the link in order to access the file.

Section 3.4.1, Copying a File Link

Section 3.4.2, Emailing a File Link

Section 3.4.3, Editing or Removing a File Link

3.4.1 Copying a File Link

You can copy the File Link and distribute it in whatever manner you prefer. For example, you might copy the link and send it as part of an instant message or text message.

Navigate to the file for which you want to copy the File Link.

Click the drop-down arrow next to the file, then click Copy Link.

or

Select multiple files, then click Share > Copy Link.

The Copy File Link dialog box is displayed.

(Conditional) If a link has not been previously generated for the file, click Get File Link.

Copy either of the following links:

Separate links are available for each file that you selected.

View File Link: This link displays the file in a web browser in an HTML view. If the file type cannot be displayed in a web browser, this link is not available.

Download File Link: Depending on browser settings, users are either prompted to download or open the file, or the file is automatically displayed in the browser. This link allows users to access the file directly.

Click Close.

3.4.2 Emailing a File Link

You can email a File Link either by using Filr’s built-in email system or by using your default email client (such as Novell GroupWise).

Using Filr’s Built-In Email System to Email a File Link

Using Your Default Email Client to Email a File Link

Using Filr’s Built-In Email System to Email a File Link

Navigate to the file for which you want to email the File Link.

Click the drop-down arrow next to the file, then click Email Link using Filr.

or

Select multiple files, then click Share > Email Link using Filr.

The Email File Link dialog box is displayed.

Specify the email address where you want to send the File Link, a personal message to include, and when the link will expire.

Click Send.

The following links are included in the email:

View: This link displays the file in a web browser in an HTML view. If the file type cannot be displayed in a web browser, this link is not available.

Download: Depending on browser settings, users are either prompted to download or open the file, or the file is automatically displayed in the browser. This link allows users to access the file directly.

Using Your Default Email Client to Email a File Link

Navigate to the file for which you want to email the File Link.

Click the drop-down arrow next to the file, then click Email Link.

A new email is displayed, with the following URLs included in the message body:

View: This link displays the file in a web browser in an HTML view. If the file type cannot be displayed in a web browser, this link is not available.

Download: Depending on browser settings, users are either prompted to download or open the file, or the file is automatically displayed in the browser. This link allows users to access the file directly.

Specify the users who you want to email, then send it.

3.4.3 Editing or Removing a File Link

After a File Link has been distributed either by copying the link or by emailing it, you can modify it if you have appropriate rights. You can modify the expiration date or note associated with the link, or you can remove the link so that the file is no longer accessible to users who have access to the file via the link.

Editing the Expiration Date or Deleting the File Link

Editing the Note Associated with a File Link

Editing the Expiration Date or Deleting the File Link

Navigate to the file for which you want to edit the File Link.

Click the drop-down arrow next to the file, then click Edit Link.

The Edit File Link dialog box is displayed.

(Conditional) To edit the expiration date for the File Link, click the drop-down arrow next to the Expires field, then select the day that the link will expire or the number of days before the link expires.

(Conditional) To delete the File Link, click Delete > Yes.

Editing the Note Associated with a File Link

To edit a note associated with a File Link, you must also have Share rights on the file. To edit the note, you modify the File Link via the Share dialog, as described in Section 3.9, Modifying or Removing a Share.

You can also modify the expiration date or delete the File Link via the Share dialog.

3.5 Sharing with People Outside Your Organization

NOTE:This functionality must first be enabled by your Filr administrator before you can share with users outside your organization.

Filr enables you to designate specific users who are not part of your organization and grant them access to view and collaborate on your corporate files.

When you share an item with a user external to your organization, a Filr account is automatically created for that user by using the user’s email address. The user must then register on the Filr site.

Section 3.5.1, Logging in As an External User to See a Shared Item

Section 3.5.2, Making Files Accessible to the Public

3.5.1 Logging in As an External User to See a Shared Item

When a user external to the Filr site receives a shared item, a Filr account is automatically created for that user by using the user’s email address.

The user must then register on the Filr site in order to log in. (Prior to Filr 1.1, users could log in to the Filr site with their Google or Yahoo account. This functionality is no longer available to new Filr users in Filr 1.1. For more information regarding this change, see the Novell Filr 1.1 Readme.)

At least one unexpired item must be shared with you for you to be able to log in to the Filr site.

In the email notification that you received notifying you about the shared item, click the link to the shared item.

On the Filr login page, specify your first and last name, then create a password. Your User ID is your email address where the shared item was sent and cannot be changed.

Click Register.

You are authenticated to the Filr system and the shared item is displayed.

(Optional) In addition to items that have been shared with them, external users can view all items that have been made publicly available by clicking Public in the masthead.

The ability to make files and folders available to the public must be enabled by your Filr administrator.

3.5.2 Making Files Accessible to the Public

You can make files and folders available for public access outside your organization. For information about how to share files or folders with the public, see Section 3.3, Sharing Files and Folders.

The following types of users can see items that have been shared with the public:

All internal users

Users who log in to the Filr system as the Guest user

Users who do not have a Filr user account can enter the Filr site as a guest user (as described in Section 1.2.1, Accessing Novell Filr from a Web Browser) and view all items that have been shared with the public.

NOTE:External users do not have access to view items that have been shared with the public. In order for external users to view items that have been shared with the public, they must log in to the Filr site as the Guest user.

3.6 Viewing Items You Have Shared

Filr makes it easy to see items that you have shared. You can quickly adjust users’ access rights to shared items, send notes to those you are sharing with, and so forth.

Click Shared by Me from any Filr page.

All files and folders that you have shared are displayed, along with the following information:

Comments: Comments associated with the shared item.

Shared with: The users who you shared the item with. If you shared the item with more than one user, each user is listed.

Shared on: The date and time the item was first shared.

Expire: The date the share expires. After this date, users no longer have access to the shared item.

Access: The level of access that users have to the shared item. Depending on the access rights that users have been granted to the item, they can view, edit, or share the item. If the item that was you shared is a folder, users might also be able to manage files within the folder.

For more information about the various levels of access, see Section 3.1, Understanding Access Rights.

Note: A note specifically for any user who receives the share. Only the users and groups who receive the share can read the note.

3.7 Viewing Items Others Have Shared with You

Filr makes it easy to find items that others have shared with you. You might also receive an email notification with a link to the shared item.

Click Shared with Me from any Filr page.

All files and folders that have been shared with you are displayed, along with the following information:

Comments: Comments associated with the shared item.

Shared by: The users who shared the item with you. If more than one user has shared a particular item with you, each user is listed.

Shared on: The date and time the item was first shared with you.

Expire: The date the share expires. After this date, you no longer have access to the shared item.

Access: The level of access that you have to the shared item. Depending on the access rights that you’ve been granted to the item, you can view, edit, or share the item. If the item that was shared with you is a folder, you might also be able to manage files within the folder.

For more information about the various levels of access, see Section 3.1, Understanding Access Rights.

Note: A note specifically for you and any other user who receives the share. Only the users and groups who receive the share can read the note.

3.8 Hiding Items in the Shared with Me and Shared by Me Views

You can hide files and folders that have been shared with you or that you have shared with others. Hidden files and folders are no longer displayed by default in your Shared with Me and Shared by Me views in the web client, the Filr desktop application, and the Filr mobile app.

After you have marked shared items as hidden, you can manage them by displaying hidden items in addition to items that have not been hidden, or you can display only hidden items.

Section 3.8.1, Hiding Shared Items

Section 3.8.2, Displaying Hidden Items

Section 3.8.3, Displaying Only Hidden Items

3.8.1 Hiding Shared Items

To hide items in your Shared with Me and Shared by Me views:

Navigate to the Shared with Me or Shared by Me view.

Select the check box next to the files and folders that you want to hide, then click More > Hide Selected Shares.

3.8.2 Displaying Hidden Items

You can display hidden items in your Shared with Me and Shared by Me views. This means that hidden items are displayed in addition to items that have not been hidden.

Navigate to the Shared with Me or Shared by Me view where the hidden items are located.

Click the drop-down arrow in the upper right corner of the view, next to the filter, then click Show Hidden Shares.

(Optional) To make hidden files and folders visible again, select the check box next to the files and folders that you want to make visible, then click More > Unhide Selected Shares.

3.8.3 Displaying Only Hidden Items

You can display only hidden items in your Shared with Me and Shared by Me views. This means that items that have not been marked as Hidden are not displayed.

Navigate to the Shared with Me or Shared by Me view where the hidden items are located.

Click the drop-down arrow in the upper right corner of the view, next to the filter, then select Show Hidden Shares.

Click the drop-down arrow in the upper right corner of the view, next to the filter, then deselect Show Unhidden Shares.

3.9 Modifying or Removing a Share

If you have granted a user access to a file through sharing, you can modify or revoke the user’s access.

Click Shared by Me from any Filr page.

Select one or more files or folders being shared with one or more users whose access you want to modify or remove, then click Share > Share.

or

Click the drop-down arrow next to the file or folder that is being shared with one or more users whose access you want to modify or remove, then click Manage Shares.

The Manage Shares dialog box is displayed.

(Conditional) To modify user access:

Select the users whose access rights you want to change, then select the new level of access in the Access Rights section.

You can choose from the following rights:

Viewer: Users can view individual files that are shared with them or all files within the folder that is shared with them.

Editor: Users can view and modify individual files that are shared with them or all files within the folder that is shared with them.

Contributor: (Applies only when sharing folders). Users can create files in the folder, rename existing files, modify files, move files, and delete files inside the folder. Users cannot perform actions on the folder itself.

In the Allow re-share with section, select whether you want them to be able to share with internal users, external users, the public, or via a File Link.

In the Expires field, select from the following options:

Never: The share never expires.

On: Select a given day for the rights to expire.

Rights expire at the beginning of the day that you select.

After: Specify a certain number of days for the rights to remain active.

Each day is counted as a 24-hour period from the time that you set the expiration.

If you want to include a personal note in the share, specify a note in the Note field.

Only the users and groups that you share with can read the note.

The share note cannot exceed 255 characters in length.

(Conditional) To remove user access, select the share that you want to remove, then click Delete.

Click OK.

3.10 Obtaining URLs (Permalinks) of Shared Files and Folders

Filr assigns URLs to each file and folder in the Filr system. You can use these URLs (called Permalinks) as a quick way to either point users to a file or folder or to download a file that is located in the Filr system.

IMPORTANT:Users must already have access to the file or folder via an individual share or a public share in order to access the file or folder from a permalink. Just because a user has a permalink to a file or folder does not necessarily mean that user has access to view the file or folder or to download the file by clicking a permalink. For information about how to share a file or folder, see Section 3.3, Sharing Files and Folders. For information about how to distribute a File Link (which also grants access to a file), see Section 3.4, Distributing a Link to a File.

To obtain a permalink for a file or folder:

Navigate to the location of the file or folder for which you want to obtain the permalink.

(Conditional) To obtain a permalink for a file, click the drop-down arrow next to the file, then click View Details.

(Conditional) To obtain a permalink for a folder, click the folder name.

Click the Permalinks link at the bottom of the page.

Copy one of the available permalinks. After a user clicks the permalink, the function of the permalink differs depending on which link is used:

Permalink: Links to the file or folder in Filr. Users who are not already logged in are prompted to log in, unless the file or folder is shared with the public.

File Download Permalink: (Does not apply to folders) Depending on browser settings, users are either prompted to download or open the file, or the file is automatically opened. This link allows users to access the file directly.

4.0 Managing and Using Folders

The topics in this section describe how to perform management functions for folders in Novell Filr.

Section 4.1, Creating a New Folder

Section 4.2, Renaming a Folder

Section 4.3, Deleting a Folder

Section 4.4, Recovering a Folder from the Trash

Section 4.5, Copying a Folder

Section 4.6, Moving a Folder

Section 4.7, Downloading All Files in a Folder

Section 4.8, Adding Files to a Folder

Section 4.9, Adding Files to a Folder through WebDAV

Section 4.10, Viewing Who Has Access to a Folder

Section 4.11, Subscribing to Email Notifications from a Folder

Section 4.12, Configuring Folder Columns

Section 4.13, Configuring the Number of Files to Display on a Folder Page

Section 4.14, Using Filters on Folders

Section 4.15, Sending an Email to Folder Contributors

4.1 Creating a New Folder

Novell Filr enables you to create folders and subfolders in any workspace or folder where you have appropriate rights.

Navigate to the folder or location where you want to create the new folder.

Click New Folder.

The New Folder dialog box is displayed.

Specify the name of the new folder.

Click OK.

4.2 Renaming a Folder

Navigate to the folder or location that contains the folder that you want to rename.

Click the drop-down arrow next to the folder name, then click Rename Folder.

or

If you are in the folder that you want to rename, click the Configure icon next to the folder name, then click Rename Folder.

Specify a new name for the folder, then click OK.

4.3 Deleting a Folder

Folders in the My Files area can be moved to the trash and then restored at a later time. Folders in Net Folders must be deleted and cannot be recovered.

Navigate to the folder or location that contains the folder that you want to delete.

Select the check box next to the folder that you want to delete, then click Delete.

or

If you are in the folder that you want to delete, click the Configure icon next to the folder name, then click Delete Folder.

(Conditional) To move the folder to the trash, select Move to trash, then click OK.

Selecting this option removes the folder from its current location without permanently deleting it from the Filr system.

(Conditional) To permanently delete the folder and its contents, select Delete.

IMPORTANT:Deleted items cannot be recovered.

Click OK.

For information about how to recover a folder from the trash that has been deleted from the My Files area, see Section 4.4, Recovering a Folder from the Trash.

4.4 Recovering a Folder from the Trash

Novell Filr enables you to retrieve a folder from the trash and restore it to its previous location.

Navigate to the folder or location where the trashed folder previously resided.

For example, if you want to restore a folder in your My Files area, navigate to your My Files area.

Click the Trash icon , located in the upper right corner of the page.

The Trash page displays all folders and files that have been trashed in or below the current folder. Items that have been deleted are not displayed because they are unrecoverable.

Select the folder that you want to restore.

Click Restore.

The folder is restored to its previous location. Contents of the folder are not automatically restored.

(Optional) Click Restore All to restore everything currently in the trash to its previous location.

For more information about undeleting, see Section 9.0, Restoring Items from the Trash.

4.5 Copying a Folder

Novell Filr enables you to copy a folder into any folder where you have appropriate rights, including to and from Net Folders.

The access control settings for the files are changed to match the access control settings of the destination folder.

Navigate to the folder or location that contains the folder that you want to copy.

Select the check box next to the folder that you want to copy, then click More > Copy.

or

If you are in the folder that you want to copy, click the folder name, click the Configure icon next to the folder name, then click Copy Folder.

The Copy page is displayed.

In the Destination Folder field, begin typing the name of the folder where you want to copy the folder, then click the folder name when it appears.

or

Click the Browse icon and click on the location where you want to copy the folder.

Click OK.

4.6 Moving a Folder

Novell Filr enables you to move a folder into any folder where you have appropriate rights, except for moving a Net Folder into a Filr folder (non-Net Folder).

The access control settings for the folder are changed to match the access control settings of the destination folder.

Navigate to the folder or location that contains the folder that you want to move.

Select the check box next to the folder that you want to move, then click More > Move.

or

If you are in the folder that you want to move, click the folder name, click the Configure icon next to the folder name, then click Move Folder.

The Copy Folder page is displayed.

In the Destination Folder field, begin typing the name of the folder where you want to move the folder, then click the folder name when it appears.

or

Click the Browse icon and click on the location where you want to move the folder.

Click OK.

4.7 Downloading All Files in a Folder

This section describes how to download all files in a folder as a .zip file. For information about how to download specific files within a folder or area, see Section 6.7, Downloading Files.

Consider the following when downloading files in a folder:

You cannot download a folder that contains a total of more than 1,000 files. (Files can be located in the folder itself and any sub-folders.)

If the combined size of all files in the folder that you are downloading exceeds 4 GB, you must have the Zip64 extension installed on the workstation where you are downloading the files.

To download all files in a folder:

Navigate to the folder or location that contains the files that you want to download.

Click the drop-down arrow next to the folder name, then click Download All Files as Zip.

or

If you are in the folder where you want to download all files, click the Configure icon next to the folder name, then click Download All Files as Zip.

Save the .zip file to your workstation, then extract it.

Any folder hierarchy is maintained in the .zip file.

(Optional) You can now edit the files and save them back to Filr, as described in Section 6.3.2, Downloading and Editing a File.

4.8 Adding Files to a Folder

Novell Filr enables you to import files from any location and add them to a folder.

Navigate to the folder or area where you want to add the files.

Drag a file from one location, such as your desktop, and drop it into a folder or area (such as the My Files area or a folder within the My Files area).

or

Click Add Files in the Folder toolbar, then click Browse and browse to the file to add it.

If a file with the same name already exists in the folder, a File Conflicts dialog box is displayed, asking if you want to overwrite the existing file.

4.9 Adding Files to a Folder through WebDAV

WebDAV is a standard collaborative editing and file management protocol. Novell Filr supports the use of WebDAV tools and enables you to manage your Filr files through WebDAV. Filr utilizes WebDAV when editing files with Edit-in-Place and when browsing files and folders in Filr through a WebDAV interface.

If you are using WebDAV on Windows 7, you or your Filr administrator must ensure that your workstation meets all the necessary prerequisites in order to support WebDAV, as described in Configuring Filr to Support WebDAV on Windows 7 in the Novell Filr 1.1 Administration Guide.

If you cannot use WebDAV as described in the following sections, consult your Filr administrator.

Section 4.9.1, Editing Files with WebDAV

Section 4.9.2, Browsing Files and Folder through a WebDAV Interface

4.9.1 Editing Files with WebDAV

Filr uses WebDAV to support the Edit-in-Place functionality. For information about how to edit files in Filr, see Section 6.3.1, Editing Files with Edit-in-Place.

4.9.2 Browsing Files and Folder through a WebDAV Interface

You can use WebDAV to browse your Filr files and folders. When configuring WebDAV with Filr as described in the following sections, you see all of the files and folders that you have access to on your Filr site.

Viewing the Filr Folder in Your Windows Environment

Viewing the Filr Folder in Your Linux Environment

Viewing the Filr Folder in Your Windows Environment

You can view the Filr folder in your Windows environment in either of the following ways:

Creating a Mapped Drive to the Filr Folder

Adding a Filr Folder as a Network Place

Creating a Mapped Drive to the Filr Folder

NOTE:If you are using Windows XP as your client operating system, creating a mapped drive to the Filr folder as described in this section does not work. Instead, add the Filr folder as a network place, as described in Adding a Filr Folder as a Network Place.

Map a drive to the top-level Filr folder. (For example, https://filr_server:8443.)

You accomplish this by using the Map Network Drive feature for Windows.

Specify your Filr credentials, then complete the setup process.

You see all of the files and folders that you have access to on your Filr site.

Adding a Filr Folder as a Network Place

NOTE:If you are using Windows Vista as your client operating system, adding a Filr folder as a network place as described in this section does not work. Instead, create a mapped drive to the Filr folder, as described in Creating a Mapped Drive to the Filr Folder.

Add the top-level Filr folder as a network place. (For example, https://filr_server:8443.)

You accomplish this by using the My Network Places feature for Windows.

You see all of the files and folders that you have access to on your Filr site.

Viewing the Filr Folder in Your Linux Environment

You can view the Filr folder in your Linux environment.

Use either Nautilus or Konqueror to access the top-level Filr folder. (For example, https://filr_server:8443.)

For specific information on how to use Nautilus or Konqueror, consult your Linux documentation.

Specify your Filr credentials, then complete the setup process.

You see all of the files and folders that you have access to on your Filr site.

4.10 Viewing Who Has Access to a Folder

Navigate to the area or folder that contains the folder where you want to view who has access. For example, if the folder is in your My Files area, navigate to your My Files area.

Click the drop-down arrow next to the folder name.

Click View Who Has Access.

The Who Has Access dialog box is displayed, listing the users and groups who have access to the folder.

4.11 Subscribing to Email Notifications from a Folder

You can configure a folder to send you email notifications to inform you about activity that takes place in the folder.

For information about how to subscribe to receive email notifications from a folder, see Section 2.7, Subscribing to a Folder or File.

4.12 Configuring Folder Columns

Filr enables you to configure table columns in folders.

Section 4.12.1, Showing and Hiding Columns

Section 4.12.2, Renaming Columns

Section 4.12.3, Changing Column Order

Section 4.12.4, Adjusting the Column Width

Section 4.12.5, Restoring Column Defaults

4.12.1 Showing and Hiding Columns

By default, these columns are available:

Title: Displays the title of the file.

Comments: Displays how many comments have been made on the file.

Size: Displays the file size of the file.

Author: Displays the author of the file.

Date: Displays when the file was last modified or commented on.

To show or hide table columns in a folder:

Navigate to the folder where you want to show or hide the table columns.

Click the Configure icon in the upper right corner of the page next to the filter, then click Edit Column Layout.

In the Show column, select the columns that you want to show and deselect the columns that you want to hide.

(Optional) Select Set as default folder columns for all users if you want all users to see only the columns that you have selected.

Click OK.

4.12.2 Renaming Columns

Navigate to the folder where you want to rename the table columns.

Click the Configure icon in the upper right corner of the page next to the filter, then click Edit Column Layout.

In the Custom Label column, specify the new column name in the available field.

(Optional) Select Set as default folder columns for all users if you want all users to see the column names that you have specified.

Click OK.

4.12.3 Changing Column Order

Navigate to the folder where you want to change the order of the table columns.

Click the Configure icon in the upper right corner of the page next to the filter, then click Edit Column Layout.

Select the radio button on the left side of the table for the column whose order you want to change.

Click the Up Arrow and Down Arrow icons in the Order column to move the column up or down.

(Optional) Select Set the default folder columns for everyone if you want all users to see the column order that you have defined.

Click OK.

4.12.4 Adjusting the Column Width

Navigate to the folder where you want to adjust column widths.

Click the Configure icon in the upper right corner of the page next to the filter, then click Edit Column Sizes.

In the Resize column, click and drag the arrow icons to resize each column. You can see the columns resize in real time.

or

Adjust the numbers in the Size column for each column that you want to resize, then use the Unit column to specify whether the numbers represent pixels or percent.

If all the column widths are set to a fixed pixel value, the rightmost column is automatically overridden to use 100%.

Click OK.

4.12.5 Restoring Column Defaults

You can restore the column defaults if you have made changes to the columns that you no longer want to retain.

Navigate to the folder where you want to restore the defaults for columns.

Click the Configure icon in the upper right corner of the page next to the filter, then click Edit Column Layout.

Click Restore Default Settings.

4.13 Configuring the Number of Files to Display on a Folder Page

You can select how many files per page you want to be displayed in each folder on the Novell Filr site.

Click your linked name in the upper right corner of any Filr page.

Click the Personal Preferences icon .

The Personal Preferences dialog box is displayed.

In the Items per Folder Page field, specify the maximum number of items that you want to be displayed on each page in the Filr site.

The default is 25.

Click OK.

4.14 Using Filters on Folders

Folders in Novell Filr provide a filter that helps you quickly sift through information in your folder.

Section 4.14.1, Filtering a Folder List

Section 4.14.2, Creating a Preconfigured Filter

Section 4.14.3, Applying a Preconfigured Filter

Section 4.14.4, Modifying a Preconfigured Filter

Section 4.14.5, Deleting a Filter

4.14.1 Filtering a Folder List

To quickly sift through information in a folder or area by typing a portion of a word or phrase:

Navigate to the area or specific folder where you want to filter the information, such as the Shared with Me area or the My Files area.

In the upper right corner of the page, click the Filter List field.

Type the portion of the word or phrase that you want to filter, then press Enter.

Only folders or files whose titles contain exact matches of what you typed are displayed.

For a more robust search experience, you can perform a search, as described in Section 2.6, Searching for Information, or you can create a filter, as described inSection 4.14.2, Creating a Preconfigured Filter.

4.14.2 Creating a Preconfigured Filter

Filr enables you to create multiple filters in your folder. You can easily apply those filters to help you quickly sift through items in the folder.

Navigate to the folder where you want to create the filter.

Click the drop-down arrow next to the Filter List field, then click Manage Filters.

Click Add a New Filter.

Filter Name: Specify a name for the filter.

Make This Filter Available to Everyone: Select this option if you want the filter to be available to all users who visit the folder. If this option is not selected, the filter is available only to the user who created it.

Search Text: Enter the specific text that you are searching for.

For more information about the various ways that you can refine a text-based search, see Section 2.6.1, Using Search.

Authors: Search for items based on the author.

Last Activity in Days: Select to search for items that have been active in the last 1, 3, 7, 30, or 90 days.

Creation Dates: Search for items based on when the items were created. In the fields provided, specify the start and end dates of the desired interval.

Modification Dates: Search for items based on when the items were last modified. In the fields provided, specify the start and end dates of the desired interval.

Click OK > Close.

4.14.3 Applying a Preconfigured Filter

Navigate to the folder where you have already created the filter that you want to apply.

Click the drop-down arrow next to the Filter List field, then click the name of the filter.

The filter is applied to the folder.

After you apply a filter, items that do not match the filter criteria in that folder are not displayed in the folder listing. To clear the filter, click None in the Filter section.

4.14.4 Modifying a Preconfigured Filter

Navigate to the folder where you want to modify a filter that has already been created.

Click the drop-down arrow next to the Filter List field, then click Manage Filters.

In the Personal Filters section or the Filters That Everyone Can See section, click the drop-down list and select the filter that you want to modify.

Click Modify.

Make the modifications that you desire, then click OK > Close.

4.14.5 Deleting a Filter

Navigate to the folder where you want to delete a filter that has already been created.

Click the drop-down arrow next to the Filter List field, then click Manage Filters.

In the Personal Filters section or the Filters That Everyone Can See section, click the drop-down list and select the filter that you want to delete.

Click Delete, then click OK to confirm that you want to delete the filter.

Click Close.

4.15 Sending an Email to Folder Contributors

You can send an email to all users who have added files to the folder. A link to the folder is automatically created in the Message field in the email message and users who have added files to the folder are automatically added to the recipient list. This can be a quick way to contact all users who have an interest in the specific folder.

Navigate to the folder where you want to send an email to folder contributors.

Click the Configure icon next to the folder name, then click Send e-mail to contributors.

The Send Email window is displayed. A link to the folder is automatically created in the Message field in the email message and users who have added files to the folder are automatically added to the recipient list.

Continue filling out the Send Email form, then click Send.

5.0 Performing Administrative Tasks on Your Folders

If you are the owner of a folder that is used by others, you might want to configure folders to send email notifications to other users.

Section 5.1, Configuring Folders to Send Email Notifications to Other Users

5.1 Configuring Folders to Send Email Notifications to Other Users

As a folder owner, you can configure Novell Filr to send other users email notifications, in order to inform them of any activity in the folder and any subfolders of the folder. If a user does not want to be informed of activity in the folder, the user can change the notification settings. A user’s individual settings override or cancel notifications established by folder owners.

You cannot directly configure a subfolder to send email notifications; instead, you must configure the parent folder.

Navigate to the folder from where you want to send the email notifications.

Next to the folder name, click the Configure icon , then click Subscribe Others to Folder.

The Subscribe Others to Folder page is displayed.

In the Subscribe Notification Type section, select the type of email notification that you want to send.

Digest Email (includes all changes in the folder): Filr sends one message that summarizes all of the activity in the folder and its subfolders (available for folders only). Filr sends digest notifications at a schedule established by your site administrator.

Email Only (each time a change occurs): Filr sends one message for every new or changed file. The email messages do not include an attachment of the actual file, but include information about the file and the activity that occurred. Filr sends all types of individual notifications every five minutes.

Email with Attachments: Filr sends one message for every new or changed file and messages include an attachment of the actual file.

Text Message: Filr sends a message suitable for viewing as a text message. The content of the message includes only the file title and a link to the new or changed file. Filr sends all types of individual notifications every five minutes.

Specify the users who you want to receive the email notifications.

You can specify specific email addresses, users, or groups.

Click Apply > Close.

To configure the folder to stop sending email notifications:

Ensure that no email addresses, users, or groups are specified.

Click Apply > Close.

6.0 Working with Files

In addition to working with files within Filr as described in the following sections, you can also use the Novell Filr desktop application to synchronize Filr files with your desktop. You can create files, edit files, and much more. For more information, see the Novell Filr 1.1 Desktop Application for Windows Quick Start and the Novell Filr 1.1 Desktop Application for Mac Quick Start.

Novell Filr gives you easy ccess to folders and files on your corporate file system. The corporate files that you have access to are defined aby your Filr administrator. In Filr, these corporate files are located in an area called Net Folders.

In addition to files in Net Folders, you can also upload files to other areas on the Filr site for easy storage and access. You can even share files with your co-workers and have discussions around them.

For more information about Net Folders and other types of files in Filr, see Section 2.3, Accessing Files and Folders in the Corporate File System (Net Folders) and Section 2.4, Accessing Your Personal Files and Folders (My Files).

Section 6.1, Creating a File Entry

Section 6.2, Commenting on a File

Section 6.3, Editing a File

Section 6.4, Viewing Files in Read-Only Mode

Section 6.5, Changing the Default Behavior When Clicking a File Name

Section 6.6, Viewing Who Has Access to a File

Section 6.7, Downloading Files

Section 6.8, Renaming Files

Section 6.9, Moving Files

Section 6.10, Copying Files

Section 6.11, Deleting a File

Section 6.12, Recovering a File from the Trash

Section 6.13, Marking a File as Read

Section 6.14, Marking a File as Unread

Section 6.15, Subscribing to Email Notifications about a File

Section 6.16, Sending an Email to File Contributors

6.1 Creating a File Entry

When you create a file entry, you upload a file to the Filr site. Depending on your access rights, you can upload files to your My Files area, to a folder that another user has shared with you, and to a Net Folder.

My Files is your personal file area on the Filr site and can be accessed by clicking My Files from any page in Filr. (For more information about My Files, see Section 1.1.2, My Files.) Net Folders are folders on your corporate file system and can be accessed by clicking Net Folders from any page in Filr. (For more information about Net Folders, see Section 1.1.1, Files in Net Folders.)

For information about how to upload a file, see Section 4.8, Adding Files to a Folder.

6.2 Commenting on a File

People often post a file to generate ideas and obtain feedback. Novell Filr enables you to comment on files so that you can share your ideas and provide input.

Navigate to the file that you want to comment on, then click the Comment icon next to the file that you want to comment on.

Specify your comment, then click Send.

or

To reply specifically to an existing comment, click Actions > Comment next to the comment, then add your comment and click Send.

For information about how to comment on a file as you view it, see Viewing the File and Its Metadata.

For information about how to comment on a file from within the Filr mobile app, see the Filr Mobile App Quick Start.

6.3 Editing a File

You can download a file to your workstation to edit it or you can edit it in place on the Filr site. When you edit a file in place, the file remains on the Filr site after you save it.

Section 6.3.1, Editing Files with Edit-in-Place

Section 6.3.2, Downloading and Editing a File

6.3.1 Editing Files with Edit-in-Place

NOTE:Only internal Filr users or users who have completed the self-provisioning steps (as described in Logging in As an External User to See a Shared Item) can edit files as described in this section. Alternatively, external Filr users who have not completed the self-provisioning steps can manually download the file, edit it, and then save it back to the Filr site (as described in Section 6.3.2, Downloading and Editing a File), if they have rights to do so.

Filr enables you to use the Edit-in-Place feature to edit documents for which you have appropriate rights. This feature allows you to seamlessly edit documents from Filr.

You can edit files only if you have the editing application for that specific type of file installed on your personal workstation. For example, to edit a .doc file, you must have Microsoft Word installed on your personal workstation.

For information about how to view the file types that are currently supported for edit-in-place, see Section B.8.1, Viewing Which File Types Are Supported for Edit-In-Place.

NOTE:The ability to edit files as described in this section is not supported on Mac when you use Microsoft Office as your document editor. To edit files on Mac, you must use LibreOffice as your document editor.

Navigate to the location of the file that you want to edit.

Click the drop-down arrow next to the file that you want to edit, then click Edit This File.

The file is launched in the file editor that you specified. For information on how to change the editor that Filr uses to edit files, see Section B.8, Unable to Edit Files.

(Conditional) If Filr prompts you to provide your Filr credentials, specify the user name and password that you use to log in to Filr, then click OK.

You can now edit the file.

After you have edited the file, save your changes, then exit the editing application.

Your changes are now available in the file in Filr.

6.3.2 Downloading and Editing a File

Download the file to your workstation, as described in Section 6.7.1, Downloading Single Files.

Edit the file as desired, then save the file with the original name.

In Filr, navigate to the folder where the file is located, then click Add Files.

A drag-and-drop window is displayed.

Drag the file into the drag-and-drop window.

In the File Conflicts dialog box that appears, click Overwrite Files to replace the file that is currently in Filr with the one you are uploading.

The file is replaced with the file that you uploaded.

6.4 Viewing Files in Read-Only Mode

Filr enables you to easily view files.

The following sections describe how to view files in a text editor or in your web browser in HTML format:

Section 6.4.1, Viewing a File in a Text Editor

Section 6.4.2, Viewing the File in Your Web Browser

6.4.1 Viewing a File in a Text Editor

When you view a file that you don’t have rights to modify in a text editor, the file is opened in Read-Only mode.

Navigate to the file that you want to view.

Click the name of the file.

6.4.2 Viewing the File in Your Web Browser

If you want to quickly view a file, you can view it in HTML format in your web browser.

Some file types cannot be viewed in HTML format, such as PNG, JPG, GIF, and PDF.

File types that can be viewed in HTML format: .123, .bmp, .db, .doc, .docx, .dotm, .drw, .dxf, .htm, .html, .lwp, .odf, .odg, .odp, .ods, .odt, .pct, .ppt, .pptx, .prz, .qpw, .rtf, .sdw, .shw, .swx, .tif, .txt, .vsd, .wpd, .xls, .xlsx, .sxi

If files are too large or complex, the request times out after 30 seconds and the file is not displayed.

You can view only the file itself or the file and its metadata:

Viewing the File

Viewing the File and Its Metadata

Viewing the File

To view a file in HTML format:

Navigate to the file that you want to view.

Click the drop-down arrow next to the file that you want to view, then click View HTML.

Viewing the File and Its Metadata

You can view the file along with the file’s metadata in your web browser. As you view the file, you can view Shared with and Shared by information related to the file and make comments on the file.

Navigate to the file that you want to view.

Click the drop-down arrow next to the file that you want to view, then click View Details.

6.5 Changing the Default Behavior When Clicking a File Name

When you click a file name, the default behavior is to either download the file and open it in an appropriate application or open it in a new browser tab, depending on the type of file.

To change this behavior:

Click your linked name in the upper right corner of any Filr page.

Click Personal Preferences.

In the When clicking a file drop-down list, select one of the following options:

Download or open the file: Files are either downloaded or opened in a new browser tab. (This is the default option.)

View the details page: The file is displayed on the details page.

The details page displays the file in HTML format. This page also includes file metadata, such as comments made on the file and Shared with and Shared by information.

View as HTML (if supported); otherwise, view details: The file is displayed in HTML format if the file type supports HTML preview (to see a list of file types that support HTML, see Section 6.4.2, Viewing the File in Your Web Browser). If the file type cannot be displayed in HTML format, the details page is displayed.

The details page displays the file in HTML format. This page also includes file metadata, such as comments made on the file and Shared with and Shared by information.

View as HTML (if supported); otherwise, download or open: The file is displayed in HTML format if the file type supports HTML preview (to see a list of file types that support HTML, see Section 6.4.2, Viewing the File in Your Web Browser). If the file type cannot be displayed in HTML format, files are either downloaded and opened in an appropriate application, or opened in a new browser tab.

Click OK.

6.6 Viewing Who Has Access to a File

Navigate to the file for which you want to view who has access, then click the drop-down arrow next to the file name.

Click View Who Has Access.

The Who Has Access dialog box is displayed, listing the users and groups who have access to the file.

6.7 Downloading Files

You can download individual files or multiple files simultaneously.

Downloads are done via a pop-up. If you are having trouble downloading a file, ensure that pop-ups are enabled.

Section 6.7.1, Downloading Single Files

Section 6.7.2, Downloading Multiple Files and Folders

6.7.1 Downloading Single Files

Navigate to and open the folder or area that contains the file that you want to download.

Click the name of the file that you want to download.

Depending on the browser, the default behavior is to either download the file or open it in a new tab. You can modify this default behavior, as described in Section 6.5, Changing the Default Behavior When Clicking a File Name.

(Conditional) If the file is not downloaded when you click the file name, click the drop-down arrow next to the file or folder name, then click Download as Zip.

If the file size exceeds 4 GB, you must have the Zip64 extension installed on the workstation where you are downloading the file.

HINT:This is a faster way to download files if you have a slow connection to the Filr server.

or

Right-click the file name, then click Save Link As.

Save the file to your workstation. You can rename the file or keep the original name.

(Optional) You can now edit the file and save it back to Filr, as described in Section 6.3.2, Downloading and Editing a File.

6.7.2 Downloading Multiple Files and Folders

You can download multiple files and folders as a .zip file. Consider the following when downloading multiple files and folders:

When you download a folder that contains sub-folders, the folder hierarchy is retained in the .zip file.

You cannot download a folder that contains a total of more than 1,000 files. (Files can be located in the folder itself and any sub-folders.)

If a file that you are downloading exceeds 4 GB, or if the combined size of all files you are downloading exceeds 4 GB, you must have the Zip64 extension installed on the workstation where you are downloading the files.

To download multiple files and folders:

Navigate to the folder or location that contains the files that you want to download.

Click the drop-down arrow next to the folder name, then click Download All Files as Zip.

or

If you are in the folder where you want to download all files, click the Configure icon next to the folder name, then click Download All Files as Zip.

Save the .zip file to your workstation, then extract it.

Any folder hierarchy is maintained in the .zip file.

(Optional) You can now edit the files and save them back to Filr, as described in Section 6.3.2, Downloading and Editing a File.

6.8 Renaming Files

Navigate to the location that contains the file that you want to rename.

Click the drop-down arrow next to the file name, then click Rename File.

Specify a new name for the file, then click OK.

If the file is located in a Net Folder and if a user whom you have shared the file with is editing the file at the time you rename it, a new file is created with the original name when the user editing the file saves the changes.

6.9 Moving Files

Novell Filr enables you to move files into any folder where you have appropriate rights, including to and from Net Folders. The access control settings for the file are changed to match the access control settings of the destination folder.

IMPORTANT:Any shares associated with this file are removed when moving a file from your My Files area to a Net Folder, or from a Net Folder to your My Files area. This means that this file will no longer be displayed in users’ Shared with Me and Shared by Me areas after it is moved.

If you do not have sufficient rights, this option is not available to you.

Navigate to the folder that contains the files that you want to move.

Select one or more files that you want to move.

Click More > Move.

Choose one of the following actions:

In the Destination Folder field, begin typing the name of the folder where you want to move the files, then click the folder name when it appears.

Click the Browse icon and browse to and select the folder where you want to move the files.

If the location where you want to move the file is already displayed in the Current Destination Folder field, you do not need to make any selection. The Current Destination Folder field displays the destination where you most recently copied or moved an item.

Click OK.

6.10 Copying Files

Novell Filr enables you to copy files into any folder where you have appropriate rights, including to and from Net Folders. The access control settings for the file are changed to match the access control settings of the destination folder.

If you do not have sufficient rights, this option is not available to you.

Navigate to the folder that contains the files that you want to copy.

Select one or more files that you want to copy.

Click More > Copy.

The Copy dialog box is displayed.

Choose one of the following actions:

In the Destination Folder field, begin typing the name of the folder where you want to copy the files, then click the folder name when it appears.

Click the Browse icon , then browse to and select the folder where you want to copy the files.

If the location where you want to copy the file is already displayed in the Current Destination Folder field, you do not need to make any selection. The Current Destination Folder field displays the destination where you most recently copied or moved an item.

Click OK.

6.11 Deleting a File

Novell Filr enables you to delete files from any folder where you have appropriate rights. If you do not have sufficient rights, the option is not available to you.

Navigate to the folder or area that contains the files that you want to delete.

Select one or more files that you want to delete.

Click Delete.

(Conditional) To move the files to the trash, select Move to trash, then click OK.

Selecting this option removes the files from their current location without permanently deleting them from the Filr system.

This option is available only for files in your personal storage. Files from Net Folders cannot be moved to the trash.

(Conditional) To permanently delete the files, select Delete.

IMPORTANT:Deleted items cannot be recovered.

Click OK.

For information about how to delete a file from within the Filr mobile app, see the Filr Mobile App Quick Start.

6.12 Recovering a File from the Trash

Novell Filr enables you to retrieve a file from the trash and restore it to its previous location.

You cannot recover a file that was deleted from a Net Folder.

This functionality is available only from the web interface.

Navigate to the folder or location where the folder or file previously resided before it was moved to the trash.

For example, if you want to restore a folder in your My Files area, navigate to your My Files area.

Click the Trash icon , located in the upper right corner of the page.

The Trash page displays all folders and files that have been moved to the trash in or below the current folder or area. Items that have been deleted are not displayed because they are unrecoverable.

Select the folders and files that you want to restore.

Click Restore.

or

Click Restore All to restore all the folders and files from the trash.

The folders and files are restored to their previous locations. If the folder containing the files has also been deleted, it is restored when you restore the files.

For more information about restoring files and folders, see Section 9.0, Restoring Items from the Trash.

6.13 Marking a File as Read

Navigate to the location of the file that you want to mark as Read.

Do one of the following:

Click the name of the file to download and view it in a text editor.

Click the drop-down arrow next to the file that you want to mark as Read, then click View Details.

Click the blue circle to the left of the unread file.

6.14 Marking a File as Unread

Navigate to the location of the files that you want to mark as Unread.

Select one or more files, then click More > Mark as Unread.

6.15 Subscribing to Email Notifications about a File

If you are particularly interested in a specific file, you can subscribe to that file. When you subscribe to a file, Filr notifies you of any activity that takes place in the file.

For information about how to subscribe to receive email notifications about a file, see Section 2.7, Subscribing to a Folder or File.

6.16 Sending an Email to File Contributors

You can send an email to all users who have commented on a certain file. A link to the folder is automatically created in the Message field in the email message and users who have commented on the file are automatically added to the recipient list.

This can be a quick way to contact all users who have an interest in the specific file.

Navigate to the folder that contains the file where you want to send an email to contributors.

Click the drop-down arrow next to the file name, then click View Details.

Click More > Send email to contributors.

The Send Email window is displayed. A link to the folder is automatically created in the Message field in the email message and users who have commented on the file are automatically added to the recipient list.

Continue filling out the Send Email form, then click Send.

7.0 Using Novell Filr on Your Mobile Device

You can access Novell Filr from your iOS, Android, and Windows Phone mobile device. Access to the Filr site through the app can be deactivated by your Filr administrator. If you are unable to access Filr through the app, consult your Filr administrator.

For more information about exactly which procedures are supported when accessing Filr from a mobile device, tap Settings > Help from the mobile app, or see the Novell Filr 1.1 Mobile App Quick Start.

8.0 Managing Filr Files from Your Desktop

You can synchronize your Novell Filr files with your computer and then modify the files without accessing the Filr site directly. Additions and modifications are synchronized between Filr and your computer.

The Novell Filr Desktop Application is available for Windows and Mac. For more information, see the Novell Filr 1.1 Desktop Application for Windows Quick Start and the Novell Filr 1.1 Desktop Application for Mac Quick Start.

9.0 Restoring Items from the Trash

Novell Filr enables you to retrieve files and folders from the trash and restore them to their previous location. When you restore a file, all associated comments are also restored.

Items that have been permanently deleted cannot be recovered.

Section 9.1, Rights Associated with Restoring Items from the Trash

Section 9.2, Restoring Folders and Files

Section 9.3, Restoring Files in Net Folders

9.1 Rights Associated with Restoring Items from the Trash

IMPORTANT:You cannot use the Filr interface to restore files that are located in Net Folders or in your user Home directory.

As a general rule, if you have rights to move an item to the trash in Novell Filr, you also have rights to restore that item.

Remember the following when restoring items:

You can restore an item that another user moved to the trash, if you have appropriate rights.

When you restore a folder, the contents of the folder are not automatically restored. You need to restore the contents of the folder separately.

When you restore a file in a folder that was moved to the trash, the folder is automatically restored. However, if you do not have rights to restore the folder, you cannot restore the file.

9.2 Restoring Folders and Files

If you have the appropriate rights, you can retrieve any folder or file from the trash and restore it to its previous location.

This functionality is available only from the web interface.

Navigate to the folder or location where the folder or file previously resided before it was moved to the trash.

For example, if you want to restore a folder in your My Files area, navigate to your My Files area.

Click the Trash icon , located in the upper right corner of the page.

The Trash page displays all folders and files that have been moved to the trash in or below the current folder or area. Items that have been deleted are not displayed because they are unrecoverable.

Select the folders and files that you want to restore.

Click Restore.

or

Click Restore All to restore all the folders and files from the trash.

The folders and files are restored to their previous locations. If the folder containing the files has also been deleted, it is restored when you restore the files.

9.3 Restoring Files in Net Folders

Restoring files that have been deleted in a Net Folder or in your Home directory is not supported in Novell Filr. Files that are deleted through a Net Folder cannot be recovered via the Filr interface.

10.0 Managing Your Data Quota

Data quotas can be enabled by your Novell Filr administrator in order to limit the amount of data that is stored on the Filr site. (For information on how the Filr administrator can enable data quotas, see Managing Disk Space Usage with Data Quotas and File Restrictions in the Novell Filr 1.1 Administration Guide.)

If data quotas have been enabled on your Filr site, you need to understand what counts toward your data quotas, and how you can view the current data usage so you can know when you are approaching the allotted data quota. If you meet your allotted quota, Filr enables you to delete files and folders that you have previously moved to the trash.

Section 10.1, Understanding Data Quotas

Section 10.2, Viewing Your Data Quota

Section 10.3, Adding Files to the Filr Site When You Are Over Your Quota

Section 10.4, Using Net Folders When You Are Restricted by a Data Quota

Section 10.5, Adding Files Through WebDAV When You Are Restricted by a Data Quota

Section 10.6, Making Disk Space Available by Deleted Trashed Items

10.1 Understanding Data Quotas

Data quotas limit the amount of data individual users can add to the Filr site. Files that are located in Net Folders (including your Home directory) do not count toward your data quota.

10.2 Viewing Your Data Quota

Data quotas might or might not be in use on your Filr site. If you are unable to view your data quotas as described in this section, your Filr administrator has not yet restricted the amount of data that can be added to the Filr site.

If you have exceeded your allotted data quota, you should delete items that you have previously moved to the trash, as discussed in Section 10.6, Making Disk Space Available by Deleted Trashed Items.

Section 10.2.1, Viewing Your User Data Quota

10.2.1 Viewing Your User Data Quota

If your administrator has set a user data quota and if you are an active contributor to your Novell Filr site, you might want to periodically view your current data quota to ensure that you are not approaching the user limit.

To view your current data quota and how much you are currently using:

Click your linked name in the upper right corner of any Filr page.

Your data quota is displayed, along with the amount you are currently using.

10.3 Adding Files to the Filr Site When You Are Over Your Quota

If you have exceeded your data quota but you still need to add files to the Novell Filr site, you can decrease your disk usage by deleting files that you have previously moved to the trash.

For information on how to delete trashed items, see Section 10.6, Making Disk Space Available by Deleted Trashed Items.

10.4 Using Net Folders When You Are Restricted by a Data Quota

Files stored in Net Folders (including your Home directory) do not count against your data quota because they are not uploaded into the Novell Filr site.

For more information about Net Folders, see Section 2.3, Accessing Files and Folders in the Corporate File System (Net Folders).

10.5 Adding Files Through WebDAV When You Are Restricted by a Data Quota

When you add files to the Novell Filr site through WebDAV, the files still count against your data quota, just as if you had added the files through the regular Filr interface.

10.6 Making Disk Space Available by Deleted Trashed Items

Files that have been moved to the trash still count toward your data quota. Folders that do not contain files do not count toward your data quota. If you have reached your allotted data quota, you need to delete files that have been moved to the trash.

You can delete any item that you have rights to delete.

IMPORTANT:Deleted items cannot be recovered. When you delete items from the Filr site, remember the following:

Deleting a file also deletes all comments and replies.

Deleting a folder also deletes all files and subfolders that are associated with that folder.

Navigate to the folder where the trashed item that you now want to delete previously resided.

For example, if you want to delete a file that was in your My Files area, navigate to the appropriate folder in your My Files area.

Click the Trash icon Username drop-down menu in the upper right corner of the page.

The Trash page displays all folders and files that have been moved to the trash in or below the current folder.

Select the item that you want to delete.

Click Delete > Yes.

The item is deleted from the Filr site and cannot be recovered.

A.0 What’s New in Novell Filr 1.1

Welcome to Novell Filr 1.1. This section provides a list of new features and enhancements in the end-user environment.

Section A.1, Sharing Improvements

Section A.2, Improved Drag-and-Drop Functionality (v1.1)

Section A.3, Download Multiple Files (v1.1)

Section A.4, Easier Access to the Edit Files Option (v1.1)

Section A.5, Public Collection (v1.1)

Section A.6, Ability to Change the Default Behavior When Clicking a File (v1.1)

Section A.7, Mobile App Enhancements (Including a New Windows Phone App) (v1.1)

Section A.8, Desktop Application Enhancements (v1.1)

A.1 Sharing Improvements

The following sharing improvements were added to Filr 1.1:

Section A.1.1, Improved Share Dialog (v1.1)

Section A.1.2, Added Ability to Share a File Link (v1.1)

A.1.1 Improved Share Dialog (v1.1)

Novell Filr 1.1 provides an improved dialog that allows you to modify the share settings of multiple users simultaneously.

For more information, see Section 3.0, Sharing Files and Folders.

A.1.2 Added Ability to Share a File Link (v1.1)

Novell Filr 1.1 allows you to distribute a link (URL) to a file. When you distribute a link to a file, any user with the link can access the file. However, the file is not displayed in the Public area, so users must have direct access to the link in order to access the file.

The File Link is available from all three clients:

Web client, as described in Section 3.4, Distributing a Link to a File.

Mobile app, as described in Distributing a Link to a File in the Novell Filr Mobile App Quick Start.

Filr desktop application, as described in the Distributing a Link to a File in the Novell Filr 1.1 Desktop Application for Windows Quick Start and the Novell Filr 1.1 Desktop Application for Mac Quick Start.

A.2 Improved Drag-and-Drop Functionality (v1.1)

Novell Filr 1.1 provides easier, more intuitive drag-and-drop functionality for adding files to a folder or area (such as the My Files area).

For more information, see Section 4.8, Adding Files to a Folder.

A.3 Download Multiple Files (v1.1)

Novell Filr 1.1 allows you to download multiple files and folders simultaneously.

For more information, see Section 6.7.2, Downloading Multiple Files and Folders.

A.4 Easier Access to the Edit Files Option (v1.1)

You can now access the Edit This File option directly from the drop-down menu next to an eligible file. You must have rights to edit the file, the file must be of a type that can be edited (such as a .txt or .odt file, and you must have the editing application for that specific type of file installed on your personal workstation.

For more information, see Section 6.3.1, Editing Files with Edit-in-Place.

A.5 Public Collection (v1.1)

You can view all items that have been shared with the public in one location. This Public collection is available from all three clients:

Web client, as described in Section 2.5, Accessing Public Files and Folders.

Mobile app, as described in Accessing Public Files and Folders in the Novell Filr Mobile App Quick Start.

Filr desktop application, as described in the Novell Filr 1.1 Desktop Application for Windows Quick Start and the Novell Filr 1.1 Desktop Application for Mac Quick Start.

A.6 Ability to Change the Default Behavior When Clicking a File (v1.1)

When you click a file name, the default behavior is to either download the file and open it in an appropriate application, or open it in a new browser tab, depending on the type of file. You can now modify this behavior. For example, you can configure Filr to display the details page when you click a file name.

For more information, see Section 6.5, Changing the Default Behavior When Clicking a File Name.

A.7 Mobile App Enhancements (Including a New Windows Phone App) (v1.1)

The Novell Filr 1.1 Mobile App includes the following enhancements:

New native Windows Phone app

Ability to copy and move files and folders (iOS and Android only)

Share using a File Link (iOS and Android only)

Thumbnail displays for viewed images

Android mobile client includes integration with Storage Access Framework, which provides users with tighter integration among apps on the device

A.8 Desktop Application Enhancements (v1.1)

The Novell Filr desktop applications for Mac and Windows include the ability to synchronize items that have been shared with the public, the ability to distribute a File Link, and performance and stability improvements.

For more information about the Filr desktop application, see the Novell Filr 1.1 Desktop Application for Windows Quick Start and the Novell Filr 1.1 Desktop Application for Mac Quick Start.

B.0 Troubleshooting

The following sections provide guidance for issues you might encounter when using Novell Filr:

Section B.1, Unable to Edit Files on Windows 7 with Microsoft Office 2007 or Later

Section B.2, You Are Unable to Change Your Filr Password

Section B.3, Files Disappeared from Shared with Me or Shared by Me

Section B.4, Too Many Sign-Ins for WebDAV

Section B.5, WebDAV Phantom Folders

Section B.6, Unable to Open Pictures from WebDAV in Microsoft Office Picture Manager

Section B.7, Unable to Move Files and Folders within the WebDAV Interface

Section B.8, Unable to Edit Files

Section B.9, Cannot Upload a File Because it Is Too Large

Section B.10, Files that Contain Extended or Double-Byte Characters in the File name Are Corrupt After a ZIP File Is Extracted

B.1 Unable to Edit Files on Windows 7 with Microsoft Office 2007 or Later

Problem: When you are using Microsoft Office 2007 or later as your document editor on a Windows 7 workstation, you cannot edit files by using the Edit-in-Place feature as described in Editing a File.

You might need to perform some additional configuration procedures. For more information, see Configuring Filr to Support WebDAV on Windows 7 in the Novell Filr 1.1 Administration Guide.

B.2 You Are Unable to Change Your Filr Password

Problem: You cannot change your Novell Filr password as described in section Section 1.5, Modifying Your Profile.

If you cannot modify your Filr password, it is probably because your personal information is being synchronized from an external directory server. You must consult your Filr administrator to make any changes.

B.3 Files Disappeared from Shared with Me or Shared by Me

Problem: Files that were once in your Shared with Me or Shared by Me area are no longer there.

If a file was removed from your Shared with Me area, it is likely that the share expired or that the share was revoked by the user who shared it with you.

If a file was removed from your Shared by Me area, the file might have been moved to another location. When a file is moved from a Net Folder to a My Files area, or from a My Files area to a Net Folder, the file is no longer displayed in your Shared by Me or Shared with Me area.

For more information about moving a file, see Section 6.9, Moving Files.

B.4 Too Many Sign-Ins for WebDAV

Problem: When you use WebDAV, you must specify your Novell Filr user name and password more than once.

This is expected behavior for WebDAV. WebDAV requires that you sign in each time you access a separate program (for example, your web browser and Filr). It might ask you to sign in again to access a file.

If you are using Windows Authentication, you might not experience this problem.

B.5 WebDAV Phantom Folders

Problem: When you use Novell Filr to access a WebDAV folder, you might see a link to a subfolder that does not exist (a phantom folder). Clicking the link to the phantom folder returns you to your current folder. Therefore, it has no effect.

This error is caused by an interaction between WebDAV and Windows Explorer. It does not occur consistently, and there is no Filr solution for this problem. Simply ignore phantom folders if you encounter them.

B.6 Unable to Open Pictures from WebDAV in Microsoft Office Picture Manager

Problem: When you attempt to open pictures from WebDAV in Microsoft Office Picture Manager, you see the following error message:

Picture Manager is unable to open pictures over the Internet that are not from a Windows SharePoint Services picture library. Please specify a valid picture library and try again.

This message occurs because Microsoft Office Picture Manager does not support the standard WebDAV protocol.

To work around this problem:

Copy the picture file to your local machine, then open the file using whatever photo viewer you want.

B.7 Unable to Move Files and Folders within the WebDAV Interface

Problem: You cannot drag and drop or otherwise move files from one folder to another within the WebDAV interface.

Moving files and folders within the WebDAV interface is not supported in Novell Filr. If you want to move files and folders within Filr, you must use the regular Filr interface, as described in Section 4.6, Moving a Folder and Section 6.9, Moving Files.

B.8 Unable to Edit Files

Problem: You cannot edit files.

If you cannot edit a file, Novell Filr might not be configured to support the editing application that is installed on your computer. For example, if Filr is configured to use Microsoft Word as the default editor for all text files, but you have OpenOffice instead of Microsoft Word installed on your computer, Filr displays an error and won’t edit the document.

To fix this problem, Filr enables you to override the default editor setting.

Section B.8.1, Viewing Which File Types Are Supported for Edit-In-Place

Section B.8.2, Changing the Default Editor Settings for a Single File Type

Section B.8.3, Changing the Default Editor Settings for All File Types

Section B.8.4, Changing the Default Editor Settings When the Editor is Not Installed in the Default Location

B.8.1 Viewing Which File Types Are Supported for Edit-In-Place

Click your linked name in the upper right corner of any Filr page.

Click the Personal Preferences icon to display the Personal Preferences dialog box.

Click Define Editor Overrides.

Click Add.

Click the drop-down menu in the Extension column. The supported extensions are listed.

B.8.2 Changing the Default Editor Settings for a Single File Type

You can change the default editor that Filr uses to edit specific types of files.

Click your linked name in the upper right corner of any Filr page.

Click the Personal Preferences icon to display the Personal Preferences dialog box.

Click Define Editor Overrides.

Click Add.

From the drop-down list, select the file extension for which you want to change the default editing application.

In the Application field, specify the name of the application that you want to use to edit the type of files that you selected in Step 5.

Select the check box, then click OK.

B.8.3 Changing the Default Editor Settings for All File Types

You can configure Filr to use the same editing application for all file types.

Click your linked name in the upper right corner of any Filr page.

Click the Personal Preferences icon to display the Personal Preferences dialog box.

Click Define Editor Overrides.

Click the Use drop-down list, then select the application that you want Filr to use to edit all file types.

Select the check box to the left of Extension, then click OK.

B.8.4 Changing the Default Editor Settings When the Editor is Not Installed in the Default Location

Click your linked name in the upper right corner of any Filr page.

Click the Personal Preferences icon to display the Personal Preferences dialog box.

Click Define Editor Overrides.

In the Extension column, ensure that the correct file extension is selected in the drop-down list.

In the field in the Application column, specify the path to the application that you selected in Step 4.

For example, if your OpenOffice application is installed in a location other than the default location and you want Filr to recognize the unique location, specify the path name to the OpenOffice application.

Click OK.

B.9 Cannot Upload a File Because it Is Too Large

Problem: You are having trouble uploading a file because the file is too large.

You might be able to fix this problem by increasing the default amount of memory used by Java applets.

Section B.9.1, Increasing the Default Memory Amount on Windows

Section B.9.2, Increasing the Default Memory Amount on Linux

B.9.1 Increasing the Default Memory Amount on Windows

Navigate to the Control Panel.

Double-click Java.

The Java Control Panel is launched.

Select the Java tab.

In the Java Applet Runtime Settings section, click View.

For each of your Java Runtime Versions, add -Xmx256m as a Java Runtime Parameter.

Click OK.

After increasing the default memory size for Java applets, you must exit all browsers and restart them before the change can take effect.

This setting causes the applet used for uploading files into a Novell Filr folder to start up with 256 MB of memory. If the applet still indicates that there is not enough memory to run the applet, you might need to reduce this number.

B.9.2 Increasing the Default Memory Amount on Linux

Locate the JRE or JDK being used for the browser plug-in.

The location of the JRE or JDK varies, depending on your system.

In the bin directory of the JRE or JDK, run the ControlPanel file.

The Control Panel is launched.

Select the Java tab.

In the Java Applet Runtime Settings section, click View.

For each of your Java Runtime Versions, add -Xmx256m as a Java Runtime Parameter.

Click OK.

After increasing the default memory size for Java applets, you must exit all browsers and restart them before the change can take effect.

This setting causes the applet used for uploading files into a Filr folder to start up with 256 MB of memory. If the applet still indicates that there is not enough memory to run the applet, you might need to reduce this number.

B.10 Files that Contain Extended or Double-Byte Characters in the File name Are Corrupt After a ZIP File Is Extracted

Problem: When Filr is used to create a ZIP file with files that contain extended or double-byte characters in the file name, the downloaded file names are corrupted when either of the following methods is used to unzip the downloaded ZIP file:

Native Windows Explorer on Windows XP and Windows 7

File Roller from the graphical interface on Suse Linux Enterprise Server (SLES) 11

To successfully unzip the downloaded ZIP file on Windows XP and Windows 7, use a different program such as Winzip, 7-Zip, or ZipGenius.

To successfully unzip the downloaded ZIP file on SLES 11, use File Roller from the command line with the -S switch.

C.0 Accessibility for People with Disabilities

Users with disabilities can use assistive technology such as a screen reader to access pages in Novell Filr. Assistive technology users must adapt to the following Filr functionality:

Section C.1, New Windows Opened without Notification

Section C.2, Text Added to a Page Is Not Conveniently Available

Section C.3, Drop-Down List Access

C.1 New Windows Opened without Notification

When you click certain areas in Novell Filr, the Filr interface opens new windows. However, Filr does not notify the assistive technology user that it is opening a new window. As assistive technology users become familiar with Filr, they identify and remember where new windows are opened.

C.2 Text Added to a Page Is Not Conveniently Available

For some actions, Novell Filr adds text to a page that is already displayed. However, assistive technology software is not able to recognize that new text has been added unless the page is refreshed. After the page refreshes, the newly added text is available at the bottom of the page. The assistive technology user must move to the bottom of the page and then move backwards up through the new content.

C.3 Drop-Down List Access

In fields where you type text and a drop-down list appears, press Enter to move the focus into the list. Press Tab to move down through the list, then press Enter to select an item in the list.

D.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.

Any products or technical information provided under this Agreement may be subject to U.S. export controls and the trade laws of other countries. You agree to comply with all export control regulations and to obtain any required licenses or classification to export, re-export or import deliverables. You agree not to export or re-export to entities on the current U.S. export exclusion lists or to any embargoed or terrorist countries as specified in the U.S. export laws. You agree to not use deliverables for prohibited nuclear, missile, or chemical biological weaponry end uses. See the Novell International Trade Services web page for more information on exporting Novell software. Novell assumes no responsibility for your failure to obtain any necessary export approvals.

Copyright © 2013-2014 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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