This FAQ contains:
Web File Services definition
Access web file services
Create a WFS folder
Upload a document
Email a link to a document folder
Create WFS subscription
Cancel existing subscription
Create & delete bookmark
Share files & folders in WFS with internal & external users
Grant permissions
Define WFS drop box
Access a WFS drop box
Copy files to, managing missing files in, close a, create a, launch a, grant access to a, send an email to a dropbox
Other Admin options
What is Web File Services?
Web File Service (WFS) is a secure web-based Electronic Document Management System product from Xythos. WFS enables organizations to safely access, manage and share content over the web.
ACCESS WFS (WEB FILE SERVICES) Log in into WFS
1. Go to the CUNY Graduate Center Home Page (www.gc.cuny.edu).
2. Click the GC Portal link at page top.
3. Click the Web File Services (WFS) link on lower right (Fig. 1A.)
4. Type in your username and password, and then click OK.
Fig. 1A Return to Main Screen
Go to last search or view list of saved searches View List of Bookmarks
Manage Permissions Tag a file or folder
with a keyword Zip a file, subscribe, open or lock a folder and more
View WFS Account
Create a new folder in current location Customize WFS View
Create a WFS Folder
1. Log into WFS (Web File Services) as described above.
2. On the toolbar, click the New Folder button (Fig. 2A.) To create a subfolder, open the folder where you wish the subfolder to reside, and then click on the New Folder button. A subfolder will be created within that folder.
3. Provide a name for the folder. For example: Project Team Documents (Fig.
2B.)
4. Click Finish to create the folder.
Upload a Document
1. Double-click the folder you wish to load the document into.
2. On the toolbar, click the Upload button.
3. Click the Browse button to navigate to the location of the document (Fig. 3A).
4. Select the document, and then click the Open button.
5. Click Start Upload to upload document Note: You can also drag and drop a file directly into the Upload File Window.
Email a Link to a Document or Folder 1. Click the Home link.
2. Select the file or folder for which you wish to send a link. Right-click and select Email, or click the Email button on the toolbar (Fig. 4A.)
3. Click in the To field to type in the names of recipients (Fig. 4B.)
Note: If users already have access, the To field will populate with their names.
Remove any unintended recipient names by clicking the delete icon next to it.
4. Select the name of recipient you wish to send the link to.
5. (Optional) Add an additional recipient"s name by typing the user"s or group"s name in the To field.
6. Edit the Subject and the Body of the email.
Note: It is recommended that you do not edit the body of the email.
7. Click Send.
Create a WFS Subscription
(For Administrators /Owners only) 1. Click the Home link.
2. Select the file or folder that you want to subscribe to.
3. Right-click on it and select Subscribe (Fig. 5A.)
4. Setup notification options for your subscription (Fig. 5B):
a. Notify Me When
Select the types of edits for you wish to be notified.
b. Report Frequency
Select Immediately to be notified when a change occurs or Daily to receive all of notifications at once for the day (schedule is determined by WFS.)
c. Expires
Use the calendar icon to specify an expiration date, or select Never Expire.
5. Click Ok.
Note: Subscriptions can also be created by selecting the file or folder, and clicking the Manage button on the toolbar (Fig. 5C.) The Manage window will open. Click the Subscription button.
Fig. 5C Mange/Subscription
Cancel an Existing Subscription using Reports & Tools
1. Click the Home link.
2. Click the Reports & Tools tab.
3. Click the My Subscriptions tab.
4. Select the subscription(s) you wish to cancel.
5. Click the Unsubscribe button (Fig. 6.)
Create a Bookmark
1. Click the Home link.
2. Select the file/folder you wish to bookmark.
3. Right-click and select New Bookmark (Fig. 7A.) (Or, you may also utilize the menu bar: Click on More Actions >
New Bookmark link. (Fig. 7B) 4. Enter a name for the bookmark in the
Bookmark Name field (Fig. 7C.) 5. (Optional) If you have previously created
bookmarks and would like to store this bookmark in the same location, click the Bookmark Location drop-down arrow to select a pre-existing bookmark, and then click OK.
Note: If you administer or own a
dropbox, you can also create bookmarks for dropboxes using these steps. For more information on dropboxes, see the section below on WFS dropboxes.
Delete a Bookmark
1. On the menu bar, select Bookmark, and then click the Manage Bookmarks link.
2. Select the bookmark you wish to delete.
3. Click the Delete button on the toolbar and then click OK.
Fig 7A
OR Figure 7B
SHARE FOLDERS AND FILES IN WFS
Brief Overview of Permission Rights
Types of Users:
Owner - Users own the items in their WFS accounts.
Users with Accounts - Any users with a WFS account.
Public - Users not logged in, or without an account.
Types of Permissions:
Read - Access to view file or folder
Write - Access to edit, rename a file or folder
Delete - Access to delete a file or folder
Administer - Full access to manage file/folder details.
Note: These permissions do not apply to a folder’s contents or subfolders unless specifically granted.
Permission Levels:
Viewer - View only
Contributor - Read, Write and Delete
Administrator - Read, Write, Delete and Administer
Share with an Internal User 1. Click Home Link
2. Select the file or folder you wish to share.
3. On the menu bar, select the Share button (Fig. 9A.)
4. In the Choose Users window, click into the blank text box and begin typing the name of the user you want to share with
(Fig. 9B.) A list of possible matches will appear which you may select from.
5. Select the correct name from the Choose Users list.
6. Click Next.
7. In the Verify Permissions window, select the level of permissions you wish to grant (Fig. 9C.) Select the
permissions level you wish to grant.
8. Select whether to apply the changed permissions to the selected file or folder only or its subfolders and content also.
9. (Optional) Click Next if you wish to send an email notification to the user about the access you granted (otherwise, skip and click Finish.)
10. (Optional) Select the checkbox Also send the email to me, if you desire a copy of the email notification (Fig. 9D.) 11. Click Finish.
Share with an External User via WFS "Ticket"
1. Click Home Link.
2. Select the file or folder you wish to share.
3. On the menu bar, select the Share button.
4. In the Choose Users window, click into the blank text box and type the email address of the external user you want to share with.
Note: Sharing activities involving external users are automatically
assigned a temporary access "ticket"
which will expire 30 days after access was granted.
5. Select the permissions level you wish to grant. External users can be granted Viewer (Read-Only) or Contributor (Read, Write, and Delete) permissions.
6. (Optional) Click the Ticket Options drop-down list (Fig. 10A) to adjust the expiration date of the WFS Access Ticket, set it as "unlimited", or assign a password (Fig. 10B).
7. (Optional) Click Next if you wish to send an email notification to the user about the access you granted.
8. (Optional) Select the checkbox Also send the email to me, if you desire a copy of the email notification.
9. Click Finish.
Grant Basic Permissions (Viewer, Contributor)
1. Right-click the file or folder.
2. Select the Manage link, and then click the Permissions link (Fig. 11A.) 3. Click Add Users /Groups.
4. Click in blank text box and type in the last name of the person you want to give access to.
5. Click the Viewer or Contributor radio button.
Grant Advanced Permissions (Administrator) 1. Follow steps 1-2 for Grant Basic
Permissions
2. Click the Advanced Permissions tab (Fig. 11B).
3. Click the checkbox next to the one or more of the following advanced permissions:
Administer
Inherit Read - cascades to selected folder's subfolders and contents
Inherit Write - cascades to selected folder's subfolders and contents
Inherit Delete - cascades to selected folder's subfolders and contents 4. Click Apply.
WFS DROP BOX
Brief Over view of a WFS Drop Box
What is a Dropbox?
A dropbox is a secure, shared folder in WFS, and is ideal for exchanging and managing sensitive data (Fig. 12.)
Types of Dropbox Users
Administrator - a user who has either created the dropbox, or has been added as an administrator.
Administrators have access to:
- Open a dropbox / determine the date when documents can be submitted (if not specified, documents can be submitted immediately.)
- Set a final submission date (last day a document can be submitted)
- Close a dropbox / set a dropbox close date (the day submitters can no longer access the dropbox.) View, modify and delete any content located within the
dropbox.
Submitter - a user who has been added to the dropbox by its administrator.
Submitters have access to:
- Add any content from their local computer or WFS account, however cannot edit or remove it once it is submitted.
- View any content they have added to the dropbox.
Note: There may be multiple submitters for each dropbox; however, submitters will only see their own files unless granted additional access by the dropbox administrator.
Create a Dropbox
1. On the menu bar, click the Home link.
2. On the toolbar, click the New Dropbox button.
3. Provide a Title for the dropbox (Fig.
13A.)
4. (Optional) Provide a Description. This will explain the purpose of the dropbox.
5. (Optional) Set an Auto Open Date and Time.
6. (Optional) Set an Auto Close Date and Time.
Note: With no Auto Open Date, the dropbox will accept files immediately.
With no Auto Close Date, the dropbox will accept files until you specify a close date or close the dropbox.
The time zone defaults to the
administrator’s time zone as set in his or her user settings.
7. Click Next.
8. Click into the blank Find User or Group text box to type the name of a submitter you wish to add (Fig 13B.)
9. Click the Find button to locate users and groups to whom you wish to add access.
Several names may be listed.
10. Select the appropriate user or group’s name. The name must be selected to be added successfully.
Fig.13A
Fig. 13B
11. Click the Add User/Group button.
12. You will see the name listed below in the User column. You may click on Add User/Group again to add another user or group (Fig 13C.)
13. Once you have completed adding submitters, click the Finish button.
Submitters will automatically have rights to view content they submit.
14. Click the Launch button in the
confirmation screen to launch the new dropbox (Fig 13D.)
Access a Dropbox
1. Navigate to the dropbox, either by using a supplied link (emailed to you) or through the document manager screen using your bookmark (Fig. 14.) 2. Double-click on it to launch it.
When you launch the dropbox, a second window will open in your browser. To return to your WFS, close the dropbox window.
How to Send an Email To Give Access To A Dropbox
1. Double Click dropbox to open 2. Click manage button. Select
either Administrator or Submitter 3. Click Add/User group to add
new user. Click into the blank Find User or Group text box to type the name of the submitter you wish to add.
4. Click the Find button to locate users and groups to whom you wish to add access. Several names may be listed.
5. Select the appropriate user or group’s name. The name must be selected to be added
Fig. 13C
Fig. 13D
Fig. 14
Fig. 15
successfully. Click Exit
6. Click Email. Select user to send dropbox to. Click Next. Click Send.
Access a Dropbox Via an Emailed Link 1. The user is to search for an email with
the subject "[Sender] has shared a resource with you." in their desktop email client.
2. Open the email and click on the dropbox link that is embedded in the email (Fig.
15.)
3. A login screen will appear. Enter your GC username and password.
Upload Files to a Dropbox
1. Navigate to the dropbox, either by using a supplied link (emailed to you by the dropbox administrator) or through the document manager screen using your bookmark. Right Click and select Advance > Open.
2. Click the Upload button from the tool bar (Fig. 16.)
3. Click the Browse button to locate a file;
click the Add File button to browse for additional files you wish to upload. If you are using the advanced upload screen, you may drag and drop files and folders directly from your local computer to the upload screen
4. Click the Start Upload (Fig. 16A) button.
5. Click Next.
6. Confirmation that your document was successfully uploaded will display on the screen (Fig. 16B.) Click Next to add a description for the file.
7. Click Finish after entering the description (or if you do not wish to provide a description for the file). You will see the new file(s) in the dropbox.
Fig. 16
Copy Files into a Dropbox from your WFS Account. This is from the submitters view.
This view is different from the
Administrator’s. Upon login to dropbox, submitter has option to upload or copy files into the dropbox. So, Administrator has to give the submitter at least write privilege.
Navigate to the dropbox, either by using a supplied link (emailed to you by the dropbox administrator) or through the document manager screen using your bookmark.
1. Click the Copy Files Now button (Fig.
17A.)
2. (Optional) Enter a description for the file.
3. Type in the full path of the file or folder you wish to copy to the dropbox. If you are not certain of the location, use the arrow icon next to the File/Folder drop- down list (Fig. 17B) to navigate to the file or folder you wish to copy to the
dropbox.
4. Click the OK button. You will see the new file(s) in the dropbox.
Missing Files in a Dropbox
If a submitted file does not appear listed, it may have been moved by the dropbox administrator to a location to which you do not have access.
Closed Dropbox
A dropbox may be closed at any time by the dropbox administrator, after which no content can be submitted. A closed dropbox will display as "closed" and none of your content will be listed.
Launch a Dropbox's Admin Screen 1. Click the Home link.
2. Double-click the dropbox link (e.g.
Audiology Dropbox.xapp. (Fig. 18.)
Fig. 18
Grant a Submitter Access to the Dropbox 1. Launch the dropbox.
2. Click the Manage button, and then click the Submitters link.
3. Click the Add User/Group button (Fig.
19A.) Click into the blank Find User or Group textbox and type the name of the submitter you wish to add (Fig. 19B.) 4. Click the Find button, then select the
correct name and click OK.
Important: Use the dropbox wizard or dropbox Manage pages only, to
correctly grant access, not the Share or Permissions pages used for sharing files and folders.
Note: If you accidentally assign permissions via the Share and Permission pages, open and save the dropbox to reset the permissions correctly.
Send a Submitter a Link to the Dropbox via Email
Method 1: Use the Dropbox Email button 1. Launch the dropbox.
2. Click the Email button (Fig. 20A.) 3. Select the recipients" names from the
list of submitters.
4. Click Next, and then click Send.
Method 2: Copy a Dropbox URL Link:
1. In the Document Manager, select the dropbox.xapp file.
2. Right-click the file, then click the Copy Full URL link (Fig. 20B.) The URL link will display (Fig. 20C.) You may copy
Fig. 19A
Fig. 19B
Fig. 20A
Fig. 20B
Fig. 20C
Fig. 20D
and paste this link into an email or into your browser's address bar.
Note: The recipient must be a submitter or administrator of the dropbox to be able to access the dropbox.
You may also go to the Dropbox Manage screen and click the Details link, and then select and copy the dropbox URL link (Fig. 20D.) Other Administrative Options
Filter- List files based on a file’s submitter, submission date or submission time.
Refresh- Clear search results; display new submissions.
Move- Move submitted files to another location.
Delete - Delete submitted files.
Close a Dropbox to Submissions 1. Launch the dropbox.
2. Click the Manage button, and then click the Details link.
3. Click the Close Submissions button (Fig. 21), and then click Apply.
Add Tags
1. To create keywords or "tags" by which you can search for files or folders, click the Home link.
2. Select the file(s)/ folder(s) you wish to tag.
3. Right-click and select the Tag link.
4. Type in a keyword that is relevant to the file or folder, or enter several keywords, divided by spaces. (An unlimited number of tags can be added, and tags can be any length.) (22A)
5. Click the Add button (Fig. 22B), and then click Ok.
Note: Read and write permissions are required.
Tags cannot be modified, once created.
Fig. 21
Fig. 22A
Fig. 22B
Folder tags do not apply to contents or subfolders.
Columns in the Document Manager screen can be set to display the tags of files or folders.
Delete a Tag
1. Select the file/folder associated with the tag you wish to delete.
2. Right-click and select Tag(Fig 23A.) 3. Click the delete icon next to the tag
you wish to delete (Fig. 23B), and then click Ok.
Search for a Tag to Find a File or Folder 1. Click the Search box expand button.
2. Click the Add More Search Criteria expand button.
3. Select Tags from the Select Property drop-down list (Fig. 24.)
4. Click the Add button.
5. Click in the Tags contain all of the following box, and then type in the tag you wish to search for. Click the Search button.
Last Updated August 18, 2015
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