Ovodocs Help Walkthrough  

Ovodocs is a simple application and can be explained very easily. Follow this simple walkthrough, and you will understand how to use ovodocs, and what it is about a little better.

There are several sections to using ovodocs.


Creating an account.
Using the document management
How my documents work
How a dropbox works
Managing users
Security
Adding a WebFolder



Creating an Account

To get your ovodocs started you have to create an account.
You can do that here.

The account you create will become the admin account.
An email will be sent to your email address you supply, giving you login details and the url of your new ovodocs.

Once you are at your ovodocs, enter your username and password at your login screen. Figure1.


Figure1
.

After you have logged in, you will see the document management module.
As you are the admin, you will also have access to the admin and themes tab.




The first thing will we do, is learn how to use the document management. 



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Using the document management

If you have had experience using windows explorer you will find this document management very easy to use. To Add, remove, rename or modify properties of a file or folder, you use the right click mouse button.

Right clicking a folder will give all the options available for that folder.
Right clicking a file will give all the options available for that file.



As the administrator you get access to the complete document management tree. The complete document management tree includes "all files" and "my documents"

A customer, on the other hand, will only get access to "my documents".
A customer does not get access to "all Files"

If a customer does not get access to all files, how do you transfer files between yourself and the customer?


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How my documents work.

When you add a customer, you will find there are two types you can add.

A customer that has a drop box and "my documents" or a customer with "drop box " only.

This will explain how "my documents " work.

"My documents" works much the same way as your computer, if you are running windows. As a user you have access to "my documents", this is your personal document repository. If you are a customer that has a "my documents " this is all you get access to, not so for the administrator though.

As the administrator you get access to everyones "my documents". If a file is uploaded to a users "my documents " the administrator will be able to see this file, download it, delete it or do whatever need be.

This is how customers have the ability to upload files.

How can I get access to the customers uploaded files?

This is shown in the diagram below.

If you, as the administrator, upload documents to this directory, a customer will be able to access them through their document management when they login.

You may not want a customer to have a "my documents". In this case when you add a customer make sure they have a profile of "dopbox only ". This will ensure all they have is a dropbox.


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How a drop box works

A drop box is a module that allows a customer to upload a file. They will not see the file once they upload it, they will not be able to manage the file after they upload it, they can only upload a file. The administrator cannot transfer a file to a customer through a dropbox, it is only used for file uploading.

When a customer uploads a file through the dropbox it will appear here within the document management system(diagram below).

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Managing Users

To add a user to the system, click the admin tab within the navigation bar, this will load the admin page.

The admin page lists all the users currently in the system. Ovodocs has added some users by default, so you get the idea easier. On this screen you can add a new user, delete a user, edit a user or view the audit activity (this will show who has been logging into the system).




There are three types of users you can add to the system.

An Administrator -  this will create an account with the same settings as the one that manages the site.

A staff member - they will get access to all the files, you can limit their security permissions.

A Customer with dropbox only . - they will only have the ability to upload files to a dropbox.

A customer with dropbox and document management - they will have the ability to upload files to a dropbox, as well as manage files within their own "my documents".

A general login activity audit can be accessed by clicking View Login Audit Log

Click Add User to add a user.

Fill in all the normal details like username and password. The important fields are explained below.



Finish adding the user, click save and you are done. The user will now be able to login to the system using the username and password you just created.

Once you have added a user, you can audit their activity within the system. The audit displays when the user has logged in, which folders or files they have created or modified, and the date this was done.

To audit a users activity you simply click on the user within the admin tab. At the top right of the users details, will be a link to View Audit Log, Click this.

We have dealt with adding customers and how to manage a customer, but what about adding staff members.

I want a staff member to get access to files, but not all files, how is this done?

This is done through security.


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Setting security.

Security allows the administrator to set permissions for read, write or administrative functionality over files or folders.

How do I do this?

Earlier you were shown that to manage files within the document management system you could right click a file or folder, displaying the actions available. One of these actions is properties, this is where you can set security fro files or folders.

If you right click a folder and go to properties, a dialogue will pop up. The dialogue will have three tabs, General, Security and Audit.

Go to Security.

This will display the security panel, explained below.




After you have added a "security permission" make sure you click apply before you close the security module.


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Adding a webfolder.

What are webfolders?

Webfolders allow you to link the virtual file repository to your local file system.

This enables you to interact with the files as though the files are on your local hard drive, changes in the webfolder are automatically replicated on the server.

Linking the webfolder.

Right click on the folder you wish to link as a webfolder. You can link to the root of the repository by right clicking "All Files", alternatively, you can link directly to a sub folder by doing the same , right clicking.

A menu will appear when you right click, select Properties.

Figure 1



This loads the properties window.

At the bottom of the window you will see an area called web folders. This contains a url. The url  is what you will need to link to create a web folder for your virtual document repository.

Copy this url, shown below.

Figure 2.

Now you have to create the web folder on your machine.

To do this open your windows explorer.

Right click on "My Computer".

Select "Map Network Drive" , as shown below.

Figure 3.

A Map Network Window will open.

Select "Create a shortcut to a Web Folder or FTP site", as shown below.

Figure 4.



A new window will appear. Ths is where you will paste the url you copied from figure 2. as shown below.

Figure 5

Click Next.

A window will popup asking for your username and password.

Your username at this point is not just your username.

Your username is websitepath.username.

For example, my office url is https://www.ovouite.com/demowebfolders.

demowebfolders is the path.

So my username is demowebfolders.Greg123 , of course Greg123 represents my username, you would use your username.

Password is simply your password.

This is shown below.

Figure 6.

Once you have entered the correct details, you have now created your own web folders that links directly to the virtual document repository.

*Note - depending on your windows version, you may have to enter the username and password twice.

Once you have setup your webfolders, you can now drag and drop, add, remove and modify files as though they were on your hard drive.




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