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Web Users Guide

July 2015

Copyright 2015Accellion,Inc.Allrightsreserved.
Theseproducts,documents,andmaterialsareprotectedbycopyrightlawanddistributedunderlicenses
restrictinguse,copying,distribution,anddecompilation.
Accellion,theAccellionlogo,andkiteworksareregisteredtrademarksofAccellion,Inc.kiteworksisa
trademarkofAccellion.Allothertrademarksarepropertiesoftheirrespectiveowners.

CorporateHeadquarters

ContactUs

Accellion
1804EmbarcaderoRoad,Suite200
PaloAlto,CA94303,USA

p.1.650.485.4300|f.1.650.485.4308
www.accellion.com

Table of Contents

Preface ..........................................................................................................................................

vii

Welcome ......................................................................................................................................
Audience ......................................................................................................................................
WhatsNew..................................................................................................................................
kiteworksUpdate3:July2015 ...............................................................................................
kiteworksUpdate2:May2015 .............................................................................................
kiteworksUpdate1:April2015.............................................................................................

vii
vii
vii
vii
viii
viii

Using kiteworks ........................................................................................................................

Whatiskiteworks?......................................................................................................................... 9
SupportedBrowsers ................................................................................................................. 9
SignIn........................................................................................................................................... 10
TwoFactorAuthentication .................................................................................................... 11
GetOriented:AGuidedTour ....................................................................................................... 12
TheNavigationPane:GettingAroundinkiteworks ............................................................... 13
WhereYouWork .................................................................................................................... 14
DetailView:ExploreYourFilesandFolders ......................................................................14
ListView:ManageYourFilesandFolders .........................................................................15
RecentActivitiesView:TrackYourWork ............................................................................... 17
GoMobile............................................................................................................................... 18
Collaborate................................................................................................................................... 19
FolderManagementandActions................................................................................................. 20
CreateaNewFolder............................................................................................................... 21
ShareAccesstoaFolder......................................................................................................... 22
Roles ..................................................................................................................................23
ChangeUserRoles .............................................................................................................25
DeleteaUser .....................................................................................................................26
ManageYourStorageQuota .................................................................................................. 27
SendanEmailtotheUsersofaFolder .................................................................................. 27
FolderActions......................................................................................................................... 29
EditFolderProperties........................................................................................................29
ManageNotifications ........................................................................................................30
DownloadanEntireFolder ................................................................................................31

kiteworks Web Users Guide

Page iii

Troubleshooting...........................................................................................................32
UseZipFilesforEasyTransferofMultipleFiles ..........................................................32
DeleteaFolder ..................................................................................................................33
RecentActivities ..................................................................................................................... 33
MakeaFolderaFavorite........................................................................................................ 34
AccessEnterpriseContentSources(LicenseEnabled)........................................................... 34
AddaNewEnterpriseContentSourcetokiteworks .........................................................36
SharePointandSharePointOnline...............................................................................37
FileShare(CIFS/SMB/DFS)...........................................................................................37
Documentum ...............................................................................................................38
OpenTextContentServer ............................................................................................39
eDOCS ..........................................................................................................................39
Dropbox .......................................................................................................................40
MicrosoftOneDrive ..................................................................................................... 40
RemoveanEnterpriseContentSourcefromkiteworks ....................................................42
FileManagementandActions ..................................................................................................... 42
AddorUploadFiles ................................................................................................................ 43
UploadtoFolder................................................................................................................43
UploadFile(s)viaApplet....................................................................................................44
Troubleshooting...........................................................................................................45
DragandDropintokiteworks............................................................................................46
DragandDropbetweenFolders..................................................................................47
UploadtotheMoveTray...................................................................................................48
Download ............................................................................................................................... 48
OnlineViewer ....................................................................................................................49
DownloadFile(s)viaApplet.................................................................................................... 51
Troubleshooting ................................................................................................................52
PushFile ................................................................................................................................. 52
Lock/Unlock............................................................................................................................ 53
DeleteandRecoveraDeletedFile ......................................................................................... 54
DeleteaFile .......................................................................................................................54
RecoveraDeletedorExpiredFile......................................................................................54
DetailView...................................................................................................................55
ListView.......................................................................................................................56
DeleteaFilePermanently .................................................................................................56
DetailView...................................................................................................................57
ListView.......................................................................................................................58
ViewandChangeVersions ..................................................................................................... 58
DownloadVersion .............................................................................................................60
MakeCurrent.....................................................................................................................60
DeleteVersion ...................................................................................................................60
AddNewVersion ...............................................................................................................61
TheMoveTray........................................................................................................................ 61
MoveTrayActions:CopyandMove..................................................................................61
UploadFilesDirectlytotheMoveTray .............................................................................63
UsetheMoveTraytoCollaboratewithOutsideUsersonEnterpriseContentFiles.........63
ChangeFileExpirationDate ................................................................................................... 65
Mail......................................................................................................................................... 66
Whenyousendorreceiveafile,sendafilepreview,orsaveanemaildraft,thatactivity

Page iv

kiteworks Web Users Guide

appearsinthefolderusingthedetailviewand..........................................................66
EmailaFile.........................................................................................................................67
EmailaPreviewofaFile ....................................................................................................69
RequestaFile ....................................................................................................................72
AddTasksandComments ...................................................................................................... 77
Tasks ..................................................................................................................................77
AssignaTask ................................................................................................................ 78
ChangetheStatusofaTask.........................................................................................79
Comments .........................................................................................................................80
AddaComment ...........................................................................................................80
RespondtoaComment ...............................................................................................81
SearchFunctions .......................................................................................................................... 82
BasicSearch............................................................................................................................ 82
EnhancedSearch .................................................................................................................... 83
SearchFiltering ..................................................................................................................85
EditSettings ................................................................................................................................. 86
AccountInfo ........................................................................................................................... 87
DisplayName.....................................................................................................................87
ProfilePicture ....................................................................................................................87
Password ...........................................................................................................................88
Preferences ............................................................................................................................ 88
Language............................................................................................................................89
TimeZone ..........................................................................................................................89
MessageSignature ............................................................................................................89
ContactsandGroups .............................................................................................................. 89
ManageContacts...............................................................................................................90
AddaContact ..............................................................................................................90
EditaContact...............................................................................................................91
DeleteaContact ..........................................................................................................91
AddaGroup.................................................................................................................91
EditaGroup .................................................................................................................93
SFTPKeys................................................................................................................................ 94
GenerateSFTP ...................................................................................................................94
AddSFTP ............................................................................................................................95
DeleteSFTP........................................................................................................................95

kiteworks Resources ............................................................................................................

97

Appendix A: Icons and Symbols .................................................................................

99

Appendix B: EC Compatibility ....................................................................................

105

kiteworks Web Users Guide

Page v

Page vi

kiteworks Web Users Guide

1Preface

Welcome
AtAccellion,enterprisesecurityisourprimaryfocus.Secondisourcommitmenttobusinessmobility.
Whetheryouaresharingfileswithinyourorganization,orcollaboratingwithmultipleteamsacrossthe
globe,wearecommittedtoprovidingyouwiththedefinitiveplatformforworkingwithcontentsecurely.
Welcometokiteworks.
Thekiteworkssolutiongivesyoupowerfulandsecureaccesstocontentwhereveryouare,soyoucan
sharewithconfidence.Withkiteworks,youcanworkseamlesslyfromwebbrowser,todesktop,totablet
andsmartphoneandyouarealwaysconnectedtoyourfiles.

Audience
ThisdocumentationisintendedforusersofthekiteworkssolutionbyAccellion.

WhatsNew
Eachreleaseofthedocumentationtrackswiththecurrentversionofthesoftware.

kiteworksUpdate3:July2015

Youcannowdraganddropfilesdirectlybetweenkiteworksfolders

Newmailview.

FolderUploadisnowlistedintheActivityStream.

Userscannowuploadanentirefolderstructureviawebapplet.

Folderscanbesentasazipfileforsharing.

Mobilesync/pushmakesafileavailableonalldevicesforofflineviewing.

AbilitytogenerateoraddSFTPkeypairs.

kiteworks Web Users Guide

Page vii

Preface
Whats New

kiteworksUpdate2:May2015

UpdatedtheUserInterfacewiththefollowingimprovements;refertoGetOriented:AGuidedTour:

Movedthemainbuttonstotheleftandaddedlabelsforeasiernavigation.

Lightenedthebackgroundforimprovedreadability.

TogglebuttontoswitchbetweenListviewandDetailviewforincreasedproductivity.

Addediconsnexttotheactionsinthedropdownmenusforeasierrecognition.

kiteworksUpdate1:April2015

Page viii

EnhancedtheRequestaFilefeaturetoallowfileswithinthefoldertobeviewabletoallusers.

AddedmailtotheEnhancedSearchfeature.

AddedtheabilitytoChangeFileExpirationDateofafile.

AddedOpenTexteDOCSDMtotheavailableECconnectors.

AdministrativeenhancementstothekiteworksWebUsersGuide.

kiteworks Web Users Guide

1Usingkiteworks

Whatiskiteworks?
kiteworksisasecurefilesharingsolutionfromAccellionthatenablesyoutosecurelyandeasilyaccess
andshareenterpriseinformationanytime,anywhere.Youcanaccessyourfilesandfoldersintheoffice
andonthego,andcanbesurethatyourfilesareuptodateandprotected.kiteworksgivesyoupowerful
andsecureaccesstocontentwhereveryouare,soyoucansharewithconfidence.
Theconceptsdiscussedherecanalsobeappliedtoyourmobiledevice.Formoreinformationaboutthe
mobileapp,GoMobile.

SupportedBrowsers
Thekiteworksinterfacesupportsthefollowingbrowsers:
Table 1. SupportedBrowsers
Browser

VersionandNotes

InternetExplorer

IE9.0andup
Note

Drag&DropandmultiplefileselectarenotsupportedinIE9becauseofthe
limitedHTML5supportinIE9.AccellionrecommendsusingIE10.0andup.

Firefox

Firefox26andup

Chrome

Chrome31andup

Safari

Safari5.1.10andup
Note

SomedefaultsettingsinSafarimayneedtobechangedfortheJavaappletto
functionproperly.RefertoTroubleshootingformoreinformation.

TheJavaappletsupportsJava6update31andup.

kiteworks Web Users Guide

Page 9

Using kiteworks
Sign In

SignIn
YoureceiveanemailasbelowfromyourAdministrator,indicatingthatyourkiteworksaccounthasbeen
created.ClickActivate,andyouaretakentothekiteworksURL,whereyoucansignin.

Thefollowingscreenappears.
Note

Bookmarkthispageforfuturereference;thisisyouraccesspointtokiteworks.

Addyourusername(youremailaddress)andpassword.Ifyouhaventloggedinbeforeandthisoptionis
available,clickIdonthaveanaccountyet.Youwillbepromptedtocreateapassword.
Ifyouhaveforgottenyourpassword,clickForgotpassword,andyourAdministratorwillprocessyour
request,usuallybysendingyouanewactivationlink.

Page 10

kiteworks Web Users Guide

Using kiteworks
Sign In

TwoFactorAuthentication
TwoFactorAuthentication(2FA)isalicenseenabledfeaturethatrequiresanadditionalsecuritystep
whenuserslogintokiteworks.2FAenhancestheregularauthenticationbyaddingapossessionfactor
(somethingtheuserhas,suchasatoken,SMSbasedphoneordevice,oremailconnection)witha
knowledgefactor(somethingtheuserknows,suchasapassword)intotheauthenticationprocess.

kiteworks Web Users Guide

Page 11

Using kiteworks
Get Oriented: A Guided Tour

GetOriented:AGuidedTour
Thekiteworkswebinterfaceismadeupofanavigationpaneattheleftofthescreenthatgovernsall
views,andadetailviewandlistview.

Detail View:

Folder Selected

Navigation Panel

Actions on files
or folders

File Selected

List View:
Actions on files
or folders
Folder and File
Selected

Page 12

TheNavigationPane:GettingAroundinkiteworks

WhereYouWork

RecentActivitiesView:TrackYourWork

kiteworks Web Users Guide

Using kiteworks
Get Oriented: A Guided Tour

TheNavigationPane:GettingAroundinkiteworks
Attheleftofthescreenisanavigationpanefromwhichyoucanperformhighlevelfunctionsandnavigate
throughyourviewsofkiteworks.

Theiconsaredescribedinthefollowingtable.
Table 2. TopMenuIcons
Button(selected)

Description

Notes

Allfiles

Listsallthefolderstowhichyouhaveaccess.Formoreinformation,refertoWhere
YouWork.

Sharedfolders

Filtersthelistoffolderstothoseyouhavesharedwithotherusersorfoldersthathave
beensharedwithyou.Theviewisidenticaltothedetailview,withunsharedfolders
filteredoutofthelist.Formoreinformation,refertoDetailView:ExploreYourFiles
andFoldersandShareAccesstoaFolder.

Favorites

Filtersthelistoffolderstothoseyouhavemarkedasafavorite.Theviewisidenticalto
thedetailview,butshowsonlythefoldersyouhavemarkedasfavorites.
Formoreinformation,refertoDetailView:ExploreYourFilesandFoldersandMakea
FolderaFavorite.

Recentactivities

JumpstotheActivityviewformanagingtasks,comments,andotheractivities.For
moreinformation,refertoRecentActivitiesView:TrackYourWork.

Mail

OpenstheEmailFileswindow.Formoreinformation,refertoEmailaFile.

Movetray

OpenstheMoveTraypanel.Formoreinformation,refertoTheMoveTray.

kiteworks Web Users Guide

Page 13

Using kiteworks
Get Oriented: A Guided Tour

WhereYouWork
Youhavetwooptionsofhowtobestperformtheactionsyouwishonyourfilesandfolders.Tocanseeand
performactionsoneachitemindividually,usethedetailview(DetailView:ExploreYourFilesandFolders).
Toseeandperformactionsonfoldersandfilesinthecontextofthefileandfolderstructureinkiteworks,
usethelistview(ListView:ManageYourFilesandFolders).

DetailView:ExploreYourFilesandFolders
Thedetailviewisyourdefaultview,accessedbyclickingtheviewicon.Thedetailviewshowsthe
foldersandfilestowhichyouhaveaccess,aswellasdetailsabouteachfileandfolder.

Folder Selected:
A
B

D
F

File
Fi
le S
Selected:
elec
el
ecte
ec
ted:
te
d:
H
G

Navigation Pane

Thespecificsectionsofthisscreenaredescribedinthefollowingtable.
Table 3. DetailView
Identifier

Description

Notes

Search,Help,Settings

UsethebannerbarforperformingSearchFunctions,accessingtheHelp,andhow
toEditSettingsforyouraccount.

Listview

Allowsyoutotoggletheviewtothelistview.RefertoListView:ManageYour
FilesandFolders.

Pathtofolderstructure

Showshowdeeplyintothefolderstructurethecurrentfolderresides.Youcan
clickeachleveltonavigatethroughthefilestructure.

Actions

Allowsyoutoperformactionsonselectedfilesandfolders,includinguploading
newfiles,addingnewfolders,requestingfiles,andotheractionsspecifictothe
selectedfileorfolder.

Contentsofselectedfolder

Showsallcontentsofthecurrentfolder.

Folderdetails

Showsinformationabouttheselectedfolder,includingyourroleinthatfolder.
Formoreinformationaboutthefolder,clicktheexpandbutton(
).

Page 14

kiteworks Web Users Guide

Using kiteworks
Get Oriented: A Guided Tour

Table 3. DetailView
Identifier

Description

Notes

Activitiesrelatedtothefolder Includesinformationaboutinvitations,fileuploads,locked/unlockedfiles,etc.

Thumbnailofthefile

Showsathumbnailofsupportedfiletypes.Toviewthefilewithoutdownloading
thefile,clicktheeyebutton(
).

Filecollaborationbuttons

ShowsyouTasks,Comments,andVersionsrelatingtotheselectedfile.

ListView:ManageYourFilesandFolders
Thelistview,accessedbyclickingtheViewbutton,showsyouinformationabouthowtomanage
yourfilesandfolderswithinanavigationalstructure.

Folder Selected
A
B

D
G
F

Actions on selected
files or folders

File
Selected

I
J

File and Folder


Selected

kiteworks Web Users Guide

Page 15

Using kiteworks
Get Oriented: A Guided Tour

Thespecificsectionsofthisscreenaredescribedinthefollowingtable.
Table 4. ListView
Identifier

Description

Notes

Search,Help,Settings

UsethebannerbarforperformingSearchFunctions,accessingtheHelp,andhow
toEditSettingsforyouraccount.

DetailView

AllowsyoutotoggletheviewtotheDetailview.RefertoDetailView:Explore
YourFilesandFolders.

Pathtofolderstructure

Showshowdeeplyintothefolderstructurethecurrentfolderresides.Youcan
clickeachleveltonavigatethroughthefilestructure.

Actions

Allowsyoutoperformactionsonselectedfilesandfolders,includinguploading
newfiles,addingnewfolders,requestingfiles,andotheractionsspecifictothe
selectedfileorfolder.

Contentsofselectedfolder

Showsallfoldersandsourcesinthesystem.Clickthetrianglestoexpandor
collapsethefolders.

Listoffiles/folders

Liststhecontentsofthecurrentfolder.Toselectthefileorfolder,clickthebox
nexttothefileorfolder.Toselectallitemsinthefolder,clicktheboxinthe
header.

Search

AllowsyoutoperformanBasicSearchofthecontentsoffiles,folders,andemails
sent/received.

Selecteditem(s)header

Showsyouwhatiscurrentlyselectedinthefolder,andshortcutstotheactions
youcanperformonthoseitems.

Filter

Allowsyoutofilterthefoldertoshow:

Page 16

Actionshortcuticons

Allitems

Thosemanagedbyyou

Thoseyouhavemarkedasafavorite

Thoseyouhavedeleted

Showsyoushortcutstothoseactionsyoucanperformontheitemsinthefolder,
includingmanagingwhohasaccesstothefolder,emailingthefile,andothers.

kiteworks Web Users Guide

Using kiteworks
Get Oriented: A Guided Tour

RecentActivitiesView:TrackYourWork
Toseethestatusoftasksandotheractivitiesinkiteworks,intheleftNavigationpane,click
RecentActivities.Itisherethatyoumonitornewfilessenttoorsharedwithyou,viewall
activities,managetasks,andviewcomments.
A
G

E
C

Theiconsaredescribedinthefollowingtable.
Table 5. ActivityView
Identifier

Description

Notes

Search,Help,
Settings

ThetopnavigationbarhasentriesforperformingSearchFunctions,accessing
theHelp,andhowtoEditSettingsforyouraccount.

Date

Showstodaysdate,orthedateyouhaveselectedusingtheDateRangepicker.

Activities

Includesrecentactivities,upcomingtasks,tasksduetoday,commentsyouhave
made,andemailssentorreceivedontodaysdateorthedatethatyouhave
selected.

ActivityToggle

Togglesbetweenallactivityandyouractivities.

ActivityFilter

Filtersactivityshownontheactivitylist.

ActivityList

Includescomments,tasks,statusoftasks,ahistoryofuploads,downloads,file
andfoldermanagementactivities,peoplemanagementactivities,andother
informationpertainingtoyourfilesinkiteworks.

Quotaused

Ifyouhavealimittotheamountofstorageyoucanuse,yourusageisshown
here.

kiteworks Web Users Guide

Page 17

Using kiteworks
Get Oriented: A Guided Tour

GoMobile
ThekiteworksMobileAppgivesyouaccesstoallofyourfilesfromyourmobiledevice.Thedevices
supportedbykiteworksincludephonesandtabletsforiOSandAndroid.
Togetstarted,downloadthemobileappfromtheiTunesorAndroidstores.Thelinktodownloadtheapp
isintheHelpscreenonkiteworks:

Shouldyourdevicebecomelost,stolen,orsomehowcompromised,yourkiteworksAdministratorcan
remotelywipeyourdeviceofallfilesaccessedviathekiteworksMobileApp.ContactyourAdministrator
immediatelyifyourdeviceisnolongersecure.
ForspecificdetailsaboutAccellionsmobileofferings,refertothekiteworksMobileUsersGuideor
contactyourkiteworksAdministrator.

Page 18

kiteworks Web Users Guide

Using kiteworks
Collaborate

Collaborate
Youcancollaboratewithothersinfourdistinctways:
1

FolderManagementandActions
Sharingfoldersenablesyoutocollaborateandsharefileswithgroupsofpeopleinsideandoutsideof
yourorganization.Theprocessinvolvescreatingafolder,addingfilestothatfolder,andthenadding
peopletothefolder,givingthemaccess.Theextentoftheiraccessisdeterminedbyyou,thecreator
andmanager.Permissions,orRoles,thatyouassigntootherscanrangefrombeingmanagersof
thosefiles(withtheabilitytoaddusers,upload,download,lock,edit,anddeletefiles),toonlyhaving
theabilitytoviewthefilesthatexistinthatfolder.
Youcanperformthefollowingactionsonfolders:

CreateaNewFolder

ShareAccesstoaFolder

EditFolderProperties

ManageNotifications

DownloadanEntireFolder

AddorUploadFilestoafolder

DeleteaFolder

FileManagementandActions
WhentherecipientreceivestheMail,she/heclicksthelinkanddownloadsthatfiletohisorherown
systemfromkiteworks.
Youcanperformthefollowingactionsonfiles:

EmailaFileorEmailaPreviewofaFile

AddorUploadFiles

DownloadorDownloadFile(s)viaApplet

Lock/Unlock

DeleteandRecoveraDeletedFile

ViewandChangeVersions

AddtoTheMoveTray

AddTasksandComments
Thosepeoplewhohaveaccesstoasharedfolderinkiteworkscanaddacommenttoindividualfiles.
Owners,Managers,andCollaboratorscanalsoassigntaskstootherusersinthefolder.Thesetasksare
trackedontheActivitiesViewandontheactivitieslistedunderneaththefile.

Accessenterprisecontentsources(LicenseEnabled)
WiththeEnterpriseConnectfeatureenabled,kiteworksprovidesaccesstoremotefilesharesand
cloudstoragesolutionssuchasSharePoint,CIFS,Box,GoogleDrive,andothers.Accesstoenterprise
contentsourcesismanagedbyyourkiteworksAdministrator.

kiteworks Web Users Guide

Page 19

Using kiteworks
Folder Management and Actions

FolderManagementandActions
Foldersenableuserstocollaborateandeasilysharethefileswithinthefolder.Notethatwhat
youreallowedtododependsonwhatroleyouhaveinthatfolder.SeeRolesformore
information.
Whenyounavigatetoafolderusingthedetailview,thefollowinginformationappears.

Folderinformationincludesthefollowingdetails:
Table 6. FolderDetailsInformation
DetailHeader

DescriptionandNotes

LastModified

Thedatethelastactivityoccurredwithinthefolder.

Created

Thedatethefolderwascreated.

By

Theusernameofthepersonwhocreatedthefolder.

Permissions

Yourroleinthefolder.Formoreinformation,refertoRoles.

Location

Thefolderstructureinwhichthefolderresides(breadcrumbtothecurrentfolder).Also
indicateswhetherthefolderwaspreviouslyownedbyanotheruser(refertoRoles).

Link

Thelinktothefolder.Youcancopythislinkandsendittootherusersofthefolder,andthose
userswillbeabletofollowthelinktothefolder.
Ifauserhasn'tbeenexplicitlyaddedtoafolder,theuserwontbeabletoaccessthefolderusing
thesharedlink.

Deleted

Thenumberoffilesandfoldersthathavebeendeletedinthefolder,andthesizeofthosedeleted
folders.

Ifyouclicktheexpandiconinthelowerrightcorner(

Page 20

),thefollowinginformationappears:

Expiration

Thedatethatthefolderexpiresandwillbedeleted.

AllowSync

Whetherthefolderallowssync;formoreinformation,refertothekiteworksDesktopClientUsers
GuideorcontactyourAdministrator.

Quota

Yourtotalquotaavailabletoyouinyourkiteworkssystem.Tochangethisquota,contactyour
Administrator.

kiteworks Web Users Guide

Using kiteworks
Folder Management and Actions

CreateaNewFolder
Toaddafolder,performthefollowingsteps.

Inkiteworks,navigatetowhereyouwouldlikethenewfoldertoexist.

Intheupperrightcornerofthescreen,clickNew(
windowappears.

Namethefolderandaddadescription.

Setafolderexpirationdateanddeterminewhethersyncwillbepermitted.Thedefaultistonotallow
sync.

Note

)andselectCreatefolder.TheNewfolder

Theseoptionsareonlyavailableforrootfolders;i.e.,foldersthatexistinthekiteworksFiles
folder,notanestedfolderwithinkiteworksFiles.Nestedfoldersinheritthesettingoftheroot
folder.(Formoreinformationaboutsync,refertothekiteworksDesktopClientInstallationand
UsersGuide,locatedinthehelpbuttononkiteworks).

Setanexpirationdateforthefilesinthefolder.Tosetnoexpiration,leavetheFileexpirationfield
blank.

ClickSave.Thefolderisnowcreated.

kiteworks Web Users Guide

Page 21

Using kiteworks
Folder Management and Actions

ShareAccesstoaFolder
Toinviteotherstocollaborateonthefilesinaparticularfolder,performthefollowingsteps.

Navigatetothefolderthatyouwouldliketoshare.

Intheupperrightcornerofthescreen,clickActionsandselectManagePeople.TheManage people
windowappears,listingalloftheuserswhohaveaccesstothefolder.

ClickAddnewuser.TheAddnewfieldappearsatthetopofthewindow.

Typeintheemailaddress(es)ofthepersonorpeoplewithwhomyouwouldliketoshare.Ifyouadd
morethanoneuser,separateeachaddresswithacomma.

Usingthedropdownlist,selecttheroleyouwouldliketheuser(s)tohaveinthecollaboration.(For
moreinformationaboutroles,refertoRoles.)

Note

Page 22

Ifyouwouldlikedifferentuserstohavedifferentroles,youmustaddthemseparately.

Checktoindicatewhetherthatnewusershouldbenotifiedviaautomaticemailthats/hehasbeen
addedtothefolder.

ClickAdd.Aconfirmationmessageappearsatthetopofthewindow.

Click

toclosethewindow.

kiteworks Web Users Guide

Using kiteworks
Folder Management and Actions

Roles
Rolesareassignedbythemanagerofaspecificsharedfolder;yourroledetermineswhatfunctionsyou
areallowedtoperforminthatsharedfolder.
Theavailablerolesthatcanbeassignedtousersinafolderare:
Viewer
TheonlyactiontheusercanperformistoviewthefilesinafolderviatheAccellioninterface.
Viewerscannotdownloadafiletotheirdeviceordesktop,theycanonlyviewfilesusingthe
OnlineViewer.
Downloader
Usedforsomeonewhoneedstobeabletodownloadandviewthefilesinafolder,butnotupload
newversions,uploadnewfiles,orassigntaskstootherswithaccesstothatfolder.
Collaborator
Usedforsomeonewhoneedsfullaccesstothefilesinafolder,butdoesnotneedtomanageother
usersaccesstothefolder.
Manager
Thesecondhighestlevelofcontrolofafolder;generallyassignedtosomeonewhoneedsfull
accesstoallfileswithinafolderandtocontrolothersaccesstoafolder.
Owner
Thehighestlevelofcontrolofafolder;assignedbydefaulttothepersonwhocreatesafolder.Any
contentintheOwnersfoldercountsagainsthisquota.
Note

Theroleslistedbelowareexamplesonly.Adjusttherolesbasedonyourparticular
organizationsneeds.

Table 7. ExamplesandUseCasesofEachRole
UseCase

Viewer

Downloader

Collaborator

Manager

Owner

Legal

Defendingcounsel

Theclient
Admin.assistant

Paralegals
Legalteam

Cocounseltothe
leadlawyer

Leadlawyer

Research

Funding
organization

Undergrads
Admin.assistants

Researchassistants Professorsinvolved Researchlead


intheresearch
Gradstudents

Hightechbusiness

Temp.employees
Consultants

Planning/Logistics
Admin.assistants

Engineers
Marketers
TechWriters

VicePresident
TeamManagers
DeptManagers

ProjectManager

Medical

Patients
Approvedfamily
members

Nurses
Assistants
BillingDept

Specialists
Technicians

Primarycare
doctor
Leaddoctor

CaseManager
DeptHead

Government

Enlistedpersonnel
NGOs/Contractors
withlimited
securityclearance

Noncommissioned Lieutenants
officers
Ensigns
NGOs/Contractors
withfullsecurity
clearance

Lieutenant
Commander

Commander

kiteworks Web Users Guide

Page 23

Using kiteworks
Folder Management and Actions

Thefollowingtablelistsdetailsaboutthespecificrolesandduties/responsibilitiesofeachrole.

Permission
Control

Viewer

Downloader

Collaborator

Manager

Owner

Table 8. UserRolesandAccessPrivileges

Viewfiles

Yes

Yes

Yes

Yes

Yes

Viewfileswithoutdownloadingthefiletoadesktopor
device.RefertoOnlineViewer.

Viewfile
expiration

Yes

Yes

Yes

Yes

Yes

Viewthedateafileexpires.RefertoChangeFile
ExpirationDate.

ViewActivities

Yes

Yes

Yes

Yes

Viewactivitiesforafileorfolder.RefertoRecent
ActivitiesView:TrackYourWork.

Download

Yes

Yes

Yes

Yes

Downloadafileorfoldertothedesktoportoamobile
device.RefertoDownload,DownloadanEntireFolder,or
DownloadFile(s)viaApplet.

Sendfile

Yes

Yes

Yes

Yes

Sendafiletoaninternaloroutsideentity.RefertoEmail
aFile.

AddComment

Yes

Yes

Yes

Yes

Addcommentstoafileorfolderandseecommentsmade
byothers.RefertoAddaComment.

Subscribefor
notifications

Yes

Yes

Yes

Yes

Requesttoreceiveanemailnotificationanytimean
actionisperformedonafolder.RefertoManage
Notifications.

Beassignedatask

Yes

Yes

Yes

Yes

UserswithViewerprivilegescannotbeassignedatask.
RefertoAddTasksandComments.

Sendmessage

Yes

Yes

Yes

Sendanemailtoallusersinafolder.RefertoSendan
EmailtotheUsersofaFolder.

Viewusers

Yes

Yes

Yes

Viewtheusersandtheirrolesinafolder.

Viewotherstasks

Yes

Yes

Yes

Viewtasksthathavebeenassignedtootherusers.Refer
toAddTasksandComments.

Assigntasks

Yes

Yes

Yes

Addatasktoafile,setaduedate,andassignthetasktoa
user.RefertoAddTasksandComments.

Upload

Yes

Yes

Yes

Uploadfilestoafolder.RefertoUploadtoFolder.

Edit

Yes

Yes

Yes

Editfilesusingtheintegratedmobileeditor.Refertothe
kiteworksMobileAppUsersGuideforyourparticular
device.

View/promote
versions

Yes

Yes

Yes

Accesspreviousversionsofthefileandpromotea
previousversiontobecomethelatestversion.Referto
ViewandChangeVersions.

Deleteversions

Yes

Yes

Yes

Deleteapreviousversionofthefilepermanently.Referto
ViewandChangeVersions.

Lock/unlock

Yes

Yes

Yes

Lockingafilemeansthefilecannotbeedited.Referto
Lock/Unlock.

Deletefiles

Yes

Yes

Yes

Deletedfilesremainonthesystemforasetnumberof
daysbeforebeingpermanentlydeleted.RefertoDelete
andRecoveraDeletedFile.

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Viewer

Downloader

Collaborator

Manager

Owner

Table 8. UserRolesandAccessPrivileges

Changefile
expirationdateor
status

Yes

Yes

Yes

Adjustthefileexpirationdateorwhetherthereisafile
expirationdate.RefertoChangeFileExpirationDate.

Deletefolders

Yes

Yes

Deletedfoldersremainonthesystemforasetnumberof
daysbeforebeingpermanentlydeleted.RefertoDelete
andRecoveraDeletedFile.

Manageusers

Yes

Yes

Addausertoafolderandsetthatusersrolewithinthe
folder;removeauserfromaccessingtoafolder.Referto
ShareAccesstoaFolder.

Createnested
folders

Yes

Yes

Createanestedfolderunderanexistingfolder.Referto
CreateaNewFolder.

Renamefolders

Yes

Yes

Renamethefolderoreditthefolderdescription.Referto
EditFolderProperties.

Permanently
delete

Yes

Yes

Permanentlyremoveanitemfromthesystemsothatit
maynotberestoredandsothatitnolongerusesstorage
quota.RefertoDeleteaFilePermanently.

Enable/disable
sync

Yes

Yes

Enableanddisablesyncforafolder.RefertoEditFolder
Properties.

Deleteothers
tasksor
comments

Yes

Yes

Removeoreditotheruserstasksorcomments.(The
commentortaskcreatorcanalwaysdeleteoredithis
owncommentsortasks.)Deletingacommentalso
deletesallrepliestothatcomment.RefertoAddTasks
andComments.

Haveuploaded
filescountagainst
yourquota

Yes

Whenyouaretheownerofafolderwhateverfilesor
foldersareuploadedtothatfolderbyanyoneelsecounts
againstyourpersonalquota,setbyyourAdministrator.
Formoreinformationaboutquotas,refertoManageYour
StorageQuota.

Permission
Control

Notes

ChangeUserRoles
Tochangetheroleofanexistinguserinafolder,performthefollowingsteps.
1

Navigatetothefolderthatyouwouldliketoshare.

Intheupperrightcornerofthescreen,clickActionsandselectManagePeople(
).The
Manage peoplewindowappears,listingalloftheuserswhohaveaccesstothefolder.

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Usingthedropdownmenu,selecttheusersnewrole.

Note

Iftherearenestedfolderswithintheselectedfolder,youarepromptedwhetheryouwould
liketochangetheusersnewroletoallnestedfolders.
Youmayonlybeabletopromotetheusertoahigherlevel.Todemoteauser,youmustgo
totherootfoldertowhichtheuserwasoriginallyassigned.

Aconfirmationmessageappearsatthetopofthewindow.Click

toclosethewindow.

DeleteaUser
Youcanonlydeleteauserfromafoldertowhichhewasoriginallyassigned;thatis,youcannotdeletea
userfromanestedfolderwhenhehasaccesstotheparentfolder.
1

Navigatetothefoldertowhichtheuserhasaccess.

Intheupperrightcornerofthescreen,clickActionsandselectManagePeople(
).The
Manage Peoplewindowappears,listingalloftheuserswhohaveaccesstothefolder.

Nexttotheusersname,clickthedeleteicon(
).(Iftheicondoesnotappear,navigateupone
levelinthefolderhierarchy,untiltheiconappears.)

Aconfirmationwindowappears,askingwhetherthedeletionappliestoallnestedfolders.Clickyour
preference.

Aconfirmationmessageappears.Theusernolongerhasaccesstothefolderanditscontents.

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ManageYourStorageQuota
YourAdministratorsetsyourstoragequota.Thisquotaappliestoallfoldersthatyouown,andallfilesthat
areuploadedtotheMoveTray(seeAddorUploadFiles).Havinganyotherroleinotherfoldersdoesnot
affectyourstoragequota.
Tomanageyourstoragequotamostefficiently,followthesebestpractices:

CleartheMoveTrayoffilesthatyouhaveuploaded(seeTheMoveTray).

Infoldersthatyouown,deleteunnecessaryfiles(refertoDeleteandRecoveraDeletedFile).

Permanentlydeletefilesorfoldersthatyouhavedeletedfromyourfolders(refertoDeleteaFile
Permanently).

Removeunnecessarypreviousversionsoffilesinafolder(seeViewandChangeVersions).

ContactyourkiteworksAdministratortoincreaseyourstoragequota.

SendanEmailtotheUsersofaFolder
Youmayneedtosendanemailtouserssharingafolder.Thisprocedureisnottoemailafileto
them,butsimplytocommunicatewiththemviaemail.
Tosendanemailtotheusersofafolder,performthefollowingsteps.
1

Navigatetothefolder.

Intheupperrightcornerofthescreen,clickActionsandselectSendmessage.TheSend message
windowappears.

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Fromthelistofuserslistedonthescreen,clickeitherTOorBCC.YoucanalsoclickTOorBCCatthe
topofthelist,selectingallusers.

TypeintheSubjectandBodyoftheemail.

Note

IfyouhavesetasignatureontheSettingspage(refertoMessageSignature),yoursignature
isappendedtoyouremail.

ClickSend.Youremailissenttotheselectedusersasbeingfromyou(yourlisteddisplayname).

Whentherecipient(s)clickSignIn,theyaretakentothefolderfromwhichyousentthemessage.

After signing in...

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kiteworks Web Users Guide

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Folder Management and Actions

FolderActions
Whenyouselectafolder,youcanperformthefollowingactionsonthatfolder:
Createfolder;seeCreateaNewFolder
Upload;seeAddorUploadFiles
Requestfiles;seeRequestaFile
Recentactivities;seeRecentActivities
Managepeople;seeShareAccesstoaFolder
Setasfavorite;seeMakeaFolderaFavorite
Sendmessage;seeSendanEmailtotheUsersofaFolder
Editproperties;seeEditFolderProperties
Managenotifications;seeManageNotifications
Downloadcurrentfolder;seeDownloadanEntireFolder(toenabletheapplet,
refertoMessageSignature)
Deletecurrentfolder;seeDeleteaFolder
Yourabilitytoperformthesefunctionsmaybelimitedbyyourroleinthatfolder.
Formoreinformation,refertoRoles.

EditFolderProperties
IfyouareanOwnerorManagerofafolder,youcaneditthefoldersproperties.Theseproperties
includethenameanddescriptionofthefolder,thefolderexpirationdate,andthefileexpiration
date.
Note

Ifthefolderisarootfolder,thatis,atthetopofthefolderhierarchyunderkiteworksFiles,
youcaneditthefolderexpirationdate.Otherwise,thisdatecannotbeedited.
Inrootfolders,youcanalsoeditwhetherthefoldercanbesyncedusingthekiteworks
DesktopClient.Formoreinformationaboutsyncing,refertothekiteworksDesktopClient
InstallationandUsersGuide.TodownloadtheDesktopClient,fromtheHelpscreenonthe
kiteworksinterface,clickDesktopClientforMacorWindows.

Toeditthepropertiesofafolder,performthefollowingsteps.
1

Navigatetothefolderyouwouldliketoedit.

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Intheupperrightcornerofthescreen,clickActionsandselectEditProperties.TheEdit properties
windowappears.

Makethechangestothefield(s)youwishtoedit.

ClickSubmit.Thepropertieshavenowbeenchanged.

ManageNotifications
IfyouareanOwner,Manager,Contributor,orDownloaderinafolder,youcanmanagethe
notifications(emailmessages)thatyoureceiveaboutactivitythatoccurswithinthefolder.
Toeditthecircumstancesinwhichyoureceivenotifications,performthefollowingsteps.

Page 30

Navigatetothefolderyouwouldliketomanage.

Intheupperrightcornerofthescreen,clickActionsandselectManagenotifications.The
Manage notificationswindowappears.

Clicktheactivityforwhichyouwouldliketoreceiveanotification.Alsoindicatewhetherthischange
shouldapplytoallnestedfolderswithinthisfolder.

ClickSubmit.Youwillthenreceiveanemailnotificationwheneverthattypeofactivityoccurswithin
thefolder.

kiteworks Web Users Guide

Using kiteworks
Folder Management and Actions

DownloadanEntireFolder
Todownloadtheentirefolderanditscontents,performthefollowingsteps.

Navigatetothefolderyouwouldliketodownload.

Intheupperrightcornerofthescreen,clickActionsandselectDownloadcurrentfolder.

YourbrowsermaypromptyoutoallowJavapermissiontorun.Clicktoallowit.Youroperating
systemsSelectdestinationwindowappears.

Navigatetothelocationtowhichyouwouldlikethefoldertobedownloaded,andclickSave.

Youareshownthestatusofthedownload,andwhenthedownloadiscomplete,youareshown
Downloadcomplete.

Click

toclose.

IfyouclickCancelduringthedownload,thedownloadstopsand,dependingonhowmuchofthe
downloadhasprogressed,thefoldermaybepartiallydownloadedtothelocationyouspecified.

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Troubleshooting
Whenyouuploadmultiplefilesorfoldersusingtheapplet,youmusthaveJavainstalledonyoursystem
andyourAdministratormusthaveenabledtheuseoftheapplet.
Ifyouhavetroublewiththeapplet,performthefollowingchecksonyourJavainstallation.
1

TocheckwhetheryouhavethemostrecentversionandtodownloadthenewestversionofJava,goto
http://java.comandfollowthesteps.

IfyouhavethemostrecentversionofJavainstalledandarestillhavingtrouble,youmayneedtoclear
yourJavacache.Forinstructionsonhowtodothis,goto
http://www.java.com/en/download/help/plugin_cache.xmlandfollowtheinstructionsdetailed
there.

ForSafariusersonaMac:
RuntheappletinUnsafeModesoitcanaccessthefilesonyourharddrivetouploadthemto
kiteworks.TheJavaappletisblockedbydefaultfromrunningproperlyinthelatestversionofSafarion
thelatestversionofMac OS.
Tochangethissettingmanually,refertoSafari:AboutInternetPluginManagement.

Caution

EnableUnsafeModeonlyfortrustedwebsites(likekiteworks)tokeepyourcontentsecure.

Formorehelp,contactyourkiteworksAdministrator.

UseZipFilesforEasyTransferofMultipleFiles
Ifthefoldertouploadtokiteworkscontainsalargenumberoffiles,youmayfinditeasiertocreateazip
filewithallofthefilesinit.Youcanthenuploadthesinglezipfiletokiteworks,sootherusersonlyhaveto
downloadthesinglefile.
1

InWindowssystems,gotoyourdesktopfilemanagementtoolandrightclickthefolderthatcontains
thelargenumberoffiles.

ClickSendToandselectCompressed(zipped)folder.Thezipfileiscreated.

Openkiteworksandnavigatetothelocationthatyouwouldlikethefiletoreside.

Intheupperrightcornerofthescreen,clickUpload(

Fromhere,youcaneither:

).TheAddnewfilesmenuappears.

Dragthezipfileanddropintothewindow.
OR

Page 32

ClickChooseFiles,whichopenstheFileUploaddialogbox.Fromhere,navigatetothezipfile.
Selectthefile,andclickOpen.

ClickAdd.Thezipfilethatcontainsallofthefilesyoucompressedisnowlocatedinthefolderyou
selectedandisavailablefordownloadtothosepeoplewithdownloadaccesstothefolder.

kiteworks Web Users Guide

Using kiteworks
Folder Management and Actions

DeleteaFolder
IfyouareanOwnerorManagerofafolder,youcandeletethatfolderandthefoldersnested
within.Thefilemayberecoverableafterdeletion,dependingonAdministrativesettings.For
moreinformationaboutrecoveringfilesorfolders,refertoRecoveraDeletedorExpiredFile.
Todeleteafolder,performthefollowingsteps.
1

Navigatetothefolderyouwouldliketodelete.

Intheupperrightcornerofthescreen,clickActionsandselectDeletecurrentfolder.Aconfirmation
windowappears.

ClickYes.Thefolderisnowdeleted.

Note

Whenyoudeleteafolder,allnestedfoldersarealsodeleted.

RecentActivities
Whenyouareusingthelistview,youhavethesameaccesstoalloftheinformationshowninthe
detailview;however,youaccessthatinformationdifferently.
Toviewrecentactivitiesinafolder,performthefollowingsteps.
1

Usingthelistview,navigatetothefolderaboutwhichyouwouldliketoseetherecentactivities.

Intheupperrightcornerofthescreen,clickActionsandselectRecentactivities.TheRecentactivities
windowappears.
Youcanfiltertheactivitiesthatappearby:
Folders,forfolderrelatedactions(suchas
addingfoldersorchangingthefolder
properties;adding,editing,ordeleting
usersofthefolder)
Files,forfilerelatedactions(suchas
uploadingnew,deleting,downloading,and
viewingfiles;changingexpirationdates;
adding,deleting,andpromotingversionsof
files)
Mail,foremailssent,received,deleted,and
draftssaved
Tasks,fortasksrelatingtothefilesinthe
folderandprogressofatask
Comments,forcommentsandrepliesmade
onfilesinthefolder

ClickClose.

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MakeaFolderaFavorite
Youcanfilterthefolderliststoshowonlythosefoldersmarkedasfavorites.Whenafolderis
markedasafavorite,abluestarappearsinthedetailsaboutthefolder.
Onlyfolderscanbemarkedasfavorites.Individualfilescannotbemarkedasfavorites.
1

Tomarkafolderasafavorite,navigatetothefoldertothefolder.

Intheupperrightcornerofthescreen,clickActionsandselectSetasfavorite(
afavoriteandtheactionisrecordedasanActivity.

).Thefolderisnow

Toshowonlyfavoritefoldersinyourfolderlist,intheleftNavigationalbar,clickFavorites(

).

AccessEnterpriseContentSources(LicenseEnabled)
WiththeEnterpriseConnectfeatureenabled,kiteworksprovidesaccesstofilesharedatawhen
remoteinterfaceaccessisenabled.
AccesstoenterprisecontentsourcesismanagedbyyourAccellionAdministratorandyouhave
accesstotheenterprisecontentsourcesbasedonyourActiveDirectoryprivileges.Dependingonthe
permissionssetbyyourAdministrator,youmayalsobeabletoaddyourownconnectionstodifferent
enterprisecontentsources.
YourAdministratorcanalsoconfigureyoursystemtoincludeyourownHomeDirectoryinaWindows,
Unix,orLinuxsystem.
Theenterprisecontentsourcesappearwhenyouareinthelistview(refertoListView:ManageYourFiles
andFolders)orifyounavigatetothehighestlevelinthefolderhierarchyinthedetailview(refertoDetail
View:ExploreYourFilesandFolders).

Detail View:
C
B

Actions on selected
files or folders

List View:
C
A

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kiteworks Web Users Guide

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Table 9. EnterpriseSources
Identifier

Description

TypesofSources:
Box

Notes

IconindicatesthatthecontentsourceisBox.
Note

EnduserscannotaddanewBoxsource.ToaddanewBoxsource,
contactyourAdministrator.

Documentum

IconindicatesthatthecontentsourceisDocumentum.

Dropbox

IconindicatesthatthecontentsourceisDropbox.
Note

WhenyoumovefilesfromaDropboxsourcetokiteworks,the
ReturntoContentSourceactionisnotavailable.Theactionof
movingthefilefromtheMoveTraydeletedthefilefromthe
source.

eDOCS

IconindicatesthatthecontentsourceiseDOCS.Notethatthe
functionalityusingeDOCSislimitedatthistime.

GoogleDrive

IconindicatesthatthecontentsourceisGoogleDrive.
Note

EnduserscannotaddanewGoogleDrive.ToaddanewGoogle
Drive,contactyourAdministrator.

HomeShare

Iconindicatesthatthecontentsourceisthehomedirectoryofyour
operatingsystem.ToaddyourHomeDirectory,contactyour
Administrator.

kiteworks

Iconindicatesthatthecontentisinkiteworks.

OpenTextContentServer

IconindicatesthatthecontentsourceisOpenText.

SharePointorMicrosoft
OneDrive

IconindicatesthatthecontentsourceisSharePoint 2007,2010or2013,
SharePointOnline,MicrosoftOneDrive.

FileShares

IconindicatesthatthecontentsourceisWindowsFileShares(CIFS/SMB/
DFS).

Detailsaboutthefilesandfolders

Listsdetailsorfilesandfolderscontainedintheselectedfolder.

Actionsonthefilesandfolders

Actionsthatyoucanperformontheselectedfilesorfolders.

Fromtheenterprisecontentfolders,youcanperformthevaryingactionsonfiles,dependingonthe
source.ContactyourAdministratorformoreinformation.
Youusekiteworkstoaccessfilesandfolders,butyoucannotmakeanychangestothefolderhierarchy.
Thefolderhierarchycontinuestobemanagedoutsideofkiteworks.Youcan,however,addfilesand
versions(wheresupported).
RefertoUsetheMoveTraytoCollaboratewithOutsideUsersonEnterpriseContentFilesfortipsonhow
tocollaboratewithothersacrossmultipleplatforms.
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AddaNewEnterpriseContentSourcetokiteworks
Whenyouhaveaccesstofilesfromenterprisecontentsources,youmaybeabletoaddthemto
kiteworks,dependingonyourAdministratorssettings.
1

Intheupperrightcornerofthescreen,clickNew(
Addenterprisecontentsourcewindowappears.

)andselectAddenterprisecontentsource.The

Eachenterprisecontentsourcepromptsyoufordifferentinformation,dependingonthesources
requirements.TheSourcetypesthatyouseearethosethathavebeenenabledbyyourAdministrator.
Ifyouwouldliketoaddasourcethatisnotlisted,contactyourAdministrator.
2

Filloutthepromptedinformationforthetypeofsource:

SharePointandSharePointOnline;alsoappliestoMicrosoftOneDrive

FileShare(CIFS/SMB/DFS)

Documentum

OpenTextContentServer

eDOCS

Dropbox

ClickAdd.Thenewenterprisecontentsourceshouldbeadded.

Note

Youmayneedtoenteradditionalcredentialstoaddanewcontentsource.Ifthishappens,you
areshownanerrormessagethatsaysInvalidcredential.TheAddEnterprisecontentsource
windowreappears,withtheadditionofLoginIDandPasswordfields.
FillinthesefieldsandclickAdd.

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SharePointandSharePointOnline
OntheAddEnterprisecontentsourcewindow,underSourcetype,selectSharePointor
SharePointOnline.

Thefollowinginformationmustbeaddedtothescreen:

SourcenameYoucanchooseanynameforthesource.

SourceURLTheURLtoSharePointsite.
Forexample,fortheSharePointsitehttp://sp2010demo/marketing/default.aspxtheSourceURL
shouldbehttp://sp2010demo/marketing/default.aspx

Description(optional)Usedtodescribetheconnection.

FileShare(CIFS/SMB/DFS)
OntheAddEnterprisecontentsourcewindow,underSourcetype,selectFileShare.

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Thefollowinginformationmustbeaddedtothescreen:

SourcenameYoucanchooseanynameforthesource.

SourceURLThepathtoFileShare.

Description(optional)Usedonlytodescribetheconnection.

Documentum
OntheAddEnterprisecontentsourcewindow,underSourcetype,selectDocumentum.

Thefollowinginformationmustbeaddedtothescreen:

Page 38

SourcenameYoucanchooseanynameforthesource.

SourceURLTheURLtoDocumentumsite.

RepositoryThenameoftheDocumentumRepositorytowhichyouwanttoconnect.

Description(optional)Usedonlytodescribetheconnection.

kiteworks Web Users Guide

Using kiteworks
Folder Management and Actions

OpenTextContentServer
OntheAddEnterprisecontentsourcewindow,underSourcetype,selectOpenTextContent
Server.

Thefollowinginformationmustbeaddedtothescreen:

SourcenameYoucanchooseanynameforthesource.

SourceURLTheURLtoOpeTextContentServersite.

WorkspaceThenameoftheOpenTextWorkspacetowhichyouwanttoconnect.

Description(optional)Usedonlytodescribetheconnection.

eDOCS
OntheAddEnterprisecontentsourcewindow,underSourcetype,selectOpenTextContent
Server.

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Thefollowinginformationmustbeaddedtothescreen:

SourcenameYoucanchooseanynameforthesource.

SourceURLTheURLtoeDOCSsite.

LibraryThenameoftheeDOCSlibrarytowhichyouwanttoconnect.

Description(optional)Usedonlytodescribetheconnection.

Dropbox
OntheAddEnterprisecontentsourcewindow,underSourcetype,selectDropbox.(Thisoptionis
enabledbyyourkiteworksAdministrator.)

Thefollowinginformationmustbeaddedtothescreen:

SourcenameYoucanchooseanynameforthesource.

Description(optional)Usedonlytodescribetheconnection.

MicrosoftOneDrive
kiteworkssupportsOneDriveasapersonalstoragetool;eachuserprovideshis/herown
connectiondetails.TheprocesstoaddaOneDrivesourceisslightlydifferentthansimplyadding
anewenterprisesource.
ToaddaOneDrivesource,performthefollowingsteps.

Page 40

Navigatetothetoplevelofallfolders.

Intheupperrightcornerofthescreen,clickNew(
)andselectAddenterprisecontentsource
(
).TheAddEnterprisecontentsourcewindowappears.

UnderSourcetype,selectSharePointOnline.

kiteworks Web Users Guide

Using kiteworks
Folder Management and Actions

AddtheOneDriveURLthrough.com,forexample:
https://<yourcompany>-my.sharepoint.com/personal/<user name>

Addadescriptionforthefolder(optional).

ClickAdd.Thecontentsourcehasnowbeenadded.

Note

Youmayneedtoenteradditionalcredentialstoaddanewcontentsource.Ifthishappens,an
errormessageappearswithInvalidcredential.TheAddEnterprisecontentsourcewindow
thenreappears,withtheadditionofLoginIDandPasswordfields.Fillinthesefieldsandclick
Add.

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RemoveanEnterpriseContentSourcefromkiteworks
Toremoveanenterprisecontentsourcefromkiteworks,performthefollowingsteps.
1

Usingthelistview(refertoListView:ManageYourFilesandFolders),selectthesourceyouwouldlike
todelete.

Intheupperrightcornerofthescreen,clickActionsandselectDeleteenterprisecontentsource
(
).Aconfirmationscreenappears.

ClickOK.Theenterprisecontentsourceisnowremovedfromyourlistofenterprisesources.

FileManagementandActions
Whenyouselectafile,youcanperformactionsonthatfilefromtheActionsmenuinthe
upperrightcornerofthescreen.

Youcanperformthefollowingfunctionsonfiles:

Page 42

EmailaFileandEmailaPreviewofaFile

kiteworks Web Users Guide

Using kiteworks
File Management and Actions

PushFile

DownloadandDownloadFile(s)viaApplet

Lock/Unlock

DeleteaFile

AddNewVersion

AddtoTheMoveTray

ReturntoContentSource(forfilesthatwerecopiedormovedfromanenterprisecontentsource;see
Accessenterprisecontentsources(LicenseEnabled)

ChangeFileExpirationDate
Yourabilitytoperformthesefunctionsmaybelimitedbyyourroleinthatfolder.Formore
information,refertoRoles.

Note

AddorUploadFiles
Therearefourmethodstouploadafilefromyourdesktoptokiteworks.Choosetheonethat
worksbestforyourcircumstances:

UploadtoFolder

UploadFile(s)viaApplet

DragandDropintokiteworks

UploadtotheMoveTray

UploadtoFolder
Thisprocedureuploadsfilesdirectlytoafolderinkiteworks.
1

Navigatetothefolderinwhichthefile(s)willreside.

Intheupperrightcornerofthescreen,clickUpload

.TheAddnewfileswindowappears.

Folder Name

Fromhere:
a. ClickChooseFiles,whichopenstheFileUploaddialogbox.Fromhere,navigatetoyourfile(s).

Selectthefile,andclickOpen.
OR

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b. Clickusejavaapplettouploadfiles.Ifyouchoosethisoption,refertoUploadFile(s)viaApplet.

OR
c.
Note
4

Dragthefile(s)anddropintothewindow.
Thesourcelocationforthefilemustbefromyouroperatingsystemordesktop;thefiles
cannotbelocatedinanotherapp,forexample,MicrosoftOutlook.

ClickAdd.Thefileisnowlocatedinthefolderyouselectedandisavailabletothosepeoplewith
accesstothefolder.

UploadFile(s)viaApplet
Touploadafilelargerthan4 GB,touploadmultiplefilesgreaterthan4 GB,ortouploadanentire
folderfromyourcomputer,selectUploadviaApplet.Thisoptionworksonlyiftheappletis
activatedbyyourAdministrator.
TouploadfilestokiteworksusingtheJavaApplet,performthefollowingsteps.

Page 44

Navigatetothefolderinwhichthefile(s)willreside.

Intheupperrightcornerofthescreen,clickUpload.TheAddnewfileswindowappears.

Clickusejavaapplettouploadfilesandfolders.

YourbrowsermaypromptyoutoallowJavapermissiontorun.Clicktoallowit.TheAddnewfilesvia
JavaAppletwindowappears.

ClickChooseFilesandFolders,andnavigatetothelocationofyourfilesandfolderstoupload.To
selectmultiplefiles,holdthecontrolkey(forindividualfiles)orshiftkey(toselectarange)while
selectingthefiles.

kiteworks Web Users Guide

Using kiteworks
File Management and Actions

ClickStart.Theuploadingprocessbegins,showingyoutheprogressoftheupload.

Ifanyerrorsoccurwhileuploadingafile,theerrorisshowninthiswindow.Iferrorsoccur,youare
shownalistofthosefilesthatwereunsuccessfullyuploaded,withtheoptiontotryagain.
7

Whentheuploadiscomplete,aSuccessmessageappears,showingyoualistofthosefilesthatwere
uploaded.

Click

orClosetoclose.

Troubleshooting
Whenyouuploadmultiplefilesorfoldersusingtheapplet,youmusthaveJavainstalledonyoursystem
andyourAdministratormusthaveenabledtheuseoftheapplet.
Ifyouhavetroublewiththeapplet,performthefollowingchecks.
1

TocheckwhetheryouhavethemostrecentversionandtodownloadthenewestversionofJava,goto
http://java.comandfollowthesteps.

IfyouhavethemostrecentversionofJavainstalledandarestillhavingtrouble,youmayneedtoclear
yourJavacache.Forinstructionsonhowtodothis,goto
http://www.java.com/en/download/help/plugin_cache.xmlandfollowtheinstructionslistedthere.

ForSafariusersonaMac:
RuntheappletinUnsafeModesoitcanaccessthefilesonyourharddrivetouploadthemto
kiteworks.TheJavaappletisblockedbydefaultfromrunningproperlyinthelatestversionofSafarion
thelatestversionofMac OS.
Tochangethissettingmanually,refertoSafari:AboutInternetPluginManagement.

Caution

EnableUnsafeModeonlyfortrustedwebsites(likekiteworks)tokeepyourcontentsecure.

Formorehelp,contactyourkiteworksAdministrator.

kiteworks Web Users Guide

Page 45

Using kiteworks
File Management and Actions

DragandDropintokiteworks
Performthefollowingstepstoaddanewfileintokiteworks.
1

Navigatetothefolderinwhichthefile(s)willreside.

Fromyouroperatingsystemsfilebrowserordesktop,dragthefileyouwouldliketouploadto
kiteworks.Abluedottedoutlineappearsaroundthedestinationfolder.

Note

Thesourcelocationforthefilemustbefromyouroperatingsystemordesktop;thefiles
cannotbelocatedinanotherapp,forexample,MicrosoftOutlook.

Inthiscase,thefilecouldbedroppedintheselectedfolder,inanyofthesubfoldersintheselected
folder,orintheMoveTray.

Current folder selected


Possible locations to drop the file

Page 46

Dropthefileintoyourpreferredlocation.Aconfirmationwindowappears.(Toaddmorefilestothe
samelocation,clickChooseFiles.)

ClickAdd.Afterprocessing,thefileisnowuploadedtothelocationyouspecified.

kiteworks Web Users Guide

Using kiteworks
File Management and Actions

DragandDropbetweenFolders
Tomovefilesbetweenfolders,performthefollowingsteps.
1

Selectthelistview(

),whichshowsallofthefoldersavailabletoyou.

Selectthefile(s)tomove,anddragthefiletothedestinationfolder.Abluedottedoutlineappears
aroundthedestinationfolder.

Adialogwindowappears,askingwhetheryouintendtocopythefile(s)ormovethefile(s).

Whenyoumoveafiletoanotherfolder,thefilehistory,comments,andtasksmovewiththefile.
Thefilewillbesoftdeletedinthesourcelocation(itwillberecoverable)andanewcopywillbe
createdinthedestination.
Whenyoucopyafiletoanotherfolder,thecopiedfiledoesnotretainitshistoryorassociated
tasksorcomments.Theoriginalfileremainsinitsoriginallocationandiscopiedtothedestination
folder.
4

Aconfirmationmessageappears,andthefilehasbeencopiedormovedtothelocationyouspecified.

Note

Youcannotmovelockedfiles,butyoucancopyfilesthatarelocked.

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UploadtotheMoveTray
ThisprocedureuploadsfilesdirectlytotheMoveTray.Fromthere,youcanmoveorcopythefile
toanotherlocationinkiteworks.Untilthefileismovedorcopiedtoanothersharedfolder,no
onecanaccessthisfile.FormoreinformationabouttheMoveTray,refertoTheMoveTray.
TouploadafiletotheMoveTray,performthefollowingsteps.
1

IntheleftNavigationmenu,clickMoveTray(

).TheMoveTraypanelappears.

File Actions from the Move Tray


Add Files to the Move Tray

IntheMoveTraypanel,clickthe
iconandselectAddfiles.TheAddnewfilestotraywindow
appears.Fromhere,youcaneither:

Dragthefile(s)anddropintothewindow
OR

ClickChooseFile,whichopenstheFileUploaddialogboxofyouroperatingsystem.Fromhere,
navigatetoandselectthefile(s),andclickOpen.

ClickAdd.ThefileisnowlocatedintheMoveTrayandcanbecopiedormovedtoanotherfolderin
kiteworks.

Caution

Ifyouclearthetrayordeleteafilewithoutuploadingthefiletoanotherlocationinthe
system,thefilewillbedeletedfromkiteworks.Itisunrecoverable.

Download
Tovieworeditafile,youmustfirstdownloadthatfiletoyourdesktop.Thisactionextractsthe
filefromthekiteworksserver.
Note

IfyouruserroleissettoViewOnlyinafolder,youmaynotdownloadthefileandcanonly
viewthefileusingtheOnlineViewer.

Todownloadafile,performthefollowingsteps.
1

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Navigatetoandselectthefileyouwouldliketodownload.

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File Management and Actions

Intheupperrightcornerofthescreen,clickActionsandselectDownload.
AwindowfromyourOSappears,promptingyoutoeitherdirectlyopenthefile,ortosaveittoa
particularlocation.

Selectyourpreferenceusingtheradiobuttons.Ifyouchoosetosavethefile,youwillbepromptedto
specifywhereyouwouldlikethefiletobesaved.

ClickOK.Yourfileisthendownloadedtoyoursystemandopenedusingyourspecifiedprogram,or
downloadedtoyourspecifiedlocation.

OnlineViewer
IfyouhaveaViewerroleinafolder,youcannotdownloadanyfilefromthatfolder.Theonlyway
youcanviewthatfileistousetheOnlineViewer.Iftheuserweretoattempttotakeascreen
shot,theimagebecomesobscured.

Note

YoucannotusetheOnlineVieweronenterprisecontentfiles;thisfeatureisonlyavailablefor
kiteworksfiles.Formoreinformationaboutenterprisecontent,refertoAccessenterprise
contentsources(LicenseEnabled).

Note

Fileslargerthan25 MBorthattakelongerthanoneminutetorenderarenotsupported.To
viewthisfile,downloaditthenopenit.IfyouhaveaViewOnlyrole,contacttheowneror
managerofthefoldertohavehim/herchangeyourrole.

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ToviewthefileusingtheOnlineViewer,clicktheeyebuttoninthelowerrightofthethumbnail(
ThefileopensusingtheOnlineViewer.
A

).

D
C

Thespecificsectionsofthisscreenaredescribedinthefollowingtable.
Table 10. FileViewer
Identifier Description

Notes

FileName

Sidebar

Thesidebarshowsathumbnailofeachpageofthefile.

ToggleSidebarbutton

ClicktheToggleSidebarbuttontoopenorclosethesidebar.

Share/Actionsbuttons

Allowsyoutoperformthefollowingfunctions:

Watermark

Forwardthefiletoanotherrecipient.*

GotoFirst/LastPage

RotateClockwise/Counterclockwise

Download*

Print*

IfyouareaViewerofthefile,thewatermarkoftheemailaddressofthe
personviewingthefileandothertextdeterminedbyyourkiteworks
Administratorappears.Ifyouhaveanyotherroleinthefolder,thewatermark
doesntappear.

*OnlyavailabletouserswithRolesotherthanViewer.IfyouareaViewer,thoseoptionsaregrayedout.

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DownloadFile(s)viaApplet
Ifthefileislargerthan4GBorifyouwanttodownloadmultiplefiles,youmustselectDownloadvia
AppletfromtheFileactionsmenu.Thisoptiononlyfunctionsiftheappletisactivatedinyoursettings.
TodownloadusingtheApplet,performthefollowingsteps.
1

Navigatetoandselectthefile(s)youwouldliketodownload.

Intheupperrightcornerofthescreen,clickActionsandselectDownloadviaapplet(

YourbrowsermaypromptyoutoallowJavapermissiontorun.Clicktoallowit.Youroperating
systemsSelectdestinationwindowappears.

Navigatetothelocationtowhichyouwouldlikethefile(s)tobedownloaded,andclickSave.

Youareshownthestatusofthedownload,andwhenthedownloadiscomplete,Downloadcomplete
appears.

Click

).

toclose.

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File Management and Actions

Troubleshooting
Whenyouuploadmultiplefilesorfoldersusingtheapplet,youmusthaveJavainstalledonyoursystem
andyourAdministratormusthaveenabledtheuseoftheapplet.
Ifyouhavetroublewiththeapplet,performthefollowingchecksonyourJavainstallation.
1

TocheckwhetheryouhavethemostrecentversionandtodownloadthenewestversionofJava,goto
http://java.comandfollowthesteps.

IfyouhavethemostrecentversionofJavainstalledandarestillhavingtrouble,youmayneedtoclear
yourJavacache.Forinstructionsonhowtodothis,goto
http://www.java.com/en/download/help/plugin_cache.xmlandfollowtheinstructionsdetailed
there.

ForSafariusersonaMac:
RuntheappletinUnsafeModesoitcanaccessthefilesonyourharddrivetouploadthemto
kiteworks.TheJavaappletisblockedbydefaultfromrunningproperlyinthelatestversionofSafarion
thelatestversionofMac OS.
Tochangethissettingmanually,refertoSafari:AboutInternetPluginManagement.

Caution

EnableUnsafeModeonlyfortrustedwebsites(likekiteworks)tokeepyourcontentsecure.

Formorehelp,contactyourkiteworksAdministrator.

PushFile
Pushafilesothatitwilldownloadlocallyontoalldevicessyncedwithhiskiteworksfolder,makingit
availableforviewingoffline.

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Navigatetothefolderinwhichthefile(s)resides.

Intheactionsforthefile,choosePushFile

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File Management and Actions

Aconfirmationwindowwillappear.Toconfirmthatyouwanttopushthisfilesothatitwilldownload
locallyontoalldevicessyncedwiththiskiteworksfolder,clickyes.Otherwise,clickno.

Lock/Unlock
Youcanlockandunlockfilessootherscannoteditandreuploadthefilewhileyouworkonit.
Whenafileislocked,otheruserssharingthefoldercannotdeleteorupdatethatfile.Theycan,
however,downloadandcommentonthefile.
Alockedfilecanbeunlockedonlybytheuserwholocksit,orbythefoldersOwnerorManager.
Tolockafile,withthefileselected,clickActions,andselectLock(
).Thefileisnowlocked,with
indicatorsassuchonbothviewsofthefile.Onlyyoucanuploadanewversionofthelockedfile.

Detail View

List View

Note

Alockedfiledoesnotbecomeunlockedautomaticallywhenyouuploadanewversionofthe
file.Whenyouuploadafilethatyouhavelocked,youmustexplicitlyunlockitforotherstobe
abletoupdateit.

Tounlockafile,fromtheActionsdropdownmenu,clickUnlock(
updatedbyotherusers.

kiteworks Web Users Guide

).Thefileisnowunlockedandcanbe

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File Management and Actions

DeleteandRecoveraDeletedFile
YoucanDeleteaFilefromafolderifyouareanowner,manager,orcollaboratorinthat
folder.Ifthefileisdeletedaccidentallyorthefileexpires,youmaybeabletoRecovera
DeletedorExpiredFile.

DeleteaFile
Todeleteafile,performthefollowingsteps.
1

Todeleteafile,withthefileselected,clickActionsandselectDelete(
appears.

ClickYes.Thefilehasnowbeendeletedfromkiteworks.

).Aconfirmationwindow

RecoveraDeletedorExpiredFile
Ifyouhavedeletedafileaccidentallyorthefileexpires(refertoChangeFileExpirationDate),you
maybeabletorecoverthatfile.
Dependingonwhetheryouprefertoworkinthedetailvieworthelistview,followthesteps
below.
Note

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Filerecoveryisnotsupportedforenterprisecontentsources.Ifyoumoveafileoutofan
enterprisesourceandwishtorecoverthedeletedfile,youmustgotothesourcetoretrieveit.

kiteworks Web Users Guide

Using kiteworks
File Management and Actions

DetailView
Torecoverthedeletedfile,performthefollowingstepsusingthedetailview.

Navigatetothefolderfromwhichthefilewasdeleted.Deletedfilesandfoldersarelistedinthe
informationsectionofthatfolder.

Clickthelisteddeletionsinthedetailsaboutthefolder.

Selectthefile(s)orfolder(s)thatyouwouldliketorecover.

ClickRecover.Theitemreappearsinthefolder.

Ifthefilehadexpiredandyourecoverthefile,thenewexpirationdateisthedefaultthathasbeensetby
youradministrator.Itwouldbeasifyouuploadedthefileasanewfile.
Youhave14daystorecoveryourfile.YourkiteworksAdmincanchangethatdefault,however.Formore
informationaboutrecoveringdeletedfiles,contactyourAdmin.

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ListView
Torecoverthedeletedfile,performthefollowingstepsinthelistview.

1
4

Navigatetothefolderinwhichthefilewasdeleted.

ClicktheFiltericon(

SelectDeleted.Alistofdeleteditemsappears.

Clickthedownwardarrow(

ClickRecover(

).Alistofpossiblewaystofilterthecontentsofthefolderappears.
).Alistoffileactionsappears.

).Thefilereappearsinthefolder.

Ifthefilehadexpiredandyourecoverthefile,thenewexpirationdateisthedefaultthathasbeensetby
youradministrator.Itwouldbeasifyouuploadedthefileasanewfile.
Youhave14daystorecoveryourfile.YourkiteworksAdmincanchangethatdefault,however.Formore
informationaboutrecoveringdeletedfiles,contactyourAdmin.

DeleteaFilePermanently
Toincreaseyourstorageinafolder,deletefilesorfolderspermanently.Dependingonwhether
youprefertoworkinthedetailvieworthelistview,followthestepsbelow.

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DetailView
Todeleteafilepermanently,performthefollowingsteps.

Navigatetothefolderinwhichthefilewasdeleted.Deletedfilesandfoldersarelistedinthe
informationsectionofthatfolder.

Clickonthelisteddeletionsinthedetailsaboutthefolder.

Selectthefile(s)orfolder(s)thatyouwouldliketodeletepermanently.

ClickPermanentlyDelete.

Afteraconfirmationmessageappears,fileorfolderisnowdeletedandnotrecoverable.Itisalsonow
removedfromyourstoragequota.

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ListView
Todeleteafilepermanently,performthefollowingsteps.

1
4

Navigatetothefolderinwhichthefilewasdeleted.

ClicktheFiltericon(

SelectDeleted.Alistofdeleteditemsappears.

Clickthedownwardarrow(

ClickPermanentlydelete(

).Alistofpossiblewaystofilterthecontentsofthefolderappears.
).Alistoffileactionsappears.
).

Afteraconfirmationmessageappears,fileorfolderisnowdeletedandnotrecoverable.Itisalsonow
removedfromyourstoragequota.

ViewandChangeVersions
Youcanperformthreeactionsonversionsofafile:DownloadVersion,MakeCurrent,andDelete
Version.Ifyouhavetheproperpermissionsinafolder,youcanalsouploadorAddNewVersion
ofaparticularfileintothatfolder.

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File Management and Actions

Figure1. DetailView

Download
Delete Version
Make Current

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Figure2. ListView

Download
Delete Version
Make Current

DownloadVersion
Todownloadapreviousversionofthefile,clickthedownloadiconfortheversionyouwouldlike
todownload.Youarethenpromptedeitheropenthefileusingaparticularprogram,ortosave
thefiletoaparticularfolder.

MakeCurrent
Tomakeapreviousversionofthefileintothecurrentversion,clicktheflagicon.Thisdoesnot
discardthenewestversion,butmakestheselectedfilethecurrentversion.Theotherversions
arestillaccessibletootherusers,shouldtheywishtoseethem.

DeleteVersion
Todiscardaversionofthefile,selecttheversionofthefileyouwishtodeleteandclickthe
removeicon.Aconfirmationwindowappears.Confirmthatyouwouldliketodeletethat
version,andthefileisdeleted.Itwillnotbeavailableforotherstoview.

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File Management and Actions

AddNewVersion
Toaddanewversionofanexistingfile,performthefollowingsteps.
1

Selectthefilethathasanewversiontobeuploaded.

ClicktheActionsbutton,andselectAddnewversion(

ClickChoosefile.TheFileUploadmenuappears.

Navigatetothenewversionofthefilethatissavedonyoursystem.

Note

).TheAddnewversionmenuappears.

Thenewversiondoesnotnecessarilyhavetohavetheexactsamenameasthefilecurrently
existinginkiteworks.

ClickOpen.

ClickAdd.Thefileisnowuploadedandisthenewcurrentversion.

Caution

Ifyouuploadafilewiththeexactsamenameasafilealreadyexistinginthatfolder,thefile
replacesthecurrentversionwiththeoneyouhavejustuploaded.Thefileisnotoverwritten,
ascollaborators,managers,andtheownerstillhaveaccesstopreviousversionsofthesame
file.Toundothisaction,MakeCurrentthepreviousversion.

TheMoveTray
TheMoveTrayisastagingareaformovingfileswithinkiteworks.Tomovefilesinkiteworks,drag
thefile(s)intothetray,andfromthetray,dragtoanewlocation.
ClicktheMoveTrayiconinthenavigationpanel.TheMoveTraycolumnappears.

MoveTrayActions:CopyandMove
Whenyoumoveafiletoanotherfolder,thefilehistoryandcommentsmovewiththefile.The
fileisdeletedfromthetrayandfromitsoriginallocationwhenthemoveiscompleted.

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WhenyoumovefilesspecificallyfromaDropboxsource,theyaredeletedfromthesourceand
movedfromtheMoveTraytothelocationyouspecify.Previousversionsandcommentsand
tasksassociatedwiththefilearedeleted.

Note

Whenyoucopyafiletoanotherfolder,thecopiedfiledoesnotretainitshistoryorcomments.It
remainsinitsoriginallocationandinthetray.
Tomoveorcopyfiles,performthefollowingsteps.
1

Addthefiletothemovetray.TherearethreewaystoputafileintotheMoveTray:
a. Dragthefilefromitscurrentlocation(eitheronyourdesktoporwithinkiteworks)intotheopen

MoveTrayorontotheMoveTrayicononthenavigationpanel.
OR
b. Selectthefileinkiteworks,andfromtheActionsmenu,selectAddToMoveTray.

OR
c.

IntheMoveTray,clicktheAddnewicon(
locationandaddthefiletotheMoveTray.

)andselectAddfiles;thennavigatetothefile

WhenthefilehasbeenmovedtotheMoveTray,asmallnumeralappearswiththeMoveTrayiconin
thenavigationpanel.ThisindicatesthenumberoffilesthatcurrentlyexistintheMoveTray.
2

Navigatetothefolderlocationwhereyouwouldliketomovetheitem.

IntheMoveTray,selectthefile(s)tobemoved.

AtthetopofthegrayMoveTraymenu,clicktheActionsicon(
onthosefileappears.

Clicktheactionyouwishtoperform.(NotethatyoucanemailafiledirectlyfromtheMoveTray.For
moreinformation,refertoEmailaFile.)

Note

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ToclosetheMoveTray,clickthe
(
)inthenavigationpanel.

).Alistofactionsyoucanperform

intheleftcornerofthetray,orclickthemovetrayicon

kiteworks Web Users Guide

Using kiteworks
File Management and Actions

UploadFilesDirectlytotheMoveTray
YoucanuploadfilesdirectlytotheTrayfromyourdesktop.Todothis,dragthefilefromyourdesktopto
theMoveTray.
Untilthefileismovedorcopiedtoanothersharedfolder,noonecanseethefileinyourMoveTray.
Thesizeofthesefilescountsagainstyourtotalquotaallowedinkiteworks.
Caution

Ifyouclearthetrayordeletethefilewithoutuploadingittoanotherlocationinthesystem,
thefilewillbedeleted.Itisunrecoverable.

UsetheMoveTraytoCollaboratewithOutsideUsersonEnterpriseContentFiles
TheMoveTraycanbeusedtocollaborateonfilespulledfrommultipleenterprisecontent
sources:SharePoint,WindowsFileShares,etc.Youcanconsolidatefilesfrommanycontent
sourcesintotheMoveTray,thenmovethefilestoaSharedFoldertosimplifycollaboration.
YoucanalsoemailmultiplefilesfrommultiplesourcesinasingleemailusingtheMoveTray.
Formoreinformationaboutenterprisecontentcollaboration,refertoAccessenterprisecontentsources
(LicenseEnabled).
TousetheMoveTraytocollaborateonfilesfrommultipleenterprisecontentsources,performthe
followingsteps.
1

Addfilesfromyoursourcetoyourmovetray.

Drag and Drop

Drag and Drop

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File Management and Actions

Inkiteworksfiles,createanewfolderornavigatetoanexistingfoldertowhichyouinviteusers(refer
toCreateaNewFolderandShareAccesstoaFolder).

CopythefilesfromyourMoveTraytothenewfolder(refertoMoveTrayActions:CopyandMove).

Note

IfthesourceofthefileisDropbox,youareshowntheoptionofmovingthefileinadditionto
copyingit.IfyouselectMove,aconfirmationmessageappears.

Inthedetailview,youareshownthesourceofthefileinadditiontoitscurrentlocation.

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Performyourcollaborationwithsubscriberstothefolderyouhavecreated.

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Using kiteworks
File Management and Actions

Whencollaborationiscomplete,uploadthefilesbacktothesourcelocation(clickReturntoContent
Source
fromtheActionsmenu).

Note

IftheoriginalsourcewasfromDropboxandyoumovedthefileinsteadofcopyingthefile,the
ReturntoContentSourceactionwillnotbeavailable.Theactionofmovingthefilefromthe
MoveTraydeletedthefilefromthesource.Inthiscase,uploadtheeditedfiledirectlybackto
Dropbox.

ChangeFileExpirationDate
Anexpirationdateforafileisthedateatwhichthefilewillceasetoexistinafolderandwill
appearasadeletedfile.

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UserswithanOwnerorManagerroleinafoldercanchangethedateorexpirationstatusofafile.
DependingonyourAdministratorssettings,userswithaCollaboratorrolemaybeabletoextendthe
expirationdateofafile.Alluserscanviewtheexpirationdateofafile.
1

Tochangetheexpirationdateforafile,clicktheActionsbuttonandselectFileexpiration,or,onthe
detailview,clicktheexpirationdate.Acalendarwindowappears.

Selectthenewexpirationdate.

ClickSubmit.Theupdatedexpirationdatechanges.

Note

Youcannotsetthefileexpirationpastthefolderexpirationdate,whichissetbythecreatorof
thefolder,orowner.Tochangethefolderexpirationdate,refertoEditFolderProperties.

DependingonyourAdministratorssettings,youmaybeabletoRecoveraDeletedorExpiredFile.

Mail
YoucanEmailaFilefromkiteworkstoanotheruser.Insteadofattachingthefileitselftothe
email,kiteworksaddsalinktothefileandputsitintheemail.Whentherecipientreceivesthe
email,s/heclicksthelinkanddownloadsthatfiletohisorherownsystem.
YoucanalsoEmailaPreviewofaFile,whichmeansthatinsteadofsendingalinktoadownloadablefile,
yousendalinktoaviewonlyversionofthefilethatcannotbeedited.

Whenyousendorreceiveafile,sendafilepreview,orsaveanemaildraft,thatactivity
appearsinthefolderusingthedetailviewand.

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File Management and Actions

Tofindoutmoreinformationaboutthemailortodownload,resend,orwithdrawafilethatwasemailed,
clickthemailasshownabove.Theoptionsavailabletoyouthenappear.
Note

Ifattachedfilesareupdatedbeforetheemailissentorresent,thefilethatissentistheone
thatoriginallywasattachedtotheemail.Theupdatedfileisnotsentautomatically.

Ifyouhavesavedadraft,clicktheactivity,andyouaregiventheoptiontoeitheredittheemailordelete
thedraft.
Whenyouwithdrawafile,theactivitystillappearsintheActivitystream,butthelinktothefileisgrayed
out.
Whatisthedifferencebetweensendingafileandsharingafolder?
Whenyoushareafolder,youallowotheruserstoaccessthefileswithinthatfolder,theextenttowhich
dependsonthepermissions(Roles)youassigntoeachuser.However,youcannotspecifyindividual
rolesforasinglefilewithinafolder.Allfilesinthefolderaresharedaccordingtoeachusersassignedrole.
Whenyousendafile,youemailthatfiletotherecipient,regardlessofwhethertheyhaveaccesstothe
folderinwhichitresides.
Formoreinformationaboutsharingafolder,refertoShareAccesstoaFolder.Formoredetailsaboutuser
roles,refertoRoles.
WhywouldIwanttosendafileorfilepreviewoversharingafolder?
Supposeyouhaveasinglefilethatyouwouldliketosharewithanindividual,butdonotwanttogivethat
personaccessofanykindtothefolderinwhichthatfileresides.Inthiscase,youwouldwanttoemailthe
file.Therecipientreceivestheemailfromyouwithalinktothefile,whichtherecipientcanuseto
downloadorviewthefile.
Whetheryousendthefileorfilepreviewdependsonhowmuchcontrolyouwouldliketherecipientto
haveoverthatfile(download,forward,print,edit,etc.).Ifyouwanttherecipienttodoanythingother
thanviewthefile,sendthefile.Otherwise,sendafilepreview.

EmailaFile
Toshareasinglefilewithanotherindividual,emailthefileviakiteworks.Thesefilesare
downloadablebytherecipient,andtherecipientcaneditanddistributethatfilewithoutregard
tothefilesoriginalsecuritylevel.
Tosendoremailafile,performthefollowingsteps.
1

Navigatetothefiletosend,andselectthatfile.

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Usingoneofthethreemethodsbelow,selectEmailfiles.
1

Fillinallofthefields.
Tosendthefiletomultiplerecipients,separateemailaddresseswithacomma.
IfthelinkatthebottomoftheEmailFilescreenisalivelink,youcansetSecuritySettingsforyour
recipient(s).Youhavetwooptions:

Onlylistedrecipients:Recipientscannotforwardfilestoothers.(Thisisthedefault.)

Anyonenoauthenticationrequired:Recipientscanforwardfilestoothers.

Toaddadditionalfilestotheemail,performthefollowingsteps.
a. Toaddfilesfromyourdesktop,clickAddfilesandselectUploadlocalfileorUploadusingJava

Applet.(FormoreinformationabouttheApplet,refertoUploadFile(s)viaApplet.)Toaddfiles
fromkiteworks,clickBrowsekiteworks.Anewwindowappears.
b. Navigatetothelocationofthefiletoaddtotheemail.
c.
4

ClickSend.Anemailcontainingalinktothefileissenttotheperson(s)youspecifiedasarecipient,
andtheactivityislistedontheActivityview.

Note

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Selectthefile(s)toattachtotheemail.Thefile(s)isnowlistedunderAttachedfilesontheEmail
Filescreen.

IfyouclickCancel,youarepromptedtosaveordiscardyourdraft.Ifyousavethedraft,the
actionofsavingthedraftislistedontheActivityview.Toaccessthedraft,fromtheActivity
view(refertoRecentActivitiesView:TrackYourWork),clickontheactivity.Youthenhavethe
optiontoopenthedraftanddiscard,edit,orsendit.

kiteworks Web Users Guide

Using kiteworks
File Management and Actions

Iftherecipientsdontreceivetheemailinashortwhile,advisethemtochecktheirspamfilter,asthe
emailmayhavebeenmisidentified.Alsoadvisethemtoaddyouremailaddresstotheirlistof
acceptedcontacts.

(Alternatively,youcanclicktheEmailbuttononthenavigationpanel,selectCompose,thenaddafileto
thatemail.SkiptoStep 3above.)

EmailaPreviewofaFile
Emailingapreviewofafilemeansthatinsteadofsendingalinktoaneditableand
downloadablefile,yousendalinktoviewthefileonline,whichcannotbeedited.Thisfeatureis
onlyavailableforfiles20 MBorsmaller.
Asarecipient,youcanonlyviewthefileandcannotforwardit.

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Tosendoremailapreviewofafile,performthefollowingsteps.
1

Navigatetothefiletosend,andselectthatfile.

Usingoneofthetwomethodsbelow,selectEmailfilepreview.
1

Watermark set by your Administrator

Filloutallofthelistedfields.

To
Theemailaddressoftherecipient(s);separateeachemailaddresswithacomma.

Subject/Message
Determinedbyyou;ifyouhaveasignaturesetinyourpersonalsettings,thesignaturewillappear
here.

Addcustomtexttowatermark
Ifyouselectthisbox,awatermarkthatyoudetermineappearsoverlaidonthefile.This
watermarkisnotaffixedpermanentlytothefile.Itonlyappearstotherecipientwhenthefileis
sentasapreview.
YourAdministratormayalsoaddsomedefaultfieldsafteryourtext.Inthiscase,thisincludes
Sentto,thenameofthepersonsendingthefile,thedateitwassent,andanadmindetermined
textthat,inthiscase,saysAdminDefault.

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AttachedFiles
Thenameofthepreviewthatisattached.

ClickSend.Therecipientreceivesanemailwithalinktothefilepreview.

Therecipientclicksthelinkandisdirectedtoakiteworksscreen.

Text from the body of the email

Watermark

Click to view the file

Therecipientclickstheeyebuttoninthelowerrightofthethumbnail(
theOnlineViewer.
A

).Thefileopens,using

D
C

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Thespecificsectionsofthisscreenaredescribedinthefollowingtable.
Table 11. FileViewer
Identifier Description

Notes

FileName

Sidebar

Thesidebarshowsathumbnailofeachpageofthefile.

ToggleSidebarbutton

ClicktheToggleSidebarbuttontoopenorclosethesidebar.

Share/Actionsbuttons

Allowsyoutoperformthefollowingfunctions:

Watermark

GotoFirst/LastPage

RotateClockwise/Counterclockwise

IfyouareaViewerofthefile,thewatermarkoftheemailaddressofthe
personviewingthefileandothertextdeterminedbyyourkiteworks
Administratorappears.Ifyouhaveanyotherroleinthefolder,thewatermark
doesntappear.

Thedefaultexpirationdateforthelinktothefileis30daysfollowingthedatethatitwassent.Tochange
thisdate,contactyourAdministrator.

RequestaFile
Anotherwaytocollaborateusingtheemailfunctionofkiteworksistorequestafilefroman
individualwhomayormaynotbepartofyourkiteworkscontactsorhaveaccesstoyour
kiteworksfolders.
Whenyourequestafilefromanexternalcontact,youprovidetothatpersonalinkthatheorshecanuse
touploadthefiletoyou,whereyoucanthendownloaditsecurely.
Note

ThisfeatureismanagedbyyourAdministrator.Ifyoucannotrequestafile,contactyour
Administratortoenablethisfeature.

Torequestafile,performthefollowingsteps.
1

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Navigatetothefolderinwhichyouwouldliketherequestedfiletoreside.

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ClicktheNewbutton(

Filloutthelistedfields.

)andselectRequestfiles.TheRequestfileswindowappears.

To (required)Therecipientscanbeanyone,regardlessofwhethertheyaremembersofyour
organization.Separatemultipleaddresseswithacomma.Eachrecipientreceivesauniqueuploadlink.
Subject (required)Thesubjectoftheemailthatwillbesent.
Message (optional)Themessageoftheemail.
AdvancedOptions:
Requireauthenticationforfileuploads Indicatewhetheruploaderwillneedanauthenticated
kiteworksaccounttouploadthefile.Iftheuserdoesnothaveakiteworksaccount,s/hewillbe
promptedtocreateanaccountbeforeuploading.
Note

Iftheuploaderiswithinyourorganizationsdomain,s/hewouldneedalicense.Iftheuploader
isoutsideofyourorganizationsdomain,s/hewouldbearestricteduserandwouldnotusea
license.
UploadLinkExpires Thisishowlongtheinvitationtouploadafilewillbevalid.Thedefaultisone
weekfromthecurrentdate.Youcanselectanotherdate,orindicatethatthelinkwillneverexpire.
MaximumUploads (required)Thisisthenumberoffileseachuploaderisallowedtoupload
usingthisinvitation.
ViewableFiles Whenusersuploadfilestothefolderusingthisinvitation,theycannotseethe
otherfilesthatareinthefolder,eitheralreadyexistingoruploadedbyotherusers.Youmay,
however,indicatefilesthattheuploadercansee,eithertoviewordownload.
Toselectthosefilesthatcanbeviewable,performthefollowingsteps.

a. ClickSelectFiles.TheViewablefileswindowappears,showingallfilesthatcurrentlyexistinthe

folder.
b. Selecttheextentoftheuploadersabilitytousethosefiles(ViewedorViewandDownloaded).

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File Management and Actions

c.

Selectthefilestoinclude.

d. ClickNext.
4

ClickSendRequest.Anemailisthensenttoyourcontact(s),withthefollowinginfo.

Atthesametime,youreceiveanotificationinRecentActivitiesView:TrackYourWork,foreach
personfromwhomyourequestedfiles.Youhavetheoptiontowithdrawtherequestfromthisview.(If
youwithdrawtherequest,thewithdrawalalsoappearsintheActivityfeed.)

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Using kiteworks
File Management and Actions

ThecontactclickstheSignInbutton,andafterauthentication(ifrequired),istakentothefollowing
screen,usinghisorherdefaultbrowser.

Inthiscase,becausetheRequesterindicatedthattheProposalWorksheetisbothviewableand
downloadable,theviewicon(
)andthedownloadicon(
)appearnexttotheProposal
Worksheetfile.
6

TheuploaderclicksSelectFiles,whichopensthehis/heroperatingsystemexplorer,andnavigatesto
therequestedfile.Alternatively,s/hecandraganddropthefilesintothespaceindicatedonthepage.

TheuploaderthenclicksUpload,andthefilesareuploadedtothelocationthatyouspecifiedwhen
yousenttheoriginalrequest.Theuploaderalsogetsconfirmationthattheuploadwassuccessfulbya
newfieldontheUploaderwindow:Filesuploadedbyme.

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Note

Optional:Iftheuploaderwishestomakeacommentaboutanyoftheuploadedfiles,s/hecan
clickthecommenticon(
),makethecomment,andclickSave.Onlyauthenticatedusers
canmakecommentsontheirfiles.

Note

Iftheuploaderusesthelinkfromtheinvitationemailtoreturntotheuploadpage,s/hecan
uploadthefileagain,andthefilewillbeversionedtothenewversion.Beaware,however,
thatthisversioncountstowardsthemaximumnumberofuploadsthatyouspecifiedinthe
invitationmessage.

Thefilesarenowuploadedwiththeassociatedcommentsmadebytheuploader.You,therequester,
canviewallofthefilesuploadedbytheuploaders.
Uploaderscanonlyseethosefilesuploadedbythemandthefilesyoumarkedasviewableinthe
RequestFilewindow.
If,intherequest,youspecifiedthattheuploadermustbeauthorizedbykiteworksbeforeuploading,
theuploadedfileswillshowtheusernameoftheuploaderinparenthesesasapartofthefilename;
forexample,FileName(UploaderEmailAddress).doc.

Caution

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Ifauseralreadyhasaroleinthefolder,thepermissionsthatcomewiththatrolestillapply.
Forexample,iftheuserisalreadyaViewerinthefolder,hewillbeabletoviewallfiles
uploadedtothefolder,includingthoseuploadedbythoselistedintheinvitation.

kiteworks Web Users Guide

Using kiteworks
File Management and Actions

Inthemeantime,you,therequester,receiveanemailwiththelinktothefilethatwasuploaded.

10 YoucandownloadthefilebyclickingtheDownloadbuttoninthatemail,oryoucangotoyour

kiteworksfolderstructuretoverifythatthefilewasuploadedcorrectly.

AddTasksandComments
Thosepeoplewhohaveaccesstoasharedfolderinkiteworkscanaddacommentto
thefolder.Owners,Managers,andCollaboratorscanalsoassigntaskstootherusers
basedonthecontentsofafolder.

Tasks
Asanowner,manager,orcollaborator,youcanassignatasktootherpeoplewhohaveaccesstoafolder.

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Using kiteworks
File Management and Actions

AssignaTask
Toassignatask,navigatetothefileassociatedwiththetask,andperformthefollowingstepsin
thedetailview.

4
2

Clickthetasksicon.TheAddataskfieldopens,whereyoudescribethetask.

Clickthepersonicon(
)toseealistofpeopletowhomyoucanassignthetask.Thesearepeople
whohaveaccesstothefolder.Selecttheperson.

Clickthecalendaricon(

ClickSubmit.Thetasknowappearsinthedetaillistwhenthefileisselected.Theassigneealso
receivesanemailwiththedetailsaboutthetask.

)andselectaduedate.

Theassigneecannowindicatethestatusonthetask,fromDefined,Inprogress,orCompleted.

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kiteworks Web Users Guide

Using kiteworks
File Management and Actions

ChangetheStatusofaTask
Whenataskisassignedtoyou,youcannotifytheoriginatorofthetaskthestatusofthattask.Tochange
thestatusofatask,performthefollowingsteps.

Clickonthetask.Twoiconsappear:Edit(

ClickintheStatusfield.Adropdownmenuappears,andselectthestatusyouwish:Defined(the
defaultwhenataskisassigned),Inprogress,orCompleted.

ClickSubmit.

kiteworks Web Users Guide

)andDelete(

).Clicktheediticon.

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Using kiteworks
File Management and Actions

Comments
Anyonewhohasaccesstouploadafilecanaddacommenttothatfile.

AddaComment
Tomakeacomment,navigatetothefileassociatedwiththecomment,andperformthefollowingstepsin
thedetailview.

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Clickthecommentsicon.TheAddacommentfieldopens,whereyoutypeyourcomment.

ClickSubmit.Thecommentisnowassociatedwiththatfile.

kiteworks Web Users Guide

Using kiteworks
File Management and Actions

RespondtoaComment
Torespondtoacomment,performthefollowingsteps.
1
2

Clickonthecomment.Threeiconsappear:Reply(

Clickthereplyicon.TheReplytothiscommentfieldopens,whereyoutypeyourreply.

ClickSubmit.

kiteworks Web Users Guide

),Edit(

),andDelete(

).

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Using kiteworks
Search Functions

SearchFunctions
kiteworksofferstwotypesofsearch:BasicSearchandEnhancedSearch.Thebasicsearchqueries
thenamesoffilesandfolders.EnhancedSearchqueriesthenamesoffiles,folders,mail,textin
thefile,andmetadata,andisenabledbyyourkiteworksadministrator.
List View

Enhanced Search

Basic Search

Enhanced Search

Detail View

Basic Search

BasicSearch
kiteworkssupportsastandardsearchofnamesoffilesandfolders.Thissearchsimplyreturnsthe
namesoffilesorfoldersthatcontainyoursearchterm.

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kiteworks Web Users Guide

Using kiteworks
Search Functions

Tousethisfunction,firstnavigatetothefolderinwhichyouwanttosearch.

2
3

ClickintheBasicsearchfield(

Clicktherightarrow,ortype<enter>.ThesearchresultsappearundertheSearchfield.

Tofiltertheresults,clickthefiltericon(

SelectManagedorFavorite.Theresultsarethenfilteredbythosefoldersthataremanagedbyyouor
markedasfavorites.

Note
5

)andenteryoursearchparameters.
).

IfyoufiltertheresultsbyManagedorFavorite,nofileswillappearinthesearchresults,
becauseyoucannotbemanagerofanindividualfileormarkindividualfilesasafavorite.

Tonavigateawayfromyoursearchresults,eitherdeletethesearchtermfromthefieldornavigate
awayfromthefolder.

EnhancedSearch
kiteworksenhancedsearchfunctionincludessearchingfilesandemailsfortext,metadata,
namesoffiles,ornamesoffolders.Thisoptionisenabledbyyouradministrator.Usingthis
search,youcannarrowthesearches(orfilter)byfiletype,andorganizethesearchresultsbythe
bestmatch,alphabetizetheresults,orlistthenewestoroldestfirst.
Yoursearchusesthefollowingconventions:

Searchtermsarereducedtoarootform,sosearchingforengineerwillalsosearchforvariantsof
thatword,suchasengineering,engineers,andengineered.

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Search Functions

Shortandcommonwordsarenotincludedinasearch(suchasa,an,and,is,it,or,not,etc.)

Whenaqueryhasmultiplewords,allwordswillappearinthereturneddocument(s).

Tosearchforaphrase,encloseitindoublequotes,forexample:ColdwaterProject.

Whenyouhavealistofresults,youcanviewthefile,share(email)thefile,ordeletethefile.Youcanalso
clickthelinktogotothefolderinwhichthefileislocated.
Tosearch,performthefollowingsteps.
1

Onthetopbar,intheSearchfield,typethestringofwordsorphraseforwhichyouwanttosearch.

Type<enter>.Thelistoffolders,files,andemailsthatcontainthetextyousearchedforislistedin
theresults.

Fromthislist,youcansorttheresultsbybestmatch,alphabetically,orbydate.Foreachindividualfile,
youcanshare,preview,ordeletethefiles.
a. Share

RefertoEmailaFile.

b. Delete

DeleteaFilefromtheserver.Duetothenatureofthesearchsystem,itmaytakea
fewminutesfortheitemtobedeletedfromthesearchresults.

c.

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Preview

RefertoOnlineViewer.

kiteworks Web Users Guide

Using kiteworks
Search Functions

SearchFiltering
Tofurtherrefineyoursearch,clicktheFiltersbuttoninthegraynavigationbar.Youcanfilterby
folders,files,mails,andotherparameters.
Toincludeparametersinthefilter,clickthecorrespondingcheckboxandifnecessary,specifythe
parameter(suchastype,size,time,createdby,orwithinaspecificfolder),andclickApply.

ON
OFF

Note

ThecreationdateofafileismeasuredbythedateandtimeofUTC,ortheUniversalTime
zone,alsoknownasGMT.
Forexample,ifyouareinthePacificStandardTimezone(PST)anduploadedafilefromyour
deviceyesterdayat6pm,thensearchforthefiletodaybefore5pmusingtheyesterdayfilter,
thefilewillnotappear.Theservertreatsthefileashavingbeenuploadedtoday,because
PSTis7hoursfromUTC).
Takethisintoconsiderationwhenperformingafilterbytime.

Torefreshthefilteringparameterstothedefaultthatis,themostinclusivesettingsclickReset.

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Edit Settings

EditSettings
Yourpersonalsettingsincludeyouraccountinfo,preferences,andcontacts.Editthesesettingsby
clickingyourdisplaynameatthetoprightfromanyscreen.Thefollowingmenuappears.(Ifyou
haveAdministrativeaccesstokiteworks,Switchtoadminportaloptionalsoappears.)

Tosignout,clickSignout.Whenyousignbackintokiteworks,thesystemrememberswhichviewyou
wereusingandwhichfolderyouwereaccessingwhenyouwerelastsignedin,andyouarereturnedtothe
samescreen.
Toedityoursettings,clickSettings.TheSettingspanelappears,withthefollowingmenusonthelefthand
sideofthescreen.
Fromtheseoptions,youcanpersonalizeyourownkiteworksexperience,including:

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AccountInfo

Preferences

DisplayName

Language

ProfilePicture

TimeZone

Password

MessageSignature

MessageSignature

ContactsandGroups

ManageContacts

AddaContact

EditaContact

DeleteaContact

AddaGroup

EditaGroup

kiteworks Web Users Guide

Using kiteworks
Edit Settings

AccountInfo
Youraccountinformationconsistsofadisplayname,emailaddress,profilepicture,andpassword.

DisplayName
TochangeyourDisplayName,performthefollowingsteps.
1

FromtheSettingsscreen,clickAccountInfo.

TypeyournewDisplayNameintheDisplayNamefield(typically,<firstname> <lastname>).

ClickSubmit.YourDisplayNamehasnowbeenchanged.

Note

DependingonthesettingsthatyourAdministratorhasset,itispossiblethatyoumaynotbe
abletomakethesechanges.Ifthisisthecase,contactyourAdministratorforassistance.

Note

Youcannotchangeyouremailaddresshere;thismustbeperformedbyyourAdmin.

ProfilePicture
Yourprofilephotoappearsnexttoeveryactivitythatyouperform.Accellionsuggestsusingabasicphoto
ofyourface,in.jpgor.pngformat.Ifthephotoyouuseisnotsquare,theimagemayappeardistorted,
especiallyonmobiledevices.Notethatthephotocannotexceed2 MB.
Touploadorchangeyourprofilephoto,performthefollowingsteps.
1

FromtheSettingsscreen,clickAccountInfo.Yourprofilepictureappears.

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Edit Settings

ClickUploadanewphoto.Youroperatingsystemsfilemanageropens.

NavigatetoyournewprofilephotoandclickOpen.

WhenpromptedAreyousureyouwanttoupload<file name>asprofileimage?,clickYes.

OntheAccountInfoscreen,clickSubmit.Yournewphotonowappearsasyourprofilephoto.

Password
YourpasswordmustmeetthestandardssetbyyourAdmin,andmayrequireatleastonecapitalletter,and
atleastonesymbol(!@#$%&*).
Dependingonyourenvironment,youmayormaynotbeabletochangeyourpassword.Ifyourloginis
basedonyourLDAPpasswordoryourorganizationutilizesSSO,yourprocessmaybedifferent.Contact
yourAdministratorwithquestionsaboutchangingyourpassword.
Tochangeyourpassword(ifpermitted),performthefollowingsteps.
1

FromtheSettingsscreen,clickAccountInfo.TheAccountInfoscreenappears.

Typeinyourcurrentpassword.

Typeinyournewpassword.

Typeinyournewpasswordforverification.

ClickSubmit.Yourpasswordhasnowbeenchanged.

Preferences
PreferencesconsistofaLanguagepreference,TimeZoneindicator,MessageSignature,andMessage
Signature.Ifyourorganizationhasmorethanoneserverlocation,yourpreferencesmayalsoincludea
Locationsoption.
Toseeyourcurrentpreferences,fromtheSettingsscreen,clickPreferences.ThePreferencesscreen
appears.

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kiteworks Web Users Guide

Using kiteworks
Edit Settings

Language
Thelanguagethatisthedefaultforyouroperatingsystemwillbethedefaultlanguageforkiteworks.To
changeyourdefaultlanguage,performthefollowingsteps.
1

UnderLanguage,clickthedownwardarrow.

Selectyourpreferredlanguagefromthelistshown.

ClickSubmit.Yourpreferredlanguagehasnowbeenchanged.

TimeZone
kiteworksrecordswhenyouperformanyaction.Itisimportantthatthetimezonesettingbesetwithyour
locale.Whentraveling,besuretoupdatethissettingappropriately.
Tochangeyourtimezone,performthefollowingsteps.
1

UnderTimeZone,clickthedownwardarrow.

Selectyourtimezonefromthelistshown.

ClickSubmit.Yourtimezonesettinghasnowbeenchanged.

MessageSignature
Whenyousendanemailusingthekiteworksinterface,youcanaddasignaturetoappendtoyouremail.
Typically,thisconsistsofyourname,title,andcontactinformation.
Toaddoredityoursignature,performthefollowingsteps.
1

UnderMessageSignature,typethetextyouwouldlikeappendedtoyouremails.

ClickSubmit.YourMessageSignaturehasnowbeenupdated.

ContactsandGroups
Yourcontactsarethosepeopletowhomyousendemailsfromkiteworks,orhaveaddedaspeoplewith
sharingrightstoyourfolders.Thesecontactsappearinadropdownmenuorareautofilledwhensending
emails.Thesearealsothepeoplelistedaspossiblecollaboratorswhenyousetupasharedfolder.
Wheneveryousendanemailviakiteworksorinvitesomeonetocollaborateinafolder,yourcontactslist
retainstheinformationforfuturereference.
AGroupisacollectionofcontactsthatyouhaveaddedtoyoursettings.IntheContactssectionofthe
settings,youcaneditthemembersofagroup,includingtheiremailaddresses.

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Edit Settings

Toseeyourcurrentcontacts,fromtheSettingsscreen,clickContacts.TheContactsscreenappears.

ManageContacts
Managingyourcontactsconsistsofadding,editing,anddeletingmembersofyourcontactslist.

AddaContact
Toaddacontact,performthefollowingsteps.
1

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FromtheContactsscreen,clickthe
appears.

iconintheupperrightcorner.Alistofpossibleactions

kiteworks Web Users Guide

Using kiteworks
Edit Settings

ClickAddContact.TheAddcontactwindowappears.

Typethedisplaynameofthecontact(generally,<firstname> <lastname>)andaddthecontacts
emailaddress.

ClickSubmit.Thenamenowappearsinthelistofcontacts.

EditaContact
Toeditanexistingcontact,performthefollowingsteps.
1

IntheContactsscreen,nexttothecontactyouwouldliketoeditordelete,therearetwoicons:

Clicktheediticonontheleft.TheEditcontactscreenappears.

Makeyouredits.

ClickSubmit.Youreditsarenowsaved.

DeleteaContact
Todeleteanexistingcontact,performthefollowingsteps.
1

IntheContactsscreen,nexttothecontactyouwouldliketoeditordelete,therearetwoicons:

Clickthedeleteiconontheright.TheDeletecontactconfirmationscreenappears.

ClickYes.Theselectedcontacthasbeendeletedfromyourcontactslist.

AddaGroup
AgroupisacollectionofcontactswithinyourContactslist.Tosendamessageorfilepreviewtoagroup,
justtypetheNameofthegroupinanyTofield.
Addagroupfromthesamelocationasyouwouldaddacontact.

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Edit Settings

Toaddagroup,performthefollowingsteps.

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FromtheContactsscreen,clickthe
appears.

iconintheupperrightcorner.Alistofpossibleactions

ClickAddcontactgroup.TheAddcontactgroupwindowappears.

IntheNamefield,addthenameofthegroup.

IntheEmailfield,addtheemailaddressesofthemembersofthegroup.Separateemailaddresses
withacomma.

ClickSubmit.Thegroupappearsinyourlistofcontacts.

kiteworks Web Users Guide

Using kiteworks
Edit Settings

EditaGroup
Toeditanexistinggroup,performthefollowingsteps.
1

IntheContactsscreen,nexttothegroupyouwouldliketoeditordelete,therearetwoicons:

Clicktheediticonontheleft.TheEditcontactgroupscreenappears.

Makeyouredits.

ClickSubmit.Youreditsarenowsaved.

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Using kiteworks
Edit Settings

SFTPKeys
IfyouradministratorhasenabledSFTPaccessforyou,youcangenerateoraddyourownSTFPkeypairsin
youraccountsettings.NotethatyourgeneratedSFTPkeysaresecureinformation,andlikeapasswords,
shouldnotbesharedorsentoverunsecurecommunications.

1
3

6
7

8
9

GenerateSFTP
TohavekiteworksgenerateanSFTPforyoutouse:

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FromtheSettingsscreen,clickSFTPkeys.

ClickthegenerateSFTPkeybutton,andinthewindowthatopens,typethenameandapassphrase
foryourSFTPkey,andclickgenerate.

AwindowwillpopupshowingyourSFTPkey,youcancopyandpastethistoafileonyourcomputer.
Closethewindow.

Confirmthatyouwanttoclosethewindowbyclickingyes.

kiteworks Web Users Guide

Using kiteworks
Edit Settings

AddSFTP
ToaddanexistingSFTPkeytokiteworks:
5

ClicktheaddSFTPkeybutton.

TitletheSFTPkey

PasteyourexistingSFTPkeyintothekeyfield.

ClicksubmittosavetheSFTPkey.

DeleteSFTP
TodeleteanSFTPkeyinkiteworks:
9

ClickthedeletebuttonnexttotheSFTPkeyyouwanttoremove,andinthewindowthatappears,
confirmthedeletionbyclickingyes.

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Edit Settings

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kiteworks Web Users Guide

2kiteworksResources

Ifyouhavequestionsthatwerenotansweredbythisguide,visitourknowledgebaseat:
https://support.accellion.net/
Forsupportontechnicalissues,visitoursupportportalat:
http://www.accellion.com/support

kiteworks Web Users Guide

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kiteworks Resources

Page 98

kiteworks Web Users Guide

AAppendixA:IconsandSymbols

Table 1. kiteworksIconsandDescriptions
Icon

Description

Notes

NavigationPanel
Allfiles

Listsallthefolderstowhichyouhaveaccess.Formoreinformation,refertoWhere
YouWork.

Sharedfolders

Filtersthelistoffolderstothoseyouhavesharedwithotherusersorfoldersthat
havebeensharedwithyou.Theviewisidenticaltothedetailview,withunshared
foldersfilteredoutofthelist.Formoreinformation,refertoDetailView:Explore
YourFilesandFoldersandShareAccesstoaFolder.

FolderwithContent

Thethreedotsindicatethatthefoldercontainsfilesorfolders.

Favorites

Filtersthelistoffolderstothoseyouhavemarkedasafavorite.Theviewisidentical
tothedetailview,butshowsonlythefoldersyouhavemarkedasfavorites.
Formoreinformation,refertoDetailView:ExploreYourFilesandFoldersandMake
aFolderaFavorite.

Recentactivities

JumpstotheActivityviewformanagingtasks,comments,andotheractivities.For
moreinformation,refertoRecentActivitiesView:TrackYourWork.

Mail

OpenstheEmailFileswindow.Formoreinformation,refertoEmailaFile.

Movetray

OpenstheMoveTraypanel.Formoreinformation,refertoTheMoveTray.

kiteworks Web Users Guide

Page 99

Appendix A: Icons and Symbols

Table 1. kiteworksIconsandDescriptions
Icon

Description

Notes

FileandFolderActions
Actions

Opensamenuofactionsyoucanperformonafileorfolder;refertoFolder
ManagementandActionsandFileManagementandActions.

Addfiles,Createfolder,or
Requestfiles

Revealselementstoaddtothecurrentfolder;referto:

Calendar

AddorUploadFiles

CreateaNewFolder

RequestaFile

Clickthisbuttontoselectadate.Referto:

Tasks

ChangeFileExpirationDate

SearchFiltering

Close

ClickthisbuttontocloseawindowortheMoveTray.

Comments

Whenafileisselected,clickthisicontoaddacommentthatwillbeassociatedwith
thefile.RefertoComments.

CreateFolderlistview

Inthelistview,allowsyoutocreateanestedfolderinthecurrentfolder.Referto
CreateaNewFolder.

Delete/Discard

Discardsafile,aversionofafile,acomment,oratask.Referto:

DeleteandRecoveraDeletedFile

AddTasksandComments

Detailview

Inthetopgraybar,clickthisbuttontoswitchbetweenthelistviewanddetailview.
Thisbuttonselectsthedetailview.RefertoDetailView:ExploreYourFilesand
Folders.

Download

Withafileselected,allowsyoutodownloadthefiletoyourdesktopsoyoucanopen
itusingtheappropriateprogram(MicrosoftWord,etc.).Youcanalsodownloadthe
fileusingtheJavaapplet.Referto:

Download

DownloadFile(s)viaApplet

DownloadVersion

Whenviewingversionsofafile,thisbuttondownloadsapreviousversionofthefile
toyourdesktopsoyoucanopenthefileinitsassociatedprogram.Referto
DownloadVersion.

Edit

Allowsyoutoeditacomment,task,contact,orgroup.Referto:

Email

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AddTasksandComments

ChangetheStatusofaTask

EditaContact

EditaGroup

Emailfiles;refertoMailandEmailaFile.

Emailallpeoplewhohaveaccesstothefolder;refertoSendanEmailtothe
UsersofaFolder.

kiteworks Web Users Guide

Appendix A: Icons and Symbols

Table 1. kiteworksIconsandDescriptions
Icon

Description

Notes

EmailPreview

Allowsyoutosendanuneditableversionofafiletousersbothinandoutsideof
yournetwork.RefertoEmailaPreviewofaFile.

Expand

Withafolderselected,allowsyoutoexpandthefolderinformationtoviewthe
expirationdate,whetherthefolderallowssync,andthesetquota.

Favorite(Action)

SetsthefolderasaFavorite,soitiseasilyfoundagainusingthenavigationpanel.
RefertoMakeaFolderaFavorite.

File/FolderActions

Whenusingthelistview,opensthelistofactionsyoucanperformontheselected
fileorfolder.RefertoListView:ManageYourFilesandFolders.

Filter

Allowsyoutofiltertheitemsthatappear,including:

Searchresults(bymanydifferentcategories;refertoSearchFiltering)

Folders(Managed,Favorites,Deleted)

Files

Activities(refertoRecentActivities)

Listview

Inthetopgraybar,clickthisbuttontoswitchbetweenthelistviewanddetailview.
Thisbuttonselectsthelistview.RefertoListView:ManageYourFilesandFolders.

Lock

Allowsyoutolocktheselectedfilesonooneotherthanyourselfcanuploadanew
versionordeletethefile.RefertoLock/Unlock.

ManagePeople

Allowstheusertoadd,delete,orchangeaccessforotherstoaccessthefolder;refer
toShareAccesstoaFolder.

MoveTray:Copy

CopiestheselectedfilefromtheMoveTraytothecurrentfolder.

MoveTray:Move

MovestheselectedfilefromtheMoveTraytothecurrentfolder.

Notifications

OpenstheManagenotificationswindowtosetthecircumstancesinwhichyou
receiveemailsforaparticularactivity.RefertoManageNotifications.

On/Off

IndicatesthefiltersusedinyourEnhancedSearchresults.RefertoSearchFiltering.

Properties

OpenstheEditpropertieswindowtochangethepropertiesofafolder.RefertoEdit
FolderProperties.

Reply

Allowsyoutoreplytoacommentortask.RefertoAddTasksandComments.

kiteworks Web Users Guide

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Appendix A: Icons and Symbols

Table 1. kiteworksIconsandDescriptions
Icon

Description

Notes

ReturntoSource

Returnsafiletoitsenterprisecontentsource;refertoUsetheMoveTrayto
CollaboratewithOutsideUsersonEnterpriseContentFiles.

Requestfile

Allowsyoutoaddfilestoafolderbyrequestingfilesfromothers.RefertoRequesta
File.

Retrievedeleteditems

Allowsyoutoretrievefilesthathavebeendeleted.RefertoRecoveraDeletedor
ExpiredFile.

Search

Allowsyoutoperformanenhancedsearchoffilesandtheircontents.Referto
EnhancedSearch.

Searchgo

ButtontoimplementtheSearch.Youcanalsotype<enter>.RefertoSearch
Functions.

Searchinfolder

Allowsyoutosearchforfolderandfilenameswithinaspecificfolder.RefertoBasic
Search.

Settings

Yourpersonalsettingsincludeyouraccountinfo,preferences,andcontacts.

RefertoEditSettings.
Share

RefertoMailandEmailaFile

RefertoEmailaPreviewofaFile

Task

Whenafileisselected,clickthisicontoaddatask.RefertoAddTasksand
Comments.

Task:Assignaperson

Clickthisbuttontoassignatasktoauserofasharedfolder.RefertoAddTasksand
Comments.

Unlock

Indicatesthatthefilecanbeunlockedbyyou.RefertoLock/Unlock.

Upload

OpenstheAddnewfileswindow;thisisashortcuttoaddnewfilestoaselected
folder.RefertoAddorUploadFiles.

Uploadlistview

Inthelistview,openstheAddnewfileswindow.RefertoAddorUploadFiles.

Versions

Whenafileisselected,clickthisicontoaddanewversionofthefileto
kiteworks.RefertoAddNewVersion.

MakesapreviousversionofafiletheCurrentone.RefertoMakeCurrent.

Viewiconinthumbnail

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OpenstheEmailfileandEmailpreviewmenu;allowsyoutosendfilestousersboth
inandoutsideofyournetwork.

Whenafileisselectedusingthedetailview,thisbuttonallowsyoutoviewthefile
withoutdownloadingittoyourdesktop,usingtheonlineviewer.RefertoOnline
Viewer.

kiteworks Web Users Guide

Appendix A: Icons and Symbols

Table 2. EnterpriseSourceIcons
Icon

Description

Notes

Addnewsource

FromtheActionsmenuatthehighestpointinthehierarchy,allowsyoutoaddanew
sourcetokiteworks.RefertoAddaNewEnterpriseContentSourcetokiteworks.

Box

IconindicatesthatthecontentsourceisfromBox.Notethatenduserscannotadda
newBoxconnector.ToaddanewBoxconnector,contactyourAdministrator.

Documentum

IconindicatesthatthecontentsourceisDocumentum.

Dropbox

IconindicatesthatthecontentsourceisDropbox.

eDOCS

IconindicatesthatthecontentsourceiseDOCS.Notethatthefunctionalityusing
eDOCSislimitedatthistime.

GoogleDrive

IconindicatesthatthecontentsourceisaGoogleDrive.Notethatenduserscannot
addanewGoogleDrive.ToaddanewGoogleDrive,contactyourAdministrator.

HomeShare

Iconindicatesthatthecontentsourceisthehomedirectoryofyouroperating
system.ToaddyourHomeDirectory,contactyourAdministrator.

kiteworks

Iconindicatesthatthecontentisinkiteworks.

OpenTextContentServer

IconindicatesthatthecontentsourceisOpenText.

SharePointorMicrosoft
OneDrive

IconindicatesthatthecontentsourceisMicrosoftOneDrive,SharePoint 2013,
SharePointOnline,orSharePoint 2007or2010.

FileShares

IconindicatesthatthecontentsourceisWindowsFileShares/CIFSorDistributedFile
Systems(DFS).

kiteworks Web Users Guide

Page 103

Appendix A: Icons and Symbols

Page 104

kiteworks Web Users Guide

BAppendixB:ECCompatibility

Figure1. EnterpriseConnectCompatibilityandFunctionality

Windows Shared Folders:


CIFS, SMB v.1, WMB v.2

l/
M
na
r
r
e
ut
EC
t
s
n
O
e
d
I
l
n
m
CM
lde
i
d
k
e
o
o
E
h
F
E
a
s
c
s
r
t
r
F
y
e
e
rf
m
plo le wi Use
Ba
tat
Ch
eb
om
fro
/U
lde
le
i al
o
r
/
c
i
f
d
r
o
n
F
e
F
l
n
ou
ve
Fi
loa
re rn
An
oF
kI
ss
n
wn Sha Exte hec
trie
nd
dt
it /
dS
ce
o
e
e
d
d
d
c
S
A
E
A
A
D
R
Ico
C
Mobile Mobile Mobile Mobile
N/A
Mobile
------Web
Web
Web
Web

Distributed File System:


DFS

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

N/A

Mobile

---

---

---

SharePoint 2013:
SP2013

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

Mobile

Via SP
Plugin

Via SP
Plugin

Via SP
Plugin

SharePoint 2010:
SP2010

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

Mobile

Via SP
Plugin

Via SP
Plugin

Via SP
Plugin

SharePoint 2007:
SP2007

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

Mobile

---

---

---

SharePoint Online (beta):


Office 365

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

Mobile

---

---

---

EMC Documentum (beta):


Platforms 7, 6.7, 6.6

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

Mobile

---

---

---

OpenText Content Server:


Platform 10, v. 9.7.1
(Livelink)
OpenText:
eDocs

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

Mobile

---

---

---

Mobile Down- Mobile


Web load only Web

N/A

Mobile

---

---

---

Google Drive:
Business

Only by
Admin

Mobile
Web

N/A

Mobile

---

---

---

er

Enterprise Content
Management (ECM )
Source

kiteworks Web Users Guide

s
dU

Web

Mobile
Web

CL

A
on

Mobile
Web

Page 105

Appendix B: EC Compatibility

Figure2. (Continued)

l/
M
rna
t
r
e
EC
t
n
Ou
es
I
l
n
m
CM
lde
i
d
k
e
o
o
E
h
F
E
a
s
c
s
r
t
r
i
f
F
o
te
r
m
w se
by
he
pl
Ba
m
fro
lde
ile al U n / C
ota
ile
fro
d/U
rce
o
n
F
e
F
l
a
u
i
F
n
e
I
n
e
o
o
s
r
v
F
l
r
A
o
k
s
n
wn Sha Exte hec
trie
nd
dt
it /
dS
ce
Se
Ad
Ed
Ad
Ac
Do
Re
Ico
C
er

Enterprise Content
Management (ECM )
Source

s
dU

n
do

AC

Box

Only by
Admin

Mobile
Web

Mobile
Web

Mobile
Web

N/A

Mobile

---

---

---

Home Directory:
Windows, Unix, Linux

Only by
Admin

Mobile
Web

Mobile
Web

Mobile
Web

N/A

Mobile

---

---

---

OneDrive:
Office 365

Only by
User

Mobile
Web

Mobile
Web

Mobile
Web

Mobile
Web

Mobile

---

---

---

Web

Mobile
Web

Mobile
Web

Mobile
Web

N/A

Mobile

---

---

---

Dropbox

Page 106

kiteworks Web Users Guide

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