OakShare
File Management System
Training Manual
University Human Resources
November 2010
OakShare Training
OakShare is a File Management/Document Management system – you can access shared
files from any computer in the world with an Internet connection and a Web browser.
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Allows for easier collaboration – can provide links to colleagues to files instead of
sending off large files.
Can manage your content with logging, version control, comments, etc.
Provides a search tool to find files
Can bookmark locations you frequently visit for quick access.
Have your own user directory. Can give privileges to people or create public and
private groups within the Oakland environment
Can share to people outside the system by using tickets
Using OakShare
You will log in using your NetID (Oakland email name and password). When you login
you’ll be in your home directory, with an automatic bookmark added to the left hand
menu.
Each user has their own space (/users/username) with a certain quota (the amount of
space available to store files). The basic user will have a 200 MB quota. Your quota will
be displayed on the right below any files you have uploaded. Keep in mind that items in
your trash count towards your quota as well.
There is a breadcrumbs menu above the filenames, so when you are navigating around,
you can easily jump back to any area with that, or use the bookmarks you have saved on
the left menu.
Bookmark – You can always bookmark the folder you are in by clicking on the
bookmark icon to the right of the breadcrumb trail.
To edit or delete a bookmark, click on the bookmark icon on the left hand menu,
to the right of Bookmarks. This will show all of your bookmarks and allow you to click
on the pencil to edit or the x to delete. You can also access other directories you have
been given permissions to. If you have the directory path, such as /users/dpierce/Sample,
you can type this in and create a new bookmark to take you right to that directory. Note
that bookmarks are case sensitive.
Managing Files
To upload a file, click on the upload button at the top of the screen. This will bring you
to a page that will ask you what file you want, and give you a box that will let you
overwrite the file if it already exists.
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Once you upload a file you’ll see it in your directory on the right. You can sort by any of
the column names by clicking on them. You’ll also see the different icons to the right of
the file name for managing (editing), sharing, locking and deleting.
File Icons
Manage Icon – If you click on the manage icon you will see the file information, as
well as get the link where the file exists.
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Share Icon – To share a file, click on the sharing icon and you can grant
privileges to the public or people with accounts. The icon will change depending on
which type of sharing the file has. Shown here from left to right are: not shared, shared
to a person or group, and public.
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Lock Icon – To lock the file, click on the lock icon so that it becomes closed.
Users who have access to it will only have read privileges.
If you lock a folder you create a recursive lock, which will lock everything inside
the folder. As well, if someone checks out a file (see Advanced File Management below)
it will automatically lock the file until they either check the file back in or uncheck it out.
Delete Icon – To delete a file, click on the X to the right of the filename.
Once you delete a file, a trash directory will be created. This way if you accidentally
deleted it, since you are given no warning, you can restore it. Simply move it back to
whatever folder you want. You also have an Empty Trash link on the left hand menu
under Utilities.
Top Level Icons
Up – This will move you up one directory level.
Search – You can search for files at the top using the search button. You have the
ability to save the search as well so that it appears under the search menu on the left. To
do this, when searching, simply click the Save this search as checkbox and type in a
name.
To delete a search, click on the magnifying glass icon on the left hand menu, to
the right of Searches. This will show all of your searches.
You can turn the advanced search on but selecting it from the pull down menu in
the upper right hand side. Under advanced search you can select ‘A word or phrase in the
comments’ to search for any comments made for the files.
Refresh – Refreshes the page.
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New Directory – Create new folders.
Upload – Upload files to the current folder you are in. You can upload more than
one file by clicking on the pull down menu in the upper right that says Number of files to
upload. This will create multiple textboxes so that you can upload multiple files.
Move – To move a file, select the box to the left of the filename and then click the
Move icon at the top. This will give you a destination textbox where you can browse
your folders. Find the folder you want to put it in and click Ok.
Copy – This will copy the selected files. It will bring you to a screen that shows
the files you have selected, and asks you where you want to copy them to. If you try to
copy them to the same area it won’t let you. You’ll have to move them to a different
directory.
Delete – This will delete the selected files, putting them in the trash.
Rename – This will rename the selected files. Each file will have its own textbox
created for it so if you have multiple selected you can rename them all there.
Download – Whatever files you have selected will be added to a zip and
downloaded to your local machine.
Email – This allows you to send the link to the file to a person. This is an easier
way to give someone access to a large file. You can simply send out a link or a ticket. If
you use this button it will load your email client and create a new message that you can
modify. If you create a link, they must have a NetID username to see it (unless you made
the file public). If you create a ticket you can send it out to anyone (this can also be
password protected).
Help – Before logging in you can access the main help by clicking the help on the
login page. There is also a help button on the main screen once logged in, which will
display help specific to the screen you are on.
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Advanced File Management
These options will be shown when clicking on the Manage Icon to the right of the
filename. When you click the manage icon, you will see a list of properties. Under
collaboration, all of these links are clickable and allow you to burrow down deeper to see
more information and interact with them.
Locks will allow you to see if it is locked.
Lock Resource – This will lock the resource. If it is already locked you can click
the Remove button to remove the lock.
Logging will allow you to see who has accessed the file and done what to it. You can
also set the logging to on or off here.
Refresh Log – Refreshes page since it isn’t done dynamically.
Enable Access Logging – Turn logging on (on by default).
Disable Access Logging – Turn logging off.
Sharing will allow you to see who this file or folder is shared to. If you are looking at the
sharing for a directory, you get more options at the top. You also have the option to
apply the permissions to the current directory and all sub-directories (default), or just
apply to the current directory only. You can give permissions to read, write, delete and
administer. To move a file you need delete privileges, because you are deleting it out of
the directory. You also need write privileges to the folder you are moving it to.
Administer is necessary to add comments.
Add User/Group – Give a user or a group privileges for this file. To add a specific
user, you can click this button and then search for a username and then grant them
privileges. This search does accept wild cards (Dana P* will find Dana Pierce).
Remove User/Group – Takes away user or group privileges.
Overwrite Permissions – Directory option only.
Set Inheritance – Directory option only.
Tickets – This will take you into the ticket area.
Versions will show you the different versions, and allow you to make a copy of a version.
Enable Versioning – Turn versioning on (on by default).
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Disable Versioning – Turn versioning off. If you have a large file like a
PowerPoint file, you probably want to turn versioning off, since every time you reupload
or overwrite the file you will create a new version of it and keep doubling the size you are
taking up on the directory.
Checkout File – This will create a copy of the current version for you to work on.
If there is only 1 version, it will create Version 2 for you to work on. If users view this,
they’ll still see Version 1, not the version you are working on.
Checkin File – This icon will appear once you have checked out the file. Once
you have made your changes to the file and reuploaded it with the same name (either
using a Web Folder or using the Overwrite button), you can click this to update the
version.
Uncheckout File – This will remove the version you created when you clicked
checkout.
Tickets allows you to track what tickets you have.
Create Ticket – Will create a ticket for this file. You have the basic ticket options
first available to you which simply lets you choose the permissions and the lifetime of the
ticket. If you select Advanced under the pull down menu at the top you can rename the
link and put a password on it. Once you are done you will be given the link and the
option to email the link. All of your tickets are editable under the My Groups section of
the Contacts and Groups on the left hand menu.
You can also make documents public if you want and have them available to the
world at large. To do so, see Creating a Web Page below.
Comments will show the comments and allow you to add a comment about the file
yourself. You can also delete comments that were added earlier here, but you cannot edit
the comment, you will have to append information with a new comment, or possibly
delete an old one and add a new one.
Create Comment – Click this icon at the top to create a comment for this file.
Delete All Comments – Deletes all comments for this file.
Subscriptions will allow you to subscribe to the file so that any changes made will be
emailed to you. Once a subscription is created you can unsubscribe by deleting it on this
page.
Create Subscription – Can be done on both files and directories. Options are
change events (if a file is moved, overwritten, copied or downloaded, it is a changed
event), read events and comment events. You can also decide if you want to be updated
when the event occurs or daily.
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Below that, under Directory Properties, you have the Full URL, which you can send to
users, as long as the file or folder is public. There is also an Intelilink URL that masks
where the actual file exists and can possibly shorten the URL. If you use the Intelilink it
will ask the user to login.
If you are managing a directory you’ll also see an option here to set a quota for
that directory. You can set a size limit here so that the directory doesn’t grow any larger
than what you want.
Utilities
Preferences – Change the language, time zone and date/time style. Username and
display name cannot be changed.
Contacts and Groups – Display your contacts, groups and tickets. Tickets are shown
here because they are essentially a private group.
Add New Contact – This will allow you to search through the LDAP users and add
personal contacts.
Create Group – This will allow you to create a group of users so you can easily
give a group of people privs to a files or folders. Once you create a group you’ll be
brought to the group window where there are new buttons at the top.
Add New Members – This will add members to this group. Users in your
contact list will already be displayed, and you can select multiple contacts there to add, or
add different users below.
Set Password – Allows you to password enable the group and set or change
the password.
Set Expiration Date – If you want the group to only last for a certain period
of time, you can set an expiration date for the group here.
Subscriptions – This will allow you to easily manage all of your subscriptions in one
place and unsubscribe if you want.
Empty Trash – Empties the trash folder.
Help – Brings up the general help.
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