documentsWeb version
Application: Documents Web version

The main file storage page of MyOffice Documents contains the following main areas:

Navigation bar

Toolbar

Workspace

Sidebar

 

UX_WFM

 

The top of the page may display the following elements:

A notification that there are updates to the application. You can find out more about the updates by clicking the Release Notes hyperlink on the notification. The release notes will open in a new tab of the web browser. The notification does not prevent from working with the application and will be displayed for 14 calendar days from the date of system update until the user reads the information about the changes or closes the notification by clicking But_Close_WDoc on it.

A notification of changes to the system interface language made by the user or the MyOffice software administrator while a user is working in the application. Refresh the page for the changes to take effect.

A notification of changes to system settings made by the MyOffice software administrator while the user is working in the application. To work correctly in the system, refresh the current page of the web browser. If you try to perform the operation for which the settings were changed without refreshing the page, an error message will be displayed on the screen. After updating the page, the user will be able to continue working in the MyOffice software.

A password expiration warning. The warning time is set by the MyOffice software administrator. Click the hyperlink on the warning to go to the password change page or click the But_Close_WDoc button to close it.

A red banner configured by the system administrator. To close it, click But_Close_WDoc on it. For more information about the banner content, contact the system administrator.

When a user is deleted or blocked by the MyOffice software administrator, all active user sessions in the system will be terminated.

Navigation bar

By default, the file storage Navigation bar contains the following elements:

knpk_menu app button: Opens the menu where you can select other applications and quick actions (create a document, create a spreadsheet, create a presentation, create an event (if there is integration with MyOffice Mail), write an email (if there is integration with MyOffice Mail)). When you select another application or quick action in the menu, a new application or event will open in a new tab.

Add button: Allows you to create a document, folder or web shortcut and upload a file or folder.

My Documents section: Contains folders or files of the account owner that are inaccessible to other users.

Shared section: Contains files or folders to which the user has access. The access is provided by the owners or authors of these files or folders.

Common folders section: This section has a separate quota for storing shared documents. The top‑level folders are created by the system administrator. For each top-level folder the administrator assigns an owner who controls further access to all elements in this folder.

If the system administrator has not created any folders in the Common folders section, the Common folders section is not displayed in the Navigation bar.

Flagged section: Contains files or folders marked as important by the user.

Recent section: Contains the last edited documents, files opened for preview, and/or documents for which which Version History was opened.

Trash: Contains the documents deleted by the user.

User profile picture (avatar) with user initials or photo. Clicking this button will display the user profile with short information about the user, the button to display the full profile and edit the user profile, and a button to log out of the account. The window may also display a warning that the password is expiring. Click the warning to go to the password change page. The avatar may indicate the issue with the quota available to the user in the file storage.

knpk_help2 Help button: Allows to display the help materials, a file with description of the new features of the application, a window with information on the version of the application, and the Send Feedback hyperlink (displayed if an email client is connected and a support service email address was specified by the system administrator in the MyOffice Private Cloud settings). The button may contain the knpk_help_ind indicator informing that there are updates to the application. The indication will be displayed for 14 calendar days from the date of system update until the user checks the information about the changes.

File storage quota

Each user is allocated a limited amount of space (quota) in the file storage.

The user's personal quota includes:

All files from My Documents section

All versions of files from My Documents section

Files moved from My Documents section to the Trash folder of the user

An image added as the user's avatar

The personal quota does not take into account files from the Shared and Common folders section, as well as files moved from the Common folders section to the Trash folder of the user.

When the storage limit is exceeded or almost reached, the users will receive the following notifications:

When approaching the set limit: A notification will be displayed in the upper part of the window that the file storage space is running out. This notification is a warning, which means that the user can continue working on files without interruption. You can hide the notification by clicking But_Close_WDoc on it or by re-logging in to the web application. In case the quota problem persists the next day, the notification will be shown to the user once again.

The allocated quota limit has been reached: A warning will be displayed in the upper part of the window that the file storage space is running out. This warning cannot be hidden, no further operations with files are possible until the quota issue is solved.

The notification is duplicated in the pop-up window displayed when you hover the cursor over the user's avatar. The user's avatar will display the quota-related notification which will disappear once the problem is resolved.

To free up space, delete unnecessary files from the storage or contact your system administrator to increase the quota size.

Send feedback hyperlink

If a mailing client is connected and the system administrator has specified the email address of the support service in the MyOffice Private Cloud settings, when clicking the Send Feedback hyperlink a new tab will open in the browser containing the feedback form. Fill in the Topic field and describe your issue in the Message box. Click Submit to send your feedback.

Navigation bar context menu

This is a context menu called by right-clicking the elements in the Navigation bar. The commands in this context menu depend on the user's access permissions:

 

Folders in
My Documents section

Folders in
Shared section

Folders in
Common folders section

(according to access permissions)

My Documents, Shared, Common folders, Flagged,
Recent sections

Trash

Open

+

+

+

+

+

Share hyperlink

+

+ (for users with Can manage access permission)

+

 

 

Decline access

 

+

+

 

 

Share a link

+

+

+

 

 

Rename

+

+ (for users with Can edit or Can manage access permissions)

+

 

 

Move to

+

+ (for users with Can manage access permission)

+

 

 

Create a copy

+

+

+

 

 

Download

+

+

+

+

 

Mark

+

+

+

 

 

Delete

+

+ (for users with Can edit or Can manage access permissions)

+

 

 

If the folder you want to open the context menu of has already been opened in the workspace, the Open command is not displayed.

When deleting the current folder using the context menu of the Navigation bar, the workspace will display the parent folder.

Toolbar

The Toolbar is designed to work with selected files and storage folders and includes the following elements:

The heading line displaying the active folder/path.

button_flag Important check box: Allows to mark folders as important. The check box is displayed only when a folder is opened in the workspace.

Search field: Allows to search for files and folders in the file storage.

button_download Download button: Allows to download the selected file/folder.

panel_button_share Share button: Allows to open the window where the use can manage shared access to the selected file/folder.

panel_button_link Share a link button: Allows to share a link to open a file/folder.

button_delete Delete button: Delete the selected file/folder.

button_more More button: Contains the additional commands to manage the selected file or folder: view (files only), rename, move to, create a copy, send by mail (displayed if the email client is connected, for files only), print the file (files only).

button_group Toggle grouping: Allows grouping files and folders according to a specific parameter, which can be any column in the file description (such as name, size, or author). For more thorough grouping, use the sorting function.

knpk_un_ac Recent operations button: Allows to display/hide the list of recent operations. The button becomes active only during and after operations and has an indication corresponding to the result of the operation performed.

button_info Info button: Displays or hides the active file or folder properties pane.

The tools become active after selecting a file/folder in the list in the workspace or in the Navigation bar.

For the elements in the Shared section the menu that opens when clicking button_more More on the Toolbar will contain the Decline access button which allows to opt out of the access to the selected file or folder.

The Toolbar of the Trash section contains the following elements:

Folder name

delete_trash Empty trash button: Allows to permanently delete elements from the folder.

Search field: Allows to search for files and folders in the file storage.

button_move Move to button: Moves the selected file/folder to the selected folder.

button_restore Restore button: Moves the selected file/folder to the folder from which it was deleted.

delete_file Delete button: Allows to permanently delete the selected file/folder.

button_group Toggle grouping: Allows grouping files and folders according to a specific parameter, which can be any column in the file description (such as name, size, or author). For more thorough grouping, use the sorting function.

knpk_un_ac Recent operations button: Allows to display/hide the list of recent operations. The button becomes active only during and after operations and has an indication corresponding to the result of the operation performed.

button_info Info button: Displays or hides the active file or folder properties pane.

The path to the file and folder

The path to the folder/sub-folder located below the second level is collapsed under the button button_folder. Clicking this button opens a list of hidden folders. The folder names in this list are arranged from bottom to top, starting from the top-level folder. Clicking on the folder name in this list will open the folder whose name is selected.

Workspace

The workspace contains a list of documents and sub-folders of the active file storage folder and is displayed as a table. The folder you want to see the content of can be selected on the Navigation bar.

If the folder is empty, the workspace displays the buttons that allow the user to create or upload files or folders. In the Shared and Common folders section the tools are displayed only if the user has editing permissions.

In the list of elements in the active storage folder, the email address of the deleted user is displayed in pale gray.

Select multiple files/folders

To select multiple files/folders at the same time, left-click the icons of the desired files/folders. The selected elements are marked as follows: tick.

Sidebar

The Sidebar can display the properties of the active element or a list of recent operations.

To open the Sidebar, use one of the following methods:

Click button_info Info or knpk_un_ac Recent operations on the Toolbar.

Select Info in the context menu called by right-clicking the line with the element.

Active element properties pane

The following tabs are displayed on the active element properties pane: Info and Activity.

The Info tab contains the following elements:

Location and a hyperlink with the name of the folder containing the element for quick access to it (only for files in the Flagged and Recent section).

Size (only for files).

The date of creation and the name of the author of the file/folder. When you hover the cursor over the username, a pop-up window will appear with additional information about the user and the Details button to view detailed information about this user in the MyOffice Contacts application (when integrated with MyOffice Mail).

The date of the last modification of the file/folder and the name of the user who made the edits last. When you hover the cursor over the username, a pop-up window will appear with additional information about the user and the Details button to view detailed information about this user in the MyOffice Contacts application (when integrated with MyOffice Mail).

Access permission type (only for elements in the Shared section).

Size of all versions (only for files).

version_history Version history button (only for files): Allows to go to the file view and version control window (not available for users with Can view permission). The Version history opens in the current tab of the web browser.

Share hyperlink (for the owner of the file/folder) / Decline access hyperlink (for users with access permissions to the element).

The Public links menu and the Open hyperlink to go to the window to view and manage public links of the element. It is displayed for the owner and the user with Can manage permissions if at least one public link is created for the active element.

A list of users and groups that with access permissions and information about the access permission type. If the user is a member of an access group, a tooltip is displayed next to the group name. Hover over the user's avatar or username to view more information about the user. If necessary, click Details in the pop-up window to view the contact information in MyOffice Contacts in a new tab of the web browser (when integrated with MyOffice Mail).

If the user whose information is shown in the Info tab is deleted, you cannot view detailed information about them, and the Inactive status is displayed next to their name.

To view information about a file/folder, select the element in the workspace or in the Navigation bar. When selecting more than one file, the number of selected files is displayed in the element properties pane as well as their total size and the total size of all versions (only for files).

The Activity tab contains the history of actions performed with the element. The tab is not available to the users with Can view access permission. The system administrator can disable the display of the Activity tab and recording of the history of actions with the element.

On the Activity tab, the following events are displayed:

A new file or folder is created (includes the folder upload action).

A file is created from the template.

A file is uploaded.

File content modified (recorded every two minutes): If you put the cursor over an event, the version_history Version history button appears that allows to switch to the window of viewing and controlling file versions.

A file or folder is renamed.

An element is deleted or restored from the Trash.

An element is restored by the administrator.

An element is moved.

A file is replaced: If you put the cursor over an event, the version_history Version history button appears that allows to switch to the window of viewing and controlling file versions.

A public link is created or deleted (displayed to users with the Owner or Can manage access permissions. When you hover the cursor over an event, the public_link Public links button will appear to go to the public links management window.

A public link is deleted or blocked by the administrator (displayed to users with the Owner or Can manage access permissions). When you hover the cursor over an event, the public_link Public links button will appear to go to the public links management window.

A public link is automatically blocked: (displayed to users with the Owner or Can manage access permissions). When you hover the cursor over an event, the public_link Public links button will appear to go to the public links management window.

Direct access permissions are added, changed or deleted (displayed to users with the Owner or Can manage access permissions). When you hover the cursor over an event, the access Share hyperlink to go to the access permissions management window.

 

In case of a folder, the changes that have occurred with the folder are displayed, and not with the elements inside it.

The following information is recorded for each action:

Date and time of the event

Avatar and the name of the user who is in charge of the action

Type of action

 

Actions are sorted in descending order of the date of occurrence of the action and are displayed in groups:

Actions for the current day with time indication

Actions over the last seven days, not counting the current day

Actions for the month with year indicating

 

The maximum number of stored actions per element is set by the system administrator. When the maximum value is reached, the earliest actions are deleted.

To view the action history of a file or folder, select an element in the workspace or in the Navigation bar and go to the Sidebar Activity tab. When selecting more than one element, the Activity tab it is not displayed in the element properties pane.

List of recent operations

When you perform actions with document and folders (copy, move, delete), the knpk_un_ac Recent operations button becomes active and has the indication according to the result of the operation.

When clicking the knpk_un_ac Recent operations button, the Sidebar will display a list of operations that are being performed or the finished/canceled operations. When you place the cursor on the operation in the list of recent operations, additional buttons will be displayed allowing you to perform actions related to the operation.

Последние операции_приостановлено

Clicking on the operation name opens the operation detail window. In the operation detail window, you can view messages about all objects that have been acted on.

To delete an operation entry from the list in the Sidebar, hover the cursor over the entry and click delete_up Remove from the list in the detailed window about the operation or the knpk_del Remove from the list in the list of recent operations on the Sidebar.

When a file operation is completed with a status other than Successful, the user will see a pop-up notification describing the errors and warnings.

The interface of other folders except the Toolbar of the Trash folder is similar to the interface of My Documents folder.

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