Help for the Virtual Office is available online
by selecting one of the Help Topics below.
More detailed documentation is also available
in documents that you can download and print:
1. Using the Virtual Office
MS Word |
Adobe PDF
2. Administering the Virtual Office
MS Word |
Adobe PDF
3. Tips on mastering the Virtual Office
MS Word |
Adobe PDF
Login: Many functions within the virtual office can only be performed by valid users. If you are not logged in, you can only search for documents by document password. Log in with your assigned username and password to identify yourself to the virtual office. After logging in, you can upload documents, edit or delete document records, and perform "Quick" or "Advanced" searches.
Logout: When you are finished using the virtual office, you
should click the link that says "Log out" at the bottom of each page.
Logging out causes the virtual office to "forget" who you are, so that
others with access to your computer cannot accidentally (or intentionally)
edit or delete your documents, etc. After logging out, you are
once again an anonymous user that is restricted to searching for documents
by assigned password.
Home: This navigation link on each page in the virtual office
takes you (or your site visitors) back to your main web site.
Upload document: Users who have logged in to the virtual office
can upload new documents (It is good practice to do a search first to
ensure the document you intended to upload is not already in the
database -- otherwise the duplicate file you upload will only confuse
others that are searching for it).
To upload a document, fill out the fields as completely as possible.
Remember, the information you provide about the document is used to
allow other users (or even yourself) to search for and find the
document later:
Document Title - a brief document name
Document Description - a brief description of the contents of the document.
Document Title - a brief document name
Owner - the user who is uploading the document.
Category - the document category that best fits the document
you are uploading. Only the Virtual Office administrator can
add or edit the list of document categories.
File - click the button to locate the file on your
local computer that you wish to upload. Filenames should always
include a proper 3-letter extension, or users will have problems
trying to download the file. Rename suspicious files before
uploading them to the virtual office.
Who may view (download) this file: - the list of groups
you would like to have access to this file. By default, a
document will be accessible to "(all groups)", meaning that
any other user can download the file. You can restrict download
of the file to one or more groups by selecting only those groups
from the list. Select and unselect multiple groups by holding
down the "Control" key as you click on each selection.
Who may edit/delete/replace this file: - the list of groups
you would like to have the ability to edit or replace this file.
By default, a document will be accessible to "(all groups)", meaning that
any other user can edit the file. You can restrict edit ability
of the file to one or more groups by selecting only those groups
from the list. Select and unselect multiple groups by holding
down the "Control" key as you click on each selection.
Client password - If you wish, you can upload a file
for an outsider that is not a designated virtual office user.
To do so, indicate a "Client password" here (Try to avoid
very obvious passwords such as a person's or company's name).
Site visitors who do not have a virtual office username and
password can still access files if they know the password that
you enter here. Regular virtual office users will still have
the ability to view or edit this file according to the download
and edit permissions specified above.
Quick search: Users who have logged in to the virtual office
can search for documents a number of ways. The "Quick search" form
allows you to type in a single word or simply indicate a user or
document category. All documents that you have permission to see
will be listed, with a link in the first column allowing you to
view or download the file. If you also have permission to edit the
document(s), an "Edit" button will also be displayed.
The ability to find a document for download or edit is based on the
groups that you are assigned to as a user, and the groups that the
document is assigned to when it is uploaded or edited. If you are not
in any of the groups that the document is assigned to when it was
uploaded, you will not be able to search for, find, or edit that
document.
Advanced search: Users who have logged in to the virtual office
can perform more advanced searches by constraining the search in
several ways at once. The advanced search is intended to produce
fewer results by having more search constraints, to allow you to find
the document you need more quickly. For example, if you type "birthday"
in the first (document title) blank, then indicate "Bob" as the user
that uploaded the file, only documents that satisfy both
conditions will be returned by the search. Additionally, keep in mind
that only documents that you have permission to see
will be listed, with a link in the first column allowing you to
view or download the file. If you also have permission to edit the
document(s), an "Edit" button will also be displayed.
The ability to find a document for download or edit is based on the
groups that you are assigned to as a user, and the groups that the
document is assigned to when it is uploaded or edited. If you are not
in any of the groups that the document is assigned to when it was
uploaded, you will not be able to search for, find, or edit that
document.
Example: Steve's Birthday
Example: Photo of Steve and the gang at Steve's
birthday party in Montreal.
Example: Steve's Birthday
NOTE: If this user is not you,
you should log out and log in again as yourself.
Example: Photos
Example: birthday.jpg
Example: Employees
Example: Employees
Example: secret123