XCELSOFT OfficeX
Document Storage
World Wide Web Info Page
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The OfficeX Storage provides a complete file system to keep track of documents
by intranet users.
The documents storage section can be used both for a private storage area of personal documents and a public shared area for a collection of people to review and modify documents together via checking in and checking out documents. |
Documents can be word processing files, spreadsheets, images (of any file format), databases, text files, Crystal Reports, and others. Documents are automatically uploaded and downloaded as needed and the transfer channel is always encrypted.
As shown above, you can define a series of folders in the documents section both private and public. In order to define a public folder, you simply need to set permissions on the folder.
Storage provides the following features:
The Storage folders have the ability to view:
OfficeX
Other file formats not listed above can easily be added to the OfficeX
In order to share any documents in OfficeX
First, you can navigate to the file you want to upload in your typical Windows "Explorer". Once you find the file you want, you can simply drag-and-drop the file into the OfficeX Storage section.
The drag-and-drop operation will automatically pop up with the following OfficeX upload parameters window to specify further information such as a long description and the file type. The upload parameters window will automatically try to figure out the correct file type and file size of the file to be uploaded. If this file is incorrect, you can click on the Browse button to choose another file or Cancel to quit the upload operation.
To upload new documents into the storage section without using the Windows Explorer, you can click on the "new document" toolbar button and specify a filename to upload in the upload parameters dialog box by pressing the Browse button.
As shown, you must enter a description of the file being uploaded as well as the file type and the actual filename. The filesize will be shown beneath the filename when specified. All file transfers are performed in an encrypted channel for maximum security.
Once documents are uploaded into OfficeX, they can be shared amongst users of OfficeX. If a document needs to be edited by multiple users, they must first "check-out" the document.
Once the document is uploaded to the specified folder, you can choose to share the folder so that others may view and modify the document as well. The above screen image shows that you can "check-in" and "check-out" public documents so that while one user is editing the document other users are prohibited to edit it. You can select multiple documents to checkout at any one time.
When a document is currently checked out by a user, other users viewing the documents section will be able to take note of that fact by a small checkmark that is placed beside the document icon in the preview bar area. The preview bar will also indicate which user currently has the document checked out.
Once the user has finished making changes to the "checked-out" document, they must check the document back into OfficeX. Simply select the desired documents in the OfficeX interface and select the "check-in" toolbar option. OfficeX will proceed to automatically upload any files into OfficeX and flag the files as being checked in.
The OfficeX documents section provides a convenient and effective method by which groups of people can work together on shared documents.