Working with files

The file system

Infrarch Cloud Office builds on top of the existing file system on your server. This means that you do not need to import your data when installing Infrarch Cloud Office and you do not need to export it, if you decide to migrate to another product. All existing data may remain on your server and be accessed through Infrarch Cloud Office without transformations. The file system is designed as simple and robust as possible, so that there is no risk for your data.

Uploading and downloading documents

Documents are easy to upload. After the file selection dialog is displayed the user needs to select one or more documents, add a comment if needed, and confirm the upload. Each document uploaded is marked with a revision number, the name of the author and comments regarding its content. When registering documents, all older versions are retained and can be accessed, if necessary.

Documents are downloaded by double-clicking on their row in the list; they can also be downloaded by single-clicking on their name.

File operations

File operations can be performed the same way as on a desktop system with cut, copy and paste commands. Multiple folders and files may be selected by holding the Ctrl key. The right mouse button displays a context menu containing the regular file operations.

Following up on what is new

Newly registered documents appear on the recent documents list. Newest documents are displayed on top of the list. Each file remains on the list for a certain number of days, which is set by the administrator.

Searching documents

When documents are uploaded, their contents is indexed, so that it could later be found very quickly. Specific words may be sought in the contents, commenets and names of files. The Search command works on the current folder and all of its subfolders. And it works very fast.

Exporting data

The Export button packs the current folder and all of the files and folders contained in it as a single ZIP file. Preparing the archive and streaming it to the client machine happens simultaneously, so there is no need to wait for the archiving to finish before the download starts. Only the latest revisions of the files are included in the export.

Deleting and undeleting files

When a file or folder is deleted it is not gone forever. Deleted data is moved to the recycle bin where it can be found and restored from, if need be. Not all levels of users are allowed to perform delete operations or access the recycle bin.

Favorites

Files and folders may be marked as favorites by clicking the star outline which is found left from their names. This makes a file or folder appear on the favorites list and become accessible directly from there. The recently modified favorites appear on top of the list. Favorites are useful for following up on files or folders which other users work on. They are also convenient as shortcuts to working folders which are placed many levels above the root folder.

Managing users

User levels

Users are attributed four access levels: guest, user, power user and administrator.

Guests can only download files from the folders they have been given access to but cannot perform any modifications to the file system. Guests do not have access to any other modules.

Users can download and upload files but are not allowed to perform all file operations - for example they do not have access to the recycle bin. By default users do not have access to some of system's modules.

Power users can fully operate the system, except they are not allowed to edit other users' profiles, change system's settings and permanently delete files.

Administrators have no restrictions.

Access Management

Each user is allowed access to a specific folder (and its subfolders) of the file system. Depending on user's duties in the organization they may be given access to folders closer to the root or may only be allowed to operate an isolated folder.

Users may be assigned to one or more groups depending on their role. The folders users from a group have access to are defined by the group.

The use of root folders and groups allows for flexible user access policies varying from loose to very restrictive. In a smaller team with open environment most users may be given access close to the file system root and manage the access only to especially sensitive data using groups. Or in a larger team a user may be assigned an isolated root folder for his personal files and get access to other files of their unit only through groups they are assigned to.

User preferences

User profiles store important information about their owners. They contain full contact information like full name, phone, email, location, etc. Users may edit their profiles and keep their contact information up-to-date. They may also change their password, avatar, system stylesheet and preferred language.

Correspondence registry

Registering letters

Being able to find your correspondence is critical. Scanned incoming and outgoing correspondence may easily be registered to the system. For each letter a substantial number of properties may be set, edited and searched. This includes letter references and dates, details about the sender and recipient and subject. An important property is the topic of the letter, which may be used to group letters as related to a specific contract or activity type. Incoming letters may be assigned to users who must respond or act in accordance with the letter. Once a letter is registered the users it is assigned to will receive an automatically generated message containing the letter, task and deadline.

Searching letters

Performing search operations on the correspondence repository is extremely flexible and convenient. All fields of a letter are indexed at registry time and searching for a name, reference, or a word in the subject line is very fast. Search context may be given by selecting a topic, a specific year and/or type of letters (incoming or outgoing) to search for. This focuses search operations and makes them even more efficient.

Exporting correspondence

Once a search has been performed, the results may be exported. The export operation packs the letters as a single ZIP archive, which is then downloaded. A simple CSV (comma separated values) file with the description of the letters is also exported.

Timesheets

Timesheets are normally used to track team's workload. The system allows users to quickly add work records. These records may be easily viewed and analyzed from the timesheets module.

Payments

Incoming and outgoing payments may be registered to the system. Paid and pending invoices are easy to locate in the general list. All unpaid, incoming and outgoing invoices also appear on separate lists. This makes tracking of pending payments easy and reliable.

When a payment is made a "checkist" may also be registered, if needed. Most organizations have some sort of payment authorization procedure and the document referred to as "checklist" is expected to be the final authorization document. If there is no such procedure in place, the checklist may be omitted.

Internal instructions

Registering internal instructions

If formal internal instructions are necessary, they can be registered from the Instructions module. The users will be able to view the instructions depending on their level. Regular users will be able to see only the instructions addressed to them or to groups they are member of. Power users and administrators will see all instructions and will be able to modify them.

Maintaining the register

The register needs close to zero maintenance. After the validity of each instruction has expired, it is automatically moved to the archive. This keeps the list of active instructions clean and accessible. If an instruction needs to superceded, set its expiry date to yesterday and it will be moved to the archive.

Messaging system

Working with messages

The internal messaging system is simple and convenient to use. Users may send short messages to individual users or groups of users and reply to the sender or to all recepients. When a message is received, a notification sound is being played. (The notification sound may be changed from the Settings panel; plenty of sounds are available.) Messages can be marked as normal or high priority and can be sought by keyword and/or sender name.

Attaching files

Files may be attached to messages and sent for review to other users and groups from the file system.

Sharing files

Creating a file share link

File share links are created by selecting a file and clicking on the share button. A unique link is then generated and displayed. The only thing needed then is to email the link to the person or persons you wish to share the file with. It is impossible to guess a file share link and for this reasons there is no password required for the ones having the link to download the shared file. The links, however, have a certain validity period and are automatically deleted after it expires.

Managing shared files

All active share links appear on a dedicated list. From there they can be reviewed and manipulated. The list shows link's identifier, the name and folder of the shared file, the person who created the link and the date of its createion, as well as the number of times the link has been visited by persons external to the system. If it is found that the persons who had to download a file have not done so in the expected time, the validity of file's share link may be renewed. If a share link is considered no longer necessary, it may be deleted.

System settings

Access to the settings panel

Only users with level ADMIN have access to the settings panel. An additional restriction may also be introduced for the administrator to log on from the IP address on the local network where the server is installed in order to be allowed to modify the settings. If this restriction is set, administrators will only be able to view the settings but not change them, if their have logged in from an IP address external to the local network.

Folders

This section shows the full paths of the data folders of Infrarch Cloud Office on server's file system, as well as the space taken by the data and the free space on the disks. For security reasons the locations of the data folders may not be changed through the settings folder but only by editing them on the server.

Server

The section provides information regarding the server. This includes server's public and private IP addresses, information regarding the allocated and available RAM, as well as the versions of the running webserver and Java virtual machine.

Security

The most important security settings are the checks for administrator and client IP addresses. As mentioned above, if the administrator IP check is activated, changes to system's settings will only be possible from the local network. If the client IP check is activated, only users running from private IP addresses on the local network will be allowed to log in, as well as the explicitly listed external IP addresses. An open, low-risk system may run with the client IP check deactivated, so that users may enjoy the convenience of being able to log in from everywhere. When a more secure environment is needed, the client IP check will be activated and strict policy will be in force on when (or if) to allow access from external IP addresses.

If the client IP check is deactivated, it makes sense to set the delay after unsuccessful log in to 2-3 seconds. This would make dictionary and brute-force attacks on users' passwords more complicated and could give a sufficient window of opportunity to administrators to react.

Branding

Looking good may be as important as working well. This section allows the system to be branded in accordance with its owner's visual identity. The logo, organization name, webpage and frame title of public pages may be changed from here. Such public pages are file share links and the log in page. The whole color scheme of the system, together with fonts, borders, etc. may be changed by modifying the CSS (cascading style sheet).

Modules

Organizations differ and so do their needs. If some of system's modules are not needed in a specific environment, they may be deactivated. This would not delete any previously registered data and modules may be turned back on at any time.

Backup

The system may be set to automatically backup user data and system files to a specified location. Parameters that may be set are the number of backups kept, the time to start creating backup, as well as the number of days between backups.

Others

Various other parametters of the system may be set. The default language may be changed from here as well as maximum file sizes, periods to keep share links, etc.

Other features

Logging

The system keeps detailed logs of the actions of each user. These logs may easily be viewed and analized using the Log module.