Welcome to our iExtranet Help and Training Portal

This portal has been set up for you to get quickly familiarized with iExtranet’s features. There are three main sections:

  • Quickstart: to get you up and running quickly with the main functionalities,
  • Help: to expand your knowledge by going a little further in the use of your platform
  • FAQ: we have tried to gather most frequently asked questions with the appropriate responses

There is also comprehensive help on pdf format downloadable with all the main features. Do not hesitate to give us your feedback or ask your questions using the “Feedback” section. The Oodrive Team

Quickstart

This first page is a quick start to get you familiarized with iExtranet. The principle of collaborative iExtranet folder sharing is as follows:

  • Create a contact with rights (add / rename / delete / edit / share)
  • Create a folder (or use an existing one) by granting the contact access to it.

The contact can then work using his/her rights at the folder level. We will also review the significant features such sharing files/folders by email.

Add new contacts

In order to add contacts to your workspace go to “Administration” in the address book and click “New contact». Fill out the required fields and give desired user rights.

You can also create new groups, to make the workspace management easier, by clicking “Create group”.

Please note that the contacts will receive their login/password via e-mail, if you do not wish to send the info automatically you must uncheck the box “send login information…”.

 

Folder Creation

In order to create a tree view go to the root “My files” and click “New folder».

NewFolderiCon

  1. Give a name to your folder
  2. Choose its display type
  3. Click ok
  4. Your first folder is created
Share your folder

Once your folder has been published, click “Share a folder».

Share-a-folder-icon

 

 

 

  1. Choose contacts or groups you have just created using the previous indications, and give them necessary rights.
  2. Click Ok to confirm your changes

Please note that only the shared folders will be available to your contacts once connected. Unshared folders are only available to administrators.

Add files

In order to add files to your folder, click “Add files”.

addfilesbutton

  1. Click “Choose files”
  2. Choose desired files the Ok.
  3. Launch the transfer.
  4. Your files are now online
Share Files/Folders by e-mail

You can easily send secured download links via e-mail to your internal or external contacts using the share by e-mail functionality in iExtranet.

Do do so, simply select the item you wish to share then click “Share by e-mail ».

ShareByEmail-icon

  1. Choose “Send a link by e-mail”; note that you may either click the address book icon to check users from your workspace address book or type in the e-mail addresses manually separated by a comma.
  2. On the second tab you can determine sharing settings such as “sharing expiration date” and “Number of downloads per files”.
  3. When finished click “Ok” in order to send the e-mail.
View online files

iExtranet offers an embarked viewer that allows to view files directly from the platform without having to download the files on your local computer. In order to view files select them and click “View a file”.

Features

1- What is iExtranet

iExtranet is a secure web-based platform for the exchanging of large files and collaborative working between staff within a company and their external contacts.

iExtranet makes it possible to:

  •  Share online and e-mail any type of file, whatever the size or format
  •  Collaborate efficiently and on a daily basis with internal colleagues and external parties
  •  Strengthen security and enjoy a high level of traceability on all file transfers

Compatible operating systems

  • Windows Vista, Windows7, 8, 10
  • Mac OS X
  • Virtual Java machine, preferably the latest available version (when using the quick document transfer wizard)

Compatible Internet browsers

  • Internet Explorer 8 or above (Edge not supported)
  • Firefox last two versions
  • Safari last two versions

Compatible connection types

The service is compatible with all types of existing connection: PSTN, ISDN, ADSL, cable or satellite. A broadband Internet connection is strongly recommended (512 kbits/s or more) to maximise the use of the service’s capacity.

Compatible transfer protocols

  • HTTP/HTTPS
  • FTP/FTPS
  • Webdav
  • REST
  • WebServices

Using the service with a proxy

If problems arise that could be due to using the service with a proxy server, please contact the administrator or call our technical department.

2- How to add files
  1. Use the tree structure on the left to select the folder to which files are to be added.

 

TreeView

 

  1. Then click the ‘Add files’ icon.

 

addfilesbutton

 

A window opens: select one of the three transfer (import) modes.

Classic transfer

The classic transfer is suitable for all file types that are smaller in size. To add larger files or even folders with their own tree structure, please use “Java transfer assistant”.

 

AddFiles-ClassicTransfer

 

 

  1. Click one of the Browse buttons.
  2.  Select the file to be imported.
  3. Click the Open button.
  4. If several files need to be imported at the same time (up to 8), repeat actions 3, 4 and 5.
  5. Click Validate.

The selected file(s) is/are transferred to your iExtranet and is/are displayed in the folder previously selected, once the transfer is complete. A progress bar shows transfer progress.

Java transfer wizard

Adding files:

Using this document transfer wizard, you can import several items at the same time.
Folders, files or both can be added at the same time. This system is ideal for importing an entire tree structure or large files.

 

AddFilesJavaAssistant

 

Click on the ‘Select files’ button to select the data to add to your space.

When the selection is complete, click the Start transfer button to begin the transfer. A progress bar is displayed during the transfer.

 

Options

Java transfer wizard options: the Settings button provides access to the different settings for this transfer wizard.

 

AddFilesJavaSettings

 

  • The Compress files during transfer option reduces the time taken to transfer documents via the interface.
  • The Activate transfer resumption option makes it possible to continue with a data transfer that has been previously stopped or interrupted, e.g. due to the loss of an Internet connection. This option is ideal for transferring large files.
  • Sending in batches allows you to split the files before sending them. This option is useful in specific cases.
  • The following options allow you to set up a connection via proxy.
3- Downloading files and folders

You can download several items all at once (in a single compressed file) from the iExtranet platform to your local hard drive.

To download files or folders:

In the contents area on the right-hand side, select the folder or files to be downloaded.

 

DownloadFiles-selectFiles

 

Note: A number of consecutive files can be selected by pressing and holding down the Shift key. A number of separate files can be selected by using the Ctrl key in the same way.

Click the Download files icon.

 

DownloadFiles-Icon

 

A window opens and asks for the name and location to which the compressed file should be downloaded. Select the required location and click the Save button.

The Download in progress window shows download progress.

Note: It is not possible to download empty folders.

4- Create a new folder

It is possible to create as many folders as required to structure the data held on the file-sharing platform.

The procedure is as follows:

  1. On the left-hand side, select the parent location where the new folder should be created.

 

NewFolder-treeview

 

  1. Click the New folder icon.

 

NewFolderiCon

 

  1. Enter the name of the new folder

 

NewFolder-type

 

  1. Choose the type of display, either Standard or Thumbnails, to be applied to this folder.

Note:    The file type options can be accessed and edited in Folder properties. For further details, please refer to the section entitled File and folder properties.

5- View files

At any moment you have the possibility to visualize files using the integrated online file viewer without having to download them on your local computer. Simply select an item and click “View a file”.

 

ViewAfiles-icon

 

The file opens automatically in a new window.

To view files online with extensions other than those mentioned above, please refer to how to download a file.

 

ViewAFiles-worddoc

 

Viewing pictures :

In thumbnail type folders, you may simply click on the image or video, in order to bring it forward to a viewable size. You may use the right/left arrows  or click “previous”, “next” in order to view the remaining photos or videos :

 

ViewFiles-thumbnals

 

Viewing videos :

The thumbnail folder also allows visualizing videos, converted by iExtranet to flash format.

 

ViewFiles-videos

 

To view non supported file formats, you should download the files on your local computer in order to open them with a compatible program.

6- Sharing folders

With iExtranet, you can share folders with contacts. Setting up sharing enables you to provide a limited access to these folders for certain selected contacts. As a result, they are unable to view the rest of the tree structure.

It is possible to enable sharing at any time, thus making certain documents accessible to certain contacts.

This can be achieved by:

  1. Select a folder.
  2. Click the Share a folder button.

 

Share-a-folder-icon

 

  1. In the”Group Sharing” window, select the contact(s) to whom you would like to give access rights to this folder by right clicking its icon. The following window is displayed:

 

Share-a-folder-interface

 

  1. Once contacts have been selected, click the Validate button. This now gives access to a summary of what is being shared and by whom.

In this window it is possible to:

 

Share-a-folder-RightsInterface2

 

  1. Amend a contact’s rights for the shared folder simply by selecting/deselecting the checkboxes in the access rights management area.

 

Share-a-folder-RightsInterface

 

  1. Amend the list of contacts permitted to share this folder by clicking the Edit contact list button.

 

Share-a-folder-RightsInterface2

 

  1. Disable sharing by clicking on the button disable share:

 

Share-a-folder-RightsInterface3

 

  1. Click the Validate to confirm sharing.

The selected folder is now shared with the chosen contacts.

When these contacts want to access this folder, they need to:

  • Connect to your iExtranet homepage.
  • Enter the username and password you gave them when they you entered them into the address book.
  • They will only have access to folders to which you have given them access.
7- Share a files or folders by e-mail or URL

7- Share a files or folders by e-mail or URL

Note:    Only those contacts provided with sharing rights by the platform manager have access to this feature.

To send a link to a file or folder, proceed as follows:

  1. In the contents area on the right-hand side, select one or more files or folders.
  1. Hover the “Share by email” icon.

 

iCone Partage par mail_En

 

  1. Select Send a link by email and then click Next.

 

iCone Partage par mail-En

 

  1. The following window is displayed:

 

ShareByEmail-wizard1

 

  1. Select your recipients with whom you wish to share the files by clicking the address book:

 

Carnet d-adresse

 

Your workspace address book opens. Simply check the corresponding boxes of your desired recipients:

 

ShareByEmail-wizard2

 

You may also include groups from your address book.

Note: If one of the contacts designated to share the file does not exist in the address book, their email address can be entered in the relevant field (email addresses separated by a comma). Alternatively they can be entered into the address book by clicking Create a new contact.

  1. A default email is sent to the selected contacts once sharing has been set up. However, it can be personalised. To do so, go to the Message area to edit the title and body of the message.

 

ShareByEmail-wizard3

 

  1. Sharing options can be changed. To do this, click the Sharing options tab.

 

ShareByEmail-wizard4

 

This window is used to set the period during which the selected files or folders are to be made accessible.

  1. If files have been selected, there is also the option to select the number of times each contact can download these files.
  2. Click “Ok”. An email containing a link to these files/folders is automatically sent to the contacts selected to share them with.
8- Create a sharing link

It is possible to create a link to items to be shared and to include this link in an email, for example. To do this:

  1. In the contents area on the right-hand side, select one or more files/folders to be shared.
  1. Select Share by Link:

Create a link

  1. In the Create link and copy it window, you can amend the end date for sharing by clicking the button to access the calendar. It is also possible to add a password required for downloading, by clicking the Password required to download the files option.

 

Share by link 2

 

  1. Click Next.

In the Create link and copy it window, you can now recover the link that has just been created.

 

Share by link 3

9- Create a new member

You can create new contacts using the address book management interface.

This can be achieved by clicking the New Contact button

 

CreateNewContact1

A form is displayed in which the fields should be filled out. Complete the fields and required options, if necessary by referring to the description below. Confirm the creation of the contact by clicking “Ok”. Description of fields and options for a contact:

 

Contact details

The mandatory fields marked with an asterisk must be completed as a minimum requirement, these are: last name, first name, email address

 

AddMember2-iExtranet

 

Login/Password

CreateNewContact3

 

Select the Login/Password checkbox if this contact should be allowed to connect to the platform.

A user ID and password then needs to be specified for this contact.

Selecting the Send an email to the contact about his account creation checkbox provides the option of sending a contact their user ID and password via email.

 

Groups

This section lets you add the user into existing groups in your platform. By checking the groups in which you wish to add the user:

 

CreateNewContact4

 

Rights

Depending on the rights given to the contact, they will have either greater or more restricted access to the platform:

  • Share enables users to share items by email with third-party users
  • Delete provides contacts with the option of deleting files or subfolders
  • Modify provides the option of renaming and moving items on the platform
  • Add makes it possible to add files to the platform
  • Download provides the option of retrieving data from the platform

 

Language

Determines the contact language for e-mail notifications.

Alerts

Contacts may receive a notification when the account manager or other contacts add files to their folders.

This feature can be disabled by deselecting Do not send notifications to this contact in this section.

Contact Options

If you are creating a temporary contact, you can suspend his/her account at a specific date of your choice:

 

CreateNewContact5

 

Editing a contact

It is possible to change the details or settings for a contact at any time. To do this:

  1. Select the contact record to be edited
  1. Click the Edit button
  1. The contact record containing contact details and settings can now be accessed.

This consists of 3 tabs, detailed below:

 

Information tab
The following items can be edited in the contact details section:

  • The contact’s status: you can withdraw platform access from a contact by selecting Closed
  • The contact’s personal details
  • The contact’s user ID and/or password
  • The contact’s rights

 

CreateNewContact6

 

Preferences
This tab groups together the language and alert options specified for the contact.

The default language to be used when sending emails can also be redefined here. The decision on whether the contact should receive notifications can also be specified here.

 

Connections
This tab groups together all the connections made by the contact.

  1. Once changes have been made, click Validate to save them.

Note: Via this interface, you can also resend the email containing the contact’s access codes at any time. To do this, click the Resend the email button, accessed at the bottom of the record.

 

Deleting a contact

There is an option to delete contacts. To do so,  select the contact(s) to be deleted, click Delete on the right-hand side of the window. Then Confirm by clicking “Yes”.

The selected contacts are now permanently deleted.

 

Searching for a contact

The Search section makes it quick and easy to find contacts. This search is performed on the following details:

  • Name
  •  First name
  •  Email address

Here’s how

  1. Enter the search criteria in the area provided.
  1. Click the search icon

The items matching the search criteria are now displayed

Note:    To cancel the result of a research and to go back to the default display, click the    icon on the right-hand side of the search criteria text box.

 

Importing contacts

Address book management makes it possible to batch import a list of contacts from an existing Excel or CSV file.

This can be achieved by:

  1. Click the Import button to perform a batch import of contacts.
  2. Download the form to be completed by clicking the click here link.
  3.  Open this form with Excel (as an .xls or .csv) and complete the necessary fields.
  4.  Go back to the importing contacts window, then click Browse.
  5. Select the Excel or CSV file previously updated.
  6. Click the Import button.

All contacts have now been imported and can be accessed from the address book.

10 – Access management

Via the access management interface, you can view, modify or export details of folders currently shared within the platform.

To reach “Access management”, click Administration, then the Access management menu.

 

AccessManangement1

 

This interface enables you to manage all access rights to shared folders, according to three views: by  Group folder, by Contact or via a Matrix view.

 

AccessManangement2

 

Group Folder

By default the “Group Folder” is displayed. Click the “plus” sign on the left to display the contacts that have access to the given folder.

 

AccessManangement3

 

At any time you can modify the contact list by clicking “Edit”.

 

Contacts

You can get a picture of access by contact by clicking on the Contact tab. Once the view is displayed, simply click on the “Plus” sign to view folders available to these contacts:

 

AccessManangement4

 

Matrix

Access rights per user can be displayed in a matrix format by clicking the Matrix tab. In this view, the shared folders appear on the x-axis and the contacts with access to shared items are listed on the y-axis. From here, contact access to folders can be modified by selecting or deselecting the relevant checkboxes:

 

AccessManangement5

 

You can at any time, manage user access by checking / unchecking the appropriate checkbox below the folder name. You can also change the user permissions by clicking the “Plus”.

11- Action tracking

Tracking actions makes it possible to monitor the actions made by contacts. When granting a contact access to a group directory, all the actions made by the contact are tracked and stored in this section. To access the functionality, click Administration, then Action tracking:

 

ActionTracking1

 

The following is an example of some user actions:

 

ActionTracking2

 

Displaying/Hiding the administrator’s actions

In order to reduce the amount of actions displayed and to just view actions made by a particular contact or contacts, it is possible to hide the actions made by the administrator.

To do this, click the Display/Hide administrator’s actions button. To hide the administrator’s actions, click Hide administrator’s actions.

 

Exporting the tracking of actions

To export the history of actions tracked e.g. for administrative purposes, proceed as follows:

  • Click the Export button
  • If the file needs to be compressed, select the Compress the file into ZIP format  checkbox
  • Click the button for the required format (EXCEL or CSV) to run the export.

A file containing the tracked operations is generated in the selected format and is available for use.

12- Track file and folder sharing (by e-mail or URL)

Via the iExtranet platform, you can share folders or files with third parties by email. To access this functionality, click Administration, then click the Track sharing menu.

 

TrackSharing1

 

A summary of all shared files and folders can be accessed from the platform’s supervision control panel, providing the tools required to manage them.

 

TrackSharing2

 

Viewing file and folder sharing

The settings for an existing shared file or folder can be consulted or amended at any time. To do this:

  1. Select a shared item from the list of shared items.
  1. Click the View button.
  1. A new window entitled Sharing details opens, providing access to sharing settings via various tabs as detailed below:

 

File tab

Via this display, you can view the details of files included for sharing.

 

TrackSharing3

 

Changing file or folder sharing

Via this display, you can review the settings defined for the item being shared.

 

TrackSharing4

 

In addition, there are 2 other settings specific to the shared item that can be changed here, these are:

  • The status (Active or Inactive), via the drop-down list of the Sharing setting.
  • The expiry date by clicking the calendar icon of the End date setting.

 

List of downloads

This window displays all the recipients who have downloaded one or more documents shared by email.

 

TrackSharing5

 

You can resend the sharing notification email to the previously selected recipients at any time by clicking the Resend the email button.

 

Deleting file and folder sharing

File or folder shares can be deleted. To do so:

  • Select the file or folder share(s) to be deleted.
  • Click the Delete on the right-hand side of the screen.
  • Confirm by clicking Yes. The selected file and folder shares are now permanently deleted.
13- Adding memos

The iExtranet platform incorporates a memo tool to add a sticky note written and linked to a file to specify additional information for other members of the workspace.

A memo can be viewed directly online by clicking its link in the memo column. At its creation, the author of the memo may notify members who have access to the given folder where the memo is added.

Pour créer un mémo voici la marche à suivre :

1. Select the desired file by checking the checkbox.

2. Click the action button Add a memo“:

 

Memo1

 

3. The creation form opens allowing you to add your comments, please note that you can notify other members by e-mail by checking the box Send an email copy of the memoin which case you must specify the members involved in the second tab:

 

Memo2_0

 

4. Confirm your creation.

5. The memo will be added in the column provided with a “1” associated as an indicator.

 

Memo3

 

6. Other members can at any time view the memo contents and reply.

7. The manager may set a deadline for keeping memos or even delete them if necessary in Administration / Memo Management.

14- Workspace recycle bin

The Recycle bin is an additional form of security when deleting files or folders. When items are deleted from the platform, iExtranet places them in the recycle bin.

To access the recycle bin, click Administration, then click the Recycle bin menu.

 

RecycleBin

 

You can do the following:
1. Restore / Delete one or more elements
2. Completely empty the trash

15 – iOs – Help

Please find below Oodrive Mobile for iPad help :

Oodrive Mobile for iPad User Guide

16. Windows 8 : Politique de confidentialité de Oodrive
17. EasyTransfer user guide

Please find below the link to EasyTransfer’s user manual:

Click here

In case you have problems with your company proxy settings when using EasyTransfer please use the following turnaround solution:

Proxy bypass