Administrators can provide
Users can perform the following document and folder control tasks.
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Mark read/unread documents
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Rename documents
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Add notes to documents (column setup required)
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Create new, rename, and delete folders (folder support and permissions setup required)
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Move (drag and drop) documents and folders
Note: The Notes column and create new, rename, and delete folders functionality require Administrator setup in the Server Administrator. The remaining functions are available as default settings when the
Before you begin
Administrators must complete the following tasks.
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Set up Notes column
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Set up group folder support and permissions
Setting up the Notes column
You can set up a Notes column for
To add a Notes column
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In the Server Administrator, expand Configuration.
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Select
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Select a profile, for example, Default. The Profile Properties dialog box appears.
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Select the Applications tab.
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Select My Files. The My Files Application Properties dialog box appears.
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Select the Columns tab.
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Select Add. The Column Properties dialog box appears.
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In the Header section, type a column name, for example, Notes in the Text column.
See the Column Properties dialog box example below.
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Type a column description in the Description box, for example, My Files Notes. (optional)
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In the Content section, type the variable: %MyFilesNotes% in the Text column.
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Select OK on the Column Properties dialog box.
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Select OK on the My Files Application Properties dialog box.
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Select OK on the Profile Properties dialog box.
Setting up group folder support and permissions
You can set up group folder support and permissions by using your Active Directory groups. A group can have all folder permissions and another group can have limited permissions based on the
The following example shows how group folder support and permissions can be configured using groups,
Example: An Administrator at a pharmaceutical company sets up two Active Directory groups, Administrators and Domain Users. Both groups are given access to their My Files personal folder, company, and business unit group folders.
The Administrator creates the profiles and routing rules needed. New, Rename, and Delete folder permissions are given to all administrators. Domain users are given the New and Rename only permissions.
Note: This example is for illustrative purposes and may not reflect your unique workflow configuration.
The example contains the following key configuration points.
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Create groups based on AD DS group configuration
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Folder support
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Folder actions
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Routing rules setup using the Filescan connector
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Override destination
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Test message delivery, groups and folder permissions
Creating groups
The Administrator creates the Administrators and Domain Users (Default) groups based on groups defined in Microsoft’s Active Directory Domain Services (AD DS) by using Configuration > Groups in the Server Administrator.
Group definition and membership is done via AD DS. Groups created in the Server Administrator must coincide with the groups defined in AD DS so that the server can identify and recognize the appropriate group and its members when routing messages.
Note: A Default group and
To create a group, see Creating a Group for more information.
Creating How profiles work
Profiles are applied to specific user groups and define what user group members can see or do.
The Administrator creates two distinct profiles for the Administrators and Domain Users (Default) groups. The Administrators group profile includes the My Files Folder New, Rename, and Delete group folder permissions known as folder actions. The Domain Users (Default) group only includes the My Files Folder New and Rename group folder permissions.
To create a
Administrators group profile
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In the Server Administrator, expand Configuration.
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Right-click
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Select New > Profile. The New Profile Properties dialog box appears.
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Type a profile name in the Name box, for example, Admin.
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Type a description in the Description box.
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Select the Applications tab.
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Select the Add button.
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Select the My Files application.
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Select the Options tab.
See the My Files (Admin) Application Properties > Options dialog box example below.
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Select the Enable Folder support check box.
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Select the Enable User Group Folders check box.
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Select OK. The My Files application appears in the table.
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Select My Files.
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Select the Folder Actions tab.
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Select Add.
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Select FolderNew. The FolderNew Action Properties tab appears.
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Select OK.
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Repeat steps 15 through 17 to add FolderRename and FolderDelete.
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Select OK on the My Files Application Properties dialog box.
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Select OK on the New Profile Properties dialog box.
See the My Files (Admin) Application Properties > Folder Actions dialog box example below.
Domain Users (Default) group profile
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In the Server Administrator, expand Configuration.
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Right-click
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Select New > Profile. The New Profile Properties dialog box appears.
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Type a profile name in the Name box, for example, Default.
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Type a description in the Description box.
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Select the Applications tab.
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Select the Add button.
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Select the My Files application.
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Select the Options tab.
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Select the Enable Folder support check box.
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Select the Enable User Group Folders check box.
Note: The server uses the default My Files > %USER_EMAIL% and %GROUP_NAME% paths to route messages unless otherwise specified.
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Select OK. The My Files application appears in the table.
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Select My Files.
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Select the Folder Actions tab.
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Select Add.
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Select FolderNew. The FolderNew Action Properties tab appears.
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Select OK.
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Repeat steps 15 through 17 to add FolderRename.
Note: In this example, the Domain Users (Default) group is not given the FolderDelete action.
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Select OK on the My Files Application Properties dialog box.
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Select OK on the New Profile Properties dialog box.
See the My Files Default User Application Properties dialog box example below.
Applying the profile
The Administrator applies the profiles to the Administrator and Default user groups.
To apply the profile to a group
Administrator group
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In the Server Administrator, expand Configuration.
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Select Groups.
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Select the appropriate group, for example, Admin. The Group Properties dialog box appears.
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Select Clients > Access in the left pane.
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Select the Enable members of this group as users check box.
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Determine where the group is allowed to route messages to.
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Select the appropriate Type check box, for example, Email.
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Select Web in the left pane.
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Select the Enable members of this group to…. check box.
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Select the appropriate web view on the Web View drop-down list.
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Select the appropriate profile on the Profile drop-down list, for example, Administrator Group.
See the Group Properties > Clients > Web dialog box example below.
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Select OK.
Domain Users (Default) group
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In the Server Administrator, expand Configuration.
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Select Groups.
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Select the appropriate group, for example, Default. The Group Properties dialog box appears.
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Select Clients > Access in the left pane.
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Select the Enable members of this group as users check box.
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Determine where the group is allowed to route messages to.
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Select the appropriate Type check box, for example, Email.
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Select Web in the left pane.
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Select the Enable members of this group to…. check box.
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Select the appropriate web view on the Web View drop-down list.
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Select the appropriate profile on the Profile drop-down list, for example, Default User Group.
See the Group Properties > Clients > Web dialog box example below.
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Select OK.
Creating the My Files group routing rules
The My Files application uses the My Files connector to route messages to a user’s personal folder. The connector and routing rule are set up by default during the server installation.
The Administrator creates two routing rules to route messages to the Administrator and Domain User (Default) group by using the Filescan connector. The Filescan connector can be used to route messages to user-created folders.
Administrator group routing rule
In this example, the Administrator duplicates the My Files routing rule and modifies the criteria and actions to route messages to the appropriate My Files group folders. The routing rules automatically create the My Files group folders.
To create the Administrator group routing rule
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In the Server Administrator, expand RuleSets.
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Select Default.
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Find the Deliver to “MyFiles” rule.
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Right-click the rule. The Properties shortcut menu appears.
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Select Duplicate. A copy of the rule appears below the original My Files rule.
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Select the copy of the rule. The Rule Properties dialog box appears.
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Remove Copy of in the Name box.
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Type Administrator at the end of Deliver to “MyFiles”.
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Select the Criteria tab.
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Replace the criteria in the box with the following example criteria.
{RecipientType} = $RecipientType.EMAIL AND {Destination} = myfilesadmin@test.com
See the Administrator Group Rule Properties > Criteria dialog box example below.
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Select the Actions tab.
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Select the Deliver action on the Actions tree. The Action Properties dialog box appears.
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Select Filescan on the Server on the Connector drop-down list.
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Select the Override Destination check box.
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Type a destination in the box, for example,
\\ServerName\Upland\Shared\MyFiles\Groups\Administrators
Note: You must replace the server and group name parameters with your actual information in the path provided.
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Select OK on the Action Properties dialog box.
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Select OK on the Rule Properties dialog box.
Domain User (Default) group routing rule
To create the Domain User (Default) group routing rule
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In the Server Administrator, expand RuleSets.
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Select Default.
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Find the Deliver to “MyFiles” rule.
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Right-click the rule. The Properties shortcut menu appears.
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Select Duplicate. A copy of the rule appears below the original My Files rule.
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Select the copy of the rule. The Rule Properties dialog box appears.
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Remove Copy of in the Name box.
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Type Default User at the end of Deliver to “MyFiles”.
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Select the Criteria tab.
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Replace the criteria in the box with the following example criteria.
{RecipientType} = $RecipientType.EMAIL AND {Destination} = myfilesdefault@test.com -
Select the Actions tab.
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Select the Deliver action on the Actions tree. The Action Properties dialog box appears.
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Select Filescan on the Server on the Connector drop-down list.
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Select the Override Destination check box.
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Type a destination in the box, for example,
\\ServerName\Upland\Shared\MyFiles\Groups\Domain Users
See the Default User Group Rule > Action Properties > Deliver dialog box example below.
Note: You must replace the server and group name parameters with your actual information in the path provided.
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Select OK on the Action Properties dialog box.
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Select OK on the Rule Properties dialog box.
Testing the routing rules and group folders
The Administrator completes the setup by testing the routing rules and creation of the group folders. Test messages are created by using Messages in the Server Administrator.
Administrator group test message
To create an Administrator group test message
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In the Server Administrator, right-click Messages. The Messages shortcut menu appears.
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Select New > Test Message. The Test Message dialog appears.
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Use the default server or select one on the Server drop-down list.
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Specify an email address in the Sender Email box.
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Select Add to add a recipient. The Add New Recipient wizard appears.
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Select a destination type, for example, Email.
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Select Next.
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Type the email address, for example, myfilesadmin@test.com.
Note: Use the same email address specified in the Deliver to “My Files” Administrator routing rule criteria.
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Specify a name in the Name box. (optional)
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Specify a company name in the Company box. (optional)
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Select Finish.
See the Administrator group Test Message dialog box example below.
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Specify a subject in the Subject box. (optional)
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Specify comments in the Comments box. (optional)
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Select Add to add an attachment.
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Find and select a document.
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Select Deliver.
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Go to
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Confirm the Administrators group folder creation, test message delivery and New, Rename, and Delete folder permissions.
Default user group test message
To create a Default user group test message
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In the Server Administrator, right-click Messages. The Messages shortcut menu appears.
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Select New > Test Message. The Test Message dialog appears.
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Use the default server or select one on the Server drop-down list.
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Specify an email address in the Sender Email box.
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Select Add to add a recipient. The Add New Recipient wizard appears.
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Select a destination type, for example, Email.
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Select Next.
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Type the email address, for example, myfilesdefault@test.com.
Note: Use the same email address specified in the Deliver to “My Files” Default User routing rule criteria.
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Specify a name in the Name box. (optional)
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Specify a company name in the Company box. (optional)
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Select Finish.
See the Default user group Test Message dialog box example below.
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Specify a subject in the Subject box. (optional)
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Specify comments in the Comments box. (optional)
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Select Add to add an attachment.
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Find and select a document.
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Select Deliver.
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Go to
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Confirm the Default users group folder creation, test message delivery and New and Rename folder permissions.
See the Administrator and Domain User (Default) Group folders and permissions examples below
Administrator Group
The Administrator Group can view all folders and create new, rename, and delete folders.
Domain Users (Default) Group
The Domain User (Default) Group can only view the Domain Users folder and create new and rename folders.
