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- | # Cloud File Server | ||
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- | The Organization Cloud File Server provides the similar type of capability that the office FileServer provides. It enables domain users to be managed, file permission to be set and shared, groups to be formed, auditing to be taken, notifications to be generated, and much more, plus it can work with several files stores and information clouds. You can find more about the Organization Cloud features from the [[https:// | ||
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- | This section of the Wiki goes over the options that are available to Organization Cloud administrators to help administer the Cloud File Server. This section should be read in full prior to setting up users for a Cloud File Server so that the options available are understood fully. | ||
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- | ===== 1 Login ===== | ||
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- | On first login users will see the same type of home screen along with their last login time and the IP address location of where they logged in (for security). Admin users have an extra set of sidebar features titled " | ||
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- | ===== 2 Using your own Cloud Storage - what's the difference ? ===== | ||
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- | The Cloud File Server comes with Storage that is hosted on Amazon S3 using our keys which are not exposed. If you wish to use your own S3 Account or any other Cloud Storage provider that we support then you can of course do this, either in conjunction with what we provide or to replace entirely the storage provided.\\ \\ For example if you already had an Amazon S3 Account and wanted to use this for your Company Storage, the Cloud File Server Admin could add this from the Providers section of the DashBoard.\\ \\ If you wanted this to be the default storage that is used for Shared Organization Folders you create then you will set it to be the primary cloud and create (or convert) shared folders that your users can then access and use (unless you choose to restrict access to these folders with permissions). Conversely you could also do this with Google Docs or any of the other 25 Clouds we support.\\ | ||
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- | ===== 3 First Steps: Adding Cloud Storage Providers ===== | ||
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- | By default the Cloud File Server is setup to work with the Storage Made Easy Cloud, which is hosted on Amazon S3. We provide free Amazon S3 hosted storage with the Cloud File Server package (using our keys). This free storage is the initial storage used when the Admin first logs in and sets up the Cloud File Server. This means: | ||
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- | - Every Cloud File Server user has a default directory structure with user level files/ | ||
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- | - The Cloud File Server Admin can designate public Organization Folders that become shared areas for files that all users can see and post to (based on permissions) that also uses this storage. | ||
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- | Additional Clouds can be added (or removed) by clicking on the **//' | ||
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- | Up to 10 clouds can be added but only one can be the ' | ||
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- | No Cloud File Server user can see any data that exists within Clouds you add unless you explicitly convert directories you wish to share. See [[organisationcloud# | ||
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- | Changing the Primary Cloud from Storage Made Easy to another Cloud will change where user stored files are saved. If you make this change after some user files have first been saved to a previous cloud, the user will still be able to download these files. It just means that any new files will be saved to the new primary storage for users that you then set. | ||
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- | Each Cloud provider you add may have some options relating to Chunking. For a more detailed explanation of chunking please refer to the [[filesplitting|' | ||
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- | The options for Chunking at global Cloud File Server level either turn ' | ||
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- | There are more detailed settings for each cloud Provider by clicking on the ' | ||
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- | If you have given users permission to change their primary cloud, which you can do from **My Account-> | ||
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- | ===== 4 How data is stored when using your Storage ===== | ||
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- | If you use your own nominated storage Cloud as the Primary Cloud for sharing company data (rather than what Storage Made Easy can provide) with users then you will want to understand how files are stored on the Cloud Storage Provider you have nominated. | ||
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- | Any folders that you create as Organization shared folders will have the same folders structure on the underlying Storage Clouds that you create them on. | ||
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- | Any Cloud File Server files that each user uploads / saves will be handled in two ways when stored on the nominated Cloud File Store: | ||
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- | 1. If the user saves files in the root of their Storage Made Easy file system these files will be appended with the users name on the actual Storage Cloud that the Admin has set up as the primary (default) for the Cloud File Server. | ||
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- | 2. If the user saves files in Folders within the root of the Storage Made Easy file system (such as Quick Uploads or My Documents or any folders they create) then these folders will be appended with the users name. Any files or folders within this appended folder structure will not be appended with the users name. | ||
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- | No appending is done for any files created by the Cloud Admin wherever they are created or stored | ||
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- | The reason for this is that the Cloud File Server is a multi-user environment and there needs to be way to distinguish similar files that are uploaded from different users. Users can easily create the same directory structure and even the same files and without such naming conventions on the underlying Storage Cloud it would be possible to accidentally overwrite files. | ||
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- | ===== 5 First Steps: Adding new users ===== | ||
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- | You can add Organization Cloud users when logged in as the Cloud Admin user by clicking on " | ||
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- | All usernames become **//< | ||
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- | ===== 6 Add user Screen ===== | ||
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- | If you add a new user in which you register the user details then you can choose to either give the user the details yourself or click the checkbox and have the details sent to the user. | ||
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- | ===== 7 First Steps: Creating Shared Folders ===== | ||
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- | Cloud File Server Administrators can choose to create special folders by checking the " | ||
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- | When an Organization folder is created all members of the Organization Cloud can automatically see this folder (if they have the correct permissions), | ||
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- | Organization users can also upload to these folders if they have the permissions to do so (see Folder Permissions). | ||
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- | Shared Folder can be seen from all desktop, mobile and other clients, if the user has permissions to them. | ||
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- | ===== 8 Converting Existing Folders to Shared Folders ===== | ||
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- | To converting a folder from Storage Clouds you add, to a shared Organization Folder than other users can access, then: | ||
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- | 1. Launch the Cloud File Manager.\\ | ||
- | 2. Click on the folder that you wish to make shared.\\ | ||
- | 3. Click ' | ||
- | 4. Click "Make Org folder" | ||
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- | As soon as you click rename, then all users will be able to see this folder and all its content, unless you set permissions limiting this. | ||
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- | ===== 9 Shared Folder Permissions ===== | ||
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- | As previously outlined, an Organization Folder is a folder that is shared by all the Organization and it is created by the Cloud Administrator. Examples of such folders are " | ||
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- | Once the folders are created the Administrator can assign ' | ||
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- | If a user has no access to an Organization folder then they will not see the folder at all in their file tree. If the user has read / download permission only the will not be able to upload to the folder. | ||
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- | ===== 10 Shared Sub Folder Permissions ===== | ||
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- | If sub folders have been created within an Organization Folder (For example " | ||
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- | - Select the Root folder\\ | ||
- | - Click " | ||
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- | This will enable you to assign permissions to it. | ||
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- | ===== 11 Shared Folders: Adding file Content via email (FileBox) ===== | ||
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- | Having emails in inboxes appertaining to Marketing, or Human Resources, or clients is fine, but itâs easy for this to be âlostâ in some users inbox and not available to the whole department. FileBox changes this because it allocates a unique email to each Organization Folder is created and each user of the Organization Cloud can send or CC an email to this folder and the email will be stored as a text along with any attachments so that it is instantly stored in the correct place and available to all Organization users.\\ \\ Cloud Admin' | ||
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- | ===== 12 Shared Folders: Notifications ===== | ||
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- | The Cloud Admin can choose to setup notifications on Organization folders so that users are notified of new types of content when content is uploaded to an Organization folder, deposited there using FileBox, or changed. | ||
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- | The Cloud Admin can decide to restrict the types of content that notifications are set against using rules and can also decide on the notification message that users receive, as well as deciding which users receive notifications and which do not. | ||
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- | The notification is in the form of an email, sent to a user who has been assigned to receive notifications but if you have integrated a Twitter account, and enabled SMS for direct messages (on Twitter), you will also receive an SMS message, as well as an email, when notifications are triggered. We are using Twitter as a pseudo SMS gateway in this scenario. | ||
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- | ===== 13 Shared Folders: Enabling users to create ===== | ||
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- | As a Cloud File Server Administrator you can choose to let certain users also create Organization Folders if you choose to do so from **//Org Folders-> | ||
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- | Permission assigned can be ' | ||
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- | By default folders that users create will be available to all members of the Organization Cloud unless the user chooses to restrict permissions. The Cloud File Server Admin will always have full permissions. | ||
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- | ===== 14 Viewing Shared Folder permissions ===== | ||
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- | Organization users can see who has access to shared folders by clicking on the **//Org Folders//** link and then the permissions tab. | ||
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- | ===== 15 File Versions: Web File Manager ===== | ||
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- | In the Web File Manager you will be able to access prior versions of a file by clicking the versioned drop down link. This will show all prior version of the file which you can access and view. | ||
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- | If you wish to promote a prior version then you can click on the actual file link and choose " | ||
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- | All comments will be assigned to the new version of the file. | ||
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- | ===== 16 File comments ===== | ||
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- | Files from any Cloud Provider can have comments. In the Web FIle Manager and Lite File manager there is a comments icon. If you click on this you can make comments against the file. | ||
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- | When a user makes comments then the comments will be place hierarchically by date/time and username. The comments can be exported and downloaded as a HTML file. | ||
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- | The Windows Cloud Tools also support the ability to read and make comments on files. | ||
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- | ===== 17 Disabling Organization Notifications ===== | ||
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- | Each Organization user (including Admin) can enable file comment notifications by navigating to **//My Account-> | ||
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- | The Cloud File Server admin can turn of comment notifications for all users both for shared folders and also for business groups. | ||
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- | ===== 18 Hiding default folders ===== | ||
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- | By default there are some standard folders created for all users of the Cloud File Server. These are:\\ \\ - My quick uploads\\ - My Syncs\\ - My backups\\ - My contacts\\ \\ Not all organizations require these folder structures for their users, and the Cloud File Server Administrator can choose to hide these for all Cloud users from the **// | ||
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- | ===== 19 Cloud Security ===== | ||
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- | There are a number of things you can do to make your Cloud more secure:\\ \\ 1. You can choose an encryption password that all users will have set against their data when they upload /download to the Cloud via Storage Made Easy. We store this password using AES-256 bit security and use a seed from a key server prior to set the encryption. Without this all users of the Cloud can choose which files to encrypt on upload. With Individual encryption they private encryption key is not stored on the platform at ll.\\ \\ 2. You can set SSL mode to be on for web interactions. This will mean that all users will be forced to use an encrypted web connection for access.\\ \\ 3. You can choose to disable the creation of direct links for files. This prevents any file links being generated that can be used to share files.\\ \\ 4. You can disable the creation and use of Business Groups for collaboration and content sharing\\ \\ All of these are accessible to the Cloud File Server Administrator from **// | ||
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- | ===== 20 Enabling users to add other Clouds ===== | ||
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- | Within the **// | ||
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- | ===== 21 Organization Statistics ===== | ||
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- | If you are administering an Organization Cloud for several departments you can check to see what bandwidth (and file space if the option is turned on) is used by each department and do an internal chargeback. Like all site functions, this also has an API so it can be hooked into a billing system if required. If you wish to use the API please get in touch with us as to how you can do this. | ||
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- | ===== 22 File Event Audting Options ===== | ||
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- | The Admin users can choose to turn on Audit logging for all users. This can be done from **//My Account-> | ||
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- | ===== 23 Event Logs ===== | ||
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- | The logs from the event auditing can be accessed from Organization-> | ||
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- | ===== 24 Creating Cloud to Cloud backups ===== | ||
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- | Having your files available on one cloud is fine, but what happens if that cloud is inaccessible ? The Cloud File Server also enables you to ' | ||
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- | ===== 25 Sending internal Cloud Messages ===== | ||
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- | Choosing the Organization staff link from the sidebar enables Cloud Administrators to send messages to all / individual Organization Cloud users. The user will receive the message next time they login. \\ \\ An advanced option can be purchased where this is linked to an SMS gateway in which users receive SMS messages when messages are sent from here. | ||
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- | ===== 26 Individual Options (Cloud Dashboard) ===== | ||
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- | The Cloud Admin can set may options relating to the Organization Cloud from the **//My DashBoard// | ||
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- | ===== 27 Change Account information / Amazon compatible API key ===== | ||
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- | Email addresses and password can be changed by clicking on 'My Account' | ||
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- | ===== 28 Collaboration & File Sharing ===== | ||
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- | You can find out more about email sharing, and collaborating, | ||
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- | ===== 29 Email template for managed file sharing ===== | ||
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- | If a file is shared using the Storage Made Easy platform (rather than via creating a link) then you are able to set time limits on the file share link. By default the template for the email a user receives for the file share is from Storage Made Easy. You can choose to have the email template as if it is from your own Organization if you edit the email template from the '**My Dashboard' | ||
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- | ===== 30 The Web File Manager ===== | ||
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- | The Web File Manager is analogous to a normal desktop file manager except it is accessible from your web browser and it is actually present a "cloud file system view of the all the storage clouds that you have mapped to your account. The File Manager can be expanded to be full screen and become an " | ||
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- | ===== 31 The Lite Cloud Web File Manager ===== | ||
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- | The Lite Cloud File Manager is an alternative File Manager to the normal Web Cloud File Manager for Organizations that perhaps have restrictions on certain browser features or are limited to using older browsers. Both file manager provide the same view and have almost the same functionality. The File Manager can be expanded to be full screen and become an " | ||
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- | ===== 32 Firefox PlugIn ===== | ||
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- | A dedicated [[https:// | ||
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- | ===== 33 Chrome PlugIn ===== | ||
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- | A dedicated [[https:// | ||
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- | ===== 34 Administering using Windows ===== | ||
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- | Organization Cloud Administrators can also use the Windows Cloud DashBoard to directly administer the Organization Cloud. Their login enables the Organization features of the DashBoard so that they can add Organization folders, member,s check logs, add / refresh cloud providers, etc ie. the same options that are available via the web interface.\\ \\ If you deploy the tools to your users then the Organization options will not be available, neither will the ability to administer the Cloud Providers, except the Cloud Providers that the Admin has enabled the user to add/ | ||
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- | ===== 35 Mac Cloud Tools ===== | ||
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- | The Mac Cloud Tools currently have no administration functionality for Cloud Administrators. They are purely native clients that consists of:\\ \\ A desktop ' | ||
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- | ===== 36 Linux Cloud Tools ===== | ||
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- | The Linux Cloud Tools currently have no administration functionality for Cloud Administrators. They are purely native clients that consists of:\\ \\ A desktop ' | ||
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- | ===== 37 Mobile Native Clients ===== | ||
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- | Native clients exist for:\\ \\ iOS (iPhone / Ipad) Wiki link\\ Android Wiki link\\ BlackBerry Wiki link\\ Windows Phone 7 Wiki link\\ \\ Currently none of the mobile clients have Cloud File Server Administration capabilities. | ||
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- | ===== 38 CloudFTP ===== | ||
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- | CloudFTP adds an FTP entry point to the Clouds mapped to your Cloud File Server account for Cloud Administrators and all users. This works for Clouds that don't even natively support FTP and works with normal FTP clients.\\ \\ More information can be found on a dedicated wiki entry here. | ||
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- | ===== 39 CloudDav ===== | ||
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- | CloudDav adds a WebDav entry point to the Clouds mapped to your Cloud File Server account for Cloud Administrators and all users. This works for Clouds that don't even natively support WebDav and works with normal WebDav clients.\\ \\ If your team uses iPad's you can use this feature to natively edit and update documents directly from iWork (Pages, Numbers, Keynote) on the iPad.\\ \\ More information can be found on a dedicated wiki entry here. | ||
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- | ===== 40 Note! ===== | ||
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- | Remember if there is something that you require from the Organization Cloud or something that does not quite work the way you want it to, contact us. We are very receptive and open to hearing from you and if what you want has broad appeal amongst our user base then we are happy to consider implementing it, or it may even already be available, just not exposed.\\ \\ **Next Section:** [[organisationcloud/ | ||
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