EGNYTE – USING EGNYTE APPLICATIONS

Use Google Chrome as your preferred browser when navigating Egnyte. If you do not have Chrome on your machine please submit a ticket to the pdihelpdesk@powerdesigninc.us.

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Department: All DepartmentsRevision: 05/10/2016File Name: Egnyte – Using Egnyte Applications

ContentsSECTION I: HOW TO USE EGNYTE APPLICATIONS........................................................................................3

-Mapped Drive-...........................................................................................................................................3

Adding a Folder to Favorites....................................................................................................................4

-Web Browser-............................................................................................................................................6

!Notifications...........................................................................................................................................6

Creating Folders in Egnyte.....................................................................................................................10

Adding File(s) to Egnyte.........................................................................................................................11

Deleting a File........................................................................................................................................14

Downloading a File................................................................................................................................15

Creating a Bookmark.............................................................................................................................16

-Desktop Sync-...........................................................................................................................................17

Verify Desktop Sync is on your computer..........................................................................................17

Setup Projects to be synced...............................................................................................................17

-WebEdit-..................................................................................................................................................21

-Outlook Add-In-........................................................................................................................................24

-Mobile Devices-........................................................................................................................................28

Logging In..............................................................................................................................................28

Files and Folders....................................................................................................................................30

Email a File.............................................................................................................................................33

Sending Link as an iMessage..................................................................................................................39

AirDrop a Document..............................................................................................................................41

Sharing...................................................................................................................................................42

Printing..................................................................................................................................................43

View Files Offline...................................................................................................................................44

Deleting a Document.............................................................................................................................46

Bluebeam Webdav for iPad...................................................................................................................47

Open a Document in Bluebeam.........................................................................................................48

Editing and Saving a Document in Bluebeam....................................................................................49

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SECTION I: HOW TO USE EGNYTE APPLICATIONSUse this section to become familiar with Egnyte applications. If any of the below applications are missing please contact Training/ IT for manual install guide.

-Mapped Drive- The Egnyte drive, will be used the same as the M drive is, this is where all your documents will be housed, and accessed while on property.

1) A link to your Mapped Drive can be located on your Desktop, or in Windows Explorer.

2) When the Mapped drive is open, you will see all Project phases’ folders, and your department’s administrative folder.

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3) Once Egnyte Shared drive is open, select the folder where the document should be located.

Note: This is very similar to saving on the current local drive.

Adding a Folder to Favorites

1) Select the folder.

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2) Drag the folder to create a link in your “Favorites.”

3) You will now see the folder listed under your “Favorites.”

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-Web Browser-This application will be the cloud based location for Egnyte documents. All documents saved through the cloud will be accessible through the iPad and iPhone apps, as well as the Web browser, this is also where you will learn how to set email notifications.

1) Open Egnyte via OKTA. (https://powerdesigninc.egnyte.com)

!Notifications

Setting E-mail Notifications within Egnyte Note: “Never” is selected by default, if you would like to change this follow steps below.

1) Click on the three horizontal bars. (Top left of the screen.)

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2) Select “Settings.”

3) Choose “My Preferences.”

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4) Under “My Preferences” select if you wish to receive notifications (If you wish to receive notifications on specific folders, there will have additional steps.)

5) Select the frequency to receive email notifications.

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Follow steps 6 and 7 if you requested notifications for select folders. 6) When back at the main page of Egnyte, select the folder to receive notifications on.

7) Click “Folder Options,” to select what updates to receive notifications about.

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Creating Folders in Egnyte1) Select the “Parent Folder,” that will house the new folder.

2) Once the folder is open click “New Folder.”

3) Type in name of the “New Folder,” and click “Create.”

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Adding File(s) to EgnyteThere are 2 different ways to add files, they can either be uploaded directly or dragged and dropped into the folder.

1) To drag and drop files, click the preferred folder where you wish to place the files

2) Drag and drop any file or folder anywhere on the screen or click Upload Files.

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3) Drag a document or folder from anywhere on your desktop to upload into Egnyte.

4) Another option is to upload a file from your computer, click “Upload,” then select “Browse for files.”

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5) Choose the file to upload.

6) The document will then appear in the folder indicating a successful upload.

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Deleting a File!NOTE: You can only delete files if you have Full access to a folder.

1) Click the checkbox next to the file name and select “Delete” from the side menu.

2) Confirm you wish to delete this file, once deleted you will have to contact the account Admin to have this restored.

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Downloading a FileThere are 2 ways to download a file.

1) Click the checkbox next to the file and select “Download” from the menu above, or from the menu on the right.

2) Document will being to download at the bottom left of the screen. (Click file to open and view)

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Creating a BookmarkNeed a folder right at your fingertips; “Bookmarks” can help with that.

1) To bookmark a folder, click the checkbox next to the folder, and then select “ Add Bookmark” from the menu to the right.

2) Your bookmarks will be available to you from the left side folder chain, under “Bookmarks.”

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-Desktop Sync-This application can be set up to automatically sync your documents to the Egnyte cloud daily.

Verify Desktop Sync is on your computer.

1) Desktop Sync can be found on the bottom right in the machines system tray, and on your Desktop.

Setup Projects to be synced. 1) Locate the Desktop Sync icon in your machines system tray.

2) Click on “Configure Folders.”

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! Important: Do not sync complete folders, as this will case a delay in the system; only select your Project Folders or Department folders. 3) Select only your project folders.

4) Once your project folder has been selected, click “save.”

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Steps 5 and 6 are Optional:5) Click Settings to change when your documents will Sync.

6) If you choose to update your sync schedule, select how often the Desktop Sync should sync your computer to the cloud.

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7) To access your project files click “icon 1.” Your Shared/ Private folders will be displayed. Please select shared and the project name.

8) To sync files, select “Synchronize Now.”Note: Files are set to sync automatically based on the set sync schedule. See step 5 to adjust the standard setting.

9) Once synchronizing begins, hover over the Egnyte icon to reveal the progress bar.

10) To verify synchronization is successful, there will be a green check mark on the synchronized Project Folders.

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1)

-WebEdit-Allow the editing of documents to occur through the cloud, and track the number of revisions made.Note: This application must be opened in order to make edits to documents through the cloud.

1) Log into Egnyte via OKTA.

2) On the Egnyte home screen, select the file to be edited, then click the “Edit” icon, on the top right of the preview screen. (Document will open in designated application i.e. Word, Excel, PowerPoint)

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3) Once document opens, click “Enable Content.”

4) Make any changes needed, then save the document.

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5) When changes have been saved successfully to the file, there will be a pop up near your systems tray indicating a successful save.

The confirmation message will read:

6) Once the document is saved, if that file is opened in Egnyte again, there will be a number located to the left that indicates the number of versions (revisions) the document has gone through.

7) Comments can be left regarding a document.

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-Outlook Add-In- This application will allow access to Egnyte documents while in E-Mail, and for larger attachments it will create a link instead of sending it as an attachment, still allowing the employees to download and make edits.

1) Open Outlook and click on Add-Ins.

2) Click on settings.

3) Click on “Login” and select Okta sign on.

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4) Type in the “Domain.” (powerdesigninc.egnyte.com)

5) Once logged, in click “Sharing”, this is where you will select when you want Egnyte to share a document as a link, and how long you want until the link expires.

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6) Once you’re Login credentials are listed and all settings have been updated, select “Okay.”

7) To use Egnyte for Outlook create a new e-mail, when the window is opened at the top left of the email box, there will be an icon, “Share from Egnyte.”

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8) When this is clicked, it will send you through the folders within Egnyte, you can expand them to find the document you are looking for.

9) Once selected there will be a link posted to your blank E-Mail, which will be shared to the recipient, which they will be able to download to their own computers.

10) When opening a recently received email, there is an Egnyte icon there as well, this icon “Save to Egnyte,” will save all attachments received to Egnyte.

Note: When opening e-mails, they must be opened in a new window to view the Egnyte Icons.

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-Mobile Devices-Use the screenshots below to help guide through both iPhone and iPad applications.

Logging In1) Open the Egnyte application.

2) Tap the Okta icon

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3) In the domain, type in powerdesigninc.

4) Sign in using your Windows log in.

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Files and Folders1) On the Egnyte iPad home screen, click the “Home” icon to access the shared and private folders.

2) Select a folder to open.

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1) Tap to open a document.

2) To navigate back to your folders, tap the back arrow.

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3) To return to the folder directory, click the blue folder on the bottom of the screen.

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Email a File1) Open application.

2) Select applicable folder.

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3) Select the Project Name.

4) Tap on the folder/ file type to the left of the “Folder/ Document Name” to indicate a check mark and expand an additional menu.

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5) Tap “Share.”

6) Select how the link should be sent.

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7) If “Send” is selected, the application will ask for a recipient, if the sender wishes to copy themselves and a message if one is needed.

8) Click the “+” to add in a recipient.

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1)2)3)4)5)6)7) Tap on “Groups,” and select “Exchange Global Address List.”

8) In the search menu, type in recipient’s name and click search, than once a list of names appears select the one, the document needs to go to.

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9) The name of the recipient will then populate into “To.”

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Sending Link as an iMessage

1) I f “Copy Link” is tapped; the link will be saved to “Your Clipboard.”

2) Once link is copied, iMessage will need to be opened.

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3) Once link has been “Pasted,” hit “Send.”

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AirDrop a Document1) A file can also be shared using “AirDrop”

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Sharing The documents can be viewed in different formats.

1) Tap the “Share” icon, and then tap “Open in.”

2) Select the format to open the document in.

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Printing1) Open your file, tap the Share icon and then select Air Print.

2) Find a local Air Printer and tap Print.

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View Files Offline1) Select the file to mark as local and select the offline icon.

2) Confirmation will appear on your screen marking the document available for Local Access.

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3) Once there is a green check next to the document, this indicates the document is not available as a Local Copy (offline).

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Deleting a Document1) Tap the document type next to the file, when the quick menu opens choose “Delete.”

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Bluebeam Webdav for iPad4) From the iPad, launch BlueBeam Revu and select “Document Manager”

5) Click “Accounts” icon in upper right of new window

6) Select WebDAV

7) Enter the following:

Account name = Power Design

Username = {the prefix of your email address, i.e. jsmith for jsmith@powerdesigninc.us}

Password = {your Windows password}

URL = https://powerdesigninc.egnyte.com/webdav

Example – (your user name and password would be substitutes by your credentials)

8) Tap Add and then close the box by tapping the “X” in the top right corner.

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Open a Document in Bluebeam.1) Open Egnyte and Select the document to be viewed.

2) Select “Open In,” and choose the application to open it with.

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Editing and Saving a Document in Bluebeam 1) Once document is opened in Bluebeam Revu, you can make any annotations to the document.

2) Once changes have been made select save, or “Open In” Egnyte.

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3) To save a document, it will ask you to title the document and select the folder to save the document in, or overwrite the current document name.

4) Once document is reopened in Egnyte, all annotations will be visible on that document.

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