Workspace ONE Content for iOS User Guide

VMware Workspace ONE UEM

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Workspace ONE Content for iOS User Guide

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Contents

1 Introduction to Workspace ONE Content for iOS 4

2 Privacy and Data Sharing 5

3 Navigation 6

4 Add and Manage Content 8Content Types 8

Use Export Function with Microsoft Office 365 Apps 9

Use Camera for Image Capture 9

Create a Default Import Location for Content 10

Open in and Upload Functionality 10

5 View and Manage Content 11Actions on Content 11

Microsoft Office Viewer 12

PSPDF Viewer 13

Content Share and Collaborate 15

6 Support 17

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Introduction to Workspace ONE Content for iOS 1Workspace ONE Content allows you to access the corporate and your personal content securely by integrating the existing internal and the cloud repositories on your mobile devices.

The cloud content repositories sync to ensure that you have the most up-to-date content available for access. Using FIPS 140-2 encryption, you can securely open, add, edit, manage, and share content on your device wherever you are. However, the parameters set by your admin determine the level of control you have over the content.

Note Workspace ONE Content 4.16 is the last version that supports iOS 9 devices. To access the features and updates of the latest Workspace ONE Content version 4.21, you must update to iOS 11 or later.

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Privacy and Data Sharing 2On your initial login to the VMware Workspace ONE Content, you are shown the Privacy and Data Sharing notices. The Privacy screen provides you the option to get an overview of the data collected and processed by the Workspace ONE Content app. Data Sharing screen seeks your approval for collecting the app usage information required for the usage analysis.

Privacy

A Privacy notice (scrolling enabled) is displayed to all users when logging into Workspace ONE Content. The Privacy Notice displays the following information:

n Data collected by Content – Provides a summary of the data that the app collects and processes. Some of this data is visible to the administrators of the Workspace ONE UEM console.

n Content Permissions – Provides a summary of the device permissions requested for the app to enable product features and functionality, such as push notifications to the device.

n Company's Privacy Policy – By default, a message is displayed for you to get more information about your company. When configured by your administrator, tap Your Company’s Privacy Policy to access your employer’s privacy policy information within Workspace ONE Content.

Data Sharing

Workspace ONE Content displays a Data Sharing notice that can be used to opt in to anonymous feature usage analytics that help VMware improve the product functionality and invent new product capabilities. You can enable or disable data sharing by navigating to Settings > Privacy > Data Sharing. When disabled, the data sharing notice is not displayed, and no data is collected from the device to optimize the app experience.

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Navigation 3Workspace ONE Content centralizes all your enterprise data in a single container and integrates existing content repositories on your mobile device. Toggle between the available screens to access and manage files.

Understanding the Home View

The multi-functional Home view is the first screen you see after you open Workspace ONE Content. It displays high priority content and serves as a central navigation location.

High priority content distinguishes the content that requires special notice into defined categories.

Table 3-1.

High Priority Content Definition

Required View content your administrator marked as required.

Featured Access content your administrator flagged as important.

New Access newly added content.

Recent Access recently viewed or updated files.

Side Navigation

You can access any of the following icons from the side of your screen.

Table 3-2.

Icons Definition

Access to find application information and settings.

Access admin-selected Content Types in the app’s default view.

Access and view content stored on your corporate network and content you uploaded to the cloud.

Keep a record of personal content actions in the activity feed.

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Table 3-2. (continued)

Icons Definition

View the content you bookmarked for quick access.

View updates, collaboration, and alerts. In iPad, this feature appears on the top navigation bar.

Add new documents, media, folders, or repositories directly in the app.

Top Navigation

Understand the usage of the icons on the top right corner of your screen.

Table 3-3.

Icon Definition

View active downloads, uploads, and download and upload history.

See currently open documents. This feature is available only on iPad.

Perform a global search of all content. The previous search history is autopopulated when the text is entered in the search box.

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Add and Manage Content 4With Workspace ONE Content, you can add Office files to the repositories, edit, share, and manage your files in a secure manner. You can determine the default import location for your content, easily capture and upload videos and images, annotate PDFs and perform many more actions on your files.

This chapter includes the following topics:

n Content Types

n Use Export Function with Microsoft Office 365 Apps

n Use Camera for Image Capture

n Create a Default Import Location for Content

n Open in and Upload Functionality

Content Types

Use Workspace ONE Content to securely add and maintain content. The + icon is used to add the content. This icon appears on all the content screens so that you can add the new content anytime. You can create content from the Home, Activity, Feed screens, or from a repository.

When creating content from the Home, Activity or Feed screens, you are prompted to choose a location to save your content. When creating content from a repository, your content is saved directly to that repository.

The content types that you can create using the Workspace ONE Content are many.

Table 4-1.

Content Type Definition

Document Add Word, Excel, PowerPoint, or Text files. Edit the files and then name and save the document appropriately.

Folder Add a folder and select a repository to save the folder.

Repository Enter a repository link and select Continue to complete the process.

Camera Add and save images and videos as files by providing the filename in a selected location.

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Table 4-1. (continued)

Content Type Definition

Photo Library Import the existing photos on your device to a repository.

Audio Record and save an audio file to a repository.

Note You can record up to 60 minutes of continuous audio. After 60 minutes, the Content app automatically stops the recording.

Use Export Function with Microsoft Office 365 Apps

Use Export functionality to create new files with MS Office 365 apps and save them directly to the Workspace ONE Content repositories. You can create MS Office 365 files like Word, PowerPoint, or Excel. You must have the write permission to save files to third-party repositories. Personal Content and Local Storage are writable by default.

Procedure

1 Navigate to the MS Office app. For example, Word.

2 Create a new file and select Save.

3 From save options, select More, and then select Locations.

4 Select Content from the listed options and then select the repository where you want to save the file.

Use Camera for Image Capture

Use the image capture functionality within Workspace ONE Content to easily capture and save a single image or a batch of images in a few simple steps.

Procedure

1 Tap the icon on the Repositories screen. The Add screen appears.

2 To launch the camera, tap the icon.

3 Capture the image and then tap SAVE.

4 On the Save file screen, enter the file name, choose a location to save the captured image files, and if required add a description for the image. To save the file, you can either choose a previously saved location from Save location or set a new location by using the Choose a different location option.

n If you capture multiple images, then you can save the images as a batch by providing the Batch name.

n If you want to create a new folder to save your images, then enable the Create new folder with images option using the toggle button.

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n If you want to save the image or images to a repository, log in to the repository before capturing the image. The repository is displayed in the list of locations available to save the image.

5 Confirm and save the image.

Create a Default Import Location for Content

Determine where to automatically import and store the content when you open it on the device.

Procedure

1 Navigate to Settings > Preferences > Import To.

2 Choose either the Personal Content or Local Storage as the default path. You can select Prompt me each time to make a choice each time you open a file.

Open in and Upload Functionality

Use Open In functionality to open email attachments or files from Workspace ONE Content or use Upload functionality to upload files directly from Workspace ONE Content. If the authentication is of type Passcode or Username and Password, then the following actions might be partially restricted.

If your administrator whitelists the following actions, then you can perform these actions from the mentioned apps.

n Open Workspace ONE Content files from MS Office app – For example, in Word app, select Open > More > Location > Content, the Workspace ONE Content app opens. From Workspace ONE Content,t select the required file to edit in Word app and then save it as a draft or a new version.

n Email attachment with VMware Workspace ONE Boxer – Tap the attachment and select Open in > Import with Content or Copy to Content to open it in Workspace ONE Content. Then, save the document appropriately.

n File in the Browser – Tap the file and choose Open In... > Copy to Content and the document opens in Workspace ONE Content. Then, save the document appropriately.

n Upload to Other Apps – Use the Upload functionality to upload the files directly to other apps using document extensions. You cannot upload the files when the authentication is enabled.

If you open into an app that your administrator has not whitelisted, then you will see an error stating that this action is not allowed.

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View and Manage Content 5View and manage your content directly in the Content app. Use the content cards or the content list view to find information about each document including the date the document was created, the version number, file size, and type. Use the icons on the content cards as tools to organize and personalize the content.

This chapter includes the following topics:

n Actions on Content

n Microsoft Office Viewer

n PSPDF Viewer

n Content Share and Collaborate

Actions on Content

View and perform actions on your files directly in the app. The icons on the content cards help you perform various actions such as favoriting, deleting, uploading, downloading content and so on. Use bulk actions to organize many files at once. You can import documents from third-party apps only if your administrator whitelists the third-party apps.

Actions on Individual Content CardsTable 5-1.

Icon Definition

Add to your Favorites list. Tap again to remove it from your Favorites list.

This icon indicates that you saved the document as a draft. Draft is stored locally on your device. You can access them anytime by viewing drafts in the User Hub. Drafts are not yet synced to a repository.

This icon indicates that content was updated.

Use this menu to find information, delete, rename, collaborate by commenting or sharing (if available). Use open in functionality (if available) to send the document as an email attachment or with another secure application, or add the content to Favorites.

Download content from a Personal Content repository or a Corporate Content repository to the device.

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Table 5-1. (continued)

Icon Definition

Upload content to the Self-Service Portal or sync with your enterprise network.

Content is in the process of downloading to the device.

Bulk Actions on Multiple Content Cards

To perform actions on the documents, select multiple files or folders and use the actions on the left-navigation bar. Unavailable actions appear in gray and are not usable.

Table 5-2.

Icon Definition

Tap to select and group files together to perform bulk actions. A check mark appears.

Add to your Favorites list. This feature is available only on iPad.

If Workspace ONE Boxer is configured with your managed account, use the app to send the email.

If Workspace ONE Boxer is not configured, use the native mail client to send the email.

Copy the file in the selected folder or create a folder for the copied file.

Delete the file. A prompt appears to ask for confirmation.

Press to exit the bulk action functionality and return to the content screen on an iPad device. On an iPhone device, select Cancel to exit.

Microsoft Office Viewer

Workspace ONE Content offers various edit options for Microsoft Office files using which you can edit the files directly in the app.

After opening a Microsoft Word or Excel document, you can edit it directly in the app to ensure it is protected alongside your other corporate data. The following options are available to edit document.

Table 5-3.

Icon Definition

Use this menu to save the file, send as an attachment on an email, print, open into (if available), add comment, or exit.

Undo and redo actions as needed.

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Table 5-3. (continued)

Icon Definition

Add pictures, text, shapes, table, chart, symbol, header and footer, hyperlink, bookmark, footnote and endnote.

Use this option to format or edit fonts, paragraph, and style settings.

Select to access other menu options to format the document. Perform find and replace, turn track changes on or off, spell check, and so on.

To mark items or objects, draw over the document.

To perform the actions like copy, cut, or delete, tap on added text, images, chart, and table. To edit data, double tap on the chart. You can also edit and save documents with custom fonts using Workspace ONE Content.

Save Options for Microsoft Office Files

Microsoft Office files can be saved in different ways. To decide how and where you want to save the file, tap the menu icon and then follow the prompts.

On tapping the icon, an Import window appears with the following options:

n Save File as a New Version. The file name remains the same but a new version number is added to the content card. (The availability of this option can change depending on your repository settings.)

n Save As a New File with a new version. Edit the New File Name and Location. This text box appears while saving word documents from your Personal Content.

n Save As a Draft which appears on the screens and is saved to the User Hub but not synced

to a repository. A draft icon appears next to the file status. To move the document out of

draft status, save the document as a new file. After saving, tap the icon at the top of the screen to return to where you last accessed content.

PSPDF Viewer

After opening a PDF document, you can annotate it directly in the app. The added annotations are autosaved in the app.

Use the following tool bar to annotate files. Each open PDF appears in a row of tabs across the PDF viewer.

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Table 5-4.

Icon Definition

Add this document to your Favorites list.

Use the editing tool bar that appears at the top of the screen to annotate the document as needed. Highlighted features include:

n Sign file – To add a signature to the document, long press the text box icon.

n Stamp file – To add a stamp to the document, long press the image icon.You can also edit and annotate password protected PDF files.

n Add notes - To add notes to the document, long press the comment icon.

n Erase annotations - To erase a freehand annotation, long press the annotation icon and use the eraser tool. Using the free hand eraser tool, you can erase either the whole annotation or a specific part of the annotation.

Add annotations to the document, view the outline, or add bookmarks.

See thumbnail views of all the pages in the document.

Control the brightness level of your screen.

Search the open document for key words.

Email a copy, print the document or open it in another application. If the document is restricted, you cannot open the file anywhere else but you can find information about the file.

You can view the PDFs in both the page width and the full page views when on landscape mode. The page width view can be enabled by toggling the Enable Page Width View for PDFs setting from Preferences on the Settings screen.

Save Options for PDF Files

You can save the changes by tapping the disk icon that appears in the bottom bar of the screen after you annotate the file. Follow the prompts to save changes. The Save File window appears with the options for saving:

n Save File as a New Version. The file name remains the same but a new version number is added to the content card.

n Save File as a New File with a new version. Edit the New File Name and Location if desired.

n Save File as a Draft, which is saved to the User Hub but not synced to a repository. A draft

icon appears next to the file status. To move the document out of draft status, save the document as a new file.

After saving, you can close the document by tapping the X in the tab, or tap Back to return to the content screen where you last accessed content.

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Flatten Annotations for PDF Files

The annotations that you add in the PDF file might not appear when the file is opened in a file viewer outside of the Workspace ONE apps. For the annotations to appear, you must flatten the annotations.

To flatten the annotations, toggle the Flatten Annotation setting in the Save File window that appears while saving the file. The flattened annotations appear in the PDF but can no longer be edited or removed.

Content Share and Collaborate

Securely share information about the documents with collaborators directly in the app.

You can use the following content sharing features:

n Add collaborators to files and folders and assign role-based access to each collaborator. Remove as needed.

n Secure shared documents by requiring a passcode for the file access.

n Limit the number of days the document is available and the maximum permitted number of downloads.

n Share files and folders by creating unique links for the distribution through email, text message, or copy and paste the link as needed. View shared links and unshare as needed.

Use the following tools found on any of the content cards or in content list views:

Table 5-5.

Icon Definition

Share the file by creating a Password (required) on the form. To edit the Security Settings and finish filling out the form, tap Share. Choose Link Sharing Options or unshare the file.

Share the folder with other employees by tapping Add Collaborators and give them role-based access to the folder. Use the + icon to add more collaborators. Swipe on collaborator names to show options for deleting names.

Activity Feed

You can set the Activity Feed to track the content in the Personal Content repository. View when you or others:

n Create new content

n Work on content files

n Create new folders

n Delete or rename content

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n Delete or rename folders

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Support 6Access Support from the Settings menu and perform actions on the Workspace ONE Content log files.

Some of the actions that you can perform on the log files are:

n Send logs to admin server – If there are any issues or errors with your Workspace ONE Content, use this option to send the logs to your administrator. After sending the logs, a status message appears as either Logs sent successfully or Logs failed to send.

n Email logs – Send the log files as an email attachment to a recipient of your choice. The email opens in VMware Workspace ONE Boxer if configured with a managed account. If Workspace ONE Boxer is not installed, the email opens in your native email client. The log file is provided as a .log attachment with a basic editable description about the log contents.

n Copy logs to clipboard – Copy the log files to clipboard using this option and then paste it to a new doc, app, or email. After copying successfully to the clipboard, the 'Logs copied' message appears.

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