Working with Files

Introduction

You can access your files with the OneOffice Web interface and create, preview, edit, delete, share, and re-share files. Your administrator has the option to disable these features, so if any of them are missing on your system ask your server administrator.

Tagging

You can assign tags to files. To create tags, open a file to the Details view. Then type your tags. To enter more than one tag press the return key after creating each tag. All tags are system tags, and are shared by all users on your OneOffice server.

Comments

Use the Details view to add and read comments on any file or folder. Comments are visible to everyone who has access to the file.

Video Player

You can play videos in OneOffice with the Video Player by simply clicking on the file. Video streaming by the native OneOffice video player depends on your Web browser and the file's video format.

If you find that a video doesn’t work in your Web browser, it may be a browser issue. As a general rule, MP4 and MP3 formats play in all modern browsers.

File controls

OneOffice can display thumbnail previews for image files, MP3 covers, and text files. Hover your cursor over a file or folder to expose the controls for the following operations:

Favorites

Click the star to the left of the file icon to mark it as a favorite, and quickly find all of your favorites with the Favorites filter on the left sidebar.

Sharing

Share the file or folder with a group or other users, and create public shares with hyperlinks. You can also see who you have shared with already, and revoke shares by clicking the trash can icon.

You have five share permissions:

• Can reshare: allows the users you share with to re-share
• Can create: allows the users you share with to create new files and add them to the share
• Can change: allows uploading a new version of a shared file and replacing it
• Can Delete: allows the users you share with to delete shared files
• Can edit: allows the users you share with to edit your shared files, and to collaborate

Overflow Menu & Details

The Overflow menu (three dots) displays file details, and allows you to rename, download, or delete files.

The first option in the overflow menu shows more details concerning the object in question.

Previewing files

You can display uncompressed text files, OpenDocument files, videos, and image files in the OneOffice embedded viewers by clicking on the file name. There may be other file types you can preview if your OneOffice administrator has enabled them. If OneOffice cannot display a file, it starts a download process and downloads the file to your computer.

Navigating inside your OneOffice

Navigating through folders in OneOffice is as simple as clicking on a folder to open it and using the back button on your browser to move to a previous level. OneOffice also provides a navigation bar at the top of the Files field for quick navigation.

Sharing status icons

Any folder that has been shared is marked with the Shared overlay icon. Public link shares are marked with a chain link. Un-shared folders are blank.

Creating or uploading files and directories

Upload or create new files or folders directly in a OneOffice folder by clicking on the New button in the Files app.

Moving files

You can move files and folders by dragging and dropping them into any directory.

Change in share expiration date

You can set an expiration date only on external shares (i.e. shares with external users not in OneOffice). Local shares (i.e. users in OneOffice) can only expire if you remove them from the shared list.