User guide

v.01/2024

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Personal documents

  1. Add a document
    Go to the folder where you want to add a Document. Click on the New menu, or select Upload in this menu.
  2. Add a document using drag and drop
    You can drag and drop one or more files from your computer desktop to the Documents list.
  3. Create a blank document
    Go to the folder where you want to add a blank Document (text only, word processing, spreadsheet or presentation). The text only format is useful for small notes. In the New menu, select Create, enter a name and choose the format.
  4. Add a comment
    You can add a comment on a Document, to give an idea of its contents. In a group, the comment will be displayed to all group members.

    Select Comment in the Document Actions. Documents with comments appear with a special icon.

  5. Edit a document
    To edit a document, you must first download it on your computer, make the necessary changes and eventually upload it.

    You can simplify all this by using the virtual drive or the online edition feature (if available).

  6. Download a document
    Click on the document name or select Download in the Actions menu of the document.

    Each time the document is downloaded (using the Web interface or the virtual drive), the download counter is updated.

  7. Rename a document
    Select Rename in the Actions menu.
  8. Duplicate a document
    If you need to create a Document similar to an existing one, select Duplicate in the existing Document Actions. You can also use this feature as manual version management: before you edit a Document, duplicate it and rename it by adding a version indication such as v1, v2, etc. This method can be used in your private and group Documents.
  9. Move a document
    Select Move in the Actions menu of the document. Then select the destination folder. The document will be moved and disappear from the current folder.
  10. Copy a document
    Select Copy in the Actions menu of the document. Then select the destination folder. The document will be copied to this other folder and the original file will remain in the current folder.
  11. Direct access
    Each document can be accessed directly using a specific URL that you can paste in an email or on a Website, etc. This direct access feature does not disable access rights: users must authenticate themselves to download the document.

    Click on Actions next to a document to get its direct access URL.

Group documents

  1. Access to group documents
    Select the group name in the context selector, which default value is "Private".
  2. Default access rights
    • All group members may always view group folders and documents. In other words, they always have the Read right.
    • A document creator may always edit it. He can give the Edit right to some or all members.
    • Group administrator and co-administrators may always add and delete content (i.e., folders and documents). They can give the Add content and Add and delete content to some or all members. Note: The Add content right also allows to rename folders.
  3. Creators: allow edition
    The document Edit right allows to change its contents but also its meta-information (name, etc.).
  4. Administrators: allow members to add and/or delete content
    Grant the Add content (i.e., folders and documents) or the Add and delete content rights. Delete content means deleting any document.

    Note: it is advised that the group administrator (who can be helped by group co-administrators) first creates the folder structure to ensure for its consistency. Then, he gives the right to Add content in the relevant folders or subfolders. Besides, this prevents members from creating special folders in the first level.

    Note: Each folder has its own access rights. You can easily apply the same rights to the subfolders by clicking on Apply to subfolders. Please note that if you change the folder rights, they won't be applied to subfolders automatically. You'll have to click on Apply to subfolders if applicable.

  5. Grant access rights to a member
    1. Click on Add.
    2. Select a group this member belongs to.
    3. You can also search for this member by entering their name (or part of it) in the search field.
    4. Select the right you wish to grant in the Access rights pull-down menu.
    5. Click on Add.
    6. The member now appears in the rights summary.
    You may select several members.

    You can remove the access rights you have granted at any time.

  6. Grant access rights to all group members
    1. Click on Add.
    2. Select a group.
    3. Select the access right you wish to grant in the Access rights pull-down menu.
    4. Click on Add.
    5. The group now appears in the rights summary.
    Note: If someone joins the group later, he will automatically be granted the same access rights. If you wish to avoid that, grant rights to the individual members that are now in the group.

    Likewise, if a current member leaves the group later, he will lose the granted access rights.

    You can remove the access rights you have granted at any time.

  7. Add a group document
    Note: You can add content in the current folder only if the group administrator has allowed you to.

    Upload a new document as you usually do it in your private environment. You can also create a subfolder and upload documents within.

  8. Share private data with a group
    You can share private data (i.e., a document, a contact, etc.) with a group. The item will be visible in the group while remaining also in your private environment:
    • There is only one item: all edits made in your private environment will be visible in the group and conversely. This avoids creating duplicates (which can end up with different contents).
    • To share an item with a group, you must have been granted the right to Add content in it.
    • A single item may be shared with several groups.
    Select a private item and choose Share with groups in its Actions. Click on the Share button. Then, choose a group and a destination folder within this group. If the item is a Document, create the destination folder if necessary.

    If you don't want to share this item anymore, go to the same screen and click on the - icon (Remove) next to the group name.

  9. Share group data with another group
    Just like you can share a private item with a group, you can share a group item with another one. Open Share with groups and select a group where you have been granted the Add content right.

    Because sharing has to be done document by document, you should not use it too often. It's probably better to create an additional group containing common data than sharing many items between 2 groups.

  10. Notify group members
    When creating or editing a group document, you can send an email notification to all group members (except yourself) to let them know that a new document (or a new version of a document) is available. This standard notification can be personalized with your own comments. Note: only the document creator may send a notification.

    To send a notification, select Notify by email in the Actions menu of the document.

Online edition

  1. Features
    You don't need Office software (Microsoft Office, OpenOffice) installed on your computer anymore to be able to edit word processing, spreadsheets and presentations documents. ContactOffice integrates an online editor which offers the main features.

    This editor is available if the ContactOffice administrator has activated it (it is disabled by default) and if you have the right to edit a specific Document.

    Select Edit online from the contextual menu of an "Office" Document. To save your changes, click on the "Save" button in the online editor.

    Note: The online editor is provided by a third-party application, which will access your edited Documents contents. The third-party company offers no guarantee that the service will be available in the future.

  2. Collaborative editing
    Documents in a group can be edited by several people at the same time, each user editing a paragraph at a time. Edits made by others are displayed in real time. A chat is also available.
  3. Limitations
    Please note that the maximum document size is 10 MB.
    Please note also that your documents are not automatically saved after a while: you need to save them manually from time to time.
  4. Privacy
    The online editor is provided by a third-party application, which will access your edited Documents contents. The third-party company offers no guarantee that the service will be available in the future.

Virtual drive

  1. Definition
    The virtual drive allows you to access your documents directly (without a Web browser): documents are in a special folder on your computer, protected with a username and a password.

    This folder acts as a standard folder: you can add, delete and/or rename files and subfolders. You can also open a file from the folder or from an application on your computer. The virtual drive is also an easy way to back-up the files stored on your personal computer.

  2. Create a virtual drive
    The procedure depends on your operating system.

    You will notice that the virtual drive consists of different folders:

    • A 'private' folder: it contains your private folders and documents
    • A folder for each group: each folder contains group folders and documents

    Note: All documents must be stored in one of these folders: you may not place documents or create new folders on the top level.

  3. Create a Web folder in Windows 10 & Vista
    1. Go to "This PC".
    2. Click on "Map network drive" in the horizontal menu.
    3. Click on "Connect to a Web site that you can use to store your documents and pictures".
    4. Click on "Choose a custom network location".
    5. Enter the following URL: https://www.contactoffice.com/docs/USERNAME
    6. Enter your ContactOffice username (USERNAME) and password.
    7. Tick the box "Connect using different credentials"
  4. Create a Webfolder in Windows 7 & 8
    1. Go to "Computer".
    2. Click on "Map network drive" in the horizontal menu.
    3. Paste this link in the Folder field: https://www.contactoffice.com/docs/USERNAME
    4. Enter your ContactOffice username (USERNAME) and password.
  5. Empty folders in Windows
    A folder that appears correctly in the Web interface will appear empty in the virtual drive under Windows if the path a file contains more than 256 characters. The path contains at least the server name, the group name, the folders names and eventually the file name.
  6. Create a virtual drive in macOS (Mac)
    1. Go to the Finder, open the 'Go' menu and choose 'Connect to Server...' (or "Command Key" + K).
    2. In the 'Connect to Server' dialog box, add this address: https://www.contactoffice.com/docs/USERNAME.
    3. In the next window, under 'Connect As', select 'Registered User'. Under 'Name', enter your ContactOffice username (USERNAME) and then your ContactOffice password. You may choose to remember these credentials in your keychain. In this case, be careful of your computer security.
    4. Click on 'Connect'.
    5. The WebDAV folder appears under 'Shared' in the Finder windows sidebar. It also appears when you go to the menu 'Go > Computer'.
    It is possible to automatically create this folder each time your Mac starts. First, you have to allow the keychain to remember your password. Then, go to 'System Preferences', then 'Users & Groups'. Select your user and then click on 'Login Items'. Drag and drop the virtual drive to the Login Items list.
  7. Strange files with macOS
    With macOS, uploading a file to the Webfolder creates a duplicate file starting with '_'. This is caused by the way macOS handle files.
  8. Create a virtual drive on iPhone or iPad
    iOS has no built-in WebDAV (the protocol used for virtual drive) capability. However, apps such as WebDAV Navigator adds it.
  9. Create a virtual drive on Android
    Android has no built-in WebDAV (the protocol used for virtual drive) capability. However, apps such as WebDAV Navigator adds it.
  10. Create a virtual drive in Linux
    You can connect your device to your ContactOffice account documents using the WebDAV protocol.

    GNOME desktop environment (Nautilus File Manager):
    1. Open your GNOME Files/Nautilus File Manager.
    2. Go to Files > Connect to server.
    3. Enter this URL: davs://www.contactoffice.com/docs/USERNAME
    KDE desktop environment (Dolphin file manager):
    1. Open Dolphin
    2. Click on "Network" in the left column.
    3. Click on "Add a Network Folder"
    4. A window appears and WebDAV should already be selected. Select it if is it not the case.
    5. Click "Next".
    6. Enter the following settings:
      • Name: the name you want to see in the Places bookmark e.g., ContactOffice
      • User: leave this field blank
      • Server: www.contactoffice.com (without https:// before or directories afterwards)
      • Folder: /docs/USERNAME.
    7. (optional) Check the “Create icon checkbox” for a bookmark to appear in the Places column.
    8. Enter your username and password at the prompt (you may have to do this twice).
    Note: if you are using a different desktop environment/file manager, then please refer to the respective documentation for getting precise instructions.

    Based on your GNU/Linux environment, you may or may not have to install davfs2 package in advance.
  11. Potential problems
    For optimal use, note the following:
    • Avoid accents in folder names
    • Configure your personal or network firewall to allow the connection to your virtual drive (WebDAV protocol on port 443 (https): your computer must be allowed to send data).
    • According to the subscription type, levels in your folders and subfolders vary. If you try to create more levels in your virtual folders, you will get an error
  12. Disconnecting
    The connection to you Webfolder is active only as long as your computer is on. To close the connection manually, right click on 'My computer' and choose 'Disconnect a network drive'. Select the network drive that corresponds to your Webfolder and click 'OK'.
  13. Special files and folders
    You will notice special files and folders that may not be renamed nor deleted:
    • The "private" folder is for your private Documents.
    • The "__TrAsH__" folder is a Trash.
    • "Mail images": this folder contains the images that you send in an email body (in your signature, for instance).
    • "web" folder is for Documents with public access.
    • In a group, the "wiki" folder and the "groupinfo" subfolder are used for displayed Group Info in the homepage.
    • The calendar.ics file contains a calendar.

Folders and subfolders

  1. Special folders
    There are special folders in Private documents, that may not be renamed nor deleted:
    • Trash: it contains deleted Documents and folders; they will be actually deleted when the Trash will be emptied.
    • Drop folder: it contains Documents dropped by group members. It is automatically created after the first drop. See the drop folder section for more details.
    • "Mail images": this folder contains the images that you send in an email body (in your signature, for instance).
    • web: documents stored in this folder will be public if this feature is available to your profile. See the "public access" section for more details.
    Group documents also have a Trash. They can also have a web folder.
  2. Create a folder or a subfolder
    Go to the folder where you want to add a subfolder. Display its contextual menu (click on it with the right mouse button or click on the 3 dots next to it) and select New folder. Enter a name and hit the Enter key.
  3. Rename a folder
    Display the folder Actions and select Rename.
  4. Move a folder
    You have two ways to do this:
    • Select the folder with the mouse and drop it on the destination folder.
    • Display the folder Actions and select Move.
  5. Delete a folder
    Beware:
    • Deleting a folder means deleting all Documents it contains, as well as its subfolders and contents.
    • Once the Trash has been emptied, you can't get the Documents back. So, be careful when you empty the Trash.
    • Instead of deleting folders, you can archive them (see the corresponding help section).
    Select the folder, display its Actions and select Delete.

    Note: the folder will be actually deleted when the Trash will be emptied. If you have sent a folder to the Trash by mistake, you will find it there and will be able to move it back.

  1. Search in tools and environments
    The search field is located in the upper right part of the screen. Enter a word or its first letters to launch a search.

    Search and tools:

    • If you are using a tool (Messages, for instance) and launch a search from there, it will search in this tool.
    • If no tool is selected when you launch a search (in the homepage, just after you have logged in, for instance), it will search in all tools. The results list will display the data type for each result. To get back to the homepage, click on the logo in the upper left corner.
    Search and environments:
    • If your private environment is selected when you launch a search (your private documents, for instance), it will search in this environment.
    • If a group is selected when you launch a search, it will search only in this group.
    • You can broaden or narrow the search by clicking on the triangle to display the advanced search options. In the Search in section, select Private or Private + Groups. If you select the latter, search will be done in all groups at the same time.
  2. Advanced search
    Most tools have an advanced search, the search criteria being specific to each tool.
  3. Results
    Results are limited to 200 items and are sorted by relevance.
  4. Last search
    You can display the results of the last search by clicking on Search results in the left part of the screen.
  5. Search field syntax
    • If you enter several words, you will get data that contain all these words. If you enter "OR" between words, you will get data that contain one of the words.
    • The search does make a difference between uppercase and lowercase.
    • You can add a star (*) after at least 4 characters to search on all words starting with these characters.
    Examples:
    • holiday Hawaii (equal to holiday AND Hawaii) will return data containing holiday and Hawaii.
    • Maui OR Hawaii will return data containing Maui or Hawaii.
    • "great holiday" (with the quotation marks) will return data containing the "great holiday" expression.
    • "info*" will return data containing words starting with info (information, informative, informed, etc.)
    • virus -computer will return data containing the word "virus" but not the word "computer".
  6. Which files are searched
    The search engine searches all your private Documents as well as all group Documents you may access. It searches the content of the following file formats: Microsoft Word, Excel and PowerPoint, PDF, HTML, RTF and Text.

    NB: The search engine ignores password protected files and OpenOffice (.odt, etc.) files.

Send Documents by email

  1. Send as attachment
    From the Documents, select one or more Documents, display the Actions and select Send and then Send by email.
  2. Send as hyperlink
    Instead of sending the Document in the email, you can send it as a hyperlink. The recipient will have a few days to download it by clicking on the hyperlink and you can be notified when he does.

    This feature is handy for large documents but you can use it with small ones as well.

    Please note that this feature will automatically send an individual mail per recipient: the recipients will not see any other recipient.

    From a message, select Add download link from the Attachment menu. Then, select one or more private or group Documents.

    From Documents, select one or more documents, open the Actions and select Send and the Send as hyperlink.

Drop folder

  1. Definition
    The drop folder is a special folder in your private Documents, where the members of the groups you belong to may drop Documents. The drop folder is like a post box: when someone drops a document, it becomes invisible to him. More precisely, the document is duplicated: the group member still has a copy of the document and an independent copy is created in your drop folder. If the group member edits its copy later, yours won't be affected and conversely.

    Each time a document is dropped, you get an-email notification and a message in the homepage.

    Note: All the members of the groups you belong to may always drop documents in your drop folder.

  2. What is the drop folder for?
    This feature enables you to receive files directly in the Documents tool rather than by email: reports, homeworks, etc.
  3. Tips
    If you expect a large number of Documents in your drop folder, give group members explicit naming instructions, so that the Documents list is easier to use for you. Besides, if someone tries to drop a Document with a name that already exists, the operation will be refused.
  4. Drop folder creation
    Your drop folder is automatically created in your documents when a first document is dropped there. Therefore, it does not exist when your account is created.
  5. Drop a document
    To drop a document in someone else's drop folder, first create it in your private Documents. Then, choose Send to a drop folder in the Actions menu of this document. In the group list, click on the recipient's name.
  6. Identify the Document sender
    In case the sender has not used an explicit name, it is not always obvious to relate a Document to a group. The sender's name appears automatically. You can also display the list of the groups you both belong to by selecting Common groups in the Document Actions.
  7. Manage the dropped documents
    Usual features (sharing with groups included) apply to Documents dropped in your drop folder. You can also move them to other folders or delete them.

Tags

  1. What are tags for?
    Tags allow for organizing your data with labels such as Urgent, Important, etc. and/or by project, client, etc. The first step is to create your own tags.
  2. Access to the tags
    Select any data, display its Actions and select Tags.
  3. Create a tag
    Display the tags of any data and click on Add. Enter the new tag name and choose a colour (optional).
  4. Edit a tag
    Tag names cannot be edited. However, you can change their colours.
  5. Delete a tag
    In the left part of the screen, display the tag Actions and select Delete.
  6. Tag an item
    Select Tags in the item Actions. In the tag window, tick one or more checkboxes, depending on the tags you wish to set. Later, you will be able to select other tags or unselect the current ones.

    Another method: select a Tag on the left without releasing the mouse button and move it to the item (drag & drop). You can also start from the item and drop it on the Tag.

  7. Display data with a given tag
    There are two ways to do this:
    • Click on a tag in the left part of the screen. If the tag list is not displayed, open it by clicking on the triangle. To get back to the normal display, click on the current folder (My calendar, My contacts, etc.)
    • Open the advanced search and select a tag.
  8. Tags and groups
    Tags belong to a person and not to a group: there are no group tags. It is not advised to use tags in a group data.

Delete documents

  1. Delete a document
    Tick or select the Document, display its Actions and select Delete. You can also drag and drop it to the Trash.

    Note: the Document will be actually deleted when the Trash will be emptied. If you have sent a Document to the Trash by mistake, you will find it there and will be able to move it back.

  2. Delete a selection of documents
    Beware: once the Trash has been emptied, you can't get the Documents back. So, be careful when you empty the Trash.

    The deletion is done folder by folder. You need to a select a folder first. Tick the Documents (or select them using the keyboard or mouse), display the Actions and select Delete. You can also drag and drop Documents to the Trash.

    Note: Documents will be actually deleted when the Trash will be emptied. If you have sent Documents to the Trash by mistake, you will find them there and will be able to move them back.

  3. Empty the Trash
    Display the Trash Actions and select Empty trash.

PDF conversion

  1. Features
    To view a file for which you don't have the necessary software installed on your computer, or simply to convert a Document to PDF format, select Convert to PDF in the contextual menu of this Document.

    The conversion is made in real time and requires a time which depends on the size and complexity of the file. Please wait while the conversion is processed. When it is finished, you can save the PDF file on your computer.

    The following formats are accepted: .pdf, .swf (Flash), .html, .odt, .sxw, .doc, .docx, .rtf, .wpd, .txt, .wikitext (MediaWiki), .ods, .sxc, .xls, .xlsx, .csv, .tsv, .odp, .sxi, .ppt, .pptx, .odg, .svg

Public access

  1. Definition
    The standard access rights allow data sharing in groups of authenticated users.

    Public access allows you to publish data on the Web: anybody will be able to view them without a ContactOffice account and without any authentication.

    You just have to activate the public access and communicate the URL of a specific data by email, on your Web site, etc.

  2. What is public access for?
    This feature allows you to publish forms, reports, studies, etc.

    Note: publishing content you don't fully own is against the law. You will be held sole responsible in case of legal action. ContactOffice will take no responsibility whatsoever. If you're not sure whether you have all necessary rights to share or publish some files, don't share them.

  3. Availability
    By default, public access is not available. If it is available, Create the public folder will appear in the root folder (My documents) Actions.
  4. Create the public folder
    1. Display the first level folder Actions: My documents in the private environment or the folder named after the group in a group environment. Select Create the public folder. This folder name is "web".
    2. Put documents that you wish to publish in this folder.
    Public Documents appear with a specific icon.
  5. Access to a public Document
    To get the Document public URL, display its Actions and select Direct access. The URL is displayed next to Public access.
  6. Your public page
    The https://www.contactoffice.com/pub/docs/USERNAME/web/ page displays the list of all public documents in your private environment, ie all documents in the web folder.

    This means that someone who knows your username can access this page. Search engines could also browse it.

    For a group, use the following address: https://www.contactoffice.com/pub/docs/group-GROUP_NAME/web/

  7. Disable public access
    Anytime, you can move a public document to another folder or delete it: it won't be publicly available anymore.

    You can also move the public folder (its name is web) to the Trash and delete it if you no longer need it.

  8. Public access and group documents
    The group administrator subscription sets whether public access is available for the group. If it is available, Create the public folder is available in the root folder Actions. The group administrator, the co-administrators (if any) and the group members who have been granted the right to Add content in th root folder may create the public folder. They may also add documents in the public folder.

    Set the root and public folders access rights accordingly.

Remote servers

  1. Definition
    A remote server is a document server that allows WebDAV (usually on port 80 (http)/443(https)) or SMB/CIFS connections. By configuring a remote server in ContactOffice, you can gather all your documents in a single interface.

    Note: the remote server sets the access rights (read, write) for its folders and documents. It also sets the available disk space.

  2. Operations on remote servers folders and files
    A remote server folder is similar to normal folder for basic operations: add, delete, rename a document, etc. You can copy or move documents from the remote server to a normal folder and conversely.
  3. Add a remote server
    Go to Documents Settings and select External storage. Click on New and choose a server type. Fill in the connection settings:
    • Name: this name will identify the server. This name can have no link with the remote server actual name.
    • URL: remote server address
    • Login: your login on the remote server
    • Password: your password on the remote server.

    Then click on Save. This will automatically validate the settings and create the remote server if the settings are valid. If the settings are invalid, edit them. If they are correct but not validated, contact the remote server technical support.

  4. Dropbox.com set-up
    Select this service when creating a new remote server. Settings are automatically set. You just have to enter your Dropbox.com username and password.
  5. Google Drive set-up
    Select this service when creating a new remote server. Settings are automatically set. You just have to enter your Google Drive username and password.
  6. Edit a remote server
    Click on Edit next to the remote server, edit the settings and click on Save.

    Note: if you edit the remote server name, the change will be taken into account the next time you log in.

  7. Remote servers and Messages
    In Messages, you can:
    • Select an attachment in a remote server
    • Save an attachment in a remote store
  8. Deactivate a remote server
    You can deactivate a remote server without deleting it.
  9. Delete a remote server
    Display the remote server Actions and select Delete. Of course, this has no effect on data stored on this server.
 

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