Files > All Files (The page when you login) – Openfind EN

This page would be the first page when you login ! It shows "All Files" that you can access on the system. It includes many functions and features. Please refer to the following sections.

1. The bar on the top

It includes some buttons on :

The Logo on the left side : When you click it, you would direct to the "All Files" page.
The language pull-down menu : You can change the language of the page. It supports "English", "Traditional Chinese(繁體中文)","Simplify Chinese(简体中文)", "Japanese(日本語)"
A "?" icon (defaut is enable) : By default, you will link to the user manual.
An "Avator" icon : When you click it, It lists the "Full Name" of this account and the following functions :
- Files : Show the "Files > All Files" page. You can also change to the different categories of the file list from the left list of the screen, like "Shared From", "Share With", "Share Links" ... We will introduce these in the next section.
- Personal : Include the functions like "Profile", "Change Password","Configuration" ... etc.
- Admin : If this account is administrator, you could link to the management interface.
- Program download (default is enable) : By default, you would link to the Openfind download center
- Log out : Log out the website.

2. The Left side list - File categories

All Files : List all the files and folders that you could access.
Shared From : List the folders and files that others share to you.
Shared With : List the "Internal Sharing" folders and files that related to you. Include files/folders you shared and files/folders shared by others on your behalf.
Shared Links : List the "Share Link" that related to you. Include files/folders you shared and files/folders shared by others on your behalf.
Recycle Bin : List the folders and files which are deleted. You could restore the folders and files here.
Logs : List all the actions that you do on SecuShare Pro. You could download the log if you want.
Storage : Show the total storage and percent of the storage that you used.

3. The middle part - The main file list .

It would show different lists when you click the different file categories from the left side list. We will introduce the functions when you click "All Files" in this section. If you want to realize the introduction of other file categories, it would show in another chapters.

Path : At the top, there is a "house" icon. It is the first layer of your file list. When you click into one folder, it would show which folder are you. You could go back to the previous folder by click it.
Search : You can search the file name and contents (depends on file type). A minimum of two characters is required to perform a search. Search scope includes files and folders that this account has permission to access. By default, the search will look for file names within the current folder, but you can make the following advanced settings:
- Search location:
  - Current folder (default): Search for file information starting from the current location.
  - All locations: Search all directories accessible to you.
- Search categories:
  - Name (default): Search for file names.
  - File content (requires full-text search module): Perform content search within Office and PDF documents.
- Search results:
  - You can see the file name and the location of the file/folder.
    - Click on the file name: If the platform supports online editing/previewing, the file will open online; otherwise, the file will be downloaded.
    - Click on the folder name: Jump to the contents inside that folder.
    - Click on the file/folder location: Navigate to the location of the file.
Upload and Create
- "Upload" button : After you click it, it would show the file directories in your computer, you can choose the files you'd like to upload. It would show the upload status at the lower right.
  - Upload limitation :
    - The maximum size for upload the file is decided by administrator, default is 3.5GB.
    - The maximum length of the file and folder name is 220 characters.
    - When uploading, we support to click and drag the folders and the files to the website by Chrome. If you use other browsers, such as Firefox, Edge, ...etc. We only support click and drag the files.
    - If you upload a file that is not allowed. The system would show "Blocked"on the upload status.
- "New" button : You can create "Folder", "Text file", "Docs file", "Slides file", "Sheets file".
  - File name Limitation :
    - The space in the end would be deleted automatically, after, it includes the limitation belows:
      - File name could not be empty.
      - File name could not only the punctuation mark belows :
        
        ’.’
        
        ‘..’
        
        ‘’
      - Not include the punctuation marks belows :
        
        '\'
        
        '/'
        
        '<'
        
        '>'
        
        ':'
        
        '"'
        
        '|'
        
        '?'
        
        '*'

At the botton of the search bar, it shows the numbers of folders, numbers of files, and total size.

File List : Includes the following information and functions :
- The columns on the top, show all the topics of each column.
  - Checkbox : When you click the checkbox, it choose all the files and folders on the list. If you click twice, it would unclick all the files and folders.
  - Name : It would sort by name by default. You can click it if you want to sort by name. You can have ascending or descending order.
  - A graph of a pen next to the Name : Rename the file or folder.
  - Shared by : It would show the account that share the file or folder to you. If the file is yours, it would be blank.
  - Size : The size of the folder or file. Click it to sort by size and you also can have ascending or descending order.
  - Modified : The latest time to modify the file or the folder. Click it to sort by the modified time and you also can have ascending or descending order.
- Each row show the information of the file or folder. It would include the following information :
  - Clickbox : you can choose the row by click it, and you can choose several rows at same time.
  - Show the type of the file and folder, also include the information such as Name, Shared by, Size, Modifed time
  - When you click the file name, it would have different action which depends on the file type and your permission. Like edit online, preview, download ... etc.
  - When hovering the cursor over a specific folder/file in the list, an "Edit" icon and an "AI" icon will appear on the left, and up to three action buttons—Share, Download, and More options (...)—will appear on the right. The related function pages are introduced below:
    - Edit Icon: Click to rename the file.
    - AI Icon (displayed only when AI features are enabled and the file is a supported document type: pdf, docx, doc, xlsx, xls, pptx, ppt, odt, ods, odp, txt): Click to access the following AI features:
      - File Summary: Generates a summary of the file using AI analysis.
      - Filename Suggestion: Suggests a file name based on the content analyzed by AI.
      - Content Suggestion: Provides content improvement suggestions based on AI analysis of the file.
    - Share icon : When you have the permission of sharing, you could see this icon. You could use "Share link" to provide the link. The people who gets the link could preview or download the file, or the files in the folder. Or share to your colleagues who has the account by "Internal share".
      - When you click the share icon, you can set the configuration of sharing, includes two tabs which are "Share link" and "Internal share". We would introduce as following:
        
        Share link : You could create several share links. Click "+ Share Link " button to create a new share link. There is a table belows that show the share link already created.
        
        + Share Link : You would generate a share link. Then, you can click the "Copy" icon to copy the link to your clipboard. and you could set the following configuration.
        
        Link Name : You can set a name for the share link. This name will be displayed in the "Share link list" for users to easily identify. The default name is "Share link created by $share_id".
        
        Permission Settings : Include the following permission :
        
        Upload (Only for folder) - Allow to upload a file/folder to the shared folder.
        
        Delete (Only for folder) - Allow to delete a file/folder in the shared folder.
        
        View Only : For documents (doc, xls, ppt, docx, xlsx, pptx, odt, ods, odp) and pdf file. You could set "View Only" that the file would add watermark and only view on server. It could not be downloaded. (P.S. If you check the "Available number of download" in Advanced Settings, this setting could not be worked.)
        
        Show Advanced Settings -
        
        Security Settings :
        
        Expiration Date : You could set the expiration date of this link. The administrator could set the maximum days that you could set for the link.
        
        Available number of downloads : The times that the file could be downloaded by this link, the range is from 1 to 999. (P.S. If you check the "Preview only", this setting could not be worked.)
        
        Password : When you check the box, it would create a random password by default. You could also set a password which length is 4 to 8 by yourself. The person who gets the link should input the password..
        
        Notification Settings :
        
        Shared Link Notification : You could send the link by email. If you want to send to many people, please separate the email by comma. You could write the email title and message that the content would show in the sharing email.
        
        P.S. If you check "Password" and "Shared Link Notification", you would see the option - "Sharing notification without password" that could separate the share link and the password into two emails.
        
        If you have bought the "DLP Module" and enable it, you would see more information when create share link.
        
        Create the share link of the file :
        
        The file is scanning : The share link is not work now, you have to wait until the scanning is over.
        
        The scanning is complete,and the result is disable to share : The share link is not work, if users want to request to share the file, they could press "Request sharing" to help the administrator to find the file easier in the admin page. The admin could decide whether this file could share or not.
        
        The scanning is complete, and the result is enable to share : Users could create the share link of this file.
        
        Create the share link of the folder :When you open the setting page of sharing, you would see the information: "Files in the folder that did not pass the DLP rules can not be downloaded via this link." The files in this folder should be scanned and passed the rules. If any files do not pass the rule, the files would be disable and could not download/preview.
        
        The table of Share link : Show the share link that already created, include the following function :
        
        Copy : Copy the share link.
        
        Edit : Edit the settings of the share link.
        
        Delete : Delete the share link.
        
        Internal Sharing : You can input your colleague's account or fullname at the top of the input box, it would autocomplete the account that you might want to find. After you select the account, you could start to set the permission.
        
        Permission setting (It includes many permissions as below, but the permission it would show is depending on what permission you got.)
        
        Can share : The shared account can share to other account or not.
        
        Can edit : The shared account can edit the file or the files in the folder or not.
        
        Can delete (only for folder) : The shared account can delete the files in the folder or not.
        
        Remove ("Trash bin" icon) : Delete the permission you set.
        
        Security Settings :
        
        Expiration Date : Set the expiration date of this "Internal sharing".
      - Download Icon : The file would be downloaded when click the icon. If it is a folder, It would compress to a zip file and download.
      - More options "..." : When you click this icon, you can see many functions that include "Move", "Copy", "Comments", "Versions", "Delete". We would desribe the detail as following :
        
        Move : It would show the directories that you could access. Choose the destination to move. P.S. You need to have the "Delete" permission at the source folder, and also you need to have the "Write" permission at the destination folder.
        
        Copy : It would show the directories that you could access. Choose the destination to copy. P.S. You need to have the "Write" permission at the destination folder.
        
        Comments : You could add comment to a file or folder. It would also record which time is added and which account added on the table.
        
        Versions : When a file is edited or uploaded a new version. The system would record the latest version and the previous versions. You could see the information such as file size, who create the file, ... etc. The numbers of version is decided by the administrator. You could restore or download the previous versions on the list when needed.
        
        Delete : Delete the file or folder. if the function of "recycle bin" is enable, the file or folder would move into "recycle bin". If the file/folder is shared by "Internal Share", it could not be deleted.
File List Pagination: You can set the number of items displayed per page — 10, 25, 50, 100, or All.
Use the Next Page and Last Page button icons to navigate between pages.

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