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Queen's University
 

Collaboration Tools


QShare’s Collaboration Tools allows you to share your folders and files with others and keep track of how, when, and what was done over time. 

 

These tools are:

 

Versioning Versioning is very useful when multiple users will be making changes to the file.  As files are overwritten copies are kept with a version number attached so if it becomes necessary an earlier version can easily be viewed and restored.
Logging The Logging option allows you to track who accesses a file and what action they performede.
Subscriptions Subscriptions are notifications sent by email when a folder or file has been viewed, changed, or commented. To create a subscription you need Read permission to the folder or file.  You do not need to be the owner of the folder or file. When you create a subscription on a folder or file you can choose what type of action you want to be notified of, and when you will be notified.  Notifications will be sent by email to the person who created the subscription.

Versioning


Versioning for a folder and versioning for a file are different.

 

When the Versioning option for a folder is turned on each new file uploaded to that folder will have versioning enabled.  New sub-folders will also have versioning turned on. This will show as Default Versioning on the Manage menu.

 

When Versioning is turned on for a file QShare will automatically keep copies of each update to the file. Versioning is very useful when multiple users will be making changes to the file.  As files are overwritten they are kept with a version number attached so if it becomes necessary an earlier version can be viewed and restored.

 

If you are using a web-folders program, when you save a file that has versioning turned on a new version will be created each time you save the file.  This could amount to a very large number of versions for one user’s editing.  To prevent the multiple version from being saved, use the Check out and Check in tool.  For more information on Check out and Check in see the Help manual.

 

To turn versioning on or off on a folder:

 

  1. Navigate to the folder
    • Right mouse click on the folder
    • From the flyout menu select Manage => Default Versioning
    versioning1.png
  2. The Default Versioning screen will open 
    • From the Default Versioning drop down menu select On
    • Check the box beside Apply this setting to all sub-folders as well as all files
    • Click the Apply button
    • The message The Default Version settings for this folder have been modified. will be displayed.
    • Click the Exit button.
    versioning2.png

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    To Turn File Versioning On

     

    1. Navigate to the file you want to turn versioning on for 
      • Right mouse click on the file
      • Select Manage => Versioning
      • versioning3.png
    2. The Versioning For screen will open
      • Click the Enable Versioning button
      versioning4.png
    3. The Versioning for ... screen will be updated
      • A message indicating that versioning has been enable will be displayed
      • Version 1 of the file will be listed
      • Click the Exit button

      Notes:

      • You can return to this screen any time by going to Manage => Versioning
      • From this screen you can
        • Disable Versioning
        • Checkout File
        • Copy a version of the file to another name or folder (requires the necessary permissions)
        • Delete a version
      versioning5.png

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      Working with Versions


      You have turned versioning on and have multiple versions of your file.  You decide you would really like to take a look at the original file and make it a working copy.

       

      1. Open the Versioning screen for the file  
        • you can view the file by clicking on it
        versioncopy1.png
      2. The What do you want to do with... screen will open 
        • note the the file name is not the same as the current file name. This is because you are working with a version of the file - not the file itself.
        • Click Open  and the file will open.
        • Since this is a word file it will launch MS Word
        • Review the file.  If you decide you want to copy this version to a working file return to QShare and return to the file's version screen.
        versioncopy2.png
      3. To copy a version 
        • Select the version you want to restore
        • Click the Copy button
        versioncopy3a.png
      4. The Copy screen will open 
        • The Destination: field will show the name of the original file with a "Copy of"
        • Click the OK button
        • Note:  if you would like to change the location of the file click the down arrow at the end of the Destination: field and select the new location for the file.
        versioncopy3.png
      5. The Verisoning for screen will re-open 
        • The message indicating that the file has been successfully copied will be shown
        • Click the Exit button
        versioncopy4.png
      6. The QShare screen will re-open 
        • Note that you now have the original file and the "Copy of..." file
        • You can rename the Copy of.. file if you like by right mouse clicking on the file and choosing rename.
        versioncopy5.png

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      Logging


      The Logging option allows you to track who accesses a file and when they access the file.

       

      If you turn Default Logging on for a folder, all files contained in the folder and any sub-folders will have logging turned on.

       

      When logging is turned on for a file whenever  a user views, edits, changes permissions, or adds a comment an entry is added to the log history.  The log includes

      • The user who performed the action
      • The type of action performed
      • The date and time of the action
      • The IP address of the computer from where the action occurred.

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      Turn on Logging for a Folder

       

      1. Navigate to the appropriate Folder 
        • Right mouse click
        • Select Manage => Default Logging
        logging1.png
      2. The Default Logging screen will open
        • From the Default Logging is:  menu select On
        • Click the checkbox beside Apply this logging setting to all sub-folders as well as all files
        • Click the Apply button
        • The message The Default Event Logging settings for this folder have been modified. will be displayed
        • Click the Exit button
        logging2.png

      Turn Logging on for a File

       

      1. Navigate to the file 
        • Right mouse click on the file
        • From the menu select Manage => Logging
        logging3.png
      2. The Logging for screen will open 
        • Click the Enable Logging button
        • The screen will update to say the log is empty
        • Click the Exit button
        logging4.png

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      Subscriptions

       

      Subscriptions are notifications sent by email when a folder or file has been viewed, changed, or commented.  When you create a subscription on a folder or file you can choose what type of action you want to be notified of, and when you will be notified.

       

      Subscriptions can be used by any user who has read access to a file or folder.

       

      Create a Subscription on a Folder

       

      1. Navigate to the folder 
        • Right mouse click
        • Select Manage => Subscriptions
        subscription1.png
      2. The Subscriptions for screen will open
        • Click the New Subscription button
        subscription2.png
      3. The Subscriptions for screen will open 
        • In the Notify Me When: section choose you have 3 choices
          • When  the files within the folder and/or sub-folders are edited
          • When  the files within the folder and/or sub-folders are viewed
          • When comments are added to the files within the folder and/or sub-folders
        • In the Report Frequency choose whether to send a Daily report or to notify you immediately
        • In the Expires section you can leave it as Never Expire or you can set a date.
        • Click the OK button
        subscription3.png
      4. The Subscriptions for screen will re-open 
        • Your subscription will be shown
        • Click the Exit button
        subscription4.png

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        Create a Subscription for a File

         

        1. Navigate to the file
          • Right mouse click on the file
          • Choose Manage => Subscriptions
        2. subscription5.png

        3. The Subscriptions for screen will open
          • Click the New Subscription button
        4. subscription6.png

        5. The Subscriptions for ... screen will open 
          • In the Notify Me When: section check the box beside the activity you want to be notified of.  You can choose all three or just one of the options
          • In the Report Frequency: section choose whether you want a Daily report or to receive an email immediately
          • In the Expires: section choose either Never Expire or choose a date
          • Click the OK button
        6. subscription7.png

        7. The Subscriptions for screen will re-open 
          • Note that 2 subscriptions have been created.  One for when the file is edited. The other for when the file is viewed.
          • Click the Exit button
          • To unsubscribe to one of the reports click the check box beside it and click the Unsubscribe button
          • To add another subscription click the New Subscription button.


        Unsubscribe from a Subscription


        • Either return to the above steps and click the Unsubscribe button or
        • Go to the Reports and Tools menu, Select My Subscriptions, Check the box beside the subscription you want to unsubscribe from, and click the Unsubscribe button.

         

        subscription8.png

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        Kingston, Ontario, Canada K7L 3N6 613.533.2000