This is a basic tutorial I presented to a client's users introducing them to the basics of a virtual storage utility. The product used for this tutorial is the NetMass online storage service (http://www.NetMass.com)
Welcome!...Thank You for participating in the NetMass Virtual Storage tutorial presentation.
Virtual Storage Tutorial The Basics
CIE Systems, Inc. Virtual Storage Tutorial Introducing the Basics
Objectives <ul><li>Introduce users to the NetMass Virtual Storage environment & basic features. </li></ul><ul><li>Describe a directory structure hierarchy & data content contained within. </li></ul><ul><li>Discuss the policies & procedures governing the use of Virtual Storage and its importance to maintaining a safe and secure environment. </li></ul><ul><li>Demonstrate basic file management tasks & operations (file retrieval, upload, property details, etc.) </li></ul>
What is NetMass Virtual Storage? <ul><li>A virtual “hard drive” …for storing, organizing, accessing and sharing files from any available internet connection. </li></ul><ul><li>Centralized Data facility …ALL users have access to the same data set allowing for collaboration and group sharing capability from multiple sources & locations. </li></ul><ul><li>Document Repository …used to store all project documents, training materials, policy manuals, administrative forms, etc </li></ul><ul><li>Global tool …Available to all staff internationally; “USA” sub-folders created throughout to store USA specific information. </li></ul>
How do I access Virtual Storage? <ul><li>Several methods of access available to the Virtual Storage environment: </li></ul><ul><ul><li>web browser interface </li></ul></ul><ul><ul><li>client application </li></ul></ul><ul><ul><li>mapped “web” folders </li></ul></ul>
Virtual Storage (client app) <ul><li>Start All Programs SystemSafe Virtual Storage* </li></ul>* Details will be provided on how to download/install the application
Virtual Storage (web folders) <ul><li>http://myfiles.netmass.com/...* </li></ul>* Web folders are part of the “My Network Places” utility in Windows XP
How do I use Virtual Storage? <ul><li>This presentation covers the web browser interface ONLY. The client and web folders will be covered in a separate presentation addressing advanced topics. </li></ul><ul><li>URL – https://myfiles.netmass.com (bookmark for future access to website) </li></ul><ul><li>Connection requires userID & password. </li></ul><ul><li>Users assigned access/permission rights to folders (e.g., read, write, delete, admin) are consistent across the interfaces. </li></ul>
Virtual Storage login Login section ( https://myfiles.netmass.com ) - Enter your userID & password to connect to environment click “Go” to connect
Virtual Storage user interface Control Panel Directory Structures Menu Bar
Control Panel shows current login ID (click the “Log out” link to end user session) users can create/manage bookmarks for fast access to frequently used folders Search function: users can perform basic or advanced searches for files/folders “ Help” feature for additional info on features and functionality Allows user to configure settings for password, e-mail address, time zone, etc.
Directory Structures <ul><li>All directory paths reside under the /IQBG root structure: </li></ul><ul><li>/IQBG/Clients : Client project documentation (organized by client name). </li></ul><ul><li>/IQBG/Competencies/USA : IQ Competency and knowledge mgmt docs. </li></ul><ul><li>/IQBG/Departments/USA : Work areas for various organizations (e.g., HR, Sales, Finance, Marketing teams, etc.) </li></ul><ul><li>/IQBG/Policies and Procedures/USA* : Company related policy docs, employee handbooks, benefits info, downloads/instructions, etc. </li></ul><ul><li>NetMass is a globally accessible tool and is shared by all IQ organizations; data grouped in sub-folders by geographical location (e.g., AUS, SA, UK, USA ) </li></ul>
Directory Structures Most users will operate primarily in the ../Clients , ../Policies and Procedures and ../temp sub-folders As job roles/responsibilities expand, so will your access to additional areas throughout the repository (e.g., ../ManCO access granted to users selected to Management Committee).
Directory Structures (Access Permissions) READ : users can view or download files WRITE : users can view, download, create/edit (upload) files into specified folder area DELETE : users can move/delete files User permissions to the various directories are defined by READ, WRITE and DELETE access levels (NOTE: Administrator access reserved for system level administrators and content owners ONLY!)
Menu Bar Move up one directory level Search function (initiates search from current location) Create new directory folder (1) Upload a file to current directory folder (1) Move/Delete files or folders (2) Download file(s) into compressed archive <ul><li>Requires “write” access to directory folder </li></ul><ul><li>Requires “delete” access to directory folder </li></ul>
Basic file management As a NetMass user, the majority of your effort will involve basic file operations… 3. Edit project file locally on PC 4. Upload updated version of project file to NetMass repository <ul><li>Locate the file within the NetMass repository </li></ul>2. Download existing copy of project file/document from NetMass repository
Basic file management Downloading files from NetMass <ul><li>MS Office files : </li></ul><ul><li>Click the file link and you will be provided the option of opening the file for viewing or saving the file to hard disk. Press “Save” to download the file. </li></ul><ul><li>For other file types (i.e., .pdf, .html, etc.) : </li></ul><ul><li>Point mouse cursor over file link and right-click; select “Save Target As…” </li></ul><ul><li>Specify location on hard drive where file is to be saved and click “Save” </li></ul>
Basic file management (offline editing) When using the web interface, file modification takes place locally on the PC…this has no impact on the current version stored in the NetMass online repository. Edit your file(s) offline
Basic file management (file upload) <ul><li>Navigate to folder where file is to be uploaded into NetMass </li></ul><ul><li>click the “Upload” icon on the menu bar </li></ul><ul><li>click “Browse…” and locate the updated file on the hard drive </li></ul><ul><li>Select file and click “Ok” to upload </li></ul>Upload a file to NetMass check this box if updating an existing file!
Basic file management File Management Summary… <ul><li>Save/Download a copy of file from NetMass to PC hard drive </li></ul><ul><li>Perform necessary modifications/edits to document </li></ul><ul><li>Upload document back into NetMass storing it to the same location as the original file. This will overwrite the file w/ the new updates. </li></ul><ul><li>Advanced File Management will be covered in a separate presentation; Topics covered will include file locks, version control, file check-in/check-out, etc. </li></ul>
Policy & Proper Use of NetMass <ul><li>The files/information contained within NetMass should be treated with the highest of confidentiality!!! </li></ul><ul><li>Existing policies governing access/use of IQ company data apply to documents stored in NetMass </li></ul><ul><li>The repository should NOT be used for storing personal data or materials not related to official company business! </li></ul>
Policy & Proper Use of NetMass (cont’d) <ul><li>Users are REQUIRED to obtain proper approval to various areas within NetMass; consult with your Project Manager and/or Department head when requesting access rights. </li></ul><ul><li>Users can fill out a NetMass Access Request form and e-mail to their Manager(s) for approval. </li></ul><ul><li>Managers can approve & forward requests to the Virtual Office Help Desk ( support@ company.com ) </li></ul><ul><li>Once approved, access request will be processed within 1-2 business days of receipt by the Virtual Office Help Desk </li></ul>
Access Request Process ** Requests NOT forwarded to HelpDesk by Mgrs will be rejected!!! 1. User completes access request form 2. E-mail form to Mgr for review/approval 3. Mgr approves and forwards to HelpDesk 4. HelpDesk updates user access/permissions
Access Request Template <ul><li>Completely fill out the form below and cut/paste into an e-mail to your Manager for approval. </li></ul><ul><li>Requests sent directly by users (i.e., w/out Mgr approval) will be rejected! </li></ul><ul><li>Managers : </li></ul><ul><li>Review request details and once approved, forward via e-mail to the Virtual Office HelpDesk ( support@ company.com ); A forwarded request from your e-mail account will serve as an approval of the user’s request. </li></ul><ul><li>Once received, the HelpDesk will process within the 1-2 business days of receipt of request. </li></ul>
<ul><li>Consult the “Beginner’s Guide” for additional details ( located in /…/Policies and Procedures/USA/Information Technology directory ) </li></ul><ul><li>Access the available Help feature located within the web browser interface. </li></ul><ul><li>Contact the Virtual Office Help Desk if you have questions or need assistance ( support@ company.com ) </li></ul>Additional Information