DoX Help and Reference

DoX Overview

DoX for AppExchange is a unique file sharing application that enables users to seamlessly transfer files between the desktop, Salesforce, and Amazon S3 and to easily share documents with other people without relying on email.

Help and Reference

DoX allows users to collaboratively edit documents and files while maintaining version control. DoX users receive an alert each time a file or document is changed or a message is added. A user can then check those changes and messages by logging into DoX.

DoX Advantages

• Share documents painlessly
• Transfer documents between a choice of different repositories
• Share documents without email
• Ensure document version control
• Users are automatically notified by DoX that a document has been changed
• Control read/write privileges
• Add messages and comments to alerts users to changes in documents

Using DoX

DoX is divided into two main views; Share and Transfer. Share view allows you to share documents with fellow DoX users and Transfer view allows you to move documents between repositories.

Share

You can manage which documents you share and with whom using the Share view. The Share view is divided into two panes. The left pane shows you all the files and folders you are sharing. The right pane displays the list of people your documents are shared with, read/write permissions for your shared documents, and comments people have added.

Share Space

DoX users create special shared folders called Share Spaces. Like a traditional folder, a Share Space includes any files and folders that users put inside it.

Unlike traditional folders, a Share Space contains a list of people who have been given read or write permissions by the Share Space’s creator. Additionally, Share Spaces allow anyone with write permissions to save a stream of messages to any shared file in the Share Space. The people, messages and file permissions are what make Share Spaces unique.

Share Tab at a glance

Let’s look at some of the icons and buttons on the Share tab. The table below describes each icon and its function in detail.

Icon	Function
	Click this button to open the Share tab.
	Click the forward and back arrows to browse through the files and folders in your Share Space.
	Click the Details button to view detailed information about the files, folder or document you have selected.
	Click the Icon button to view an icon of all files, folders or documents in your Share Space.
	Click the Filter button to display the Filter Panel and search for a specific document in your Shared Space.
	Set your filter criteria in the Filter Panel. You can set variety of filter criteria and set multiple filters by clicking the Add (+) button.
	In Details view, folders and files are shown in the left display pane.
	In Icon view, Share Spaces are represented as folder icons which show additional information. The icon shows the name of the folder you are sharing, how many people you have shared the Share Space with and the number of comments that have been added since the Share Space was shared.
	If you hover your mouse over the Share Space icon a tooltip appears detailing the name of the Share Space, the type of share, the number of people the Share Space has been shared with, and the number of comments that have been added since the Share Space was created
	The Status Bar displays progress information about operations DoX is performing.
	Click the File button if you want to browse the files on your local computer and share them in DoX. Click the Folder button if you want to browse the folders on your your local computer and share them in DoX.
	Click the drop down arrow to view a list of the Spaces you can share with other users.
	Click the eye icon to allow a user to read documents in a Share Space Click the pencil icon to allow a user to add or edit documents in a Share Space. N.B. Click an icon twice (until it is grayed out) to disable read or write privileges.
	Click the + icon to add a new user to the group of people who are sharing files in the selected Share Space. Click the – icon to remove users from the group of people who are sharing files in the selected Share Space.

Share Activities

Some of the tasks you can do from the DoX Share view are;

• Upload files and folders you want to share
• Share a folder with particular users and change privileges
• Filter the list of shared files and folders
• Switch between Details and Icons view
• Add and view messages and comments

How to upload files and folders you want to share

You can easily upload single files or entire folders to DoX. To upload a folder from your local machine, follow these steps:

1. Click the Folder button.
   
   
2. In the Browse for Folder dialog box, select the folder you want to upload to DoX.
   
   
   
   
3. Click OK to add the selected folder.
   You will then be prompted to share the folder with other users by defining users in the Select User dialog box.
   
   
   If you don’t want to share your folder with any users, click Save to close this dialog box. You can always share the folder with other users at a later time. If you do want to share the folder with other users, go to Step 4.
   
   
4. Click Add (+). The Select User dialog box is displayed.
   
   
   
5. Select a name from the display panel and click Select.
   
   
   If you can’t immediately see the name of the user you want to add, type the name of the user in the Search text box and click Search. After you have located the user, click Select to close the dialog box.
   
   You can now see the new folder added to your Share Space.
   
   

How to share a file with particular users

When you initially added a folder to your Share Space, you may not have shared it with any other users. However, you might later decide that you do want to share that folder with other users who can then view and/or edit that document.

1. Select the folder you want to share from the left display pane.
2. Click the add button on the right display pane. The Select User Dialog box is displayed.
   
   
3. Enter the name of the user you want to find in the Search text box and click Search. Alternatively, select a user from the display panel and click Select to close the dialog box.
   
   
   
   
   
   Note: The users you just added will be sent an email telling them you have shared a document with them.
   
   
4. You can see the users you are sharing a document with in the right display pane.
   
   

   Note: From the screen grab you can see the email address of each user and the privileges that have been assigned in the right display pane. In the example above, each user has been assigned both read and write privileges. To change these privileges, click the eye icon to disable read privileges or click the pencil icon to disable write privileges. A disabled privilege is displayed in gray.

How to filter shared files and folders

After using DoX for a period of time, you will probably have many shared files and documents. For this reason, DoX has provided a unique search and filter mechanism for locating particular files and documents. You can create an unlimited set of filter and sub-filter criteria for your local system. This enables you to find a specific document quickly and easily.

1. Click the Filter button in the left display pane. A Filter Panel is displayed.
   
   
   
2. From the drop-down lists, select your search criteria.
   You can choose from a wide variety of search criteria. You can search by size, file name, date, and file type. The criteria you set in the first drop-down list will determine what options are available in the latter two drop-down lists.
   
   
3. Click the + button to create a second sub-filter.
   
   
   
4. Enter your next set of search criteria in the filter panel.
   After each filter, the number of documents appearing in the Share panel will decrease until you locate the exact document you are searching for.

How to switch between Details and Icons view

You can view all shared files in either Details or Icons view.

Click to view your documents in Details view.

Click to view your documents in Icons view.

Details view

The table below outlines the information displayed in Details view.

Icons View

The Icons view displays large graphical icons instead of detailed text. However, the icons carry important information about the file or document.

How to view and add messages

When you or anyone else makes a change to a document, we recommend you add a comment or a message to the document alerting others to specific changes. When a user is alerted to a change on a document, they can log in to DoX and read any additional messages and comments.

To view and add messages for a particular document select the document in the left display pane and follow these steps:

1. Click the Messages tab on the right display pane to show all messages for the selected document.
   
   
   
2. Click to add a new message. A new message dialog box appears.
   
   
   
3. Type the new message in the new dialog box.
   
   
   
4. Click to save your new message. The new message is displayed in blue in the message tab.
   
   
   





Transfer

The Transferview enables you to transfer documents from one file repository to another and to DoX. DoX currently supports Salesforce.com, Amazon S3, and any WebDAV file repository. Once you have registered the file repositories you use, you can simply drag and drop documents from one repository to another.



How to register a file repository

You can register your Salesforce.com account, your Amazon S3 account, or any WebDAV server as well as your local desktop very easily using DoX. To register a file repository, follow these steps:

1. Click the tab.
   
   The Settings screen is divided into two sub-tabs, a Locations tab and a Preferences tab. Ensure the Locations tab is open.
   
   
2. Click Add to register a file repository.
   
   
   A Location Type drop-down box is displayed.
   
   
3. Select salesforce.com from the Location Type drop-down list.
   
   Note: For this example we will add the salesforce.com repository. You can also choose Amazon S3, local, and WebDAV from the Location Type drop-down list.
   
   
   After you select salesforce.com a Nickname field is displayed.
   
   
4. Enter a nickname for the repository (if you prefer), this nickname can be used to identify the repository on the Transfer screen.
   
5. Click Save after you have entered all the necessary information.
   The repository you registered is displayed in the Location List.
   
   
   Note: If you want to register another repository, click Add again and follow steps 1 – 5 above.
   
   

For your local Desktop, DoX makes searching simple by letting you choose the folders you want to display in DoX. You can go back and change your preferences – which desktop folders to display, etc. – at any time

How to configure preferences in DoX
All preferences set from this tab are applied to folders and files throughout DoX, including all systems you are using.



Hide System Files
Select this checkbox if you want to hide all system files that might be displayed in DoX. This option works the same way as the Hide System Files option in Windows Explorer (or My Computer or My Documents).

If you want to display System Files in DoX, ensure this checkbox is deselected.

Show Private Folders in Salesforce
Private folders are a Salesforce concept and differ from hidden files. Select this checkbox if you want to show all private folders on your local Desktop, Salesforce, and S3.

Sort folders separately from files
Select this checkbox if you want to sort files and folders in the same manner as Windows, where folders appear first (in alphabetical order) followed by files, also in alphabetical order.

Deselect this checkbox if you want to sort files and folders in the same manner as Mac, where files and folders are interspersed, but still arranged alphabetically.

How to transfer documents between different systems
After you have configured any number of file repositories in the Locations tab, you can access them from the Transfer tab. Transferring documents from one repository to another is as simple as dragging and dropping files between locations e.g., from the desktop to Salesforce or from Salesforce to Amazon.

For this example, we will transfer a document from our Salesforce repository directly to DoX.

1. Click the Transfer tab.
   
   
   You will notice that the icons on the toolbar are very similar to those on the Share tab. You can still perform the following actions:
   • Move back and forward between files
   • Choose between Details and Icons view
   • Filter for a particular document
   • View the Status Bar
   • Select individual files or entire folders to upload and share

   You will also notice that the screen is divided into two panes. The pane on the right represents the location from which you are dragging files. The pane on the left represents the location to which you are adding the new files. You should always add files from right to left.

   

   You will notice on the Transfer tab that each repository is color-coded. This makes each repository easy to identify, not only if you assigned it a nickname, but also when you are on the Share tab.

   Each repository is color-coded for easy visual identification.
   
   The color-coded repositories are:
   Local Machine > Gray
   Salesforce > Red
   Amazon S3 > Orange
   DoX > Green

2. Select Salesforce from the right pane. The toolbar turns red.

   

3. Select DoX from the left pane. The toolbar turns green.

   

4. Browse through the files on the Salesforce system and locate the document you want to transfer and eventually share.

   

5. Drag the file from the Salesforce pane to DoX pane.

   
   The file is now displayed in the DoX pane.

6. Go to the Share tab. The shared file is displayed in the Share pane.