1. Review classification

Review the classification schemas and enable and customise one or more business schemas to meet your classification requirements

To view / edit schemas

Right click on the FileSphere icon and select Administration

Expand the Document Space, select Classification and then select a Schema type

The available schemas for that type are displayed in the right pane

Double click on a schema to view its properties

Double click on a property to edit it

Click the View by Order button to change the sequence in which properties are displayed on the View By menu, using the Move Up and Move Down buttons. You can also remove properties from display on the View By menu if they are not relevant to you.

Click the Display Order button to change the sequence in which properties are displayed in the FileSphere Properties dialog box

If you have multiple schemas enabled (such as Common and My Office), you can change the sequence in which they are displayed on the View By menu and in the FileSphere Properties dialog box

To change the sequence in which business schemas and the common schema are displayed

Right click on Business and select Set View By Order for Schemas, use the  Move Up and Move Down buttons to set the order in which schemas are displayed on the View By menu

Select Set Display Order for Schemas, use the  Move Up and Move Down buttons to set the order in which schemas are displayed in the FileSphere Properties dialog box

Skip the above steps, if you are happy classifying your documents using just the properties of the common schema. This is the only schema enabled on installation,.

When implementing FileSphere, there is a natural tendency to become overly preoccupied with the schemas and to over-engineer classification. To begin with it is advisable to keep the number of properties to be used for classification to an absolute minimum:

For FileSphere evaluation purposes we recommend that you:

Use the common schema, but hide the properties that are not relevant to you

Enable the My Office schema but delete or remove any irrelevant properties from the View By menu

Later, if required, you can add them back or create additional properties.

If you decide to add new properties by creating or customising a business schema, make sure that you:

Do not duplicate any properties that are available in the common schema.

Keep the number of properties to a minimum by using “type” properties?
For example, instead of having properties of Client, Prospect, Supplier, Distributor, Partner, where the assigned values would be company names, have one property of Company Name, where the assigned values would be company names and Company Type, where the assigned values would be Client, Prospect, Supplier, Distributor, Partner, etc.
 

2. Review Security

FileSphere security is built on top of Windows security, which means users access FileSphere documents using their Windows login credentials. Additionally, FileSphere is preconfigured with a number of system-wide role-based access controls that govern the ability to perform certain activities, such as the back up role, finalize role, author role. These role-based access controls are assigned by default to Windows access levels but can also be assigned individually to Windows user or user groups.

You can add or remove users/ user groups and assign roles to specify access privileges for a specified Document Space. These security settings are in addition to, and override, default FileSphere security settings.

To change default security settings - add a new user / user group

Right click on the FileSphere icon and select Administration

Expand the Document Space, select Security and then select Users

Right click on the Users icon and select New User

The New User dialog is displayed

Enter the user Name. You can use the Browse... button to help you locate the correct user name

Assign FileSphere Roles to the User by selecting the appropriate check boxes and click OK

You must assign the FileSphere User role as a minimum if you want the user to have access to the selected Document Space. Alternatively, if you want to deny access to FileSphere for this user, leave all roles unchecked

To change default security settings - edit user / user group roles

Right click on the FileSphere icon and select Administration

Expand the Document Space, select Security and then select Users

Double click on the user / user group you want to change

Select or deselect the appropriate check boxes to allow or deny access for each FileSphere Role and click OK

You must assign the FileSphere User role as a minimum if you want the user to have access to the selected Document Space. Alternatively, if you want to deny access to FileSphere for this user, leave all roles unchecked

3. Add Network Peer links (optional)

If you are working in a distributed environment and using a Network Peer for central storage or you just have other FileSphere users on your network and want to access their documents directly you can add a link to these document spaces, which will be displayed beneath your document space.

To add a link to a Network Peer

Right click on the FileSphere icon and select Add New Space

Follow the steps in the Add new space wizard to add a Network Peer:

Welcome screen

Select the Select from available spaces on your network radio button and click Next > to continue

There may be a short wait as FileSphere locates available spaces

Select space

A list of Available spaces is displayed, which shows host computer Name, the Version of FileSphere installed on it and a Description, which identifies multiple document spaces on one computer

Select the Name of the computer that you want to connect to

Do not try to create a link to a computer that has a different version of FileSphere installed. You can check which version of FileSphere is installed on your computer by right clicking on the Filesphere icon and selecting Properties from the menu

The Display name defaults to the host computer name, you can change it to something more meaningful, if you wish

Select the Reconnect at logon checkbox

Click Next > to continue

Connect as...

Enter the Username and Password that you use to logon to your computer

Click Next > to continue

Create new space

Review the information summary displayed

Click < Back to go back and change settings or click Next > to continue

Creating new space

Please wait while FileSphere creates the link to the new space

FileSphere new space wizard complete

Click Finish to exit

4. Set up file system pickup folders (optional)

FileSphere Pickup Folders provide you with a location in which you can save documents directly to FileSphere from within non-integrated applications. You can also copy and paste or drag & drop files into Pickup Folders to add them to FileSphere.

You can apply classification to individual Pickup Folders so that documents are automatically classified as they are added to FileSphere from that folder. You can choose to automatically delete files from the Pickup Folder once they have been added to FileSphere.

To nominate a file system folder as a Pickup Folder:

Right click on the FileSphere icon and select Administration

Expand the Document Space and select Configuration

Double click on the Pickup Folder icon

The Pickup Folders Properties dialog box is displayed

With the Settings tab selected, click the Add button

Browse and select a folder to be used for pickup. You can create a new folder, if a suitable one does not exist

Select Enabled from the Status drop down list

Click the Local System account radio button

Select the Remove source after pickup check box, only if you are sure that you want files to be deleted once they have been copied to FileSphere

Select the Wipe Metadata check box, only if you want to prevent any automatic classification of the file using its native file properties

Optional classification of documents added via the Pickup Folder:

Select the Classification tab

Click in the Value column to the right of the Property name of the property you want to edit

A value entry box is displayed

Press the keyboard down arrow to display a list of values for the property, scroll and select a value

Or

Type in the first letter of a value, to reduce the number of values listed, scroll and select a value

Or

Type in a value

Repeat steps 1-2 until you have added the required classification

Click the OK button

Click Yes to restart the pickup folder service

5. Commence using FileSphere