FEATURES & GENERAL PRODUCT INFORMATION
EVALUATION, PURCHASE & INSTALLATION
GETTING STARTED
WORKING WITH FILESPHERE
PROBLEMS USING FILESPHERE
TECHNICAL INFORMATION & SYSTEM REQUIREMENTS
CONTACT INFORMATION
FEATURES AND GENERAL PRODUCT INFORMATION
Why do I need Electronic Document Management?
An electronic document management solution such as FileSphere provides a better way to store and manage your information, helping to increase efficiency and productivity and gain greater benefit and control over the knowledge and information held within your organisation.
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What are FileSphere’s main features?
FileSphere is a zero interface application, which means it is embedded in the operating system, Windows Explorer and Microsoft Office so that there's no new interface to learn. FileSphere is focused on 4 primary functions which facilitate effective management and control over documents. These are:
Intuitive classification and retrieval
Automated version management
Simple collaboration
Effective email management
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Does FileSphere provide migration capabilities for existing files and documents?
Yes, you can simply copy any files or folders containing files from the Windows file system and paste them directly into FileSphere. As these files are copied into FileSphere, they are automatically classified according to their native metadata properties. You can also use the Migrate function to classify the contents of folders added to FileSphere and to remove the folders once classification is complete.
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Does FileSphere provide capture/scanning facilities for library transfers?
Yes, FileSphere supports Twain compatible scanners. FileSphere pick-up folders can also be used to capture incoming faxes, files and images from designated folders in the Windows file system
You can also set up FileSphere pick-up folders on the Windows file system to capture incoming faxes, files and images.
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Does FileSphere allow you to access addresses in Microsoft Outlook Contacts, then mail merge these into templates?
Yes, FileSphere provides a repository for storing all your organisation’s templates and allows a traditional mail merge through Microsoft applications.
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Can FileSphere be configured so that personal emails are not saved on the central system/server/space?
Yes. FileSphere provides manual and rule based methods for saving emails, so that only business emails are selected for addition to FileSphere and for viewing by others.
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How can I add and use files in FileSphere that are created in programs that are not integrated with FileSphere?
FileSphere Pickup Folders can be used to place or save documents from any application so that they are automatically added to FileSphere.
To edit files created in programs that are not integrated with FileSphere, open them from the Windows Explorer view of FileSphere.
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What are View Folders
View Folders are FileSphere folders. Instead of storing your documents in a traditional hierarchical folder structure, FileSphere simply tags (classifies) your documents and uses the tags to group documents into virtual View Folders. FileSphere tags, which are made up of property and value pairs provide extensive document classification and retrieval capabilities.
FileSphere's virtual View Folder and Ghost Folder approach along with the View By function creates a dynamic environment in which different Views of documents can be created, allowing you to arrange, rearrange and view documents according to their property tags and your particular way of working. You can still create an hierarchy of View Folders, but the added benefit of FileSphere is that you can create the hierarchy in any order and then change the order if required.
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Can FileSphere be backed up daily?
FileSphere provides a manual (using a Windows Wizard application) and an automated back-up process, allowing you to back up daily as required. If you use the automated system, create a Windows Task Scheduler to automatically access FileSphere’s backup utility (command line) on a daily basis.
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Is FileSphere compatible with Lotus Notes 6.5?
Yes, FileSphere Enterprise includes a Lotus Notes Plug-in as a part of the package with no additional cost. The Plug-In is installed on desktop systems allowing users to save memos and file attachments from Lotus Notes into FileSphere.
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Can FileSphere interact with multiple Lotus Notes databases?
Yes, because the FileSphere Lotus Notes Plug-In is integrated with the Lotus Notes client and is independent of Notes databases.
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Can I install FileSphere from a remote location or shared network folder?
No, you can not run the installation remotely. Copy the installation files to your local hard disk or run the installation from the CD.
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How does FileSphere index files?
FileSphere uses the Microsoft Indexing service to provide the containing search function. When FileSphere is installed, a new indexing catalogue is added to the Microsoft Indexing services.
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Do I have to pay extra for FileSphere Plug-Ins?
No, these are available free of charge.
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Is it OK to use system registry cleaners such as Norton Systemworks on my system?
No, it's not recommended because registry cleaners can remove important entries that are needed for FileSphere and other applications, to function properly. Registry entries don't always look as if they are related to an application even though they are and unless you know exactly what each registry entry is used for, you can never be sure that you are not deleting something critical to one of your applications.
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What training is offered?
FileSphere offers a range of training services:
Self Training - FileSphere includes a browser based introduction and quick tour, self-paced training exercise documentation and online help.
Professional Training - FileSphere's training program is an optional service designed to provide comprehensive support for the implementation of FileSphere. Training can be classroom based or tailored to meet your organisation's needs on a one-on-one basis in the office environment. All course materials are included.
A train-the-trainer course is also available to equip your own staff to deliver FileSphere training within your organisation.
Basic FileSphere training in the office environment can be delivered in half a day to a day depending on user numbers and requirements.
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EVALUATION, PURCHASE AND INSTALLATION
What is required for a FileSphere online demonstration to work on my computer?
Requirements for a successful online demo:
A broadband or DSL Internet connection (dialup connections are not suitable)
Microsoft Windows 2003/XP/2000
Microsoft Internet Explorer 5.5 or later
You will need to have port 3389 opened for incoming and outgoing requests on your firewall.
Port 3389 is the Microsoft standard RDP connection port and is used for accessing computers remotely using Windows XP Remote Desktop.
Locate FileSphere in the Program column, click on Internet Access and change it to Permit All
If you are using Windows 2000 Pro for watching the presentation, because our demonstration is on an XP machine you will need to download Windows XP Remote Desktop Connection Software.
You can download it from the Microsoft Downloads Centre. Then run MSRDPCLI.EXE to install it onto your system.
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I am trying to use the FileSphere evaluation version, but I keep getting a message that it can’t find a license server on the network, and will not allow me any access to file settings for FileSphere
During the installation steps you have probably chosen the Enterprise license mode (License server managed by server) instead of installing an evaluation version of FileSphere.
Uninstall and reinstall FileSphere Professional making sure that you select the Evaluation License checkbox during the installation.
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I have just ordered FileSphere online, when do I receive my licence key?
Licence keys are sent by email, once payment is received. Please ensure you enter a valid email address when submitting your order.
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I have received my licence key, how do I register FileSphere?
Install FileSphere if you haven't already done so
Right click on the FileSphere icon on your desktop and select Properties
Select the General tab, if it is not already selected
Click the Registration button
Select the Specify Product Key radio button
Copy the license key from the email and paste it into the first product key box
The license key numbers will be automatically distributed into the license key boxes
Click the Register button
Make sure that you use a different license key for each installation of FileSphere.
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I have Norton Internet Security installed on my system & after I have installed FileSphere, when I double click on the FileSphere icon nothing happens?
This occurs because FileSphere has been blocked by Norton Internet Security.
To unblock FileSphere in Norton Internet Security:
Open Norton Internet Security (right double click on the icon in the bottom right corner or from you desktop)
Select Personal Firewall and then select Configure
Select the Programs tab
Locate FileSphere in the Program column, click on Internet Access and change it to Permit All
Locate Fssvc in the Program column, click on Internet Access and change it to Permit All
Locate fshost in the Program column (displayed with no program name), click on Internet Access and change it to Permit All
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GETTING STARTED
Where do I start once I've installed FileSphere? (view detailed answer)
1. Review classification
Review the classification schemas and optionally enable and customise one or more business schemas to meet your classification requirements.
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 defined in FileSphere Administration and 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.
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.
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.
5. Set up automatic email pickup (optional)
You can add and classify emails / email attachments automatically by setting up pickup folders or creating rules in Microsoft Outlook.
Emails added to FileSphere are denoted in Microsoft Outlook with the status Mail Imported.
You can choose to automatically delete emails / email attachments from Microsoft Outlook as they are added to FileSphere.
6. Commence using FileSphere
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WORKING WITH FILESPHERE
Does FileSphere allow a user to restrict access to a document for a set period of time, and then allow unrestricted access?
Yes, FileSphere provides access levels to documents to protect information and ensure confidentiality. FileSphere documents are secured using Microsoft Active Directory users and groups. If you apply user expiry rules to Microsoft Active Directory then the permission in FileSphere will be removed automatically when the user or group expires. FileSphere’s access levels feature also allows for permanent restricted access to documents.
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Does FileSphere provide a facility to create a short definition/description of a document?
Yes, you can customise the metadata attributes you wish to assign to a document to include a brief description or definition.
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Can a unique document ID number be added to a document when saving it in FileSphere?
Yes, you can assign a unique ID to documents as a metadata attribute either manually or automatically. For both methods create a property in your classification schema to contain the ID number.
For manual numbering
Set the property type to be Number (or text if the ID is to be alphanumeric).
Edit the ID number property when you save the file or by accessing the file's FileSphere Properties.
You can check the ID number you are assigning is unique because as you type a value into the ID number property, previously created ID numbers containing the same characters as you are typing will be displayed. Once no ID numbers are listed you will know that the number you have entered is unique.
For automatic numbering
Set the property type to be Autonumber. When you save the file, FileSphere will automatically assign a unique number.
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Can multiple users access one document at the same time?
Yes, however only one user can check out a document and make changes to it at one time. While a document is checked out, to maintain version control, other users can view a read only copy.
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Can emails received and sent by users regarding specific projects be captured in FileSphere and made available to other users?
Yes. FileSphere can automatically capture and classify incoming and outgoing emails and attachments according to project and allow these to be accessed by other users.
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Can I restrict the amount of metadata properties that can be used to classify files and documents?
Yes. When developing your schema, as an administrator you can define the properties that can be used to classify documents and restrict users from adding to these, to ensure that information is classified in a uniform manner throughout your organisation.
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Does FileSphere create a new version every time a document is saved?
A new version is created when a document is returned from My Workspace to its Document Space. When a file is opened, it is checked out from its Document Space and transferred to My Workspace. While the file remains in My Workspace new versions are not created each time the document is saved.
Note: Documents opened from the Document Space are automatically returned when they are closed. To prevent automatic return, before opening the document, send it to My Workspace (right click on the document, select Send and My Workspace, click Yes to check out the document) and then open it from My Workspace. When you close the document, you will be given the option of returning the document or keeping it in My Workspace.
If you want to read a document without creating a new version, instead of opening the document, right click on it and select View. This opens a read only version of the document.
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How do I add my files to FileSphere?
There are various ways to add files to FileSphere:
In the Windows Explorer view of FileSphere
Drag & drop (or copy & paste) documents of any any file type into a Document Space
or
Select a Document Space, right click in the right hand pane and select Add documents. Browse to locate and select the files you want to add
or
To create a new document in a Document Space, right click the right hand pane and select New and then the file type. Rename the new document, taking care not to overwrite the file extension if it is displayed.
Drag & drop (or copy & paste) documents of any any file type into a Document Space
or
Select a Document Space, right click in the right hand pane and select Add documents. Browse to locate and select the files you want to add
or
To create a new document in a Document Space, right click the right hand pane and select New and then the file type. Rename the new document, taking care not to overwrite the file extension if it is displayed.
Microsoft Word, Excel and PowerPoint documents
When a file to be added is open, select save from the FileSphere menu or click the FileSphere Save button.
Use FileSphere Pickup Folders
Save into a FileSphere Pickup Folder from within any application. FileSphere pickup folders are set up in the Configuration section of FileSphere Administration
Scan documents directly into the Windows Explorer view of FileSphere.
If you have a TWAIN compatible scanner connected to your PC, select the Document Space, right click in the right hand pane and select Acquire Images. Follow the scanner software instructions
Create a PDF and save it directly into FileSphere
If the FileSphere PDF Plug-in is installed, by creating a PDF file of any document and saving directly into FileSphere. PDF documents can be added in Adobe Acrobat 7.0 Professional using FileSphere options within the application.
Add manually, using within Microsoft Outlook
or
Capture automatically using Microsoft Outlook rules
or
Capture automatically by setting FileSphere Pickup Folder rules for Microsoft Outlook Inbox, Outbox and Sent Items folders
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Can I get my documents back if I uninstall FileSphere?
You can recover your documents from FileSphere and save them in the Windows file system by running the Document Recovery Wizard prior to uninstalling FileSphere.
Select Windows Start menu > Programs > FileSphere Professional > Document Recovery Wizard.
Follow the instructions in the Wizard.
If you have already uninstalled FileSphere, you will need to reinstall it before recovering your documents, however, if you selected No to keeping your documents when you uninstalled FileSphere, you will not be able to retrieve your documents.
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Can I retrieve my files if I have deleted from the Shredder?
Yes, when files are deleted from the Shredder they are transferred to the Shredder section in FileSphere Administration
To access deleted files:
Right click on the FileSphere icon and select Administration
Expand the Document Space and select Shredder
All deleted files will be displayed
You can backup the deleted files from here, delete them permanently or restore them to their Document Space.
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Where do files go when they reach their expiry date?
Expired files are deleted from the Document Space and transferred to the Expired folder in FileSphere Administration
To access expired files:
Right click on the FileSphere icon and select Administration
Expand the Document Space and select Expired
All expired files will be displayed
You can backup the expired files from here, delete them permanently or reset expiry dates to return them to their Document Space.
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When I am remotely connected into my system, can I use FileSphere?
Yes, each FileSphere client/server license has one terminal services connection. If you require more than one terminal connection, so that multiple people can connect to the one computer remotely, please contact our sales department to discuss pricing regarding extra terminal service connections.
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How do you track who has edited the file within FileSphere?
This information is recorded under History in the document's Properties:
Locate the document in the Document Space, the Shredder, My Workspace or the Search results pane
Right click on the file you would like to track, select Properties and then the History tab
or
For Word, Excel and PowerPoint documents, select Properties from the FileSphere menu and then the History tab, when the document is open
Details of who opened, edited and returned each version are displayed
These properties can also be viewed if you select the file in the Shredder, My Workspace or the Search results pane.
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The file is no longer in FileSphere can I see who has deleted the file?
This information is recorded in the Activity Log in the Audit section of FileSphere Administration:
Right click on the FileSphere icon and select Administration
Expand the Document Space, the Audit section and then select the Activity Log
To help you locate the activity related to the file deletion you can sort the log by any of the columns
Click on the Category column heading to sort by category and scroll up or down to locate the activity of Shred
or You can limit the number of entries displayed by filtering by date:
Right click on the Activity Log and select Filter
Select the Duration check box, enter a start and a finish date and then click OK
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How do add a new user to FileSphere?
To add a new user to FileSphere:
Right click on the FileSphere icon and select Administration
Expand the Document Space, the Security section and then select Users
Use the ... button adjacent to Name to browse, locate and select the user
Click OK
Select the Roles that you want to allow or deny the user to have by selecting the appropriate checkboxes
Click OK
Optionally, to assign an access level to a new user:
Select Access Levels under the security section
Double click on the Access Level that you want to assign to the new user
Click Add
Enter the user name and click Check Names
Select the new user name and click OK
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How can I view the templates from the FileSphere central repository/server on my FileSphere Desktop Client?
The Templates space is associated with whichever space is set as your default space. You can set any document space: local, central or network peer to be your default space.
To designate a Document Space as your default:
Open Windows Explorer and expand FileSphere
Right click on the space that you want to be the default and select Set as default Space
The Templates space will now display templates belonging to the selected space.
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How do I turn off ghost folders on FileSphere?
You can use the Ghost Folders button on the Windows Explorer FileSphere toolbar to toggle the display of Ghost Folders on and off for selected folders.
To hide (or display) Ghost Folders for all FileSphere folders:
Right click on the FileSphere icon and select Properties and then the Options tab
In the Advanced settings window, deselect (or select) the Display ghost folders checkbox and click OK
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How should I open a document from FileSphere if I only want to view it?
Right click on the file you want to open & select View. This will open a read only copy & no new version will be created.
I am adding metadata data to an Adobe Acrobat file (*.pdf) but I get this message “File is Encrypted”?
If a pdf file is password protected, it prevents the file being edited and this includes editing its metadata. You will need to remove the password protection before you can add metadata.
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TECHNICAL INFORMATION AND REQUIREMENTS
What are the system requirements for installing FileSphere 2008?
SERVER REQUIREMENTS (FileSphere Enterprise)
Minimum System Requirements
Intel Pentium 4 processor, 2.4 GHz - a more powerful processor may be required depending on the requirements of the operating system
1GB of RAM - additional memory may be required depending on the requirements of your operating system
120 MB of free hard disk space
Sufficient space for document storage
Software Requirements
Microsoft Windows 2003 Server
[Microsoft Windows 2000 Server supported by FileSpehre 2006 only]
Internet Explorer 6.0 (SP2) or higher
Microsoft .NET Framework 2.0
Microsoft Internet Information Services (IIS) with ASP.NET enabled
Access to a Microsoft SQL Server 2000 (SP4) or an Oracle 9i database server. The database server may be installed on the same computer or made available via a network
Optional Integration Applications
Microsoft Office 2003/XP/2000 (Word, Excel, PowerPoint, Project, Visio and Outlook)
Adobe Acrobat Professional 7.0
MSN Messenger and Windows Messenger
* The latest service packs are required for the operating system and Microsoft Office
CLIENT REQUIREMENTS (FileSphere Professional & FileSphere Personal)
Minimum System Requirements
Intel Pentium III processor, 850 MHz or equivalent AMD Athlon - a more powerful processor may be required depending on the requirements of your operating system.
512 MB of RAM - additional memory may be required depending on the requirements of your operating system
120 MB of free hard disk space - additional space is required for document storage
Sufficient space for document storage
Software Requirements
Microsoft Vista or Microsoft Windows XP (Professional/Home Edition)(SP2)
[Microsoft Windows 2000 Professional (SP4) supported by FileSphere 2006 only]
Internet Explorer 6.0 (SP2) or higher
Microsoft .NET Framework 2.0
Optional Integration Applications
Microsoft Office 2003/XP/2000 (Word, Excel, PowerPoint, Project, Visio and Outlook)
Adobe Acrobat Professional 7.0
MSN Messenger and Windows Messenger
* The latest service packs are required for the operating system and Microsoft Office
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What is Microsoft .Net Framework?
The Microsoft .NET Framework is an important new component of the Microsoft Windows family of operating systems. It is the foundation of the next generation of Windows-based applications that are easier to build, deploy, and integrate with other networked systems. Please refer to http://www.microsoft.com/net/basics/framework.asp
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Does FileSphere run on .NET FRAMEWORK v1.0 or v1.1
No, FileSphere needs .NET FRAMEWORK v2.0 to run
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I am running FileSphere 2005 can I upgrade from .NET FRAMEWORK v1.1 to .NET FRAMEWORK v2.0 without any problems?
No, FileSphere 2005 only works with .NET FRAMEWORK v1.1 but if you want to use .NET FRAMEWORK v2.0 you will have to purchase FileSphere 2008. Also if you try to install .NET FRAMEWORK v2.0 while having .NET FRAMEWORK v1.1 installed for FileSphere 2005 the application will stop working.
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How do I know if I have .NET FRAMEWORK installed & what version I am using?
To find out if .NET FRAMEWORK is installed and if so, which version:
Click on the Start menu and select Control Panel
Select Add or Remove Programs
Scroll through the list of applications and look for Microsoft .Net Framework
If Microsoft .Net Framework is installed, it's version will be indicated at the end of the program name
If it's not installed, it is available from the FileSphere installation CD, under \Prerequisites\Microsoft .NET Framework 2.0.
Alternatively, you can download it from the Microsoft Downloads Centre
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PROBLEMS USING FILESPHERE
I am missing some of my files, where could they have gone?
Using FileSphere Retrieval bar and list document properties and values
Use FileSphere Search to search by part of a file name or for content of the file
Check the Shredder
Check the Shredder section in FileSphere Administration
Check the Expiry section in FileSphere Administration
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FileSphere Services did not start properly when I restarted my computer?
When FileSphere Services fail to start you may experience: Windows Explorer crashing when you access FileSphere; your computer name may not be displayed in the list of network peers; or you may receive a message, Unable to start FileSphere Services
To start or restart FileSphere Services:
Open the Windows Control Panel [Windows Start menu > Settings > Control Panel]
Open Administrative Tools and then open Services
Scroll and Locate the FileSphere Service
Right click on the FileSphere Service and select Start (if the service says Started, you will need to Stop the service first and then Start it)
The FileSphere Service will be started
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I renamed a virtual folder in FileSphere using Microsoft Word “Open” dialog box, but the virtual folder’s filename has not been updated and my files are not there.
This is an issue with Windows Explorer caching folders. You haven’t lost any documents, folders or changes, you merely need to refresh your screen by pressing the F5 key.
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When adding a new space I cannot see that computer in the list of Available spaces
This may be the result of a firewall blocking access on one or both of the systems or because the FileSphere Notification service is not running.
To view / start the Notification service
Right click on the FileSphere icon and select Administration
Expand the Document Space and select Configuration
Check the Status of the Notification service
If the Status is Stopped, right click on Notification and select Start
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The FileSphere menus don’t appear in Office applications in Microsoft Office 2003?
If the FileSphere menu is not visible in Word, Excel or PowerPoint, it may be that the Microsoft Office Add-ins were not installed when FileSphere was installed. However, if these Add-ins are installed, you may need to install a patch, released by Microsoft, to address .NET 2 Framework Add-In issues with Microsoft Office 2003.
To check the Microsoft Office Add-ins are installed:
Run the FileSphere Setup.exe from the FileSphere installation CD and select Modify
If the Microsoft Office Add-in checkbox is not ticked, select it and follow the rest of the steps of the installation wizard. If the Microsoft Office Add-in checkbox is ticked, cancel the installation wizard
To install the Microsoft Office 2003 Add-in patch
Locate and run the patch, office2003-kb907417sfxcab-ENU.exe, which is available from the FileSphere installation package or can be downloaded from the Microsoft Downloads Centre
To view / start the Notification service
Right click on the FileSphere icon and select Administration
Expand the Document Space and select Configuration
Check the Status of the Notification service
If the Status is Stopped, right click on Notification and select Start
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CONTACT INFORMATION
How can I request more information?
You can email the FileSphere team at info@filesphere.com to find out more about FileSphere or contact sales@filesphere.com to request a quote.
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How can I contact support?
Technical support is available to FileSphere customers for user and technical enquiries and is charged on a per incident basis.
Before contacting the FileSphere Team, please refer to the FileSphere Help [Start menu > Programs > FileSphere Professional > Help (or Administration Help)] and these FAQs, for the latest information on FileSphere
* The first five email support incidents are free with each FileSphere Professional or FileSphere Personal license purchased.
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