Workstation Settings (Echoing and AutoImport)

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Echoing 

If you enable Echoing, a copy of each document you access will be retained locally for the period of time you specify. During this time, if there is no Internet connection, you are able to access copies of these documents. 

NOTE: Editing of documents in the Echo directory should ONLY be done at times when there is no Internet connection. Even in this scenario, documents should be copied out of the Echo folder and edited in a different location. They can be uploaded to overwrite the original copy in NetDocuments at a later time. 

Echoing means quicker access to the most current version of your documents. You should not enable Echoing on a workstation that is accessible to others because they may be able to access your echoed documents. The Echoing settings apply only to the workstation where it is set. These settings will not affect other workstations you use unless you enable it. For security purposes, Cabinet Administrators have the ability to restrict document Echoing in certain cabinets, so in some cases documents will not be Echoed to your workstation even if you enable Echoing.

Echoing is an advanced NetDocuments feature that can be used to improve performance and reliability of the system. When Echoing is enabled, documents that are downloaded to a client workstation as part of an edit, check out, or save local operation are cached on the workstation. This improves performance and provides redundancy. If the document is accessed again from the same workstation, and it has not been edited elsewhere, the Echo copy will be used without doing another download from the server. Echoing improves document availability, because the Echo copy can be accessed even when NetDocuments is inaccessible due to an Internet failure.

To enable or disable Echoing follow these steps:

  1. Click on Settings

  2. Click on Workstation Settings

  3. Check or uncheck the box to Enable echoing on this workstation

  4. Enter a path for the Echoing location

  5. Enter the number of days to retain echoed documents

  6. Choose OK

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NOTE: A Cabinet Administrator can disable Echoing for the members of a Cabinet.  If you are a member of several Cabinets, it is possible to be part of one Cabinet that will not echo your documents and three that will. Ask your Cabinet Administrator about your settings.

When a document is saved in the Echo directory, a companion hidden file is also stored in the same directory. Those hidden files are generally not used by the user, however, support personnel may need to access the files periodically.

If Echoing is NOT enabled, the temporary copy of the document while you are editing it, is placed in the standard temp folder under document and settings/username.

Echoing also has to be enabled for a user to use the Briefcase Mode under the Download option.

Changes Made to Documents in the Echo Folder are Logged

When a user makes a change to a document in the Echo location, NetDocuments will log that change as an edit the next time that the Echo location is synchronized. 

Security Considerations

Echoing is Cabinet and computer-specific. It is a NetDocuments setting that does NOT move with you. In other words, if you have enabled Echoing on your PC and later work on a colleague's computer, where she has disabled Echoing, your documents will not be echoed. For security purposes, you may want to leave echoing disabled on a computer shared by multiple users since all of the echoed documents may be accessible by other users on that computer.

Note to Repository Administrators: You can configure Echoing across workstations on a LAN using Microsoft's Policy Editor.

Note to Cabinet Administrators: You can enable or disable Echoing capability for each Cabinet of which you are administrator.


AutoImport Folder

NOTE: The Import provided in the browser will allow multiple documents to be imported, but this option is provided as an alternate method. It is commonly used as a folder to place scanned images that can subsequently be imported into NetDocuments.

This feature serves two purposes:

  1. To upload one or many documents to be imported into NetDocuments automatically, usually used in conjunction with a scanning device. 
  2. To allow you to create new documents off-line, such as on an airplane, and then have them quickly uploaded into NetDocuments the next time you connect to the Internet.

Use the AutoImport feature when you want to move several documents from your local or network drive into NetDocuments. This AutoImport feature is available to all users without additional cost. You can also save a file directly to this folder from within a different application and then import it to NetDocuments. However, you cannot use subfolders in the AutoImport folder.

To use the AutoImport feature a user must enable it for each PC used as follows:

  1.  After logging in, click Settings at the top of the page. (you must enable the Auto Import feature on each PC you use; home, work, etc)
  2.  Select the Workstation option and select the first radio button if you want an automated process or select the second radio button if you want a manual process.
  3.  The Auto Import folder location is defaulted to My Documents on your PC, but can be changed, if desired. (It may be easier to create a shortcut and place it on the Desktop for convenience in importing.)

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Importing your selected documents:

To locate your AutoImport folder, go to the Windows Start Program Menu and select the NetDocuments Check In List. Then select View | AutoImport folder to open the folder. If you have created a shortcut to the folder and placed it on your desktop, you can access it directly from that location.

1.  After locating the folder, drag the documents to be imported into the Auto Import folder. If you have groups of documents which should have the same profile and security and/or folder, then you should place those documents into the AutoImport folder, then import them and then repeat that process for other groups of documents that require different profiles, security, and/or NetDocuments folders.

NOTE: If you want to retain a copy of the documents on your PC desktop, hold the Control key down when you drag the documents into the Auto Import folder to make copies of the documents instead of moving them.

2.  Once the documents are in the Auto Import folder, if you have selected the Automatic option (first radio button), then with the Check In List open, the documents will be automatically imported into NetDocuments. If you selected the manual (second radio button) option, then after you have dragged the documents into the AutoImport folder, go to the Check In List and select Import / Synchronize to import the documents. Click OK. You will see the list of documents you are ready to import in a confirmation list. Confirm the list, then select OK.

NOTE: If you use the Automatic option, you must drag all of the documents you want into the AutoImport folder at the same time, since it will start uploading as soon as a document is placed into the folder.

3. If you are not logged into the NetDocuments browser, you will be prompted to Login and asked to enter the name of the document(s), then select the Cabinet and folder (optional) into which you are filing the documents.

4.  If you are using required Profile fields, you will also be prompted to complete the profile information. You can choose to enter the profile information once to be used with all of the documents being imported or enter specific Profile information for each document as they are being imported. You can also choose to Edit the Access List as the documents are being imported by clicking the "Modify Access" button on the Edit Profile/Tags page.

NOTE: If you do not edit the Access List, the security for the documents will default to the Cabinet Default access or to your Profile-based security scheme.

NOTE: If you are adding the new documents into a folder, the documents will inherit any Profile values which have been completed for the Folder.

Also, if the Administrator has set the Cabinet level Access Inheritance flag, the documents will inherit the Access from the folder.  In this case, it will override any Cabinet level or profile-based security which may have been defined. If the flag is set, the following behavior occurs:

When access rights inheritance is enabled and a new item is created in or imported into a folder, the access list of the new item is set to match the access list of the folder plus the current user is granted 'VESA' rights.  Cabinet default security is ignored in this case.  Note that if profile-based security is enabled and the user subsequently fills out a profile for the new item, the access list may be changed so that it no longer matches the folder access list.  This takes place whether the item is created through the web interface or through WebFolders (WebDAV).

When access rights inheritance is enabled, existing items can only be filed by a user who has 'A' rights to those items.  During filing, the access lists of the items are changed to match the access list of the folder plus the current user’s rights remain as is. This takes place whether the item is filed through the web interface or WebFolders (WebDAV). When access rights inheritance is enabled for a cabinet that already contains documents, the access rights of the existing documents are not affected until they are subsequently filed, or re-filed, into a folder. ShareSpace security does not use the Cabinet Access Inheritance flag. Documents with the Read-Only attribute set can also be imported using the Auto Import folder.

NOTE: Documents which are imported can have a name with a maximum of 200 characters. (Documents larger than 1 GB cannot be stored in NetDocuments.)

Troubleshooting AutoImport Usage

If you are using the Automatic option, documents that you drag into the AutoImport folder will NOT be automatically imported unless the NetDocuments Check In List (NeNote.exe) process is running on the computer.  Many people will place a shortcut to the Check In List in the Windows Startup Folder so that when the computer is started, the process will start running automatically.

Caution: But be aware that there is a downside to putting the Check In List in the Start up folder.  If the Check In List executable is already running at the time an update to the ActiveX control is rolled out or installed, the workstation has to be rebooted to install the ActiveX update.

NOTE: We suggest that you check with NetDocuments Support prior to using the following procedure, but after AutoImport is enabled, if you do not see the NetDocuments Check-In List in the Windows Start > All Programs list, then you may need to reset an entry in the registry to make the program link reappear.   To do that, click Start, Run and enter regedit.  Then go to Current User key, Software, NetVoyage, NetDocuments and delete the entry called "AL Shortcut".  Then you will need to reset the AutoImport flag in NetDocuments, and restart NetDocuments.

NOTE: The following file types cannot be imported into NetDocuments to prevent potential malicious activity with the service; exe, com, bat, js, vbs, pif, cmd, dll, ocx, and pwl.

When you click OK, if the default folder <AutoImport> does not exist, it is created automatically for you as a subfolder in My Documents.  You can return to change the location of this folder at a later time; however, unless you click Browse… and either select an existing folder or create a new one, that folder is not created for you as it is the first time. Active List Enabled: When you enable the AutoImport function, it also places in your Windows Program menu a program called "NetDocuments Check-in List".  This program must be run to import documents.  If you selected the first option, then this program will run automatically when a document is placed into the AutoImport folder.  If you use the second option, you can run this program after you have placed the documents into the AutoImport folder. To manually force the Synchronization of documents in the Auto-Import Folder, you can open the NetDocuments – Active List from the Windows Program menu, and click the Import / Synchronize option.  A dialog will appear showing the documents that will be imported.  If you choose, you can drag this Active List shortcut to your Desktop or Startup folder for added convenience. Once the documents have been imported, they are removed from the AutoImport Folder.

NOTE: This same program will synchronize any documents which have been edited locally in your Echo directory, so this program would be used if you edited documents in the Echo directory while the Internet was inaccessible at any time.

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