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NetDocuments provides a native iPad/iPhone iOS app providing our customers a more feature-rich mobile experience for viewing, sharing, editing, and adding documents using the iPad or iPhone devices. It is available at no charge from the Apple App Store.
Current version: 2.6.2 Get it on the iTunes app store
With an Office 365 for Business account, users can open a document directly from within an Office iOS app (Word, etc.) to edit it, and seamlessly check it back in to NetDocuments. This integration can also be used to create a new document within the app.
NOTE: NetDocuments supports the latest two versions of iOS with this app.
NOTE: This article emphasizes using the app on the iPad. There are a few minor differences when using the app on the iPhone:
- Swipe from left or tap the triple bar icon to view navigation options.
- When viewing a document, the menu bar will be at the bottom.
Users will see the standard login page.
When pressing the device's home button, the app goes to background mode but does not log out.
You can go to Settings to turn on the “automatic login” option, and to turn on/off a passcode lock that could be required upon entering the app.
To use your organization's login, refer to our article on Using Federated Identity login on Mobile Apps.
Accessing the NetDocuments EU and AU Services
If your firm stores its documents at the EU or AU datacentres, you can choose to access your service by going to Settings (on the device, not the app) and find the NetDocuments app settings. There you will have the option to choose either the US (Vault) service, the EU service, or the AU service. The US service is the default.
The main navigation buttons include Search, Home, Cabinets, Recent Documents, Offline, Upload, and Settings.
The search field allows you to search in fields such as Name, Document ID, Everything (all fields) and file extension.
Selecting Home will display the Home page, including the section headings and documents.
Selecting Cabinets takes you to the Cabinet Selector. Select the Cabinet you wish to display. The cabinets folders and/or workspaces for that cabinet will then display.
Notice the link in the header which allows you to go back up the nested tree.
On a folder, the option button provides access to:
2) Add subfolder
3) Add files (allowing user to upload from the photos library or iCloud)
4) Store offline
5) Copy Email Address
Notice the link in the header which allows you to go back up the nested tree.
On a workspace, the option button provides access to
2) Store offline
3) Copy Email Address
The sort button provides sort options for Name, Modified by, and Modified date:
“Recent” will show the 40 most recently Opened, Edited, or Added items.
Viewing a Document
To view a document and its options, tap the document name.
Across the top of a document view, the toolbar includes:
1. Full screen mode
2. Edit and Share options (Open In, Email Link, Email Copy, Copy link, Print)
3. Profile/tag icon (document details and metadata)
4. Offline (download)
The email icon above the right-hand document view area includes:
- Email link
- Email copy
- Copy link to clipboard
The email dialog offers access to the device’s contact list.
On the preview page for each document, an option is available to enable or disable offline mode for each document.
These documents are added to your Offline list. These are documents that have been selected to be downloaded to the local mobile device. The offline list acts as a temporary cache for accessing documents without internet access.
You can remove from offline by un-selecting the Offline option. This only removes document(s) on the local device.
After editing a document, the locally-stored copy in the Offline list will not be updated. To update the document, remove it from Offline, then re-add it to the Offline list.
The iOS app encrypts all offline storage within the ND app using the iOS encryption standards for iOS (every iOS device has a dedicated AES-256 crypto engine). You should make sure your users have upgraded to at least iOS8 as Apple has raised their security standards. Apple states that if you turn on the device’s passcode, then the data stored on the device is encrypted.
If you delete the app then all documents and all information related to ND app will be deleted. iOS itself will remove the content. Also, a Device Management page is available to the Repository Administrators, which allows administrators to wipe the data from a device and disconnect access to the ND servers for that device and user.
Editing a Document
There are two ways to edit a document on iOS - 1) opening from the NetDocuments app and sending the document to an Office application, or 2) selecting a NetDocuments document from within the Office application.
Keep in mind that just as in the regular "desktop" version of NetDocuments, documents accessed from the iOS app are not edited within NetDocuments. In both of these cases, documents must be sent to a third-party application to be edited, and then sent back to NetDocuments.
1. Opening Documents from the NetDocuments Application
This option requires a Microsoft Office 365 for Business account.
With Internet Access:
- Locate a document.
- Tap the Edit button.
- Choose “Edit using MS Word” (or Excel, PowerPoint depending on the file type).
- Or choose “Edit using Word as a new version” to save your edits as a new version
- Enter your NetDocuments credentials to connect Word to your NetDocuments account (required only once, the first time you log in).
- Sign in to your Office 365 account.
- Your document will open. Make your edits.
- Tap the Close/Back button.
- Your edits will be uploaded to the original document in NetDocuments.
Without Internet Access:
While you have internet access, add documents to your offline list. This allows you to access these without the internet. You won’t be able to add documents to the offline list while offline.
Note: You can only edit documents with internet access.
To access documents offline, you need to enable the Automatically Login feature of the app. This allows you to sign in to the app without internet access. Click the gear icon in the bottom left corner of the app, and toggle Automatically Login setting to on. You can now access the documents marked as offline.
2. Opening Documents from an Office Application
NetDocuments is an official Cloud Storage Provider for Microsoft. This means that when using a Microsoft Office app for iOS (Word, Excel, & PowerPoint), users will be able to add NetDocuments to the list of Cloud Services, allowing users to browse their NetDocuments content from the Office app.
Clicking "Add a place" will prompt the user to log into NetDocuments. The NetDocuments iOS app must also be installed. This allows the user to browse their list of NetDocuments folders and workspaces to open and edit documents. When edited, the documents can be saved and checked in to NetDocuments automatically.
View this short tutorial about editing documents using the iOS app:
Notice the Print option which utilizes the device’s approach to send the HTML viewer to the print device.
Opening Documents from Other Applications
When selecting the destination for a document that has been uploaded, you can navigate directly to Recent Documents, Home Page, Recent Workspaces, Favorite Workspace or locate any workspace using the Go to Workspace lookup.
When accessing the NetDocuments mobile app file picker from another application, you have the option to select any version of a document. There are two ways to access the versions list:
- Simply click on the version indicator (v#) next to the document name.
- Slide the document left to reveal the versions icon then click on the icon.
The list of versions is displayed and any version can be selected:
This feature is especially useful when performing a comparison and the user needs to compare different versions of a document.
"Open In" Dialog
The app provides an Open In drop down menu to access and send document to third-party apps based on file extension and available apps on the device.
NetDocuments can send and receive documents to and from any third-party app that supports either WebDAV technology or has an Open In dialog.
The following are some of the third-party apps that we are familiar with and have been found to work well when using the app.
i. Pages (Pages supports .doc but not .docx file extensions)
After the document has been edited in the third-party app, the document can be uploaded back to NetDocuments. For example, Docs-to-Go has an "Open In…." option that allows the user to upload the document to NetDocuments as a new document.
To save the document as a new version of an existing document, an email address will be provided to which the user will send the edited document.
When users receive a link to a document (such as in an email) the opening of the document will now redirect automatically to the local ND app and not to the mobile interface in Safari. This is referred to as universal links. If you don't have the ND app on your device at the time, it will prompt you to go to the app store to install it.
HINT: First install the ND app, login, then go to Settings to enable auto-login. Then click on a document link and you will bypass the login page and it will very quickly open the document to view it in the iOS app.
Links to folders and workspaces will work in the same way.
This option allows a user to upload an item from the device's photos library or iCloud.
For example, you can upload a photo by using the Share button, then selecting "Save to NetDocuments."
When adding a new document, you have the option to save it as a new version of an existing document or to explicitly overwrite the official version of a document.
This pane allows you to:
- View your email address. The email address identifies the user’s account.
- View the storage space usage.
- Enable or disable a passcode lock or Touch ID/Face ID. See below for more information.
- Enable/disable automatic login
- View the in-app Help documentation
- Send feedback or request support
- View the current app version
Starting with version 2.3 of the EMM app, on the Settings page a user can also view the values that have been configured by an EMM platform.
Typically, users with automated login have this feature enabled providing an additional layer of security.
NOTE: Once established and turned on, whenever the user opens the app, the passcode is displayed.
Touch ID/Face ID
Beginning with Version 2.1.20, the iOS app supports Touch ID, which is tied to the passcode lock feature. (Beginning with Version 2.5.1, the iOS app supports Face ID to accomplish the same task.) The passcode and Touch ID/Face ID can be used interchangeably. (Typically, the passcode is used in conjunction with enabling auto login, so you don’t need to fully login every time the app is opened, but the passcode provides a layer of security.) This is how to configure and use Touch ID/Face ID:
First, from the Settings tab select the Passcode Lock setting (which is shown as off below):
and click “Turn Passcode On”:
You will be asked to set the 4-digit passcode and then you will be returned to the Passcode Lock setting, where there will be a new setting: “Touch ID” (or "Face ID" for devices with Face ID):
Slide the toggle to enable Touch ID/Face ID:
When accessing the mobile app, you will be presented with the Touch ID prompt, shown above the passcode entry form (or the applicable experience with Face ID enabled):
You can use the Touch ID/Face ID in place of the passcode, or you can click on “Cancel” to enter the passcode instead.
To disable Touch ID/Face ID, simply navigate to the Passcode Lock settings page and slide the toggle off next to that setting. Also, if the Passcode Lock is disabled, then Touch ID/Face ID/ will also be disabled and will need to be re-enabled if the Passcode Lock itself is re-enabled.
Note that starting with version 2.3, the passcode can be set to 4, 6 or 8 digits in length. The look and feel of the passcode lock page has also been updated.