iPad and iPhone App

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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: 2.1.22 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.

Logging In

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. 

Home

Selecting Home will display the Home page, including the section headings and documents.

Cabinets

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

Folders

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:

1) Sort

2) Add subfolder

3) Add files (allowing user to upload from the photos library or iCloud)

4) Store offline

5) Copy Email Address

Workspaces

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

1) Sort

2) Store offline

3) Copy Email Address

The sort button provides sort options for Name, Modified by, and Modified date:

Recent

“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)

Sharing a Document

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.

Offline Mode

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. 

Encryption

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. However, with our ND iOS app, we ensure all of your data is encrypted regardless whether the device has a passcode enabled or not.

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:

  1. Locate a document.
  2. Tap the Edit button.
  3. 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
  4. Enter your NetDocuments credentials to connect Word to your NetDocuments account (required only once, the first time you log in).
  5. Sign into your Office 365 account.
  6. Your document will open. Make your edits.
  7. Tap the Close/Back button.
  8. 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 internet. You won’t be able to add documents to the offline list while offline.

  1. Select a document from your offline list.
  2. Tap the Edit button.
  3. 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
  4. Enter your NetDocuments credentials to connect Word to your NetDocuments account (required only once). (you will need to have logged in while Online).
  5. Sign into your Office 365 account. (you will need to have logged in while Online).
  6. Your document will open. Make your edits.
  7. Tap the Close button.
  8. Your edits will be uploaded to the original document in NetDocuments the next time you reconnect to the Internet.

When you do not have internet access, you will still be able to open and edit documents from your offline list. Once back on a data network, or with Wi-Fi access, the changes will uploaded to NetDocuments (either to the official version or as a new version).

While you have internet access, the offline mode will work a little faster, since it is not actually downloading the document, and you are editing a local instance of it.

NOTE: 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.

file_picker.png

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:

  1. Simply click on the version indicator (v#) next to the document name.
  2. Slide the document left to reveal the versions icon then click on the icon.

slideversion.png

The list of versions is displayed and any version can be selected:

version2.png

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)

ii.   Numbers

iii.  Keynote

iv.  GoodReader    

v.  Docs-to-Go

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.  

Universal Links

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.    

Uploading Documents

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.

upload.png

Settings

This pane allows you to:

  • Logout
  • 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. 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

passcode

Passcode Lock

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. If the passcode is forgotten, the device will need to be reset per Apple's security policy. NetDocuments Support cannot reset the passcode or otherwise recover the user's access to login to the app. 

Please note that if this passcode is forgotten then the device (iPad or iPhone) will have to be restored using Apple's recovery methods. This passcode is NOT stored in the ND App data. Uninstalling and re-installing the application will NOT wipe this code. That ability would counteract the intent of this additional security layer.

If you need additional information regarding Apple's recovery protocols, please refer to their support information: http://support.apple.com/kb/ht1212

Touch ID

Beginning with Version 2.1.20, the iOS app supports Touch ID, which is tied to the passcode lock feature.  The passcode and Touch 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:

First, from the Settings tab select the Passcode Lock setting (which is shown as off below):

touchid1.png

and click “Turn Passcode On”:

touchid2.png

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”:

touchid3.png

Slide the toggle to enable Touch ID:

touchid4.png

In the future, when accessing the mobile app, you will be presented with the Touch ID prompt, shown above the passcode entry form:

touchid5.png

You can use the Touch ID in place of the passcode, or you can click on “Cancel” to enter the passcode instead.

To disable Touch 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 will also be disabled and will need to be re-enabled if the Passcode Lock itself is re-enabled.

Release Notes

Version

Release Date

Notes

2.1.22

18 July 2017

Support for TouchID as an alternative to using a passcode.

Users can now access unofficial versions of a document when selecting a document from the file picker.

The version indicator now appears next to the document name in list views and versions can be accessed from the document preview pane.

Offline content, both individual documents and containers, can be fully updated by pulling down on the content inside the Offline tab. 

When adding a document, users will now have an option to save the document as a new version of an existing document or asked to confirm replacing the official version.

To locate the destination for a newly added documents, users can select Recent Documents or the Home Page , or use the Go to Workspace lookup feature.

The ability to add a folder to a workspace.

Infinite scrolling applies when viewing the contents of a filter or folder and there are more than 100 documents.

When navigating through a cabinet, the full name of the current container is displayed at the top, and a pull down menu makes available any ancestor container.

For created and modified dates, the time is shown in addition to date on the document information pane.

The “Go to Workspace” action has been moved from the ellipses next to the cabinet name and instead will appear in the list view above the Recent Workspaces heading.

The order of the repositories and cabinets in the pull-down menu on the Cabinets tab now matches the order on ndWeb. The format of the repository and cabinet names has also been changed to make the hierarchical relationship clearer. The default behavior regarding expanding the list of repositories and cabinets has been changed.

Format of Email Link and Email Copy emails matches the format of the same emails sent via ndWeb.

All Email Link and Email Copy actions are logged to the document history and consolidated activity log.

Full support for links to specific versions of a document (supporting a feature that will be included in version 17.2 of NetDocuments).

When accessing the Home Page and Recent Documents tabs, any changes will be included on every access.

2.1.19 

18 March 2017

Users can now create and edit new versions with Microsoft Office apps.

iOS 10 users can now upload photos from the Photos app.

2.1.18

10 February 2017

Minor bug fixes.

2.1.17

13 January 2017

Minor bug fixes.

2.1.16 

9 January 2017

Users with an Microsoft Office 365 account can now quickly edit documents in the Microsoft Office apps by selecting the “Edit Document” icon while viewing a document.  They can also create a new document by going to a filing location, selecting the options menu, and then selecting "Create New File”.

2.1.14 

30 June 2016

Users can now open NetDocuments links into the iOS app from Mail, Safari, or anywhere else with Universal Links.

2.1.13

23 April 2016

Minor bug fixes

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