Documentation - JDrive 5 Features

Using the JDrive

Adding a document to the JDrive from JPlatform

To add a new document to your JDrive from the JPlatform, view a document and click 'Add to my JDrive'.

 

 

You can also add a document via the context menu.

 

The document is then automatically copied to your JDrive and a notification balloon tells you when the document arrives.

 

Access to the JDrive folder

To access the document in your JDrive, right-click on the JDrive menu and select 'Open JDrive folder'. You can also open the JDrive folder by double-clicking the JDrive icon.

The JDrive folder contains all your documents.

A small icon in the lower left corner indicates the status of the :

• Updated document
• Document being synchronized or to be synchronized (e.g. if you are logged off)
• Document locked by another user
• Document not yet filed in the JDrive
• Private document visible only to the user who deposited it.

 

ATTENTION : the file names correspond to the titles of the documents in JPlatform

 

Removing a document from the JDrive

You can remove a document from your JDrive from the JPlatform web interface (in the same interfaces as for adding) or simply by deleting it from your JDrive folder. This does not delete the document on the JPlatform server.

 

Restoring JDrive content from the client

In previous versions of the JDrive client, when you deleted the synchronization %userprofile%\JDrive\mysite\directory, this had the effect of purging your JDrive: All documents were removed from your JDrive on the server side.
Since version 3.1 of the client:

• Deleting the synchronization directory restores the contents of your JDrive: All documents on the server are downloaded back to the local directory.
• From now on, to purge your JDrive, you need to go into the directory %userprofile%\JDrive\mysite\ and delete all its contents.

View JDrive content on JPlatform

JPlatform provides an interface to view the documents in your JDrive. To access it, click on your photo in the topbar and select "My JDrive" from the menu.

By default, the display uses the Folder view. By clicking a folder, you see the contents of the folder (documents and subfolders).

 

You can choose the list view to get an overview of all the documents on your JDrive in one view:

 

Synchronization

When the JDrive is connected and the notification server is accessible, synchronization is automatic. The client triggers synchronization in the following cases:

• Every time you connect to the JPlatform server
• When a local document is modified AND released
• Under MS-Office and Open/Libre-Office you have to close the document
• When a local document is deleted
• Via the JDrive "Synchronize" menu
• On receipt of a synchronization message from the notification server

JPlatform, through the notification server, sends a synchronization command :

• When a document is added to or removed from the JDrive
• When a document is updated or deleted

At each synchronization, a small bubble appears indicating that changes have taken place if there are several changes, or specifying the name of the modified document if there is only one:

 

Offline Synchronization - For low-speed or frequently interrupted networks (available only from JDrive Plugin version 4.2 and later)

Starting with version 4.1 of the JDrive client and version 4.2 of the JDrive plugin, it is now possible to do "partial synchronizations" in offline mode:

• The user, once his JDrive is disconnected, can synchronize a document or a directory from the context menu of Windows Explorer:

 

 

• JDrive automatically returns to the disconnected state

 

Quota management (as of Release 3.2)

 

Quota Management is configurable property from the back-office site =>  plugin manager =>JDrive Plugin => Member Quota

• Quota par membre - Default value: 1000
• If Quota par membre = 0 => no limit set - users can upload as many documents as the Jcms/Windows quotas allow

 

Organization of JDrive files

JDrive organizes the contents of the JDrive folder and synchronizes this organization with the server. You can create as many folders and sub-folders as you like, both from the Windows workstation and from the "My JDrive" view of the website

When you add a document to your JDrive from the website, you can select the folder where you want to add it.

The organization on file is unique to you and is known only to your JDrive. JDrive synchronizes folders on the server. If you use your JDrive on two machines, the folder organization will be the same from machine to machine.

 

Dropping a document from the JDrive client with the drop window in simplified/detailed form

You can drop off pending documents by selecting 'Drop Pending Documents' from the JDrive menu. The drop window will appear with a list of documents to drop. You can drop them one by one or more at a time.

 

   

When the deposit window appears, you can postpone the deposit to a later date. Documents that have not been deposited will be displayed with a blue dot with a question mark.

 

Once deposited, you will be notified that the deposit has gone smoothly:

Transparent and personal repository

To further simplify the use of the JDrive, it is possible to activate the personal drop mode. To do this, you need to activate the drop space in the properties. Any document placed in the JDrive directory is then automatically dropped into the InfoSpace with the default type and with limited access to its author. On the document's web page, the user is reminded that his document is private and a button prompts him to share it.

It is possible to make the use of the private deposit conditional. To do so, simply limit the people who can publish in the repository space. A member who does not have access to the transparent repository will have to fill in the repository window.

Discover this new feature in this video Jalios JDrive 3 - Dépôt de document privé

 

 

Live Edition

One of the goals of JDrive 3 is to replace and extend the functionality of the MS-Office add-in. Thus, JDrive 3 introduces the "live edition" which allows you to edit any type of document from its web page. This applies not only to MS Office documents (like the function provided by the add-in), but also to OpenOffice / LibreOffice documents, Adobe documents (Photoshop, Illustrator and InDesign), and any type of document for which editing makes sense (e.g. by default we do not offer video or ZIP editing). The choice of editable formats is made in the module's parameterization.

Discover this new feature in this video Jalios JDrive 3 - Live Edition

 

 

Document templates

Other new features from the MS Office add-in: document templates. With JDrive 3, it is now possible to define document templates not only for MS-Office but for all types of documents (Libre Office, Open Office, Visio, Illustrator, In Design, ...). Templates are documents like any other documents that are categorized under one of the template categories (defined in the module properties). To create a new document from a template, simply go to either the Add menu of the topbar (Add > Documents > From template...) or the Actions menu of the Explorer portlet. The new document is created by duplicating the model and is directly opened for editing thanks to Live Edition.

Discover this new feature in this video Jalios JDrive 3 - Création d'un document à partir d'un modèle

 

File synchronization

With JDrive 3, document classification trees are now synchronized between the clients and the server. Thus, the user will find the same filing organization on all JDrive clients and also on the JDrive content management web interface. The risk of conflicts is much less than with document updates because the classification is user-specific, so the user can only produce a conflict with himself. If this happens, the customer's ranking always takes precedence.

As a corollary to folder synchronization, documents added to the JDrive from the web interface are automatically placed in a folder with the name of their workspace. So, if the user adds a document from the Marketing Area, it will automatically be placed in a 'Marketing Area' folder in their JDrive. But this is only a suggested filing suggestion. The user always has the option to move the document to another folder

Another new feature on folders, from the web page of a document it is possible to open the Windows folder containing this document.

Discover this new feature in this video Jalios JDrive 3 - Synchronisation des dossiers

 

 

Synchronization from a category

Several customers have told us about the need to automatically synchronize documents located in certain category trees with the JDrive. This feature has been added in JDrive 3. From the context menu of a category, a member can request to synchronize a category. Any document created with this category will be added to its JDrive; as well as any document moved to this category. However, a document removed from the category will not be removed from the JDrive. When added to the JDrive, the document is placed in a folder corresponding to the name of its space and in a tree structure corresponding to the synchronized category. However, the user can choose to rearrange the folders for these documents. Finally, from the interface of his JDrive, a member can view all the categories he synchronizes.

This feature is to be used with awareness of its effects. If many members synchronize the same category, any addition of document in this category will trigger the synchronization of the JDrive of these members; and thus as many downloads of the document. This will result in bandwidth consumption. For example, if 1000 members were to download a 1 GB video at the same time, this would represent a bandwidth of 1 TB!

Also, it is possible to limit the use of category synchronization to a certain population by activating the Category Synchronization ACL. If the ACL is not enabled everyone has access to this feature.

Discover this new feature in this video Jalios JDrive 3 - Synchronisation de catégories

 

 

 

Document repository with automatic workspace and category detection

When you drop a document into your JDrive client, JDrive can automatically detect in which workspaces and categories to apply to that document:

 

Let's suppose that you can participate in theespace commercial and that in this space is the category propositions commerciales.

• If you create a directory espace commercial, then all the documents you put in this subdirectory will be automatically moved to l'espace commercial,
• If you create a directory espace commercial in which you create a subdirectory propositions commerciales.
• Then, all documents that you drop into this subdirectory will be automatically moved to l'espace commercial, with the category propositions commerciales

REMARKS:

1. In non-transparent deposit mode,
   1. The drop window opens with the workspace and category automatically selected.
   2. In case of a multi-document repository the setting will be applied to all selected documents in the repository
2. If your JDrive synchronizes from categories, then directories are automatically created. This makes it easier for you and avoids typos when creating directories.
3. For a category to be automatically selected, the directory whose name corresponds to a category must be a subdirectory of a workspace

 

 

Locking management

JPlatform propagates document locking information to the JDrive.

A locked document automatically becomes read-only in all JDrive drives that contain it.

By right-clicking on a file on your JDrive, the Windows menu offers you a "Jalios JDrive" submenu. This has two entries :

• Synchronize - Accessible from a file or a directory (Requires JDrive 4.2 plugin)
• Display on the site
• Edit on the site
• Lock the document (or Unlock the document)
• Recommend
• Enable/disable read-only

As its name implies, the "Lock Document" menu locks the document on JCMS provided you have the rights to do so.

 

Self-locking of MS Office and Libre Office documents

To avoid conflicts, the JDrive automatically locks MS Office and Libre Office documents as soon as you open them. The document is then unlocked when it is closed.

This feature is only available on MS Office and Libre Office documents, as these are the only documents for which the JDrive is able to detect opening.

Enable/Disable read-only

If you have added a document solely for consultation purposes, it is possible to activate read-only so as not to disturb other contributors:

 

Adding a set of documents from Explorer

The JDrive 2 provides a new icon in the JPlatform Explorer portlet. This icon allows you to add all documents of the current category to your JDrive in one click. This icon only appears if the Explorer portlet is configured to display only documents.

 

 

Conflict Management

JDrive automatically detects and resolves conflicts at each synchronization. A conflict occurs in one of the following 3 cases:

• The document has been updated on the user's workstation and on the server
• The document has been updated on the workstation and removed from the JDrive on the server
• The document was removed on the workstation and updated on the server.

When a conflict occurs, the JDrive client moves the files in question to the "Conflicts" folder, within a sub-folder corresponding to the synchronization date, and to a sub-folder corresponding to the document. This folder contains the local and server version of the file.

The JDrive client applies a specific resolution procedure for each type of conflict:

1. Conflicts Update / Update (UU)
• Moving the local document to a conflict directory
• Retrieving the server version
• Copying the server version to the conflict directory
2. Conflict Local Update / Delete on Server (UD)
• Moving the local document to a conflict directory
• Deleting the JDrive document
3. Conflict Local deletion / Update on server (DU)
• Deleting the JDrive document

In case of conflict, the user is notified in the notification window. If the automatic resolution does not suit the user, he can use the files copied to the conflict folder to produce a new version of the file and replace the one in the JDrive folder.

The history makes it possible to quickly find out whether conflicts have occurred. The "Conflicts" tab shows you the list of detected conflicts. By clicking on it, a menu appears through which the resolution actions are proposed according to the type of conflict:

 

     

Rights management

JDrive controls the access rights of documents. The check is done at each synchronization. Only the documents accessible by the user are kept in the JDrive.

JDrive also monitors the deposit rights. If the update is protected (e.g. by a DataController), an update attempt will only take place during explicit synchronizations. The document then remains in the "To be synchronized" state.

View currently connected JDrive

If you have the monitoring ACLs, you can view the list of JDrive clients currently connected to the notification server.

To do this, go to Administration > JDrive Status.

 

See the uses of the JDrive

The JDrive module brings a new tab in the usage analysis interface. The JDrive tab only appears for global analyses.

Several measures are presented:

• The number of users who have installed and configured their JDrive.
• The number of JDrive clients that logged in at least once during the day.
• The average number of documents contained in each JDrive.
• JDrive activity. This represents the exchanges between the server and all JDrive clients. An exchange corresponds to an addition, modification or removal of a document from a JDrive.

 

Connecting to multiple sites

The JDrive client can be configured with multiple JPlatform sites. It manages the documents of each site in a dedicated directory.

However, the JDrive client can only be connected with one site at a time. Document synchronization is therefore only active with the site with which it is connected.