What Is It And How To Use The Online File Sharing Area

I.   Introduction

Available within Liciel is the option of using an internal file sharing tool.  This tool provides a safer and more convenient way to share files with others in your organization and in particular with the designated administrative site.  The choice for accessibility and sharing of the files is up to each organization.  It can be fully open for all the members to see, or for only a designated number of individuals to share access to a file whether it involves a single administrator and field user, or multiple administrators and a single field user.   The site where the files are sent serves as a temporary cloud back up storage, this way protecting the information as soon as is generated and received.  Users who take advantage of this service are helping to safeguard their information from getting lost in case their individual devices are damaged, lost , or stolen.  A more advanced alternative to this feature is available by enrolling in the cloud storage service option for a monthly fee.  This service provides organizations with permanent, automatomated, and instantaneous backup.

 

II.  Accessing The Online File Sharing Area

In order to access the Online File Sharing Area click on the File tab of the top menu of Liciel. 

Make the  selection as depicted in the bottom slide:

Selecting the Online File Sharing Area will open the File Management screen in two sections.  The Online File Sharing Area will appear empty if no files were submitted in the past, or if these have been removed. If enrolled in the cloud storage servcie, all created files will be displayed so as long as the user has accessibility to these.

The Online File Sharing Area will be displayed on the bottom half of the screen as shown in the next picture:

III.  Operating The Online File Sharing Area

Find the control buttons of the Online File Sharing Area. With these buttons, users can perform the necessary operations to make use of this tool.

        III._A   Sending Work Order Files

The first step when sending work order files from the File Management area is to identify/confirm the designating site.

 

This is done by selecting the Gear button of the control buttons of the Online File Sharing Area. 

When this button is selected, the following window will pop open:

There will only be one option available for most organizations.  Should the user encounter more than one choice, confirm which is the desired destination and click on the Save Selections and Quit button.

The following step will require the selection of the desired file to be shared.  This is done by simply clicking once over the corresponding file needed for sharing.  Selected files are shown highlighted with blue color.

After selecting a file, users may proceed to click the Send button on the File Sharing Area controls.  Liciel will then begin the process of transmitting the file.

A small window message will inform users that the file Analysis,  Transfer,  and Compression is in progress.

Once completed, the selected file will appear listed in the Online File Sharing Area.  Sent files will still remain in the File Management section from where originated.  The user sending the file continues to have access to it, although, an extra step may be required to unlock the file in order for changes to be made.  Depending on what the intention(s) is/are, at this point the user may be done as now the file(s) are stored in the organization's designated space and it is accessible by all members/users within the organization.   For the administrative roles, once the file is found on the Online File Sharing Area, the following scenarios are possible:

Enrolled in Cloud Storage:  Unlimited cloud storage space that synchronizes the information automatically.  As soon as files are generated by individual users, these are backed up and stored in the cloud space. In essence, files are automatically available for sharing once created.  This service provides the simplicity of only needing a single version of a file, thus avoiding the hassle of confusion over which multiple versions and which is the official one.

Not enrolled in the Cloud Storage:  Up to 20 reports can be stored in the Online File Transfer Area each for up to a period of 5 days.  Users with administrative roll will need to ensure these files get transferred into their own system or get exported on to external sources. Created files need to be uploaded for sharing manually. 

 

      III._B   Receiving Work Order Files

The process of receiving a work order file is similar to sending one.  The user will simply click on the Receive button of the Online File Sharing Area, and the file will be added to his/her terminal's files.  Once in the terminal, the file is available for accessing it. 

 

IV.  Export And Import Files As Zip Format

Another method for sharing files is to use the export and importing options.  These options are found in the top menu bar of Liciel.  Select the Field Section dropdown menu and available towards the bottom half are both the Export in Zip Format and Import in Zip Format options.  When these choices are selected, the software will generate a Save As window for Export or an Open window for Import.  See slide below: