Getting Started

Your File Sync Tool allows you to share files and folders across your devices, and help you collaborate and share content with others. Using the system, you can

• Collaborate with members of your organization, as well as with people outside of your organization;
• Manage file revisions and versioning;
• Audit and track your files;
• Share files and folders through email with the Outlook add-in; and
• Backup and restore important files.

This User Guide will help you set up and use the system, and will provide you with the information you need to incorporate the system’s toolset into your daily work activities.

How to Log in to the Web Portal

When a user account is first created for you, you will receive a Welcome email from your administrator, providing you with important information to help you get started using the system. For example, your email might include a link to the web portal, a username (or an email address), and a password.

1. Navigate to the https://myfiles.netgainapps.com
2. Enter your email and password.
3. Click the Log In button.
   
   You now have access to the system.

How to Manage  Account Settings

In the web portal, you can update your account settings, including your name, email address, and password. You can also set up advanced settings, such as Two-Step Authentication, quota alerts, and WebDAV access.

To manage account settings:

1. Click the Logged In As button in the web portal.
   
   The Account Settings page displays.
   
2. In the Account Settings page, you can update account information, including:

• Use the First Name field to update your first name.
• Use the Last Name field to update your last name.
• Use the Mobile Phone Number field to change your mobile phone number.
• In the Language drop-down menu, select your preferred site language, which also affects numbering formats. Leave this field blank to use the default language set for the system, which you will see displayed when you hover over the blue Question icon.
• In the Timezone drop-down menu, select your preferred timezone, which affects dates and times displayed across the system. You can also leave this field blank to use the system default, which you will see displayed when you hover over the blue Question icon.

3.  You can also use the Email Me When I Reach checkbox fields to configure alerts when you reach a certain percentage of quota.

4.  Click the Save button when you are finished making changes to your account.

Administrative web Portal

Overview

After logging into your Web Portal, you can start managing your organization. Administrative tasks are performed within the administrative web portal, which gives you access to various dashboards, tools, and reports. For example, you can:

• Click the Dashboard tab to access your Company’s Usage Data.
• Click the Accounts tab to manage Users, guests, and groups.
• Click the Machine tab to manage linked workstations on your organization
• Click the Shares tab to create and manage Team Shares.
• Click the Backups tab to create and view backup of your files and folders.
• Click the Activity Log tab to review your activity within the organization.
• Click the Activity Log tab to review your activity within the organization.
• Click the Backups tab to create and view backup of your files and folders.
• Click the Reports tab to generate, schedule, save and review reports.
• Click the Settings tab to manage settings for tour organization.

The Web Portal

After you have an account, you can begin to create and upload content into the web portal. The web portal provides user-friendly functionality—including the ability to drag and drop files and folders, and the ability to view dozens of file types directly in your web browser.

In the web portal, you can access your personal dashboard, search for files and folders, and manage your personal and shared content. For example, you can:

• Click the Files tab to access your files and folders.
• Click the Shares tab to access Team Shares, items shared by you, and items shared with you.
• Click the Guests tab to collaborate and share with people outside of your organization.
• Click the Backups tab to create and manage your backups.
• Click the File Report tab to view or export a list of your files.
• Click the Activity Log tab to review your activity within the system.
  

Access the Web Portal

If you are still on the Administrative Web Portal, you will need to first access the Web Portal in order to start uploading and sharing content.  You can do this by clicking on the My Files icon located on the top left corner of the screen.

How to Upload Files in the Web Portal

When you create folders and upload files in the web portal, all of these items will propagate down to any of your connected devices, such as your mobile phone or your local machine. You can also access your uploaded content from any computer that has a supported web browser and an Internet connection.

To upload files in the web portal:

1. In the web portal, click the Files tab. The Browse Files page displays.
2. While inside the appropriate folder, click the Upload Files button. The Upload Files page displays.
   
3.  In the Upload Files page, you can drag and drop files onto the page and click the Upload button. The files will upload.
4. Alternatively, click the Add Files button to manually search for files on your local machine. You will be presented with an Open dialog box that will allow you to select files from your machine. Click the Upload button when you are ready to upload the selected file.

 

How to Manage Files and Folders in the Web Portal

You can manage all of your files and folders in the Browse Files page of the web portal. In this page, you can utilize advanced drag and drop functionality, create folders, upload files, and manage revisions. You can also view dozens of file types directly in your web browser.

To manage items in the web portal:

1. In the web portal, click the Files tab. The Browse Files page displays.
2.  In the Browse Files page, you will see a list of all of your files, folders, and Team Shares.

3.  To quickly organize your content, drag and drop files and folders within the Browse Files page. You cannot drag and drop a personal file or folder into a Team Share. You can, however, drag and drop personal files and folders, or drag and drop files and folders while inside a Team Share.

4.  To view a file in your web browser, right-click the file and select View. Or, simply click the file to view its contents.

5.  You can use the toolbar buttons to manage content in the selected folder.

a. Click the Create Folder button to create a new folder inside the web portal.

b. Click the Upload Files button to add files to the web portal.

c. Click the Rollback button to restore all files within the entire folder to an earlier version before a selected date. This feature is particularly useful in situations where all items in a folder might have been compromised or corrupted on a particular date. Please note that a file’s version can refer to the originally uploaded file (first version) or a version of an edited file (subsequent versions).

d. Click the Show Deleted button to show files that have been deleted.

e. Click the Restore Deleted button to return any deleted files to their original location.

f. Click the Erase all Revisions button to erase previous revisions.

6. Alternatively, you can use the folder menu to manage individual folders.

a. Right-click a folder. A menu displays.

b. In the menu, you can:

i. Click the Download ZIP link to download the entire folder as a ZIP file to your local machine.

ii. Click the Rename link to rename the title of the folder.

iii. Click the Move link to change the path of the folder.

iii. Click the Share link to share an individual link to the folder.

iv. Click the Erase Revisions link to remove previous version of the folder from the system.

v. Click the Delete link to delete the folder from the system.

Note: When you delete an item, it is still stored in the system for a pre-determined number of days. Within this timeframe, you can restore a deleted file. Please contact your administrator for more information.

7. Alternatively, you can use the file menu to manage individual files.

a. Right-click a file. A menu displays.

b. In the menu, you can:

i. Click the Download link to download the file to your local machine.

ii. Click the Revisions link to view a list of revisions to the file, and optionally restore a previous version.

iii. Click the Activity link to review activity or events for the selected file.

iv. Click the Rename link to rename the selected file.

v. Click the Move link to change the path of the selected file.

vi. Click the Share link to share an individual link to the file.

vii. Click the Erase Revisions link to remove previous version of the file from the system.

viii. Click the Delete link to delete the file from the system.

Note: When you delete an item, it is still stored in the system for a predetermined number of days. Within this timeframe, you can restore a deleted file. Please contact your administrator for more information.

A Note about Excluded Extensions

While most of your files and folders will easily sync across all of your devices, certain system files and folders, as well as temporary application files, will not sync. Your administrator may have also configured other file extension types—such as application or video files—to be excluded from the syncing process.

You can add files with excluded extensions to Netgain Synced Folder, but they will not display in the web portal or in your mobile apps.

If you upload a file with an excluded extension through the web portal, you will receive a notification that the file is on the exclusion list. This file will not appear in the web portal or in your mobile apps.

 

Mobile Apps

In addition to using the web portal or the agent on your local machine, you can manage files and folders from an app on your mobile device. Mobile app versions include Android, iOS, and Windows Phone.

 

How to Download Mobile Apps

You can manage your files and folders from various mobile apps, including the Android app, the iOS app, or the Windows Phone app.

• Find and download the Android app in Google Play,
• Find and download the iOS app (for your iPhone or iPad) in iTunes, and
• Find and download the Windows Phone app in the Windows Phone site.

Alternatively, you can access a direct link to your device-specific app in the web portal.

To find your device-specific app:

1. Click the Download App button in the web portal.
   
   The Download page displays.