Send and manage documents

After the SHARE window is open, you can drag documents to the document list.

Select a user or group to share the documents with. Click SHARE.

The selected documents are sent to the selected Share user and a notification email is sent to them.

You can share comments with Share users with text-based notes using the Note field. The note is available in Share Documents when you select the document.

• User List

  Displays name of the user currently logged in.

  Administrators have the option to select the Administrator mode to select another user.

• Address Book

  Opens the address book window where you can input single users or import multiple users.

• Refresh

  Enables you to refresh the documents list to reflect any updates.

• Actions

  Enables you to perform the following functions to any document in the list.

  • Preview

    Shows the selected document in a separate window.

  • Save to PSIsafe

    Copies selected document into PSIsafe Desktop using Filer, which defaults to the currently selected folder in PSIsafe Desktop. You can point Filer to a different folder, if needed.

  • Save to Windows

    Copies selected document into the Windows file system.

  • Open

    Opens selected document in the View mode, using the designated manager.

    No document edits are allowed in the Share panel.

  • Resend

    Resends document to the user.

  • Find in PSIsafe

    Opens corresponding folder and selects the appropriate document in PSIsafe Desktop. If you select multiple documents, Find in PSIsafe locates the last document selected.

  • Delete

    Deletes the selected document. If you select multiple documents, only the last document selected is deleted.

  • Other

    Resend Activation Email

    Resends initial email to authentication process.

• Admin Tools

  This button appears when the Administrator mode is selected from the User list.

  • Email Customization

    You can customize three automated emails in PSIsafe Desktop Share. You can customize the email's Subject line and Body.

    First activation message: Located in your Gmail or Outlook account.

    Second activation message: Located in your Gmail or Outlook account, has a coded password to activate your account. Enter the code, and you will be asked to set up a new password.

    New Share message: Each time you receive a message from a user saying that they have a shared item from PSIsafe Desktop.

  • Set Branding Logo & Logo Text

    Enables the administrator to place a logo in the Share user portal. A custom graphic can be applied and used in the user interface. The default is the PSIsafe Desktop logo and "Share". The logo graphic must be a BMP, JPG, or PNG image up to 153 x 58 pixels.

  • Expiration Policy

    Sets document expiration date. The default is 90 days. Documents are removed from the Share folder after the expiration date. Documents filed in PSIsafe Desktop are not deleted.

    Documents shared using the Windows Explorer may or may not be in PSIsafe Desktop. File these documents into PSIsafe Desktop prior to the expiration date to avoid permanent deletion.

    To set the expiration policy, log in as the administrator and select Admin Tools, located on the PSIsafe Desktop Share Documents button bar.

  • New Users Activation URL

    Sets a specific activation URL for new users.

  • SHARE License Count

    Shows the total Share licenses that can be assigned to PSIsafe Desktop users.

  • External License User Count Shows the maximum number of users that can be assigned Share access. The default is 500 users. Contact Tungsten Automation Support if additional users are required.
• Notes

  You can view and add the Notes text to a shared document at any time.

  Select the document and enter text in the Notes field. Click Add to move and save the new note into the list of existing notes.

• Personalize Columns Right-click the column header bar and select Column Chooser to drag the desired column headings.

  The four User Fields, if used, are associated with the Share address book and should not be confused with the custom column feature used elsewhere in PSIsafe Desktop. Columns added are user customized and different for each user.

• Grouping

  PSIsafe Desktop Share introduces a grouping capability that enables you to group by any column. Grouping is accomplished by dragging the preferred column heading into the grouping box, located about the column headings.

  Subgrouping is accomplished by dragging additional column headings into the grouping box.

  Click the + and - symbols to open and collapse item lists.

Shared documents show a status of New, and changes to Accessed when the document is selected by the user.

In the Notes section, the date and time the document was shared is given, and any notes that have been added are displayed. You can add additional notes in the Notes section by entering text and clicking Add.