FJ2 File Jockey User Manuals 2017-03-20T21:51:39+00:00

File Jockey User Manuals

On this page we explain how to setup various apps and programs to interact with the files in IBM Connections {IBM} via File Jockey. In all guides we use the File Jockey url for IBM Greenhouse which is https://greenhouse.file-jockey.com. If you have File Jockey installed on premises or you are an IBM Connections Cloud user the File Jockey URL will be different and you have to use your File Jockey URL instead.

  Demo movie Windows PC

If you have a Greenhouse subscription creating this network drive really easy. In Windows 7, 8 and 10 start your files explorer and choose tools map network drive.

Map Network drive   or   Map network drive in Computer settings

What network folder would you like to map?

Do not use below option in Windows by the way!

Connect a web site that you can use to store your documents and pictures

The URL is https://greenhouse.file-jockey.com

Then enter your Greenhouse credentials and the network drive will be created.

\\greenhouse.file-jockey.com

Usage notes and tips

With the network drive giving direct access to the files in Connections many usage possibilities are possible, for example drag and drop of files and or folder structures. In this section general usage notes and tips are listed that will explain why certain actions are not working.

In My Folders IBM Connections does not allow to create sub folders, so only one folder level is supported by Connection, thus the same applies for File Jockey. If you try to drag a folder with a sub folder to My Folders you will get an error. Dragging a folder with multiple files inside this folder is supported if the following tip is not applicable.

In My Files and My Folders you may only store a particular file name once. Suppose you have a file “projectdoc1.pdf” stored in My Files. Then you try to drag the same file “projectdoc1.pdf” to a folder in My Folders you will get an error.

In the Community Folder in File Jockey shows the Communities you have access to. The File Jockey network drive does not allow to create new Folders. Creating new Communities has to be carried out via the Connections interface in the browser.

In the Community Folders place you will see the folders created. It is only allowed to add files to the Folders. It is not allowed to add an file to the Community Folders Folder.

In the Community Files and Folders you may only store a particular file name once. Suppose you have a file “projectdoc1.pdf” stored in Community Files. Then you try to drag the same file “projectdoc1.pdf” to a Community folder you will get an error.

 

Problems

If you have problems with mapping the Windows network drive please check make sure you follow the instructions below.

  • Make sure all Windows updates are installed on your computer, then test again, if still having problems carry out the following step.
  • Windows 7 and Vista will fail to connect to the server using insecure Basic authentication. It will not even display any login dialog. Windows 7 and Vista requires SSL / HTTPS connection to be used with Basic. If you try to connect via Add Network Location Wizard you will get the following error: “The folder you entered does not appear to be valid. Please choose another“. However, you still can connect if you set the following registry key on a client machine: HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\WebClient\Parameters\BasicAuthLevel to 2. The BasicAuthLevel can be set to the following values:
    • 0 – Basic authentication disabled
    • 1 – Basic authentication enabled for SSL shares only
    • 2 or greater – Basic authentication enabled for SSL shares and for non-SSL shares
    • You must reboot your computer if you changed this registry setting, then test again, if still having problems carry out the following step.
  • Next check this registry key: HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Control\NetworkProvider\Order\ProviderOrder. This contains a list of network provider services and make sure it also contains the “webclient” entry.
  • Next try will be to implement this hotfix, then reboot your PC and try again, if still having problems carry out the following step.
  • If the mapped was created you should see the Communities, My Folders and My Files. If the folder is empty, so you see nothing you have entered the wrong credentials, to fix disconnect the drive and reconnect with the correct credentials.

  Demo movie Mac PC

For Mac users a network drive can be mapped in Finder. In Finder press Go and choose Connect to Server

finder1

The URL is https://greenhouse.file-jockey.com

finder2

Then enter your Greenhouse credentials and the network drive will be created.

Screen Shot 2015-09-03 at 22.11.52

We noticed that Finder is not the fastest WebDAV client. We advise for any network connected drive, in Finder: uncheck “Show icon preview” option for Column view and disable “Show item info” in icon view. If you are going to carry out write operations in the SmartCloud NA network drive please carry out the instructions in this post to prevent the creation of .DS-store files.

On your iPad, open (or install first) the Goodreader app and press the Add button on the right, choose WebDAV server. Fill in the File Jockey for {IBM} URL and use our own login. In this example we use the IBM Greenhouse server URL. Please enable cookies and save the WebDAV server connection.

Add WebDAV Server in Goodreader WebDAV server

Your Goodreader will show the new server connection to IBM Greenhouse.

IBM Connections Greenhouse connection

When you press the connection the Goodreader will show all the files and folders listed in your IBM Greenhouse environment.

IBM Connections Greenhouse files

In this example we will select the File Jockey community in order to sync all File Jockey Community’s files to the iPad for offline usage.

Please press on File Jockey community once, it will turn Green. Then press the Sync button at the bottom of this Window.

File Jockey community

A Download & Synchronize message is presented.

Download and Synchronize

Click Proceed and choose a folder on your iPad (or create a new folder) where you want to sync the files to, for example My Documents.

Sync to My Documents

After selecting a location, the sync parameters are presented which may be set as you like (read only enabled yes or now for example).

Sync parameters

Fill the fields similar as the picture and press the Sync button at the upper right corner of the window.

Now the Goodreader will sync and downloading all the communities with all the files to the iPad for quick off line usage.

Syncing File Jockey Syncing File Jockey

When the Goodreader completes the sync you will see the Remote sync option to the File Jockey community in IBM Greenhouse. Every time you push the sync option Goodreader will download or upload new documents from and to IBM Greenhouse. Isn’t this great?

community sync option

On the Goodreader you may check out the Manage files options which allows you to manage the files you have replicated to the iPad (for example star, delete, move, add and remove files).

Manage files Manage files

You may add more sync’s to the Goodreader, for example sync the My Files or a particular file in a community.

Open (or install first) the Goodreader app on your iPhone, select the Connect option. The Servers tab is presented. Click the Add option to create a new connection to {IBM}. In this example we will use IBM Greenhouse.

Goodreader iPhone app Click the Add button to add a server

Select WebDAV Server and fill in the IBM Greenhouse URL and use our own IBM Greenhouse login. Click Save.

Choose WebDAV server Select WebDAV Server and fill in the IBM Greenhouse URL

The new created IBM Greenhouse connection will be presented. Click on the connection name and the connection will be established.

Greenhouse Connections connection is presented    Access the IBM Greenhouse server

The Goodreader will show you all the files and folders listed in the IBM Greenhouse environment. In this example we will select the Community folder in order to sync all Community’s files to the iPhone for offline usage.

Press on Communities once, it will turn Green, then press the Sync button at the bottom of this Window. A Download & Synchronize message is presented. Click Proceed

Select a community Proceed with the Download and Synchronize message

Choose a location where you want to sync the files to, for example Downloads. Click Download here & Synchronize. The Sync parameters are presented. Fill them like in the picture and press the Sync button at the upper right corner of the window.

Select a location to synchronize to Sync parameters are presented

Now the Goodreader will sync all the communities with all the files to the iPhone for quick off line usage. When the Goodreader completes the sync the Communities folder is available on the start screen.

The community is synchronized Community is available

You can now work offline with the files in the Communities folder. If you want to synchronize the complete folder, click on Connect, select the Downloads tab and press the Sync button besides the Communities. Now your iPhone is automatically synchronized with IBM Greenhouse.

Synchronize entire community

You may add more sync’s to the Goodreader, for example sync the My Files or a particular file in a community, even from other environments, like for example IBM Connections Cloud. You can even sync all your synchronizations at once by clicking the general sync button.

Synchronizes all at once

Isn’t this great?!

If you click the Tool icon you can Manage your files (rename, copy, move, star,…)

Manage your files

On your iPad, open (or install) the Notability app and press the gear button, select Manage Accounts and select WebDAV. Fill in the File Jockey for {IBM} and use your own login. In this example we use the IBM Greenhouse environment. Click Link

Notability gear button select WebDAV  Login to WebDAV

The WebDAV connection is now established. Click Close in the right upper corner to close the Settings window. You can now Import files by clicking the share button in the right upper corner

Notability Import option

Select WebDAV. The available folders and files in IBM Greenhouse will be presented. Select the folder which contains the files you want to work with and select Import Files in the upper right corner

SmartCloud environment is presented in Notability   Import SmartCloud files into Notability

Push the Import button and the files will be downloaded and imported

files are downloaded and imported

When the import process is ready, the files are presented in the app

Imported files are presented in Notability

When you are ready with modifying the document, you can upload them back to IBM Greenhouse. By pushing All Notes you can select multiple files to upload at once.

Push All Notes to select multiple files

Push the share button in the left upper corner and choose WebDAV. The WebDAV destination settings are presented. You can select the requested location by clicking Folders/

Push the Share button and choose WebDAV as destination    WebDAV settings are presented

Push Send to WebDAV and the files will be uploaded to IBM Greenhouse. It is that easy!

Files are uploaded from Notability to SmartCloud

Automatically Back Up your Notes

With Notability you can you automatically back up your notes to the cloud service of your choice. Notes are automatically backed up whenever you return the library after making changes to a note (Note; automatic backup is different than iCloud syncing).

To establish the automatic backup, go to the Notability Settings by pushing the gear icon. Select Auto-backup in the Settings screen. An Auto-Backup message is presented. Push OK to continue.

Auto Backup with Notability  Auto Backup message push OK

Select WebDAV as backup destination. Click the blue gear to go to the backup settings. The default Destination Folder is /Notability/. Select to folder to change the location.

Push the blue gear to change back up settings  Push the default Destination Folder to change

Select for example My Files. Select Back Up To My Files in the upper right corner to select the folder.

Select My Files as Destination Folder to back up to  Select Auto Back Up to My Files

The chosen folder is now presented ad Destination Folder. Click Settings to return to the Auto-backup Settings. Click Close to close them.

Chosen Destination is presented push Settings  Push Close to close the settings

The first backup is now automatically started. From now on Notability will automatically backup the changes you make in the future.

First backup is automatically started

Open the Notability app on your iPhone, swipe the screen to the left and press the gear button.

Open Notability  swipe to the left

The Settings are presented, click the Manage Accounts option. The Account options are presented. Click Log in beside WebDAV.

Notability instellingen    Log in to WebDAV

Fill in the File Jockey for {IBM} URL in and use your own login. In this example we use the IBM Greenhouse environment. Click Link. The WebDAV connection is presented. Click the < Settings to go back to the Notability Settings.

Fill in the File Jockey for IBM Connections URL   WebDAV connection is presented

The Settings are presented. Click Close to close the Settings. The Notability start screen is presented. Click the pencil to create a new document, also if you want to download a document through WebDAV.

Notability Settings   Notability new document option

You can choose to start a new document or edit a current document or you can click the Go back option. If you go back you will notice that an Import option has become available.

Notability options   Import options

Choose WebDAV from the available import locations. The IBM Greenhous environment is presented.

Choose import location   IBM Connections Cloud environment

Choose a location in IBM Greenhouse where you want to import your file(s) from and select one or more files. The file(s) is downloaded.

 IBM Connections Cloud environment location   Select one or more files

When the selection is finished, Notability present Import options. For this example we choose Create new note. Notability asks you if you want to download the complete document or just a subset. Press Ok.

Import options   Choose to download all or a subset of the pages

When the download is finished you can see an Imported to All Notes line. Click File Jockey to go back to the Notability start screen where you can select the document to edit.

Download is finished   Document available for editing

Click the document to open the document and edit it with Notability. When you are done with editing, click the tool and select Share. Choose WebDAV as location to share with.

Edit the document   Share with WebDAV

Choose a destination on the IBM Greenhouse environment and click the Send to WebDAV.

Choose a destination   Send to WebDAV

The file is uploaded to the IBM Greenhouse environment.

This way you can download, edit and upload documents from and to any requested location in IBM Greenhouse. It is that simple!

Automatically back up your notes

With Notability you can you automatically back up your notes to the cloud service of your choice. Notes are automatically backed up whenever you return the library after making changes to a note (Note; automatic backup is different than iCloud syncing).

To establish the automatic backup, go to the Notability Settings by pushing the gear icon. Select Auto-backup in the Settings screen.

swipe to the left on the Notability start screen Notability Settings Auto Backup

Select WebDAV, you will receive an Auto-backup message, click OK

Auto Backup to WebDAV  Auto Backup message press OK

You can now configure the WebDAV settings by clicking the blue gear icon. You can choose a Destination Folder you like by selecting the default folder /Notability/. Choose the location you prefer, for example My Files.

Change default destination folder   Select folder for example My Files

Select Back Up To My Files in the upper right corner. The selected Destination Folder is presented. Push Auto-backup.

Push Backup Up To My Files  Destination folder presented push Auto Backup

The Notability start screen shows a message in the left corner that the files are being back upped.

First backup is started

Back up will automatically backup your Notes when you change them.

For this manual I use the Pages app, but the same is applicable for Numbers and Keynote. Open the Pages app on your iPad.

Press the + icon and select Copy from WebDAV

In Pages ad the plus sign and choose Copy from WebDAV

Fill in the File Jockey for {IBM} and your own login. In this example we use the IBM Greenhouse environment. Press the Sign In button.

iPad Pages

The IBM Greenhouse environment is presented. Choose a location, for example My Files or one of the Communities.

greenhouse file jockey com

Only the Word documents are displayed. Select a file, which will be automatically downloaded and imported

The file is downloaded and imported to Pages

And the file is available in Pages. Click the Edit option in the upper right corner

The file is presented push the Edit button

When the file is in Edit mode and you are ready, click the share button and click Send a Copy

Edit the document and push the share button choose Send a Copy

Choose WebDAV

Choose WebDAV as share option

Choose the file type

Choose a file type

The is prepared for sending to WebDAV

The is prepared for sending to WebDAV

Choose the location to send the file to and click the Send button

greenhouse file jockey com send

The file is uploaded to IBM Greenhouse

The file is send to WebDAV

If you have files in a folder, it is possible to upload a file without opening the file in edit mode. Open the folder, the files will be presented. Click the share button and choose Send a Copy

Open the folder and select the share button select Send a Copy

Select a file and choose WebDAV. You will be asked to select a location, etc.

Select a file and choose WebDAV

Downloading, editing and uploading documents between Pages and IBM Greenhouse becomes very easy when connected through WebDAV. Enjoy!

For this manual I use the Pages app, but the same is applicable for Numbers and Keynote. Open or install the Pages app on your iPhone. Press the + icon and select Copy from WebDAV.

Open Pages and push the plus button  Select Copy from WebDAV

Fill in the File Jockey for {IBM} URL and your own login. For this example we use the IBM Greenhouse environment. Press the Sign In button.

iphone pages webdav sign in

The IBM Greenhouse environment is presented. Choose a location, for example My Files or one of the Communities.

The IBM Greenhouse environment is presented   Library in IBM Greenhouse is presented in Pages

Select a file, which will be automatically downloaded and imported

File is downloaded and imported

And the file is available in Pages. Click the Edit option in the upper right corner. When the file is in Edit mode and you are ready, click the tool button and click Share and Print.

Select the tool button  Select Share and Print

 

Select Send a Copy and choose WebDAV.

Select Send a Copy  Select WebDAV

Choose the file type. The file is prepared for sending to WebDAV

Select a file format  File is prepared for uploading

Choose the location to send the file to and click the Send button. The file is uploaded to IBM Greenhouse.

Select a location and click Send  File is uploaded

If you have files in a folder, it is possible to upload a file without opening the file in edit mode. Open the folder, the files will be presented. Click the + button. You will be asked to select a file.

Files in folder push the plus button  Select a document

Select a file and choose WebDAV. You will be asked to select a location, etc.

Choose WebDAV

Downloading, editing and uploading documents between Pages and IBM Greenhouse becomes very easy when connected through WebDAV.

Enjoy!

On your Android device, open (or install) the FolderSync app. Go to Accounts. Click Add account and choose WebDAV as Account type.

Open FolderSync   Choose WebDAV as account type

Fill in a descriptive Name, Protocol should be HTTPS, and use the File Jockey for {IBM} URL and use your own login. In this example we use the IBM Greenhouse environment.

android foldersync webdav login  IBM Greenhouse credentials

Scroll back to the top of the screen and click Test connection. If you filled in the correct credentials you will see a ‘Login succeeded’ message (if not check your login credentials). Click the Save option at the top of the screen.

Now the connection with IBM Greenhouse is arranged you can select which communities, folders and or documents you want to synchronize to the FolderSync app.

Go to the FolderSync settings and choose Folderpairs. Fill in a descriptive name for the new Folderpair.

Go to Settings select Folderpairs   Folderpair setup

Click the Remote folder to select the folder you want to synchronize the document in IBM Greenhouse from. Click Select Folder when you have selected the requested folder.

Select a folder   Select a folder

Click the Local Folder field on the Folderpairs settings and select where you want to store the synchronized communities, folders and or documents. For example Documents/WebDAV/IBM/File Jockey. Click Select folder in the upper left corner.

Select local folder to store the synchronized documents  Android FolderSync select correct location

On the Folderpairs settings, select Sync Type, we prefer Two-way synchronization.

Sync type Sync type two way

Fill in the other Folderpairs options as you request. When you are finished, press Save on the top of the screen.

Other Folderpairs options

The synchronization is now available. Push the Sync button. The synchronization will start.

Folderpair created IBM Greenhouse communities is synchronized

You can view the progress of the synchronization in the FolderSync settings, Sync Status.

When the synchronization finished, the synchronization remains available to start again. Just push the Sync button after you have changed documents and the documents will be synchronized automatically to the correct location.

Go to the File Manager to view the synchronized files

Go to the File Manager for the files

Notice you have to select the same path as chosen for the synchronization to get to the files.

Synchronized files

While the connection with IBM Greenhouse is arranged, you can also download files separately, with the File Manager. Notice that these files are not synchronized Two-way with the IBM Greenhouse environment (or any other location)!

Push the Cloud button in the File Manager.

Push the Cloud button

Choose the IBM Greenhouse connection. Navigate to the correct location in IBM Greenhouse and select a document.

Choose File and Download

Open or install PDF Expert on your iPad, but of course the app is also applicable for use with the iPhone.

PDF Expert app

The PDF Expert app opens default in Documents

Open PDF Expert

Select Network and choose WebDAV

PDF Expert select WebDAV as connection type

Fill in the IBM Greenhouse URL and your own login. In this example we use our free File Jockey server for IBM Greenhouse, the associated URL: https://greenhouse.file-jockey.com (only applicable for use in apps) and we use our own IBM Greenhouse login.

Click Save in the upper right corner.

Fill in the IBM Greenhouse credentials FJ2

The connection with IBM Greenhouse is visible under Accounts and the connection is established immediately. The folders in IBM Greenhouse are presented.

IBM Greenhouse connection is established

The Sync option has become visible in the upper right corner. So you can now decide which part of IBM Greenhouse you want to synchronize with PDF Expert over File Jockey. The entire environment, a few communities or just some files. It is up to you.

Click Communities to select the Communities you are member of or follow. In this example we will sync the complete File Jockey community. So select File Jockey and press the Sync option in the upper right corner.

File Jockey community in IBM Greenhouse

The File Jockey community is opened. Press Sync to synchronize the complete File Jockey community to PDF Expert.

Press Sync to synchronize the File Jockey community to PDF Expert

Click ‘Sync This Folder’

Press Sync this Folder

The Folder is added to Documents.

Sync folder was added to Documents

Go to Documents. The File Jockey folder is available; the two arrows on the folder present the ongoing synchronization.

File Jockey folder is presented

When the synchronization is ready, you can start editing documents or synchronize other communities or My Files. You can even decide to create another WebDAV connection.

Editing documents with PDF Expert

You can now edit and modify documents with PDF Expert. The following file types are supported:

Supported file types by PDF Expert

Open the IBM Greenhouse connection and select a document you want to edit, it will turn blue.

Select a file to edit

You can now modify the document completely; highlight, strike out, add a signature, draw with your finger, make your notes, etc.

Modify the file

When are ready editing the document you just go back to the dashboard of PDF Expert and your changes are saved and automatically synchronized with the IBM Greenhouse environment, during the next sync. The cloud icon beside the document indicates that the document is not yet synchronized with IBM Greenhouse.

Cloud presents the file is not synchronized yet

The document will automatically be synchronized in an instance (according to your Sync Settings). If you don’t want to wait for this to happen, you can select Network and click Sync in the upper right corner.

Synchronize with IBM Greenhouse


PDF Expert settings

With PDF Expert settings (push the gear button in the left upper corner) you can determine where files are downloaded to, if the data is protected or how synchronization is arranged.

PDF Expert settings

Support for versioning

The PDF Expert app supports versioning of documents. Use our File Jockey Beta program software to be able to test this.

Note: do not use beta versions of File Jockey in your live production environment, while this software has not been tested thoroughly yet!