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Get the most from a Library

Users can group folders and files they have access to into categories called Libraries, which are the main method used to manage content in AsdeqDocs. Libraries are in fact references to collections of documents and folders that live within an enterprise backend, typically in one or more corporate document repositories or file shares.

Libraries can be created:

  • by you for your own use
  • by you and shared with colleagues
  • by your system administrator and shared with you and/or your groups 
  • by colleagues and shared with you and/or your groups

Having the power to create libraries means you have the power to create something that is tailored to be of greatest value to you. This can save you time, effort, and frustration when using your mobile device.

When creating a library, do so at the folder(s) located nearest where the files you need are stored.  This provides the following benefits:

  • minimize the data being sent to your device during syncs, reducing download costs and time
  • minimize the effort to navigate to your files when using your device
  • search results have a higher relevance to you
  • maximize the efficient use of the limited storage available on tablets such as the iPad

Common libraries

The list below lists some of the common libraries created by companies using AsdeqDocs.
While these could all be created by the system administrator, it is best to empower the users and train them on how to create libraries.

Library contentsCreated byShared withMade mandatory
Company PoliciesHR ManagerAll staffYes
Home driveUserNo oneNo
Sales & Marketing materialMarketing & Sales ManagerSales staff, Marketing staff, all staffNo
Exchange folderAdministratorEveryone (access controlled by Exchange permissions) No
Project folder(s)Project Manager
Team member 
Project team
Project team or no one 
Yes
No 
Board packAdministrator
Executive assistant 
Board/ExecutivesYes 
ContractsExecutive or Legal teamLegal Team, Project Teams, ExecutivesNo
Customer account filesCustomer Services ManagerRelevant staffNo
Meeting filesAnyoneRelevant staffNo

Sharing libraries and mandatory libraries

The decision to share a library is a simple one, and while the contents of a library are controlled by the permissions on the file source (e.g. SharePoint permissions, file share permissions) sharing is also a safe activity.

Note: The decision to make a library mandatory is one which should be calculated carefully, taking into consideration the size of the library, and the importance of the data to the users/group the library is being shared with.

Managing Libraries

Libraries can be managed on the device or using the web browser. The techniques and options available on the device are essentially identical.

In the web console, select the Libraries icon to display a list of available Libraries, an example is shown below.

The library list includes the following types:

IconLibrary type

 

The current user's library that is not shared

 

The current user's library that is shared with other users or groups

 

A Library that another user has created and shared with the current user or a group the current user is a member of

 
A Mandatory library that is automatically added to user's connected devices (may be a shared library)
At the next sync, this library will appear on all devices for the users and/or groups it is shared with and will not be optional for the device's users (see the warning below)


Libraries page

Using the AsdeqDocs app

When editing libraries you can Choose which libraries are synced to your device or Manage the content of libraries

Example using Apple iPad

Choose

Manage

 

 When creating a new library or managing library details you can set the following fields and options:

Basics

  • Library Name
  • Library Description
  • Keep on my device
  • Delete Library. Deleting a library will permanently remove it from all synced devices.

Contents

  • Add documents
  • It is also possible to remove items from the contents of the library. This is done at the same level as the items were added. Subfolders and files in folders that were added can not be deleted individually (e.g. you can not navigate into a folder and opt to not sync certain parts of it's contents).

Advanced

  • Share with. Use the + to select from your network user and/or groups
  • Give others control. Allows the users and/or groups that the library is shared with to manage the library content
  • Force download. Makes the library a mandatory library to be pushed onto the device(s) of all shared users and groups. As such, this option should be given due consideration before use.

 

Create or Edit Libraries

 

Basics

Contents

Advanced

 

 

Library Management

To Create a New Library:

On a mobile device:

  1. From the main menu tap on Edit, then Manage (Requires On Device Library Management to be enabled by an administrator) 
  2. Select Create New
  3. Enter and Name and Description for the Library
  4. Continue to add files to a Library

Using the web interface:

  1. Select the New Library option at the bottom of the libraries list or + button from the top of the list to display the Create a New Library dialog.
  2. Enter and Name and Description for the Library
  3. Continue to add files to a Library

To Add Files to a Library:

You don't want every file on the network on your device, just those important to you.

(lightbulb) HINT: When adding files to a Library, use the > to navigate down to a folder level nearest the files and folders that you will work with. This will reduce the effort to navigate to your files when using the app, reduce the syncing time, and will greatly reduce the amount of data downloaded.

On a mobile device:

  1. From the main menu tap on Edit, then Manage
  2. Select the library you would like to add files to
  3. Select the Contents tab
  4. Select Add Documents
  5. Navigate to Select the required files and/or folders to add them to the Library. As files and folders are selected they are removed from the displayed list. Add as many files and/or folders as required from any of the available locations.
  6. Select Done

Using the web interface:

  1. Select the Library from the Library list and select the Add Files button to display a list of available files and folders, and select those you wish to include in the Library. These are selected from the available Source Locations which have been configured by the administrator.
  2. Navigate to find the required files and/or folders then select Add to Library to add them to the Library. As files and folders are selected they are removed from the displayed list. Add as many files and/or folders as required from any of the available locations.
  3. Select the Done button to display the Library with a list of added folders and files. An example is shown on the Libraries page above.

To Edit a Library

On a mobile device:

  1. From the main menu tap on Edit, then Manage 
  2. Navigate to the Library you which to change
  3. Make your changes and tap Done

Using the web interface:

  1. Select a Library from the list to display the details.
  2. Edit details in the Name and Description fields.
  3. Select the Make Mandatory option if required (administrators only).
  4. Select the Save button to save the changes.

To Delete a Library

On a mobile device:

  1. From the main menu tap on Edit, then Manage
  2. Select the library you would like to Delete
  3. Select the Basics Tab
  4. Select Delete This Libray

Using the web interface:

  1. Select the  button from the top of the list to display the Delete item from Library dialog. 
  2. Select Yes to remove the Library.

To Share a Library with Others

Libraries can be shared with other users and groups. (Note:if the selected user or group do not have permission to view some files they will not be able to access them.)

On a mobile device:

  1. From the main menu tap on Edit, then Manage
  2. Navigate to the Library you which to share
  3. Select the Advanced tab
  4. Select the + to Share With
  5. Select the Users or Groups you would like to Share the library with.
  6. Select Done

Using the web Interface

  1. Select the Users and groups button to display the Share Library dialog.
  2. Enter a search term in the Find users or Find Groups box then select the Search button to display a list of users or groups. This is a lookup on any connected LDAP system, like Active Directory.
  3. Select the Share button to display the user in the Shared with users & groups section and give the user access to this library. Select the Unshare button to remove existing users or groups from the list.

To Select a Device that can receive the Library:

Select the Send To Device button to display a list of available devices. All currently selected devices have a blue tick displayed, an example is shown below.

Select any required devices to display a blue tick.

 


Send to Device pane

 

Make Mandatory 

Making a library mandatory will force the library onto every device for all the users and groups that the library is shared with. This will occur when those devices next perform a sync.

Note: While this option is useful for pushing HR policies or Acceptable use of IT Resources Policies to all staff, it is an option that should be used wisely, and only after due consideration. Large libraries forced onto devices may not be welcomed by all users.