My Docs Online FAQ » Group Administration

Receive Low On Space warnings via daily email

Richard — Wed, 20 Jan 2010 19:35:23 +0000

Account administrators can request an automatic email when their account is at or above 95% of storage capacity.

The warning email is sent after midnight Eastern US time, and goes to the email address of the administrator ID.

To have this option turned on for an account email support@mydocsonline.com and include your administrator ID in the request.

Upload Logs record all new files each day

Richard — Sat, 12 Sep 2009 01:44:40 +0000

Account administrators can opt to have daily Upload Log reports created in the CSV (comma-separated values) format that is easily opened in Excel.

Once turned on the reports are generated nightly to show all new files uploaded during the day just ended, including files that were later deleted. Each line of the report includes:

File name
Folder the file is in at the time the report was created
Date/Time of the upload

This feature must be requested from My Docs Online Support and will result in a new folder \Logs\Uploads in your account after the feature has been activated.

Related: Activity Logs

Activity Logs show your users’ actions

Richard — Fri, 28 Aug 2009 02:36:17 +0000

Account administrators can opt to have daily Activity Log reports created in the CSV (comma-separated values) format that is easily opened in Excel.

Once turned on the reports are generated nightly to show activity for the day just ended, and include information on actions of interest such as:

Logins, including User ID, time/date, and client IP address (for geolocation)
File uploads/downloads/deletes
Folder creation and deletion
File renames and moves

Introduced in February, 2009, this feature must be requested from My Docs Online Support and will result in a new folder \Logs\Activity in your account after the feature has been activated.

Related: Upload Logs

Web Folders, MS Office File Save works for administrator but not for sub-account

Richard — Thu, 27 Aug 2009 11:50:28 +0000

There are two common reasons why an Excel or Word file can be opened “read-only” using Web Folders, but cannot be saved back to the My Docs Online Web Folder location.

Folders other than the Group “Root Folder”
If permissions for the sub-account are set to “View Only” the user will be able to open, but not update or save an Office file.

Files in the Group “Root Folder”
The “root folder” is by design always “view only” for all users except for the administrator ID.

The solution is to create a folder to hold the files instead, set the permissions as needed, and move the files.

In general files should not be in the Root Folder, only folders.

How do I set up email notifications when new files are uploaded?

Stephen — Tue, 21 Jul 2009 14:41:42 +0000

Upload notification can be turned on for any Group folder, causing an email to be sent to selected members of the Group when a new file is uploaded to that folder. This feature is used in particular for the “Upload” folder used by the Customer Upload feature.

To set upload notification rules for the Upload folder, or any other folder, follow these steps:

Log into the Account Administrator’s account
Click on “Group Administration”
Select the “Email Notifications” tab
Select a folder needing email notifications by clicking on the folder icon next to the folder name. Enable it by checking the desired recipient(s) and clicking “Update”

How can I set Folder Permissions in a My Docs Online Account?

Stephen — Tue, 21 Jul 2009 14:32:03 +0000

Folder permissions may be set by the Group Administrator. To set folder permissions click the “Group Administration” button, then select the tab for “Folder Permissions”.

To add or update permissions on a folder just select the folder and your user list will appear. From this point you select who you want to “View” only, or have “Full Control” or have “No Access” at all to this folder, for each of your members, and click “Update”.

Here’s a short video that walks through the process of setting permissions for an account.

How can I remove a user from a My Docs Online Account?

Stephen — Tue, 21 Jul 2009 13:51:39 +0000

Click the “Group Administration” button, then click “Group Users Administration” tab. That will bring up a list of your users. To remove a user just select the action button to the right of the account name and select “delete”. The user will be removed from your group and replaced with an additional undefined user.

How Can I change the Display Name for My Account

Stephen — Tue, 21 Jul 2009 13:49:42 +0000

As a My Docs Online administrator you can change the display name of your account group, which is your highest level folder, by clicking the “Group Administration” button, then selecting the Group Settings tab. To change the display name just click the display name item and make your change.

The highest level folder is also known as the root folder.

How can I keep group members from Changing their Passwords or Email Addresses?

Stephen — Tue, 21 Jul 2009 13:46:24 +0000

Click the “My Account” button, then click “Group Administration”. On the Group Administration screen, in the User Update Control section, be sure the section is set to Administrator Only. That will remove group members ability to change passwords or email addresses.

How do I add new users to a My Docs Online group?

Stephen — Tue, 21 Jul 2009 13:38:03 +0000

You can add users to your My Docs Online Account by clicking the “Group Administration” button, then clicking the Group Users Administration tab. Users noted as “Undefined User” can be configured by using the Action bar to the right.

Here is a short video that will walk you through the process of adding users: