ubc workspace 2.0 › sites › it.ubc.ca › files › workspace › user... · 2018-02-22 ·...

Workspace 2.0 - iOS Content Locker

UBC Workspace 2.0:

VMware Content Locker v4.12 for iOS User Guide

Navigating Content Locker

Content Locker centralizes all your enterprise data in a single container and integrates existing content

repositories on your mobile device. Toggle between the available screens to access and manage files. Using

FIPS 140-2 encryption, you can securely open, edit, store, and manage the content on your device wherever

you are.

Understanding the Home View

The multi-functional Home view is the first screen you see after you open Content Locker. It displays high priority content and serves as a central navigation location.

High Priority Content High priority content distinguishes the content that requires special notice into defined categories.

Icon Definition

Required View content your administrator marked as required.

Featured Access content your administrator flagged as important

Recent Access recently viewed or updated files.

Side Navigation Access any of the following options from the side of your screen.

Icon Definition

Access to find application information and settings.

Access admin-selected Content Types in the app’s default view.

Access and view content stored on your corporate network and content you uploaded to the cloud.

Keep a record of personal content actions in the activity feed.

View the content you bookmarked for quick access.

View updates, collaboration, and alerts. In iPad, this feature appears on the top navigation bar.

Add new documents, media, folders, or repositories directly in the app.

Top Navigation

Access any of the following options from the top right-hand corner of your screen:

Icon Definition

View active downloads, uploads, and download and upload history.

See currently open documents. This feature is available only on iPad.


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Perform a global search of all content.

Adding Content

Use Content Locker to securely add and maintain the content.

Creating New Content

To add the content, tap the button. This button appears on all the content screens so that you can add the

new content any time.

Creating content from Home, Activity, or Feed screens – You are prompted to choose a location to

save your new content.

Creating content from a Repository – Your content is saved directly to that repository.

The following table explains the types of content that you can add.

Type Definition

Document Add Word, Excel, PowerPoint, or Text files. Edit the files and then name and save the document appropriately.

Folder Add a folder and select a repository to save the folder.

Repository Enter a repository link, select Continue to complete the process.

Camera Add and save images and videos as files by providing the file name in a chosen location.

Photo Library

Import the existing photos on your device to a repository.

Audio Record and save an audio file to a repository.

Use Camera for Image Capture

Use the image capture functionality within Content Locker to easily capture and save a single image or a batch

of images in a few simple steps.

To capture and save an image:

1. Tap the icon on the Repositories screen. The Add screen appears.

2. To launch the camera, tap the icon.

3. Capture the image and then tap SAVE.

4. On the Save file screen, enter the file name and choose a location to save the captured image files. To

save the file, you can either choose a previously saved location from Save location or set a new

location by using the Choose a different location option.


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If you capture multiple images, then you can save the images as a batch by providing the

Batch name.

If you want to create a new folder to save your images, then enable the Create new folder

with images option using the toggle button.

If you want to save the image or images to a repository, log in to the repository before capturing

the image. The repository is displayed in the list of locations available to save the image.

5. Confirm and save the image.


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Using Open in and Upload Functionality

Use Open In functionality to open email attachments or files from Content Locker or use Upload functionality to

upload files directly from Content Locker. If the authentication is of type Passcode or Username and Password,

then the following actions might be partially restricted.

If your administrator whitelists the following actions, then you can perform these actions from the mentioned

apps.

Open Content Locker files from MS Office app – For example, in Word app, select Open > More >

Location > Content, the Content Locker app opens. From Content Locker, select the required file to

edit in Word app and then save it as a draft or a new version.

Email attachment with VMware Boxer – Tap the attachment and select Open in > Import with

Content or Copy to Content to open it in Content Locker. Then, save the document appropriately.

Email attachment with VMware Inbox – Tap the attachment link and tap View > Content Locker (If

the document is encrypted for security purposes, then Content Locker is the only option) and the

document opens in Content Locker. Then, save the document appropriately.

File in the Browser – Tap the file and choose Open In… > Copy to Content and the document opens

in Content Locker. Then, save the document appropriately.

Upload to Dropbox – Use the Upload functionality to upload the files directly to Dropbox.

Using Export Function with Microsoft Office 365 Apps

Use Export functionality to create new files with MS Office 365 apps and save them directly to the Content

Locker repositories. You can create MS Office 365 files like Word, PowerPoint, or Excel. You must have the

write permission to save files to third-party repositories. Personal Content and Local Storage are writable by

default.

1. Navigate to the MS Office app. For example, Word.

2. Create a new file and select Save.

3. From save options, select More, and then select Locations.

4. Select Content Locker from the listed options and then select the repository where you want to save

the file.

Creating a Default Import Location for Content

Determine where to import and store the content when you open it on the device.

1. Navigate to Settings > Preferences > Import To.

2. Choose either the Personal Content or Local Storage or select Prompt me each time to make a choice each time you open a file.

Managing Content

View and manage the content directly in the app. Use the content cards or the content list view to find

information about each document including the date the document was created, the version number, and file


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size and type. Use the icons on the content cards as tools to organize and personalize the content. Or, use

bulk actions to organize many files at once.


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Managing Individual Content Cards

To perform actions or access additional functionality, tap the icons on each content tile.

Icon Definition

Add to your Favorites list. Tap again to remove it from your Favorites list.

This icon indicates that you saved the document as a draft. Draft is stored locally on your device. You can access them any time by viewing drafts in the User Hub. Drafts are not yet synced to a repository.

This icon indicates that content was updated.

Use this menu to find information, delete, rename, collaborate by commenting or sharing (if available). Use open in functionality (if available) to send the document as an email attachment or with another secure application, or add the content to Favorites.

Download content from a Personal Content repository or a Corporate Content repository to the device.

Upload content to the Self-Service Portal or sync with your enterprise network.

Content is in the process of downloading to the device.

Managing Multiple Content Cards Using Bulk Actions

To perform actions on the documents, select multiple files or folders and use the actions on the left-navigation

bar. Unavailable actions appear in gray and are not usable.

Icon Definition

Tap to select and group files together to perform bulk actions. A check mark appears.

Add to your Favorites list. This feature is available only on iPad.

If Boxer is configured with your managed account, use the app to send email. If both Boxer and Inbox is configured, then your device OS decides the default mail client.

If Boxer is not configured, use the native mail client to send email.

Copy the file in the selected folder or create a New Folder for the copied file.

Delete the file. A prompt appears asking for confirmation.

Press to exit the bulk action functionality and return to the content screen on an iPad device. On an iPhone device, select Cancel to exit.

Editing Content

Using the Microsoft Office Viewer

After opening a Microsoft Word or Excel document, you can edit it directly in the app to ensure it is protected

alongside your other corporate data. The following options are available to edit document.


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Icon Definition

Use this menu to save the file, send as an attachment on an email, print, open into (if available), add comment, or exit.

Undo and redo actions as needed.

Add pictures, text, shapes, table, chart, symbol, header and footer, hyperlink, bookmark, footnote and endnote.

Use this option to format or edit fonts, paragraph, and style settings.

Select to access other menu options to format the document. Perform find and replace, turn track changes on or off, spell check, and so on.

To mark items or objects, draw over the document.

To perform the actions like copy, cut, or delete, tap on added text, images, chart, and table. To edit data, double tap on the chart. You can also edit and save documents with custom fonts using Content Locker.

Saving Microsoft Office Files

To decide how and where you want to save the file, tap the menu icon and then follow the prompts. An

Import window appears with the following options:

Save File as a New Version. The file name remains the same but a new version number is

added to the content card. (The availability of this option can change depending on your

repository settings.)

Save As a New File with a new version. Edit the New File Name and Location. This text box

appears while saving word documents from your Personal Content.

Save As a Draft which appears on the screens and is saved to the User Hub but not synced to

a repository. A draft icon appears next to the file status. To move the document out of draft

status, save the document as a new file. After saving, tap the icon at the top of the screen to

return to where you last accessed content.

Using the Adobe Acrobat PDF Viewer

After opening an Adobe Acrobat PDF document, you can annotate it directly in the app. Use the following tool

bar to annotate files. Each open PDF appears in a row of tabs across the PDF viewer.

Icon Definition

Add this document to your Favorites list.

Use the editing tool bar that appears on the left-side of the screen to annotate the document as needed. Highlighted features include:

Sign file –To add a signature to the document, long-press the text box icon.

Stamp file –To add a stamp to the document, long-press the image icon. You can also edit and annotate password protected PDF files.


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Icon Definition

Add annotations to the document, view the outline, or add bookmarks.

See thumbnail views of all the pages in the document.

Search the open document for key words.

Email a copy, print the document or open it in another application. If the document is restricted, you cannot open the file anywhere else but you can find information about the file.

Use the Search Hub to access all documents in your content repositories. This feature is available only on iPad.

Saving Adobe Acrobat Files

Tap the disk icon that appears in the bottom bar of the screen after you annotate the file. Follow the

prompts to save changes. A window appears with options for saving:

Save File as a New Version. The file name remains the same but a new version number is

added to the content card.

Save File as a New File with a new version. Edit the New File Name and Location if desired.

Save File as a Draft, which is saved to the User Hub but not synced to a repository. A draft icon

appears next to the file status. To move the document out of draft status, save the

document as a new file.

After saving, you can close the document by tapping the X in the tab, or tap Back to return to the

content screen where you last accessed content.

Sharing and Collaborating on Content Locker

Securely share information about the documents with collaborators directly in the app.

Using Features for Sharing Content

Add collaborators to files and folders and assign role-based access to each collaborator. Remove as

needed.

Secure shared documents by requiring a passcode for file access.

Limit the number of days available the document is available and the maximum number of downloads.

Share files and folders by creating unique links for distribution through email, text message or copy and

paste the link as needed. View shared links and unshare as needed.

Use the following tools found on any of the content cards or in content list views:

Icon Definition

To edit the Security Settings and finish filling out the form, tap Share. Share the file by creating a Password (required) on the form. Next, choose Link Sharing Options or undo the file share.


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Icon Definition

Share the folder with other employees by tapping Add Collaborators and give them role-based access to the folder. Use the + icon to add more collaborators. Swipe on collaborator names to show options for deleting names.

Add comments to the file. Type @ in the text box and identify the recipients using email addresses. The comment is sent through email and appears in the Notification window.

Using the Activity Feed

Use the Activity Feed to help you keep track of content in the Personal Content repository.

View when you or others:

Create new content

Work on content files

Create new folders

Delete or rename content

Delete or rename folders

Using Support

Access Support from the Settings menu and perform actions on the Content Locker log files. Some of the

actions that you can perform on the log files are:

Send logs to admin server – If there are any issues or errors with your Content Locker, use this

option to send the logs to your administrator. After sending the logs, a status message appears as

either ‘Logs sent successfully’ or ‘Logs failed to send’.

Email logs – Send the log files as an email attachment to a recipient of your choice. The email

opens in VMware Boxer if configured with a managed account. If VMware Boxer is not installed, the

email opens in your native email client. The log file is provided as a .log attachment with a basic

editable description about the log contents.

Copy logs to clipboard – Copy the log files to clipboard using this option and then paste it to a new

doc, app, or email. After copying successfully to the clipboard, the 'Logs copied' message appears.

Using the Self-Service Portal and Content Locker on the Desktop

When you upload or download files or folders to your Personal Content repository, they automatically sync with

the Self-Service Portal (SSP) on the cloud and with your Content Locker Sync client on your desktop

computer, if available. The menus in both of these locations mimic the functionality offered in the Content

Locker app for your device, so you can access, add, edit and manage content using similar processes as in the

application.

Logging In to the SSP

Navigate to your SSP through your web browser using the link that your administrator provided.


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1. Access the SSP by navigating to http://<EnrollmentURL>/MyDevice. After you log in, you see your enrolled devices.

2. Select My Content. The dashboard displays.

After logging in to the Self-Service Portal, you can download additional applications to apply your productivity on your computer.


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Using Content Locker, Content Locker Sync, and Outlook Add-In

Use Content Locker applications on your desktop by downloading them from the Self-Service Portal, if allowed

by your administrator. Find available application downloads in the bottom-left corner of your SSP screen. See

the image in the earlier section.

Type Definition

Content Locker

Access your all enterprise repositories on your computer. View and upload files as needed.

Content Locker Sync

Access your Personal Content repository from a locally designated folder on your computer. You can view, manage, edit, and save files in this folder and they sync with the Self-Service Portal.

Mac OS X – Find this application at the top of the screen in the Apple Menu bar.

PC – Find this application at the bottom of the screen in the task bar.

Outlook Add-In

Sync important attachments with your Personal Content repository when using Outlook email and convert email attachments to secure HTML links that are embedded directly in the email body.

ubc workspace 2.0 › sites › it.ubc.ca › files › workspace › user... · 2018-02-22 ·...

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