Knowledgebase: MyGreenFileManager
MyGreenFileManager Basic User Guide
Posted by Support, Last modified by Support on 30 July 2010 02:57 PM

Basic tasks

Working with files

Searching files

To search the currently open folder simple click the "Search" button on the top-left corner of the application. To search in a different folder, right-click the desired folder and select "Search" from the contextual menu. You can search by filename, file text contents (if file indexing is enabled) or by metadata.

Searching by filename
  • Search by entire filename, example: "Some Document.xls"
  • Search by extension, example "*.xls"
  • Search by partial filename, example "Document"
  • Search by partial filename and filter by extension: "*Doc*.xls"
Searching by text contents

The field "File contents" should be displayed and editable, to be able to search by text contents. To search for a document containing the word "Invoice", for example, you can simply type in the word inside the "File contents" field and click "Search". If you want to search more selectively, however, you can filter your search by specifying Boolean filters. Boolean filters let you combine search words using simple logic, as you can see in the following table.

Filter Example Use this to
AND building AND project Find files that contain both words "building" and "project" (even if those words are not right next to each other).
NOT building NOT project Find files that contain the word "building," but not "project".
OR building OR project Find files that contain either of the words "building" or "project".
Quotes "building project" Find files that contain the exact phrase "building project".
Wildcard te?t Find single and multiple character wildcard searches within single terms. To perform a single character wildcard search use the "?" symbol. To perform a multiple character wildcard search use the "*" symbol. For example, to search for "text" or "test" you can use the search: "te?t".
Fuzzy Searches roam~ To do a fuzzy search use the tilde, "~", symbol at the end of a Single word Term. For example to search for a term similar in spelling to "roam" use the fuzzy search: roam~ This search will find terms like foam and roams.
Proximity Searches "project china"~10 Find words which are within a specific distance away. To do a proximity search use the tilde, "~", symbol at the end of a Phrase. For example to search for a "project" and "china" within 10 words of each other in a document use the search: "project china"~10
Searching by metadata

To search the files by a particular metadata value, select the desired field from the "Metadata Field" dropdown menu, type some text in the "Metadata" field and press the "Search" button.

Using the search results list

Clicking an item in the search box it will open its folder location and will automatically select it in the main list of files.

Downloading files

To download a single file right-click it and select "Download" from the contextual menu.
To download multiple files hold the CTRL key, click on the files you want to download, select the "Download" option from the contextual menu and click "..in one zip file".
To download an entire folder, right-click it and select "Download". MyGreenFileManager will automatically zip the folder and ask you to save the created Zip file. This method is useful when you need to preserve the sub-folder structure.

Uploading files

There are three file upload modes:

Drag & Drop
Allows you to upload files and folders by dragging them from your computer to the browser.
You can click here to verify if your browser has the Java support required to use this feature.
Please follow these steps to upload files using this method:

  1. Click "Upload" menu option (from MyGreenFileManager's top toolbar.)
  2. Click "Yes" or "Allow" inside the Java security prompt. (The buttons label differs between browsers and operating systems.)
  3. Drag files from your computer inside the box that reads "Drag files from your computer here".
  4. The upload window will automatically close after the transfer completes.

Flash
If your browser doesn't have Java support and for some reason you can't install it, you can use this alternative method to upload multiple files easily. This tool is usefull also because it shows the progress of the transfer.
Please follow these steps to upload files using this method:

  1. Click "Upload" menu option (from MyGreenFileManager's top toolbar.)
  2. Select the "Flash" tab inside the opened window.
  3. Use the "Upload Files" button to select the files that should be uploaded.

Classic
This is the classic way of uploading files over the web.
Please follow these steps to upload files using this method:

  1. Click "Upload" menu option (from MyGreenFileManager's top toolbar.)
  2. Select the "Classic" tab inside the opened window.
  3. Use the "Browse..." buttons to select up to four files that should be uploaded.
  4. Click the "Upload" button to start the transfer.

Renaming files

To rename a file follow these steps:

  1. Right-click the file and select "Rename" from the contextual menu.
  2. Type the new name for the file and click "Ok".
  3. The files list will automatically reload to show the changes.

Deleting files

To delete one or multiple files follow these steps:

  1. Select one file, or multiple files by holding the CTRL key pressed.
  2. Click the "Delete" option from the contextual menu.
  3. Click the "Ok" button in the prompt to confirm the action.
  4. The deleted file(s) will disappear from the list.

Notes: Deleted files can be restored from the "Deleted files" special folder. If you have checked the "Permanent deletion" option the files have been destroyed and cannot be recovered.

Moving files

To move one or multiple files to another folder follow these steps:

  1. Select one file, or multiple files by holding the CTRL key pressed.
  2. Drag the file(s) from the list to the target folder on the left tree menu.
  3. The files list will automatically reload to show the changes.

Copying files

To copy one or multiple files to another folder follow these steps:

  1. Select one file, or multiple files by holding the CTRL key pressed.
  2. Click the "Copy" option from the contextual menu.
  3. Right-click the target folder from the left tree menu and select "Paste copied files".
  4. The files list will automatically reload to show the changes.

Creating Zip files

To Zip one or multiple files follow these steps:

  1. Select one file, or multiple files by holding the CTRL key pressed.
  2. Click the "Add to zip" option from the contextual menu.
  3. Type the new name for the new Zip file and click "Ok".
  4. The files list will automatically reload to show the changes.

To Zip an entire folder follow these steps:

  1. Right-click the folder and select "Add to zip"
  2. Type the name of the Zip file that will be created and click "Ok"

Extracting Zip files

To extract a Zip file follow these steps:

  1. Select the Zip file
  2. Click the "Unzip" option from the contextual menu.
  3. Type the name of the folder that will be used to unzip the files to.
  4. The folders list will automatically reload to show the changes.

Working with folders

Creating new folders

To create a new folder follow these steps:

  1. Right-click the folder under which you want to create the new folder
  2. Click the "New sub-folder" option from the contextual menu.
  3. Type a name for the new folder and press ENTER on the keyboard

To create a new folder under the directory that you are currently browsing you can also use the "New folder" menu option from the top toolbar.

Moving folders

To move a folder you have to select and drag it to the target folder. The folder tree will reload to show the changes.

Renaming folders

To rename a folder follow these steps:

  1. Select the folder
  2. Right-click it and select the "Rename" option from the contextual menu.
  3. Type the new name for the folder and press ENTER on the keyboard

File Versioning

Whenever a file is overwritten, by copying or uploading a file with the same name, a copy of the previous version is automatically stored by MyGreenFileManager.

Browsing previous file versions

You can browse the previous versions by selecting a file and clicking the "Versioning" contextual menu option.

Restoring / deleting previous file versions

You can delete or restore a previous version by selecting it and clicking the appropriate contextual menu option.

Locking / Unlocking files

To lock or unlock a file follow these steps:

  1. Select the file
  2. Select the "Versioning" option from the contextual menu and click the appropriate action.

Locked files can be modified only by the users who locked them.

Files Comments

MyGreenFileManager provides a tool for attaching user's comments to files.
To view the comments for a file follow these steps:

  1. Select the file
  2. Open the "View" toolbar menu and check the "File preview" checkbox
  3. Select the "Comments" tab available on the file preview pane.

To add a new comment click the "Add comment" button that ca be found on the bottom toolbar of the commenting area.
To remove a comment from the list select it and click the "Remove comment" button that have been highlighted when you selected the comment.

Files Metadata

MyGreenFileManager allows you to attach information to files trough the Metadata system. Predefined text fields can be filled in with information by selecting a file and clicking the "Metadata" contextual menu option.
To coose what metadata information to display in the files list, follow these steps:

  1. Move the mouse over any column header and click the arrow icon that appears on its right side.
  2. Expand the "Columns" sub-menu and select the columns that you want to display.

E-mailing Files

To send files as e-mail attachements follow these steps:

  1. Select one file, or multiple files by holding the CTRL key pressed.
  2. Click the "E-mail" option from the contextual menu.
  3. Fill in the displayed form's fields and click "Send"

Instead of attaching the files, to avoid e-mail servers' limitations, MyGreenFileManager can also automatically create and attach Web Links to the email. To do that select the "Create and attach WebLinks instead of sending the actual files" checkbox.
To dissalow the web access to the files at a later time, you can remove the Web Links as described in the "Web Links" section bellow.

Folder Sharing

To share a folder with other MyGreenFileManager users follow these steps:

  1. Select the folder
  2. Right-click it and select the "Share" option from the contextual menu.
  3. Click the "Add Users" button.
  4. Select the users or groups of users with which you want to share the folder by clicking their checkboxes.
  5. Click the "Ok" button.
  6. Set the permissions you wish to grant to the selected users and click "Save"

The shared folders are marked with a small hand icon in the folder tree menu.

Web Links

You can use Web Links to publish photos, videos, or any other file type on Internet websites.
To create a Web Link for a file follow these steps:

  1. Select the file
  2. Click the "Web Link" option from the contextual menu.
  3. Choose to set a password, an expiration period or a download limit.
  4. Click the "Create Web Link" button.
  5. A text field will be displayed, containing the URL (web address) that can be used to access the file.

Use the displayed form to change the Web Link's settings or remove the Web Link by clicking the "Remove Web Link" button.

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