What is eFolder?
eFolder is a document management application that allows users to organise and share their documents with one another via the Internet in a secure mode. eFolder boasts of two web-based features, 'Individual Document Sharing' and 'Company Document Sharing'. They seek to give greater convenience and mobility to today's knowledge workers.

What do the two web-based features 'Individual Document Sharing' and 'Company Document Sharing' in eFolder enable me to do?
These two sharing features are available in the 'My Folder' function in eFolder. 'My Folder' allows a user to create personal folders on the Internet to better organise and store documents or important web-links. The 'Individual Document Sharing' feature in 'My Folder' enables a user to share an entire folder or files/web-links in a folder with selected users within the company. On the other hand, the 'Company Document Sharing' feature in 'My Folder' enables a user to share documents with everyone in the company.

How much storage capacity in 'My Folder' is allocated to each user?
Each user is given 5 megabytes of storage capacity in 'My Folder'.

How do I ensure that I do not exceed the allowable storage capacity in 'My Folder'?
Your storage capacity in 'My Folder' will be displayed once you have logged into the eFolder module. This capacity is updated each time you add or delete a file/web-link from your folders, allowing you to easily monitor the remaining storage capacity in 'My Folder'. To ensure that you do not exceed the 5 megabytes of storage capacity allocated to you, you should delete outdated documents in your folders on a regular basis.

How do I create a new folder in 'My Folder'?
Once you have logged into the eFolder module, click on the 'Create Folder' icon. Enter the name of the new folder and a brief description of the folder contents. Then click on the 'Add' icon to submit the information.

How do I add a new file to 'My Folder'?
To add a new file to 'My Folder', simply follow these steps:

1. Once you have logged into the eFolder module, click on the 'Add File in Folder' icon.
2. Select the folder to store your new file from the list of folders given.
3. Click on the 'Browse' icon to select the file that will be stored in your chosen folder. You can also choose to enter a brief description of the file contents that will be uploaded.
4. Click on the 'Upload' icon once you have entered all the details.

How do I add a new web-link to 'My Folder'?
To add a new web-link to 'My Folder', simply follow these steps:

1. Once you have logged into the eFolder module, click on the 'Add Link in Folder' icon.
2. Select the folder to store your new web-link from the list of folders given.
3. Enter the web-link (e.g. www.justlogin.com) that will be stored in your chosen folder. You can also choose to enter a brief description of the web-link contents that will be uploaded.
4. Click on the 'Upload' icon once you have entered all the details.

How do I share my folder/file/web-link with another user?
To share your folder/file/web-link with another user, simply follow these steps:

1. Once you have logged into the eFolder module, click on the 'Edit & Share' icon corresponding to the folder/file/web-link that you would be sharing.
2. Click on the 'Add/Remove' icon found under the 'Individual Sharing' option. You will be linked to the eDirectory module where you can perform quick searches for contact information of the user that you will be sharing your folder/file/web-link with.
3. Select the user that you will be sharing your folder/file/web-link with by checking against his/her name.
4. To move the selected user to your sharing list, click on the left arrow icon which displays the message, "Select those checked staff", when your cursor is placed over it.
5. To remove a user from your sharing list, first select the user from the sharing list and click on the right arrow icon which displays the message, "Deselect those staff in the list box", when your cursor is placed over it.
6. Click on the 'Done' icon once you have entered all the details. You will be brought back to the first page which shows the 'Individual Sharing' option.
7. Click on the 'Update' icon and the user whom you have selected for sharing will be displayed clearly under the 'Individual Sharing' option.

How do I share my folder/file/web-link with a work group within the company?
To share your folder/file/web-link with a work group, simply follow these steps:

1. Once you have logged into the eFolder module, click on the 'Edit & Share' icon corresponding to the folder/file/web-link that you would be sharing.
2. A list of company folders are given under the 'Company & Group Sharing' option. You will need to select a company folder to post your personal document for sharing. Click on the company folder of your choice and click on the 'Add' arrow.
3. If you need to remove a company folder from your selected list, select the folder from your list and click on the 'Remove' arrows.
4. To share your document posted in the company folder with a work group, you will need to set a password for your document. Key in your preferred password in the password prompt box and click on the 'Update' button. Once you have set a password for your document, only users with the password can gain access to your document.

How do I delete a folder/file/web-link in 'My Folder'?
To do so, simply select the folder/file/web-link to be deleted from 'My Folder' by checking against it. Next, click on the 'Delete' icon and the selected folder/file/web-link will be moved to your 'Trash Bin' in 'My Folder'.

Can I restore a deleted folder/file/web-link?
Yes, you can. To do so, simply click on the 'Trash Bin' icon found in 'My Folder'. The list of files/web-links that have been deleted earlier from 'My Folder' will be shown. Select the file/web-link to be restored by checking against it and click on the 'Restore' icon.

I have deleted several folders/files/web-links from 'My Folder' but the storage capacity has not been updated accordingly. Why it this so?
The storage capacity reflected for 'My Folder' has not been updated as the deleted folders/files/web-links are still stored in your 'Trash Bin'. This had been done to provide users with the option of restoring their deleted folders/files/web-links should they require any of the documents back. To remove deleted documents permanently from the system, simply click on the 'Trash Bin' icon found in 'My Folder', select the documents to be removed by checking against them and finally click on the 'Remove Forever' icon. Once this is done, your storage capacity in 'My Folder' will be updated accordingly.

How do I view my sharing history?
To view your sharing history, simply click on the 'My Sharing List' icon.

How do I access the shared files to me?
To access the files that have been shared to you, simply click on the 'Sharing Room' icon.

Can I copy a shared file/web-link to my personal folder?
Yes, you can. To do so, simply select the file/web-link by checking against it. Next, select the folder that you will store the new file/web-link from the list of folders given and click on the 'Copy File to' icon. If the folder you have selected currently contains a file/web-link with a similar name, the system will prompt you to indicate 'Yes' or 'No' to the 'Overwrite' option.

Can I download a shared file/web-link to my own disk drive?
Yes, you can. To do so, simply access the file/web-link by clicking on it. Next, right click on your mouse to call up the menu. Select the 'Save Target As' option from the menu, indicate the disk drive to save the file/web-link in, and finally click 'Save'.

How do I use the 'My Company Folder' function found in eFolder?
'My Company Folder' allows users to upload their documents into company folders that have been created making these documents accessible to all in the company. This function is a faster and more efficient way to disseminate important company documents throughout the company. To upload your documents into a company folder, simply follow these steps:

1. Once you have logged into the eFolder module, click on the 'My Company Folder' icon.
2. Select the folder of your choice by clicking on it.
3. Click on the 'Browse' icon right next to the words 'Upload A File', and select the documents that you would like to upload.
4. Click on the 'Upload' icon to initiate the uploading process. The documents will be stored in the company folder that you have selected earlier, making it easily accessible by all in the company.

Can I create new folders in 'My Company Folder'?
You can create new folders in 'My Company Folder' only if you are the Superuser. To do so, simply click on the 'Create Folder' icon once you have logged into the eFolder module. Enter the name of the new folder and a brief description of the folder contents. Then click the 'Add' icon to submit the information.

How much storage capacity is given to each company in 'My Company Folder'?
Each company is given 40 megabytes of storage capacity in 'My Company Folder'.

Who will ensure that the allowable storage capacity given in 'My Company Folder' is not exceeded?
Your company's storage capacity in 'My Company Folder' is displayed to all company users once they have logged into the eFolder module. This capacity is updated each time a user uploads a file/web-link to 'My Company Folder' for dissemination. The Superuser of your company will be responsible for the storage capacity usage in 'My Company Folder'. The Superuser will need to delete outdated documents uploaded in the company folders to ensure that the allowable storage capacity of 40 megabytes is not exceeded.

Can I edit my documents in 'My Company Folder'?
Yes, you can. Simply click on the 'Edit My Files in Company' icon to delete or edit your documents that have been uploaded into the company folders.

Can I delete others' documents in 'My Company Folder'?
You will not be able to delete others' documents in 'My Company Folder' unless you are the Superuser.

Can I copy a shared file/web-link to my personal folder?
Yes, you can. To do so, simply select the file/web-link by checking against it. Next, select the folder that you will store the new file/web-link from the list of folders given and click on the 'Copy File to' icon. If the folder you have selected currently contains a file/web-link with a similar name, the system will prompt you to indicate 'Yes' or 'No' to the 'Overwrite' option.

Can I restore a deleted folder/file/web-link?
Yes, you can. To do so, simply click on the 'Edit My File in Company' icon found in 'My Company Folder'. Next, click on the 'Trash Bin' icon. The list of files/web-links that have been deleted earlier from 'My Company Folder' will be shown. Select the file/web-link to be restored by checking against it and clicking on the 'Restore' icon.