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Introduction to AcuWeb™Files

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AcuWeb™Files

In the next few minutes we'll get you acquainted with the features of Acuweb™Files -- one of ten browser-based apps in our fifth generation suite of tools that make it easier than ever for you to effectively manage online access to specific files you'd like to post for use by staff, vendors, customers and other constituents, without the need for any prior web-tech knowledge.

Acuweb™Files allows you set up a password-protected, access-controlled library of files. Each file is assigned to one or more categories; the people you wish to have access to these files are also assigned to one or more categories.

Wherever there's a category match between people and files, the person logging in will be able to see and download the matching files.

This methodology makes it possible to have a category with one person and one file-match; or, dozens of people having access to hundreds or even thousands of files. The category serves as a "dating service", matching only the people and files you specify.

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Let's look at how you can set up categories, assign contacts (that is, "people"), and then upload and assign files to categories.

In the Acuweb administration area, any time you select an Acuweb 'app' , the options for that app will appear in the blue sub-nav bar immediately below the main navigation. This method of navigating among your Acuweb apps is consistent across all of your site's tools. You can always click on the name of the app, in the main navigation bar, to return to the starting list-view.

You'll first see a list-view of all files currently in your Acuweb™Files database. The list-view displays a number of attributes for each item, including filename, file type, file size, start and end dates, and a record of when you added and last modified that file's record.

At the top of the list is the 'add new file' and 'upload multiple files' buttons, providing two methods for you to add new files to your database. We'll talk more about uploading files in a moment.

To the right are a cluster of three function-buttons. Notice that soe some items, the middle button is a preview; for others, it is a download. This depends on the type of file; some file-types can be displayed in your browser (these have a 'preview' button); others require download, to be opened by a program on your computer, other than a web browser. These files have a 'download' button).

Clicking the 'add new file' or 'edit' button opens a series of panels that allow you to manage the behavior of each file in your Acuweb™Files database…


File Information

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The first pane, 'file information' allows you to enter labeling, authorship, and other information to describe the file to the system.

It also allows you to set a start and end date for each file, which determines when this particular file is visible to anyone who is logged in and authorized to see it. This is particularly useful for rfps, application forms, and other time-sensitive documents. Note that there is also a handy date-range calculator, which quickly allows you to post documents for 30, 60, 90, 120, and indefinite periods of time.

There's also an option that allows you to tell the system whether to keep a file after its end date, or delete it.

Finally, the all-important keywords field allows you to enter descriptive words that can help your authorized users find this file quickly, if the file name itself is not descriptive.

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Preview/Summary

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The next panel, 'preview/summary' , lets you see essential information about your file without having to return to the Files list-view.

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Upload a Replacement File

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Because some documents may be periodically updated and revised, the 'upload replacement file' panel gives you a way to replace prior versions of files with updated editions. Here, yoiu can upload the replacement file, or choose any file already loaded to your website's updater file library.

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Notify Contacts

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The 'notify contacts' panel provides a quick, convenient way to email all contacts associated with this file that the file has been updated, or to relay other file-related information.

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Categories

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In the all-important 'categories' panel, you may assign this file to one or more Acuweb™Files categories. By checking one of these categories, you will make this file available to all users who are also assigned to the same category.

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History

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The 'history' panel keeps a running log of actions related to this file, including your actions, as the administrator, as well as actions by assigned users. This provides a quick way for you to see who's logged in and downloaded a file; and to keep tabs on your update history for the file, if replacement files have been loaded.

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Multi-file Upload

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Back on the main files list-view, if you have many files you wish to upload, choose the 'upload multiple files' button at the top of the list …

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This opens the multi-file upload panels. In the first panel, you may choose one or more categories to which all the files you're uploading will be assigned.

Note that if any of your incoming files will need to appear in different categories, it is best to choose only the one category they will all have in common, and then apply additional category assignments to the files after they're imported.

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Start and End Dates

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Next, choose start and end dates that will apply to all of the files you're about to upload. If start and end dates will vary, we recommend choosing the 'never' option, and then adjusting end dates for individual files after the multi-file upload is complete.

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The next panel lets you select the folder on your computer from which you wish to upload files; you can also select multiple files, one at a time, by following the 'apple' and 'windows' instructions on this panel.

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Now, the multi-upload begins, with a green status bar indicating the upload progress of each file. When all files have uploaded, be sure to click the 'save uploads' button at the very bottom of this panel to have the system add all these files, and their settings, to your Acuweb™Files database.

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Category Management

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Back on the blue navigation bar, "categories" allows you to set up and manage the hierarchy by which you'll organize your listings. The categories list-view shows you each category, its place in the hierarchy, the current number of items listed in that category, and a cluster of function-control buttons to the right.

You can drag-and-drop items in this list to change the order in which they will appear, both here in your admin area, and also on the public side of your site, if these categories are also displayed there.

Note that the number shown in the "number of items" column are clickable links, which will instantly show you all of the listings currently associated with each category.

The 'contacts' function button to the right only appears in categories where you've assigned one or more contacts to that category. This function is useful when you want to contact all persons associated with listings in this category.

When you click the 'add new category' button at the top of the list, or the 'edit' button for any existing category . . .

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The category edit panel appears, allowing you to control various performance characteristics of that category. Note that categories can be used not only in Acuweb™Files, but also in Acuweb directory and Acuweb events as well.

This panel also gives you the option of temporarily hiding this category from public display, and also whether you'd like to allow users the option of assigning user uploads to this category, if you're offering your users the ability to upload files associated with the listings displayed on your site.

The last item, "parent category", is where you establish this category's place in your hierarchy of categories.

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Finally, back on the blue navigation bar, "assign contacts" allows you to choose which individuals will have access to which files by assigning the individuals to one or more categories ….

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This brings up the 'editing category assignments' panel, where you can make such assignments on an individualized basis.

The people shown on this list are all drawn from your Acuweb contacts database; to narrow this list down, use the keyword search tool at the top of the list to find specific individuals.

For each individual, click the "show-hide categories" button to reveal their current category assignments. After you've made your changes, be sure to click 'save changes' at the top of the list to record your work.

 



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Export History

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To export a Excel spreadsheet of your log history choose the "Export History" tab at the top of the Files section of the admin.

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Here you can choose the file type you wish to export (File or Contact)
Choose by Contact to lists log history for each of your Contacts
Choose by File to lists log history for each of your Files

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Select a date range, and click Export to download your Excel file.

Note that these reports will NOT include Administrator activity (i.e., if you upload or modify a file); they are only intended to track Distributor activity by File or Contact.

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Pop-Up Blocker on iPad

Pop-up Blocker can prevent pdf downloads. To correct this setting on your iPad or iPhone do the following steps:

To turn the pop-up blocker off access your settings, locate your browser app (Safari) and switch the "Block Pop-ups" to OFF.

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Then, after you log into the site and click any "Download" button, you'll get this message, to which you should answer "allow"...

 

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… and then the PDF will display in your iPad.  This is really just a matter of changing that setting on your iPad.  

Same goes for iPhone, since they use essentially the same operating system.

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To learn more about any of the advanced site management functions of AcuWeb™5.0, just ask your Acuweb customer care representative or to learn more about the other AcuWeb™5.0 tools, visit the AcuWeb Support Home Page.

   

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