Introduction to Xythos : Document Management & Collaboration

1. Introduction to Xythos: Document Management & Collaboration Caroline Cappuccio Katherine Ananis Spring 2010

2. Workshop Overview Part 1: About Xythos • What is Xythos? • Who can use Xythos at UMB? • Why use Xythos? • How do you access Xythos? • Xythos Support Available • Web View Interface • Upload Files and Folders • Xythos Logon via Web

3. Workshop Overview Part 2: Using Xythos • Xythos Logon via web • Web View Interface • Upload Files and Folders • Access Content • Share Files: • Authenticated Users (UMB Faculty and Staff) • Non-authenticated User (Non-UMB people, UMB students)

4. What is Xythos? A service that allows you to manage, store, and share your documents; and collaborate with others securely. Features: • Store your files– access from any browser • Share your files– secure file transfer (https://) • Collaborate with others – multiple editors • Client software: (MS Windows & Mac) • Xythos Drive – network mapped drive • Xythos Filer – scan and classify docs

5. What is Xythos? cont. Other Xythos Features • Document Publishing • Wiki • RSS • Workflow – document routing (phase 2) • Document classification – manage documents records using standards (phase 2)

6. Who Can Use Xythos? • UMB Faculty and Staff • who have a UMB email account (authenticated users) • Xythos account (automatically created with UMB email) • UMB email username & password login • 1 GB space quota

7. Why Use Xythos? • Alternative to Email attachments • Secure file transfer • File size only limited by Xythos account quota • Transfer executable files • Reduces network traffic & file storage on exchange server • 1 GB space quota • Backup – disaster recovery only • Known issues: • Windows Vista to Vista users– see workaround in Xythos Support

8. How can I access Xythos? Two ways to access: • Web browser access • Internet access • Any browser • Xythos Drive access • MS Windows XP/Vista/Mac OS • Internet access • Xythos Drive client software installed

9. Xythos Document Management

10. Xythos Document Management

11. Xythos Support • Technical Support • IT Service Desk 7-5220 or Itservicedesk@umb.edu • Documentation • Xythos Support Account • xythos.umb.edu/users/xythos.support@umb.edu • Xythos web site - umb.edu/it/tech/xythos • Xythos blog - blogs.umb.edu/xythossupport

12. Xythos Training • Introduction to Xythos 1.5 hrs • Xythos Drive 1 hr • Collaboration Using Xythos 1.5 hrs • Training site – http://umb.edu/training

13. Web User Interface Web View Layout Parts • Main Menu • Main Tabs (Secondary Menu) • Navigation Toolbar • Toolbar Buttons • Document Manager Grid • Footer

14. Uploading Files – 3 Options • 1. Upload icon • 2. Launch Web Folder • 3. Xythos Drive (Windows XP/Vista/Mac OS)

15. Accessing Documents • Read only • Double-click document to open • EditwithoutXythos Drive • Right-click document: select Download to desktop • Open document with application • Edit • Save • Upload: use Upload icon or LaunchWeb Folder upload options • EditwithXythos Drive • Open Xythos Drive • Double-click document • Edit • Save

16. Log in to Xythos Web User Interface • xythos.umb.edu • Username = first.last@umb.edu • Password = email password

17. Log in to Xythos Web User Interface Login Screen