Agent features

Table of contents

• Windows explorer
• Create web download link
• Create and view revisions
• Edit mode
• Server-side file control
• Recycle bin

Windows explorer

This is how to access personal/departmental/user-defined folders through FilingBox.

How to Use

1. In the Filing Box connected folder tab, select the drive you wish to open and double-click on it.
   
   
   
   
2. Once clicked, the drive folder will open, and you can use the files and folders.

   

Create web download link

Downloading a URL is a feature used to send large files as web links.

How to Use

1. Select the file you want to send via the download URL, then right-click and choose the ‘Create Web Download Link’ option from the Context Menu.

   

2. Set the password / expiration date / download count.
   
   • If the settings are restricted by the administrator policy, you can only use the default settings.
   • The user receiving the link must enter the password correctly to download the file.
3. Once the link information is all set, click the [Create Link] button.
4. After clicking the button, check the generated link at the bottom, then click the [Copy Link] button.
5. When the link creation is complete, click the confirm button. You can then paste the link where you wish (email, URL input field, etc.) and use it.

   

Revision creation and status

The method for creating revisions is as follows:

• Create a revision explicitly using the file's Context Menu.
• When using the file in Edit Mode, revisions are created automatically (a separate explanation for opening the Edit Mode option).
  * The revision feature can be used within personal folders.

Creating a revision

1. Select the file for which you want to create a revision, then right-click and click the “Create Revision” option in the Context Menu.
   
   
   
   
2. When the revision creation window opens, enter a note for the version in the memo field. (It is not required to input anything for registration.)
3. After entering the memo, click the [Create] button.
4. Afterward, an alert will appear indicating the revision file was created. Click [OK].
   The file’s version registration information and memo can be checked through the [Revision Status] menu.
   
   
   
   

Revision status

The version information of a file can be checked through the [Revision Status] option in the Context Menu.

1. First, select the file for which you want to check the version information, then right-click and click the “Revision Status” option in the Context Menu.
   
   
   
   
2. In the revision status list, you can view the registered version information for the current file. If you wish to check the contents of a recorded version, you can select the file from the list.
3. After selecting a version, click the [Open] button to open the file in “read-only” mode. Additionally, clicking the [Restore] button will replace the currently stored file with the selected version.
   After restoring, if you check the file in Windows Explorer, you will see that it has been replaced with the previous version.
   
   
   
   

Edit mode

Opening edit mode

When you double-click a file in FilingBox from Windows Explorer, the file opens in [Read-Only] mode. This feature allows you to open the file in edit mode to work on it if you do not want it to be read-only.

Important Notes When Using This Feature

When opening a file in edit mode, it automatically compares the file with the previous version, and if there are differences, it records the current version.

1. First, select the file you want to open in edit mode, then right-click and click the [Open in Edit Mode] option from the Context Menu. Files opened in edit mode can be immediately edited and saved.
   
   
   
   
2. The icon of the file opened in edit mode will display a Lock symbol. Files opened by you will be marked in green, while files opened by other users will be marked in red.
3. The file will also open in [Compatible Mode] for editing.
   • When you close the program, the edit mode will be released.
   • For certain programs, the file's edit mode might not automatically release (e.g., AutoCAD).
   • If the edit mode is not automatically released, you can manually exit edit mode or re-login to release it.
   

Switch to edit mode

When you double-click a file in Filing Box Drive through Windows Explorer, the file opens in read-only mode. However, by using the switch to edit mode function, you can open the file in edit mode even when double-clicked.
If you need to work with multiple files or edit them simultaneously, select the files (multiple selection is possible) and then execute the [Switch to Edit Mode] option.

1. Select the files (multiple selection is possible) and execute the [Switch to Edit Mode] menu. Once the files are switched to edit mode, you can double-click them to open in edit mode.
   
   
   
   
2. The icon of the file opened in edit mode will display a Lock symbol. Files opened by the user will be marked in green, while files opened by other users will be marked in red.
3. Double-clicking the file switched to edit mode will open it in [Compatibility Mode].
   • When the program is closed, the file is not automatically switched out of edit mode, unlike [Open in Edit Mode].
   • Since it does not automatically exit edit mode, the user must either manually exit the edit mode or log back in to exit it.
   

Exit edit mode

If the file was opened using [Open in Edit Mode] but does not automatically exit, or if it does not exit automatically when switching to edit mode, the user can manually execute the [Exit Edit Mode] function to deactivate the edit mode.
Once the file exits edit mode, you can confirm in Windows Explorer that the Lock symbol is removed.

1. First, when a file is opened using [Open in Edit Mode] or opened through [Switch to Edit Mode], you can check the current status of the file in edit mode from the Edit Mode File tab on the Agent screen.
2. Clicking the lock icon in the Edit Mode File tab will perform the same action as the [Exit Edit Mode] option in the Context Menu. When you click this icon, an exit confirmation window will appear.
3. If a file is opened using [Open in Edit Mode] or opened through [Switch to Edit Mode], and you log out of the Agent without exiting the edit mode, a message will pop up as shown below. If you click [Yes], edit mode will be exited for the file. If you click [No], the file will remain in edit mode, and the logout or shutdown will proceed without exiting edit mode.
   
   

   Caution

   If you click [No], the file will remain in edit mode, so please use it carefully.

   
   
   
4. If you log out of the Agent without exiting edit mode, you will be prompted whether to exit edit mode during logout. If you select [No] and log out, then log in again, the following popup will appear. Click [Bulk Exit Edit Mode] to exit the edit mode for all relevant files.
   
   
   
   

Server-Side file control

Compressing

There are two ways to compress files in FilingBox Drive:

• Using the compression program option in the Context Menu
• Using the [Compress] menu in FilingBox

While the first method can be used, for large files, compression requires communication with the PC, which can take a long time. To improve convenience, FilingBox offers a feature that allows compression directly on the server.

1. First, select the file(s) in Box Drive (multiple selections and folders are allowed), then right-click. In the right-click menu, click "Compress." This will create a compressed file directly on the server without using the PC’s compression program. (The zip file is created based on the last compressed file name.)
   
   

Copy & Paste

There are three methods to copy and paste files and folders within folders in Box Drive to another folder within the Box:

• Use the default "Copy" / "Paste" options in the Explorer's Context Menu
• Select files and folders, then use Ctrl+C & Ctrl+V
• Use the orange "Copy" & "Paste" options in FilingBox

While the first two methods are fine, large files may take a long time because communication with the PC is required. To address this, FilingBox provides the ability to copy & paste directly on the server, which significantly speeds up the process.

1. First, select the file(s) in Box Drive (multiple selections and folders are allowed), then right-click.
2. In the right-click menu, click "Copy," then navigate to the folder in Box where you want to paste. Right-click again in the destination folder and select "Paste" from the menu.
   
   

Cut & Paste

There are 3 ways to move files and folders within Box Drive to another folder in Box Drive.

• Use the default "Cut" / "Paste" options in the Explorer's Context Menu
• Select files and folders, then use Ctrl+X & Ctrl+V
• Use the orange "Cut" & "Paste" options in FilingBox

While the first two methods are fine, large files may take a long time because communication with the PC is required. To address this, FilingBox provides the ability to move files directly on the server, making the process much faster.

1. First, select the file(s) in Box Drive (multiple selections and folders are allowed), then right-click.
2. In the right-click menu, click "Cut," then navigate to the destination folder in Box. Right-click again in the folder and select "Paste" from the menu.
   
   

Recycle bin

Files and folders deleted by you or other users can be found in the Agent Recycle Bin.

1. First, select the Recycle Bin in your personal or organizational/taskforce folder area. When the Recycle Bin is selected, a list of deleted files from the Explorer will be displayed on the right. The Recycle Bin for departmental or taskforce folders will only be visible to administrators with appropriate permissions.
   
   
   
   
2. From the list on the right, select the file or folder you wish to restore or permanently delete.
   
   
   
   
3. Execute the desired action from the left menu of the Agent (permanent deletion or restore).
   
   
   
   

   TIP

   Files deleted from a folder can be restored from the Recycle Bin.
   If there is insufficient space, you must delete files from the Recycle Bin.