Category: File Share - MRSware CRM Sales Commissions

Use Google Apps with MRSware File Share

2/17/2017

A while back we posted an article on integrating MRSware File Share with Box, Dropbox, Google Drive and others. In that article, we talked about setting up the sync app for those various file sharing services to use a folder within the My MRSware Files folder on your computer, and this anything placed in that folder in MRSware would be synchronized with your online service account, and from there with your various devices that are also connected to that service.

Today, I just want to point out another way to sync the entire My MRSware File folder structure and files with Google Drive specifically, and point out one of the great reasons to do this: use Google Docs, Google Sheets, and other Google Apps directly with your company files stored in MRSware.

Move the My MRSware Files folder to Google Drive

In the Preferences section of MRSware, Users can move the My MRSware Files folder to anywhere they like. The My MRSware Files folder is where MRSware places copies of the File Share files you are working on your computer's hard drive. Moving the entire folder to your Google Drive folder will put all future contents you are working on directly into Google Drive.

Video - File Share Check-Out, Check-In

2/11/2015

How To: Sync File Share with iOS, Android, Mac, etc.

2/3/2014

MRSware's File Share keeps a local copy of all the files you have accessed on your computer. The default location that it keeps its files is in the User's Documents folder:

C:\Users\Louis\Documents\My MRSware Files

However, you can set this location to anywhere you want on your computer, and that is where File Share will save files locally, as well as Check In and Check Out from. To change the location of Local Files for File Share, go to the "Tools" -> "Preferences" menu in MRSware and click on "File Share" on the left.

Delete Email Attachments

9/9/2013

An easy way to clean-up old e-mail files, and reduce the storage those old e-mails are taking up in the system, is to delete the attachments from them. MRSware has several functions to delete attachments. When an attachment is deleted from an e-mail, several things happen:

Add a file to File Share

4/21/2012

File Share allows Users to share files between Users and between Computers quite easily. Files in File Share can be of any size, so it is a handy way to share larger files as well, particularly since emailing larger files is sometimes difficult.

There are several ways to add files to File Share:

Paste Files Directly into File Share

9/20/2008

Users can paste files from their hard drive directly into file share. This is a handy, and very quick method of getting files checked into File Share.

Select the files on your hard drive, network drive, desktop, or from anywhere else on your computer.
Right-click on the files and choose Copy (or use the keyboard shortcut Ctrl-C).
Select the folder in File Share where you want the file(s).
Right-click in the File Share file list and select "Paste" (or use the Ctrl-V keyboard shortcut).

File Storage Limits in File Share

6/20/2008

Question

Is there any limit or maximum to the amount of files we upload to MRSware?

Answer

There is no limit to the number of files, or the size of those files.

Your files in File Storage do count against your total storage usage. As such we recommend using File Share to store files that users need to access when outside the office, on the road, or that are worked on collaboratively (using the revision control system). What we don't generally recommend is uploading all of your files from your computer, or from a in-office network file storage device, as this will generally be lots of files that are infrequently (if ever) accessed.

Uploading a new version of a file that already exists in File Share

6/20/2008

Sometimes you want to update a file currently in File Share with a version that came from somewhere else -- perhaps it was e-mailed to you, perhaps it was generated from a different file or program (like a PDF version of another file). The previous version of the file with the same name is already in File Share, so you can't just upload the same name again. Changing the name of the file and uploading the new file is a possibility, but then you are left with different versions of the same file, which can lead to confusion (and get pretty cluttered pretty quickly). What you really want to do is update the existing file with your new version, using File Share's revision history to keep the separate versions intact.

Files in File Share are downloaded as needed; download all files

6/10/2008

Question:

I am trying to move 2006 and 2007 files from File Share over to DVD. Some of the folders and files are missing when I view the "My MRSware Files" folder on my hard drive in Windows Explorer. I looked under the File Share folder's properties and I should be able to view it. Why is it not on my hard drive?

Answer:

File Share only downloads files to your computer as you need them. In this case you want them all downloaded so that you can copy them somewhere else. To download all the files in a folder, right-click on the File Share folder and select "Get Latest" → "From this folder" or "From this folder and all sub folders". The "all sub folders" option downloads all the files and folder structure of everything under the folder you clicked on.

When you do this you will first want to make sure you have lots of free disk space, as it may be a lot of files you are downloading. It may also take a while to download all the files, depending on how large and how many you are downloading, so make sure you leave the computer enough time to complete this operation.

How do the File Share green arrows, red exclamation points work?

6/4/2008

Question:

I have read the File Share User Manual and have seen both the circular green arrows and the red exclamation point, but can't determine the difference.

For example, Pam made a change to a file after checking it out then checking it back in. The way I read the manual, when this happens, I should see the green circular arrows. However, I saw the red exclamation point.

Answer:

The green arrows indicate that you have an older version of the file than the current version in File Share. The red exclamation mark indicates that you have a different version than is (does not match any) in File Share, including any of the various revisions. Another way to think about the red exclamation is that you changed the file on your computer and never checked in those changes... Regardless of how many times someone else changes that file, your version is never going to match the one that is in File Share = red exclamation mark.

When you have the red exclamation you need to make a decision -- do I want to check in my new version, or do I want to download the version from File Share? This depends, of course, on the file and what changes you've made. If you want to upload your changes, right-click on the file and choose "Check Out", then right-click the file and choose "Check In". The Check Out function puts a lock next to the file to indicate to other that you have it checked out and no one should make changes until you check your changes back in; in fact, they won't be able to check in a new version of the file until you check in or unlock it. The Check In function is what actually uploads your version of the file to the server so that others can see it -- before you do Check In, none of your changes are available to other users. If you just want to get the latest version from the server, overwriting your version, you would right-click on the file and choose "Get Latest".

Sometimes you won't know what the proper course of action is since you don't know who changed what. To help you decide, right-click on the file and choose "Properties". Now click on the "Revision" tab to see a list of the various revisions that have been checked in. Here is where that note that you enter when you check in a file comes in -- the note should indicate what was changed so that you can decide what to do. In some cases, you may want to pull out a previous revision of the file, right-click on the revision you want and choose "Get Revision" to download that version of the file. Whenever you download a version it overwrites whatever version you have already, so you may want to check in any changes you have made before doing this.

There is only one exception to how the indicators work that I know of. When you open an Excel file, Excel changes the contents of the file whether of not you purposely save any changes. What this means is that your Excel files will always indicate a different version -- red exclamation mark -- after opening the file, whether or not you saved changes to the file. This makes Excel files a little confusing at times, but there isn't anything we can do about that, besides checking in the file to make sure that the most recent version is uploaded.

As a general practice when using File Share, what you want to do is Check Out a file any time you are updating, or think you might update it. When you are done, Check In the file to upload and unlock the file. Not Checking Out, or leaving un-Checked In revisions on your computer is when you have the possibility of someone else changing the file at the same time as you, creating two unrelated versions of the file.