Introduction to Xythos: Document Management & Collaboration

Caroline CappuccioKatherine Ananis

Spring 2010

Part 1: About XythosWhat 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

Workshop Overview

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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)

Workshop Overview

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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

What is Xythos?

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Other Xythos Features Document Publishing

◦ Wiki◦ RSS

Workflow – document routing (phase 2) Document classification – manage

documents records using standards (phase 2)

What is Xythos? cont.

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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

Who Can Use Xythos?

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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

Why Use Xythos?

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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

How can I access Xythos?

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Xythos Document Management

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Xythos Web Access

xythos.umb.edu

Xythos Server

Any computer

Any computer

Any computer Any computer

Any computer

Any computer

Any computerAny computer

Xythos Document Management

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Xythos Drive

xythos.umb.edu

Xythos Server

UMB Client 3

UMB Client 4UMB Client 6

UMB Client 5

UMB Client 7

UMB Client 8UMB Client 1

UMB Client 2

Home

UMB Office

UMB Office

Home

UMB Office

HomeUMB Office

UMB Office

UMB Office

Home

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

Xythos Support

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

Xythos Training

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Web View Layout Parts Main Menu Main Tabs (Secondary Menu) Navigation Toolbar Toolbar Buttons Document Manager Grid Footer

Web User Interface

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◦ 1. Upload icon

◦ 2. Launch Web Folder

◦ 3. Xythos Drive (Windows XP/Vista/Mac OS)

Uploading Files – 3 Options

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Read only◦ Double-click document to open

Edit without Xythos Drive◦ Right-click document: select Download to desktop◦ Open document with application◦ Edit◦ Save◦ Upload: use Upload icon or Launch Web Folder upload

options

Edit with Xythos Drive◦ Open Xythos Drive◦ Double-click document◦ Edit◦ Save

Accessing Documents

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xythos.umb.edu◦Username = first.last@umb.edu◦Password = email password

Log in to Xythos Web User Interface

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Log in to Xythos Web User Interface

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Login Screen