Operation Tutorial for Users - Proself · Web viewThe Engineering Department folder contains two files: “engineering department internal notice.docx” and “engineering department

Operation Tutorial for Users

First EditionAugust 09, 2017

Contents1. Saving Files in Proself.................................................................1

1.1. Saving a Private File in a Private Folder for Exclusive Use...................21.2. Saving a File for Exclusive Use by Employees of the Engineering Department in the Engineering Department Shared Folder.............................41.3. Saving an All-Employee Notice in the All-Employee Shared Folder.......61.4. Checking a File Saved by Mr. Yoshida of the Engineering Department. .8

2. Downloading a File from Proself.....................................................92.1. Downloading a File from the All-Employee Folder to Your User Folder. .92.2. Downloading a File from the Sales Department Folder to the Documents Folder of Your Personal Computer..............................................................112.3. Batch Download...............................................................................13

3. Passing a File to a User Having no Proself Account (Web Publication).....143.1. Passing a File to an External User.....................................................143.2. Acquiring a File at the Counterpart...................................................163.3. Terminating Web Publication............................................................173.4. Receiving a File from an External User (Delivery Folder)....................193.5. Uploading a File at the Counterpart...................................................22

4. Passing a File by Means of a File Transfer Function............................254.1. Passing a File to an External User (Send File)....................................254.2. Acquiring a File at the Counterpart...................................................274.3. Terminating File Submission............................................................284.4. Receiving a File from an External User (File Receive).........................294.5. Uploading a File at the Counterpart...................................................314.6. Checking an Uploaded File...............................................................324.7. Terminating File Reception...............................................................34

5. Miscellaneous Functions............................................................375.1. Making User Settings.......................................................................375.2. Copying a File..............................................................................395.3. Moving a File...................................................................................405.4. Deleting a File..................................................................................415.5. Making Various File (Folder) Settings................................................425.6. Sending Mail....................................................................................455.7. Address Book..................................................................................465.8. Version Management........................................................................50


1. Saving Files in Proself

Settings for Companies That Have Installed Proself

ABC Co., Ltd. incudes three departments: the General Affairs Department, the Sales Department, and the Engineering Department.

Settings have been made for every employee so that he or she can use three types of folders: the private folder for exclusive use, the shared folder for use by employees in the same department, and the shared folder for access by all employees in the company.

The following three folders are displayed as a list of files immediately after login by Mr. Kato.

On-screenindications Description

kato User folder “kato” (folder for exclusive use by Kato)Engineering department

Shared folder for the Engineering Department (shared folder for exclusive use by employees of the Engineering Department)

All-employee Common folder for all employees (shared folder for use by all employees)

List-of-files screen immediately after login by Mr. Kato

1Copyright © North Grid Corporation 2017


1.1. Saving a Private File in a Private Folder for Exclusive Use

This section deals with a case in which Mr. Kato, an employee of the Engineering Department, saves the file “sunset.jpg” in his private folder for exclusive use.

(i) Mr. Kato has clicked the folder named “kato” at the top of the list-of-files screen to see the inside of the folder, but no file has been found.

Private folder “kato”

(ii) Clicking “Upload” causes the following screen to be displayed.

Drag and drop a file to be uploaded

(iii) Drag and drop the file “sunset.jpg” inside the red border.Click the Upload button to start uploading.

Click the button named “Choose File” within the Upload screen, so that you can select a file location and then upload it.



Select a file to be uploaded

(iv) After uploading is completed and the list-of-files screen is displayed again, it is found that the file “sunset.jpg” has been saved.

List-of-files screen after completion of uploading

Files saved in the folder “kato” can be accessed only by the administrator and Mr. Kato.

Click a folder named “Parent Folder” on the list-of-files screen, and the initial screen will be displayed again.



1.2. Saving a File for Exclusive Use by Employees of the Engineering Department in the Engineering Department Shared Folder

This section deals with how to upload the file “engineering department internal notice.docx” prepared by Mr. Kato for employees of the Engineering Department to the Engineering Department shared folder.

(i) The following shows the screen opened by clicking the Engineering Department folder. This folder already contains the file “engineering department process sheet.xlsx” prepared and saved by the other member of the Engineering Department.

Engineering department shared folder

Click “Upload” on the menu and then drag and drop the file “engineering department internal notice.docx” within the inside of the border on the upload screen.Click the Upload button to start uploading. Alternately, click “Choose FIle” and then specify a file for uploading.



Upload screen

(ii) The following shows the contents of the Engineering Department shared folder after completion of uploading.

Completion of uploading

The above screen indicates that the two files “engineering department process sheet.xlsx” and “engineering department internal notice.docx” have been saved in the Engineering Department folder.

Each employee of the Engineering Department can freely browse or save these two files in his/her personal computer.



1.3.Saving an All-Employee Notice in the All-Employee Shared Folder

This section deals with a case in which Mr. Eguchi prepares an all-employee notice and saves it in the all-employee shared folder.

The following three folders are displayed on the list-of-files screen immediately after login by Mr. Eguchi.

On-screenindications Description

eguchi User folder “eguchi” (for exclusive use by Mr. Eguchi)General affairs department

Shared folder for the General Affairs Department (shared folder for exclusive use by employees of the General Affairs Department)

All-employee Common folder for all employees (shared file for use by all employees)

List-of-files screen immediately after user login by Mr. Eguchi

(i) The following screen is displayed by clicking an all-employee file and then selecting “Upload” within the screen.

Drag and drop the file “general affairs department notice.docx” and then click the Upload button to start uploading.



Upload screen 1

(ii) To select a location and upload a file, click the button named “Choose File”.

Select a file to be uploaded

After completion of uploading, the file “general affairs department notice.docx” is indicated on the list-of-files screen.

All files in this all-employee folder can be seen by all employees.




1.4. Checking a File Saved by Mr. Yoshida of the Engineering Department

(i) Yoshida’s private folderThere is a file prepared by Mr. Yoshida and named “A-project technical material.docx.”Because this file has been saved in a private folder of Mr. Yoshida, it cannot be seen by those other than the administrator and Mr. Yoshida.

Private folder of Mr. Yoshida of the Engineering Department

(ii) Engineering department shared folderA file named “engineering department process sheet.xlsx” and a file named “engineering department internal notice.docx” prepared by Mr. Kato of the Engineering Department have been saved in this folder.



Engineering Department shared folder

Mr. Yoshida of the Engineering Department can access all the files saved in the Engineering Department shared folder like Mr. Kato.

(iii) All-employee folderThe contents of this all-employee folder can be accessed by all the employees.Mr. Yoshida can also see the file “general affairs department notice.docx” uploaded by Mr. Eguchi of the General Affairs Department.

All-employee shared folder

2. Downloading a File from Proself

2.1. Downloading a File from the All-Employee Folder to Your User Folder

This section deals with how to download the file named “general affairs department notice.docx” from the all-employee folder and save it in the Document folder of your own personal computer.



(i) The following shows the contents of the all-employee folder.

All-employee folder

When it is necessary only to check the contents of a file, you can display the download dialog box as below by clicking the name of the file. Click “Open” to display the file.

(ii) Download dialog box for “general affairs department notice.docx”

(iii) Now, save this file. First, select “Save as” in the Save pull-down menu, then specify “Documents” as a location for storage.

Specify a location for file storage



A copy of the file “general affairs department notice.docx” has been saved in the Documents folder in the personal computer of Mr. Yoshida.

The original file remains in the Proself folder (all-employee folder in this case) unless it is deleted on Proself.

Contents of the Documents folder in the personal computer of Mr. Yoshida

2.2. Downloading a File from the Sales Department Folder to the Documents Folder of Your Personal Computer

This section deals with how to download the file “sales department material.pptx” from the Sales Department shared folder to your personal computer for editing.

(i) The following shows the screen with the sales department folder displayed by Mr. Sato.

Click the file “sales department material.pptx” on the list-of-files screen, and the download dialog box will be displayed.

Because the original file has been saved in the Sales Department shared folder, save a copy of the file in the personal computer once for editing.



Sales Department folder

(ii) Dialog box for saving “sales department material.pptx”

Now, save this file. Select “Save as” in the Save pull-down menu and specify “Documents” as a location for storage.

After editing, upload the edited file.

Before uploading the file, refer to 1. Saving Files in Proself.

When the same file name is used, click “Overwrite” or “Overwrite all” to overwrite the edited file on the original file.



Confirmation screen

2.3. Batch Download

The private folder of Mr. Yamamoto of the Engineering Department further contains one Data folder with some uploaded files.

Data folder in the Private folder of Mr. Yamamoto

When the entire Data folder is to be downloaded, a method named “Batch downloading” can be used.

Private folder of Mr. Yamamoto

Check the Data folder and click “Batch Download”. Once the following confirmation dialog box is displayed, click “Save”.

The file is saved with the name “Data.zip”.



Contents of the downloaded Data folder

3. Passing a File to a User Having no Proself Account (Web Publication)

ABC Co., Ltd. uses Proself to share data among employees and passes shared files to those having no Proself accounts by means of the function called “Web publication”.

Using the Web publication makes it possible to pass a file to or to temporarily share it with a user having no Proself account even when the file cannot be attached to mail due to its large file size or the like.

3.1. Passing a File to an External User

This section deals with how to ask an external user in charge to check the Engineering Department process sheet

(i) The Engineering Department folder contains two files: “engineering department internal notice.docx” and “engineering department process sheet.xlsx”. Here, assume that the file “engineering department process sheet.xlsx” is passed to the external user.



Engineering Department folder

Check the checkbox for “engineering department process sheet.xlsx” on the list-of-files screen and then click “Web publication”.”Web publication” menu is not displayed when no check is made.

(ii) Web publication screenThis screen makes it possible to set a Web publication duration of the file and a password for file access.

When no setting has been made, file publication remains effective until the pertinent Web publication user decides Web publication termination, and no password entry is required to access the file.

Web publication setting screen

Click the Create button to start Web publication. In this case, note that you should pass the Web publication address and password (only when it has



been set) to the person (having no user account) to whom the file is to be passed.

List-of-files screen

3.2. Acquiring a File at the Counterpart

When a person having no Proself account tries to open an indicated web publication address with a browser, he or she is required to enter a password (when the password has been set by the pertinent web publication person).

Password entry screen at file acquisition

After entering the password, click the Login button.Upon successful login, the Web publication screen is displayed and the Web publication file name is indicated.



Web publication screen viewed from the counterpart

Click the file name, and a dialog box will be displayed to ask whether to open or save the file. To download the file into your own personal computer, click “Save.”

File save dialog box

3.3.Terminating Web Publication

This section deals with how to terminate Web publication after passing a file to an external user.

(i) Additional information for “engineering department process sheet.xlsx” on the list-of-engineering-department-files screen contains an icon indicating that Web publication is ongoing.



List-of-engineering-department-files screen

(ii) To terminate Web publication, click “Web Publication Management”, check a checkbox for a target file, and then click “Stop".

Web publication list screen

(iii) Click the Terminate publication button, and the Web publication termination confirmation dialog box will be displayed.Check the file name and if it is correct, click the Suspend button.



Web publication termination confirmation dialog box

(iv)As shown below, the Web publication icon is removed from additional information on the list-of-files screen.

List-of-files screen after Web publication termination

3.4. Receiving a File from an External User (Delivery Folder)

This section deals with how to receive a file created by a user having no user account on Proself.

(i) First, Mr. Okada of the General Affairs Department creates a dedicated folder to receive the file “A-project.docx” created by a business partner.



New folder creation

(ii) Create a folder named “Okada Inbox folder” in the folder “okada” and check the Okada Inbox folder on the list-of-files screen.Then, click “Delivery Folder” on the Share dropdown menu.

List-of-files screen of Mr. Okada

Unless a check is made for a target folder, the Common setting menu is not displayed.

(iii) Set the number of upload times, duration of file reception, and password for file uploading, if necessary.



Delivery Folder Setting screen

(iv)Click the Create button, and the Inbox folder will be created. Then, ask a pertinent business partner to upload a file from an open address of the Delivery Folder.

List-of-files screen after Inbox folder setting

(v) When a check has been made in a checkbox for “Send E-mail after” during setting in (iii), the mail send screen will be displayed after the Inbox folder is created.



Send E-mail screen

For details on how to upload a file from a counterpart, refer to 3-5. Uploading a file at the counterpart.

(vi) If it becomes unnecessary to use the Delivery Folder, it can be terminated on the Inbox folder list screen.

Delivery Folder List screen

Check a checkbox for a target folder to terminate and then click “Stop”.

3.5. Uploading a File at the Counterpart

(i) When a person having no Proself account tries to open an indicated open address with a browser, he or she is prompted to enter a password (when the password has been set by a pertinent person for Web publication).



Password entry screen at file uploading

(ii) After entering the password, click the Login button. Upon successful login, transition to the Delivery Folder takes place.

Delivery Folder screen

(iii) Click “Upload,” and the screen for selecting a file to be uploaded will be displayed. Drag and drop a target file and click “Upload.” Alternatively, you may click the button named “Choose File” on the Upload screen to select a file location and upload the file.



Upload screen

(iv)Uploading is completed when the specified file is listed within the Inbox folder.




4. Passing a File by Means of a File Transfer Function

When a file can be neither sent nor received because the file is too large to attach to mail or the counterpart has no Proself account even if there is a locally saved file to be passed to the other person, the file transfer function enables file transfer.

4.1. Passing a File to an External User (Send File)

This section deals with how to send a file named “new product catalog.pptx” and locally saved in your own personal computer to a business partner by means of the file transfer function.

Home screen

Sometimes the list-of-files screen may be displayed immediately after login, depending on how administrator settings have been made.

(i) Click “Send file” on the Home screen or on the left side of the screen.



Send file screen

(ii) Drag and drop a file to be sent within a red border or select and upload the file, make necessary entry and then click “Send.”

Send file screen

Send one by one If a check is made in a checkbox for this text, a target file will be sent separately as many times as the number of addresses specified as destinations in the address (TO) field.

The copy is received If a check is made in a checkbox for this text, a sent mail copy will be sent to your own mail address.

To Input a mail address in the TO/CC/BCC field.Title Input a new subject if necessary to change the existing

one. By default, a subject set by the administrator is indicated in this field.

Body Input a message. Pay special attention to the fact that no download URL is indicated for a recipient if a part set by default is modified by the administrator.



4.2. Acquiring a File at the Counterpart

(i) Access a URL indicated in the received mail to acquire a file.

Received mail

Sometimes, a mail authentication function may have been set depending on administrator settings.In this case, you should acquire a password via a received mail address.

Web publication E-mail Authentication screen

(ii) Click the URL, and the Web publication screen will be displayed. Click a target file to be downloaded and save the file in a desired location.



Web publication screen

When there are multiple files to be downloaded, you may check a checkbox for each file and download them using Batch Download.

Downloading multiple files on the Web publication screen

4.3. Terminating File Submission

When a file has been sent mistakenly or when web publication need be terminated prior to the end of publication, it can be terminated at that time.

(i) Click on the "Sent Files List", and a list of published files will be displayed.



Send file screen

(ii) Check the checkbox for the target file whose publication should be terminated, and then click “Stop”.

Sent File List screen

4.4. Receiving a File from an External User (File Receive)

This section deals with how to receive a file prepared by a user having no user account on Proself.

To make it possible to receive a file prepared by a user having no user account, a URL is sent by mail.



Home screen

(i) Click “File Receive” on the home screen or on the left side of the screen to open the File Receive screen.

File Receive screen

(ii) Input the mail address of a counterpart from which a file is to be received and then click the Send button.

Send one by one If a check is made in a checkbox for this text, a target file will be sent separately as many times as the number of addresses specified as destinations in the address (TO) field.

The Copy is received.

If a check is made in a checkbox for this text, a sent mail copy will be sent to your own mail address.

Title Input a new subject if necessary to change the existing one. By default, a subject set by the administrator is indicated in this field.



Body Input a message. Pay special attention to the fact that no download URL is indicated for a recipient if a part set by default is modified by the administrator.

4.5. Uploading a File at the Counterpart

(i) Access the URL described in the received mail.

Received mail

(ii) Access the URL, and the Inbox folder screen will be displayed. Click “Upload.”

Delivery Folder screen

(iii) Once transition to the Upload screen is completed, drag and drop the target file to be uploaded anywhere within the screen or select and upload the file.



Upload screen

Upload screen

4.6. Checking an Uploaded File

(i) Click “File Receive” on the Home screen or on the left side of the screen to open the File Receive screen.



Home screen

(ii) Once the Receive file screen is displayed, click “Received files List” to display a list of received files.

File Receive screen

(iii) Because an uploaded file is indicated in the list of received files, click the file to save it in a desired location.



List-of-received-files screen

When there are multiple files to be downloaded, check the checkbox for each of the files so that they can be downloaded using Batch Download.

Downloading of multiple files on the List-of-received-files screen

4.7. Terminating File Reception

To terminate the setting for file reception, it can be terminated from the list-of-received-files screen.



Home screen

(i) Select “File Receive” on the Home screen or on the left side of the screen to open the list-of-received-files screen.

File Receive screen

(ii) Check a checkbox for the URL whose publication should be terminated and then click “Stop”.



List-of-received-files screen



5. Miscellaneous Functions

Click ▼ on the right side of a user name indicated at the upper right corner of the screen, and the setup screen will be displayed.


5.1. Making User Settings

Change Password

Re-setting a password　　Changes a password of the current login user.

Note that the length and validity of the password may be set in advance by the administrator.

In addition, the password may be required to be composed of six or more characters including at least three types of the four types shown below.



1. Alphabetic uppercase characters A, B, C, … Z 2. Alphabetic lowercase characters a, b, c, … z 3. Numeric characters 0, 1, 2, … 9 4. Non-alphanumeric characters ! # $ % ( ) = + * ?

(special characters) _ { }　; :　[ ]

Note: (Opening and closing square brackets <>, single and double quotation marks, and ampersands cannot be used.)

User Setting

Mail Address Set your own mail address.This function is required to use the mail transfer function. When the mail function is not used, this setting need not be made.

Language Allows the current display language to be changed. (Browser setting, Japanese, English, Chinese)

E-Mail Language Sets the language of a notification mail to be submitted from the Proself system. (System setting, Japanese, English, Chinese)

Time Zone Sets user's time zone. Attributes of uploaded file (reate date, last modified, upload date) are displayed with this setting.

Date Format Sets format of date. (auto, yyyy/MM/DD, MM/DD/yyyy, DD/MM/yyyy)

5.1.1.



5.2. Copying a File

This section deals with how to copy the file “sales department material.pptx” saved in the Sales department shared folder to a private folder of Mr. Sato.

(i) Check a checkbox for “sales department material.pptx” saved in the Sales Department shared folder and click “Copy” in the File operation pull-down menu.

Sales Department shared folder

Unless a check is made in the checkbox for a file to be copied, no File operation menu is displayed.

(ii) Select a file and click “Copy,” and the copy destination specification screen will be displayed. Check a checkbox for your own folder “sato” and then press the Copy button.

Copy destination specification screen



(iii) Check to see that the file “sales department material.pptx” has been copied to the folder “sato.”

Copy destination folder “sato”

5.3. Moving a File

This section deals with how to move the file “general affairs department notice.docx” saved in the all-employee folder to the private folder “okada.”

(i) Operations are almost the same as those for copying a file. Check the checkbox for “general affairs department notice.docx” saved in the All-employee folder and then click “Move” in the File operation pulldown menu.

Move destination setup screen



(ii) Select the folder “okada” as the move destination and click “Move.” The file “general affairs department notice.docx” saved in the All-employee folder is deleted and saved in the folder “okada.”

Folder “okada” after fie move

5.4. Deleting a File

This section deals with how to delete the file “sales department material.pptx” saved in the private folder of Mr. Sato.

(i) Check the checkbox for the file to be deleted and click “Delete” in the File operation pull-down menu.

Private folder “sato”

(ii) Because the screen moves to the deletion confirmation screen, click “Delete” if there is no problem with deletion.



File deletion confirmation screen

5.5. Making Various File (Folder) Settings

On the List-of-files screen, select a desired file (folder) and click the Details button, and the Details screen of the file (or folder) will be displayed. The following settings can be made on this screen.

・Changing a name・Changing an attribute・Setting a file expiry date・Setting a comment・Downloading a log・Setting Web publication

File details screen

Changing a nameA file (folder) name can be changed. To make this change, click the Pen icon lateral to the file name.



Changing a name

Changing an attributeA file (folder) attribute can be changed.To make this change, click the Pen icon lateral to the attribute.

Changing an attribute

Setting a file expiry date (folder)A validity can be set for a file (folder). If the specified due date elapses, the file (folder) is automatically deleted.To make this setting, click the Pen icon lateral to the file expiry date (folder).



Setting a time-limited file

Setting a commentA comment can be given for a file (folder). Click the Pen icon lateral to the comment, and the Edit box will be displayed.

Setting a comment on a file

Previous versionsWhen versions are under management by the administrator, the preceding versions of documents can be saved and downloaded depending on the specified number of generations. For details, refer to 5-8. Version Management.



Earlier versions

For Web publication and Inbox folder settings, refer to 3. Passing a File to a User Having no Proself Account (Web Publication).

5.6. Sending Mail


Mail destination (TO/CC/BCC)

Input a destination to which mail is to be sent. You may input an address directly or click the address book to select the address from the address book.

Subject Input the title of the mail.Body Write mail text for transmission here. A Web

publication address is written in advance.



Mail send screen

Note) Mail is never available unless the mail server setting has been made by the administrator and the mail address has been set on the User setup screen by the user.

5.7. Address Book

The address book, which is used to send mail, can be edited as necessary.

Note) The address book can be managed every user but cannot be shared in a group.

Address book

The address book has the following functions.

・Adding an address・Adding a group・Updating an address



・Deleting an address・Importing an address・Exporting an address

Adding and updating an address

Adding an address

NameThis name is a sender name to be indicated for a mail recipient when mail transmission takes place.

FuriganaMail sorting is performed in the order of furigana given for mail senders.

Mail addressThis address is used to send mail.

To update the address, click the user name concerned or check its checkbox and then click “Update” in the Address book operation pull-down menu.



Updating an address

Adding a groupAddresses can be managed in groups. Create a group and select a user who belongs to the group. In this case, the user address must have been registered in adding an address.

Adding a group

Deleting an addressCheck a checkbox for an address to be deleted and click “Delete” in the Address operation pull-down menu. Click “Delete” on the Delete confirmation screen, and the address concerned will be deleted.

*Unless a check is made, no Address book operation menu is displayed.



Deleting an address

Importing an address

Importing an address

• Only the files created in the CSV format can be imported.• The CSV format is described in detail in the following table.

Name, furigana, mail addressOther queries, other queries, [email protected], support, [email protected], order, [email protected], group, [email protected],[email protected],[email protected]

• The first line is ignored as a header line.• To create a group, multiple mail addressed should be written.• Mail addresses, which can be written in the group, are as follows:


mailto:[email protected]

mailto:[email protected]


(1) Mail address already registered(2) Mail address written in a file to be imported

5.8. Version Management

Version management settings are made to determine how many versions should be managed in units of user groups or group folders with respect to previous files.

Note) To manage file versions, settings should be made in advance by the administrator.

Downloading earlier versionsThere are some files in the Engineering Department shared folder and they have been updated several times by employees of the Engineering Department. Download an earlier version of the file “engineering department process sheet.xlsx”.

List of Engineering Department files

Check the checkbox for “engineering department process sheet.xlsx” on the list-of-files screen and then click the Details button at the upper right corner to open the Previous version screen.

Because a system setting has been made to leave five generations of documents by the administrator, versions from 1 to 6 can acquired. The latest version is 6



File details screen

Earlier versions

Select the version to be downloaded from the pulldown menu and then click the Download button to display the Download dialog box.

To download the version, select “Save” The earlier version is saved in the specified location.
