What is Cabinet 4?

Cabinet 4 acts as a local file-sharing network for your group or company. You can store files in an organized folder management system for easy management. Files and folders can be group-exclusive for privacy. You can use the file lock feature to prevent others from editing a file while you are working on it, and the version control feature also allows you to restore your edited files to their original versions.

1. Browse Folders

To browse a folder in the Cabinet, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. From the left Folder pane, select a folder.

   To display hierarchies of a folder: Click Expand.

3. As illustrated below in Step 4., with the Strategy folder, files within folders appear on the right.

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2. Add Folders

To add a folder in the Cabinet, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. Click Add Folder.

   The Add Folder window appears.

3. Enter folder name, keywords, and notes about the folder.

   • Keyword(s): Allows you to assign searchable words.
   • Note: Allows you to record any comments.
   • To make the folder Group-Exclusive, choose the group from the pull-down menu.
   • If you choose to make the folder Group-Exclusive, you can choose to make the folder browseable (but not editable) by other users.
   • Group-Exclusive folders can only be set up at the Root Level.

4. When done, click Add.

3. Delete Folders

You can only delete a Cabinet folder if the folder is empty. To delete a folder in the Cabinet, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. From the left Folder pane, select an empty folder.

   To display hierarchies of a folder: Click Expand.

   The Folder contents appear on the right.

3. Click on the folder to view that there are no contents.

4. Click Delete.

   The Delete Folder window appears.

5. When done, click Yes to confirm.

4. Edit Folder Details

To edit the folder details of a Cabinet folder, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. From the left Folder pane, select a folder.

   To display hierarchies of a folder: Click Expand.

   The Folder contents appear on the right.

3. Click Folder Details.

   The Folder Details window appears.

4. Click Edit.

   The Edit Folder Details window appears.

5. Edit folder details as necessary.

6. When done, click Save.

5. Change Folder Paths

To change the placement of a folder in the Cabinet folder management structure, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. From the left Folder pane, select a folder.

   To display hierarchies of a folder: Click Expand.

   The Folder contents appear on the right.

3. Click Folder Details (far right).

   The Folder Details window appears.

4. Click Edit.

   The Edit Folder Details window appears.

5. From the Path drop-down menu, select placement of your folder. with the Root Folder being the top level.

   The folder will be moved under the selected folder.

   You cannot set more than two folders/files with the same name in the same hierarchy.

6. When done, click Save.

6. Change Order of Folders

To change the order of display of folders within the file management structure, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. From the left Folder pane, select a folder.

   To display hierarchies of a folder: Click Expand.

   The Folder contents appear on the right.

3. Find the folder that contains the sub-folders you want to reorder.

4. Click Change Orders.

   The Change Orders of Folders/Files in Folder window appears.

5. Select a folder to move.

6. With the selected folder highlighted, click the Up Arrow or Down Arrow to move the folder up or down respectively to a desired location.

   Note: If you are in the Root Folder, Files will always be displayed under folders. You cannot display a file above a folder.

7. Add Files

To add files to the Cabinet, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. From the left Folder pane, select a folder.

   To display hierarchies of a folder: Click Expand.

   The Folder contents appear on the right.

3. Click Add File once you have found the folder in which you want the file to appear.

   The Add File window appears.

4. From the Path field, confirm the parent folder.

5. From the File field, click Browse to select a file.

6. Enter optional data as desired.

   Version Control: Allows you to restore an edited file to a previous version. Select how many versions per file to save.

   Note: The system administrator must activate version control in System Settings.

   Keyword(s): Allows you to assign searchable words to the file.

   Note: Allows you to record any comments.

   Log: Allows you to record any comments for the Renewal History, which should be updated every time the file is edited.

7. When done, click Add.

8. Delete Files

To delete a file from the Cabinet, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. From the left Folder pane, select a folder containing a file to delete.

   To display hierarchies of a folder: Click Expand.

   The Folder contents appear on the right.

3. Click File Details to the right of the file name.

   The File Details window appears.

4. Click Delete.

   Note: If the file is currently being edited by another user, you will not be able to delete the file.

5. When done, click Yes to confirm.

9. Edit File Details

To edit the File Details for a file in the Cabinet, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. From the left Folder pane, select a folder.

   To display hierarchies of a folder: Click Expand.

   The Folder contents appear on the right.

3. Next to the file to be edited, click File Details.

   The File Details window appears.

4. From the File Details area, click Edit (not Lock & Edit).

   The Edit File Details window appears.

   Note:The file must be unlocked to edit.

5. Change data as desired.

   Version Control: Allows you to restore an edited file to a previous version. Select how many versions per file to save.

   Path: Allows you to select a different parent folder (path).

   Keyword(s): Allows you to assign searchable words to the file.

   Note: Allows you to record any comments.

   Updated by: Allows you to select a group.

   Log: Allows you to record any comments for Renewal History, which should be updated every time the file is edited.

6. When done, click Save.

10. Change File Paths

To change the location of a file within the file management structure, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. From the left Folder pane, select a folder containing the file you want to move.

   To display hierarchies of a folder: Click Expand.

   The Folder contents appear on the right.

3. Click File Details to the right of the file name.

   The File Details window appears.

4. Click Edit.

   The Edit File Details window appears.

5. From the Path drop-down menu, select the location to which you want to move the file.

   The file will be moved under the selected folder.

6. When done, click Save.

11. Change the Order of Files

To change the order of Files within Folders in the Cabinet, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. From the left Folder pane, select a folder.

   To display hierarchies of a folder: Click Expand.

   The Folder contents appear on the right.

3. Find the folder that contains the files you want to reorder.

4. Click Change Orders.

   The Change Orders of Folders/Files in Folder window appears.

5. From the Files list box, click a file to move.

6. To move files:

   Move up: Click Up Arrow.

   Move down: Click Down Arrow.

7. When done, click Back to Folder.

12. Restore File Versions

In order to restore files to past versions, the system administrator must have activated the version control feature.

When the file was added to the Cabinet, the initial user should have chosen the Version Control option and specified how many versions of the file to save for restoration. If this was not done, you will not be able to restore the file to a previous version.

To restore a version-controlled file to a previous version, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. From the left Folder pane, select a folder.

   To display hierarchies of a folder: Click Expand.

   The Folder contents appear on the right.

   Find the file you want to restore to a previous version.

3. Click File Details next to the file you want to change.

   The File Details window appears.

4. Browse the Update Log field.

   The most recent file is on the top. Versions are in descending order.

5. Next to the file to be restored, click Restore.

   Note: If there are no Restore buttons, the document was saved without using the version control system. To activate Version Control edit the File Details, and select the number of versions of the file you want to save.

6. When done, click Yes to confirm.

13. Restore Deleted Files

In order to restore deleted files, the system administrator must activate this feature in System Settings > General Setting. The Time Period to Hold Deleted Files for Restoration must be set to the specified length of time you want the system to save deleted files.

If the time period has been set, to restore a deleted file, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. From the left Folder pane, select a folder to delete.

   To display hierarchies of a folder: Click Expand.

   The Folder contents appear on the right.

   Choose the folder that contained the deleted file you want to restore.

3. Click Folder Details.

   The Folder Details window appears.

4. Browse the Update Log field.

   Find the file you want to restore, and click the Restore button next to the file.

   Note: If you do not see the Restore button, the time period to hold the file (set by the Administrator) has expired or was never set.

5. When done, click Yes to confirm.

14. Lock and Edit Files

In order to edit a file in the Cabinet, you must have rights to edit. You may not be able to edit if the folder is Group-Exclusive and you only have browsing rights.

Also, to edit a file without allowing another user to edit the file simultaneously, your system administrator must activate the File Lock feature in Cabinet > System Settings > General. If this is not activated, you will not see the Edit buttons next to the file lists.

Given the right permissions and settings, to edit a file in the Cabinet, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. From the left Folder pane, select the folder that contains the file you want to edit.

   To display hierarchies of a folder: Click Expand.

   The Folder contents appear on the right.

3. Next to the file to edit, click Edit. This will lock the file for editing, so no other user (except the system administrator) can edit the file as long as you have it locked.

   The Download/Upload Editing window appears.

4. Download the file from the Cabinet by clicking on the file name.

   • If you already have the file on your hard drive, we recommend you overwrite the file with this latest version (put in the same place on your hard drive).
   • If you've never worked on this file and it is new to your hard drive, put it in a place where you can remember where it is.

   The download location window appears.

5. Go to your computer's files, and find the file you want to edit.

6. Edit the file as desired on your hard drive.

7. After you finish editing, go back to the download/upload window in for that file in the Cabinet, and click Upload.

8. Browse to find the file, add notes to the version log, and click Update.

   The file has now been replaced with the new version in the Cabinet, and it has been unlocked so other users can edit the file.

15. Search Folders/Files

To search for folders or files in the Cabinet, follow these steps:

1. From the Portal Page, click Cabinet on the Office 4 menu.

   The Cabinet window appears (Root Folder displayed).

2. Click Search.

3. From the Search Keyword field, enter text to search.

4. From the Target Folder Path drop-down menu, select a folder to search. If you want to search the entire cabinet, select Root Folder.

5. From the Search Criteria field, set the search criteria.

6. When done, click Search.

16. Set the Number of Keywords for Folders/Files

(System Settings)

As a system administrator, you can set the maximum number of keywords to allow users to register per folder or file.

1. From the Portal Page, choose Cabinet > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select General Setting.

2. From the Maximum Number of Keywords to Register per Folder/File drop-down menu, select a maximum number.

3. When done, click Save.

17. Set the Number of Update Logs to Display

(System Settings)

As a system administrator, you can set the number of Update Logs to list on the Folder and File Details pages.

1. From the Portal Page, choose Cabinet > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select General Setting.

2. From the Number of Update Logs to List , select a number.

3. When done, click Save.

18. Set the Time Period to Hold Deleted Files for Restoration

(System Settings)

As a system administrator, you can set a time period to hold deleted files. The system will hold the deleted files for possible restoration for the time period specified. Therefore, if a user accidentally deletes a file from the Cabinet, it can be restored.

1. From the Portal Page, choose Cabinet > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select General Setting.

2. From the Time Period to Hold Deleted Files for Restoration drop-down menu, select a time period.

3. When done, click Save.

19. Activate File Lock

(System Settings)

As a system administrator, you control the activation of the File Lock feature.

This feature allows a user to edit a file without allowing another user to simultaneously edit. It is designed to prevent two users from adding overlapping edits to a file.

When a user Edits a file, it will automatically be locked.

To activate the file lock feature, follow these steps:

1. From the Portal, choose Cabinet > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select General Setting.

2. Check the Activate File Lock Feature box.

   The file lock feature will be activated.

3. When done, click Save.

20. Activate Version Control

(System Settings)

As a system administrator, you control the activation of the Version Control.

Version Control lets users keep up to 10 previous versions of files and allows restoration of a file to a previous version. The system administrator determines/changes how many versions per file to keep in File Details.

To set up the version control feature for files, follow these steps:

1. From the Portal Page, choose Cabinet > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select General Setting.

2. Check the Activate Version Control Feature box.

   The version control feature will be activated.

3. When done, click Save.

21. Set Access Permissions

(System Settings)

The details of access permissions for the Cabinet are described in the following list.

These permissions cannot be changed.

1. Access Permissions

   This list illustrates access permissions for Cabinet. Non-registered users (Guest Users) are users who are not registered by the Administrator in System Setting.

   Setting Items	Registered Users	Non-Registered Users	System Administrator
   Browse Folders	Yes	No	--
   Add/Edit/Delete Folders	Yes	No	--
   Browse Files	Yes	No	--
   Add/Edit//Delete Files	Yes	No	--

   Folders can be set up as Group-Exclusive at the Root Level.

   • Folders can be browseable (but not editable) by other users.