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File Storage and Sharing: Webspace

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About Webspace

Function

Webspace provides the ability for members of University departments to securely store, access, and share files containing potentially sensitive data.

Access

Use of the Webspace service is limited to those departments and employees who request access using the form. (Those who had access to Webspace before Files was introduced in June 2008 will retain access to Webspace.)

To access Webspace, go to https://webspace.nyu.edu and log in with your NYU NetID and password. Alternatively, Webspace can be accessed via the Webspace channel on the Files tab of NYUHome.

Webspace Help

Online help is available within the Webspace website or by searching the Ask ITS knowledgebase. Or, contact the IT Service Desk for further assistance.

New Features and Changes

Web View

Webspace has been completely redesigned visually with the new release; several time-saving and sharing enhancements have also been added. All of the same great features and functionality you've come to rely on are, of course, still available.

With the introduction of the new stylized look of the web view, we have also enhanced the feel by implementing Web 2.0 technology. This enhancement makes the web view easier to use by including such features as Ajax right-click menus and expansion navigation.

The modern look and simple color scheme make the application more user friendly.

Access any feature available on a file or folder using the Right-click menu.

Browse to any folder within the hierarchy tree from the improved navigation bar.

The Webspace web view is currently compatible with the following browsers:

  • Windows: Internet Explorer 6 and 7; Firefox 2 and higher
  • Mac: Safari 2; Firefox 2 and higher

Right-click Menu

The new right-click menu allows for quick access to any area of the Document Manager or the Records Management module, depending on which space you are currently using.

Uploading

There are two modes of upload, Basic and Advanced. Basic upload allows you to browse one file at a time, until you have compiled a list of files to upload. Advanced upload allows you to drag-and-drop files or folders onto the Advanced upload screen. The upload mode can be easily switched at any time by clicking either the "Basic Upload" or "Advanced Upload" links on the Upload screen. Whichever mode you choose will be displayed the next time you upload files.

The advantage of using the Advanced Upload versus the Basic Upload is the ability to drag-and-drop entire folders and their sub-folders into your web view. This new method is a considerable time-saving feature.

Note: Advanced Upload mode requires version 1.5 or higher of the Java plugin available from http://www.java.com. If you have the Java plugin installed but it is not version 1.5 or higher, you will experience problems when attempting to use the Advanced Mode. Apple Mac computers usually come with the Java plugin pre-installed. If you do not wish to download and install the Java plugin, use Basic Upload.

Sharing

Sharing within Webspace is similar to that of the previous version, however there have been subtle yet powerful changes within the Sharing screens. The Sharing Wizard offers the ability to quickly step through the process of sharing a file and notifying appropriate persons. The improved find feature makes it easier than ever to locate users in which to share resources. The New Folder Wizard steps you through not only creating a new folder, but also sharing that new folder.

Tagging

Webspace allows you to create searchable keywords for files, which are called Tags. Tags are used for files and cannot be used for folders, however, you may Tag all files in the folder. In order to Tag a file you must have Read and Write permission for that file. If, however, you would like to search for a Tag, you need only have Read to view them. When creating Tags there is not any type of character limitation, so the Tag may be as long or as short as you would like; there is also no limit to the number of Tags a file may have. Free-form file tags allow you to more easily organize content in a way that makes sense to you.

Search

Searching in the new version provides three different types of searches. The first and most readily available is the Quick Search. You will notice in your web view, in the upper right corner, there is a search field. Simply enter in the keyword you are looking for and the results will be presented momentarily. Indexes must be configured in order for the Quick Search to work properly. The second type of search is Search. You have the ability to search across multiple folders by name, content and other parameters. The third and final type of search is the Advanced Search. You have the ability to search using multiple parameters across multiple folders. You may opt to search for items containing all of the parameters, or items containing any of the parameters. You may search by document class or by standard properties.

Page last reviewed: May 26, 2010