Getting started with Oodrive Work

Oodrive Work is an online collaboration tool that enables you to share your sensitive documents in a secure environment.

Oodrive Work lets you perform actions such as:

  • Upload and manage your sensitive documents in your workspace

  • Send documents securely

  • Work as a team on a collaborative project

  • Manage security options and access permissions for your colleagues

  • Supervise your colleagues' activities on shared items

Log in to your workspace

Depending on the authentication method your organization has chosen, you can log in:

  • using your Oodrive login credentials

  • using your company login credentials

Log in with your Oodrive login credentials

  1. Retrieve the username emailed to you when your account was created and click Set my password.

  2. You will be redirected to a browser page asking you to set a password and confirm it before clicking Validate.

  3. Click Log in to access the login page.

    Please note

    If the Oodrive login field is not displayed, click Log in using your login credentials to access it.

  4. Enter your username and click Next.

  5. Enter the password you have just specified, then click Log in.

    Careful

    After 5 failed login attempts, a security code will automatically be sent via email. This code will be required in addition to your password.

    If you have forgotten your password, click Forgot your password?

    If two-factor authentication has already been configured on your workspace, you will also be asked to enter the code received on your mobile device.

  6. Next, you will access the Oodrive Suite portal, where you will find all the applications and configuration modules to which you have access.

To return to the portal at any time, click on in the upper-right corner of the page, then select Portal.

Please note

As a security measure, you will be automatically logged out of your session after 30 minutes of inactivity (or after 4 hours if the Oodrive Work discussion feature is enabled). You can extend your session by clicking Continue to browse when the logout warning appears on the screen.

Log out at any time by clicking on your name in the upper-right corner of the page, then on Logout.

Log in with your company login credentials

  1. Click the Log in using SSO button.

    If the button is not available, click Log in using your company's single sign-on (SSO)

  2. Enter your company login credentials and click Log in.

    If you have forgotten the password associated with your company username, please contact your company’s IT administrator.

    If two-factor authentication has already been configured on your workspace, you will also be asked to enter the code received on your mobile device.

  3. Next, you will access the Oodrive Suite portal where you will find all the applications and configuration modules to which you have access.

To return to the portal at any time, click on in the upper-right corner of the page, then select Portal.

Please note

As a security measure, you will be automatically logged out of your session after 30 minutes of inactivity (or after 4 hours if the Oodrive Work discussion feature is enabled). You can extend your session by clicking Continue to browse when the logout warning appears on the screen.

Log out at any time by clicking on your name in the upper-right corner of the page, then on Logout.

Overview of the Oodrive Work web application

Oodrive Work allows you to collaborate on your sensitive documents in a secure environment. You can manage your documents online and share them with internal and external collaborators with a great degree of control over the security options and access permissions granted to each person.

From the home page of your Oodrive Work application, you can access your personal space My space as well as the teamspaces available within your organization.

When you enter your personal space or a teamspace, the navigation panel on the left side of the page allows you to quickly access the sections of the application.

The table below presents the various sections of the Oodrive Work application.

Section

Action

Documents / My documents

Browse and manage your teamspace files and folders. In My space, you will find your own files and folders.

Received documents

Browse items that have been shared with you via collaborative share or email (only in My space).

Favorites

Find the folders and files you have added to your favorites (only in My space).

Manage sent shares / Share management

Access sent shares to consult and/or manage them.
Members View and manage members (only in teamspaces)

Data profiles

Create custom management data profiles to automate the labeling of your files and folders.

Storage

View how much storage space is available.

Browse your files and folders

Go to the Documents section of a teamspace to view all the folders and files it contains. In your personal space, the My documents section contains your own files and folders while the Received documents section allows you to browse items that have been shared with you.

To make it easier to browse and manage the documents in your workspace, you can also:

  • perform a search to find a file

  • choose how to display items in your file manager

  • display details for an item

Search for a file

Quickly find your documents by searching for keyword or by criteria.

A keyword search is performed on the name and contents of files, whereas a filtered search lets you find files that match your chosen criteria.

Search by criteria

  1. Click the icon to the right of the search bar along the top of the application.

  2. Use the available filters to define your search criteria. You can filter by:

    • file type (image, PDF, document, spreadsheet, etc.)

    • modification date

    • location of the document in the file manager

  3. When you have finished defining the search criteria, click Search to display the results.

  4. Click on the title of the document matching your search to access it.

    You can also access the folder where the document is located by hovering your mouse over it and clicking Show in folder.

Perform a keyword search

  1. Click the search bar along the top of the application.

  2. Enter key words or phrases that appear in your file, then press Enter on the keyboard.

    The results of your keyword search are displayed.

  3. If you'd like, use the filters above the results to further refine your search.

  4. Click on the title of the document matching your search to access it.

    5. You can also access the folder where the document is located by hovering your mouse over it and clicking Show in folder.

Choose how your folders or files are displayed

You can change the presentation of your folders and files according to your viewing preferences.

To do so, click the icon List , Grid  or Large-format grid .

Display details for an item

To view the details for a file or folder:

  1. Browse your file and folder structure and select the item for which you want to see the details.

  2. Click in the upper-right corner of your files list to open the information panel.

  3. Browse through the panel tabs to access the information you want to view.

    • Details: the properties (owner, creation and modification date, size, location, etc.) and management data for the item

    • Shares: the list of shares to which the item belongs

    • Activities: the history of actions performed on the item

    • Versions: the history of the versions created for a document

    • Memos: the memos attached to the item

View your notifications

A notification center is available in the Oodrive Work application.

You are notified when:

  • a user requests to join a space you own.

  • a colleague adds you to a teamspace.

  • your request for access to a teamspace has been approved or denied.

  • you have been mentioned in a memo.

  • you receive a share via email, a collaborative share or share via drop box.

  • a share you have sent and for which you have enabled the end-of-share alert is about to expire.

To view your notifications, click on the bell-shaped icon in the upper right corner of the screen. Notifications are deleted after 6 months.

Notifications are displayed from the most recent to the oldest, and a blue dot indicates those that have not been viewed:

Some notifications include a link for direct access to the memo, teamspace or share in question.

Install the EasyTransfer desktop application

EasyTransfer is the desktop application for managing transfers to and from Oodrive Work. It takes over from the browser and allows users to import or download sensitive data with no size limit.

EasyTransfer also allows you to edit the documents locally in your Oodrive Work workspace on your computer with the Microsoft Office application.

  1. Go to your collaborative application.

  2. Click your profile in the upper-right corner of the screen and select Applications.

  3. Go to the EasyTransfer section, then download the application for Windows or Mac.

  4. Go to your Downloads folder and double-click the EasyTransfer-xxx.exe installer.

  5. Follow the steps in the installation wizard.

Link EasyTransfer to your Oodrive Work workspace

The EasyTransfer application must be linked to your browser and your workspace. After installation, a pairing procedure appears when you log in to your online space.

  1. Go to your collaborative application.

  2. Two windows are displayed, prompting you to link your browser with EasyTransfer:

    • the first, generated by your online workspace, contains an automatic pairing code

    • the second, generated by EasyTransfer, asks you to enter this code to finalize the pairing process

  3. Copy and paste the pairing code into the EasyTransfer window, then click OK.

A confirmation message indicates that the application is linked to the platform, and the EasyTransfer application icon appears in your computer's task bar.

Ressources