Updates from January, 2012 Toggle Comment Threads | Keyboard Shortcuts

  • Carlos del Pozo 10:48 am on January 31, 2012 Permalink | Reply
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    Zyncro Features: Profile section 

    Estimated reading time: 5 minutes

    What is the Profile in Zyncro?

    This section lets you edit your personal and professional information, view your messages, departments and followers, and make changes in the configuration of your integrations, ZyncroApps and notifications from Zyncro.

    What appears in the Profile section?

    • Your personal and professional information
    • Messages posted in your Personal Newsfeed
    • Departments you belong to
    • Followers: The people you are following and those following you
    • Configuration of your Integrations, ZyncroApps and notifications

    Elements of the Zyncro Profile

    Tabs in the Profile section
    • Messages: This tab shows all the messages you’ve posted in your Personal Newsfeed from when you started to use Zyncro. You can post messages in your Personal Newsfeed directly from this tab and even sort the messages shown.
    • Experience and skills: You can fill out this tab with professional information using the Skills, Experience and Education fields. Where you have integrated the social network LinkedIn with your profile, the information shown is the same as that given in your LinkedIn profile. That way, if you want to change any data, you need to do it in LinkedIn.
    • Departments: A list appears of all the departments you belong to.
    • Followers: This tab shows the people you follow in your organization and the people that follow you. From here, you can see the name, photo, email address, status, organization and department of each of your followers and the people you are following.
    “Edit my profile” side column
    • Basic information: This gives your profile information that you can edit: full name, photo, area, position, date of birth, time zone and date format. There’s also an option to limit visibility of all this information (All, My contacts, My departments or Just me). Where your account is linked with LinkedIn, a link appears that lets you change your user photo and date of birth in your profile in LinkedIn.
    • Password: This page gives you an option to change the password you use to access Zyncro to another one. Just enter the new password twice.
    • Contact details: Here you can add information that enables other users to contact you: cell number, postal address, email address, web page, Skype, Twitter, MSN, etc. Like the basic information section, you can also limit the visibility of all this information to other Zyncro users (All, My contacts, My departments and Just me).
    • ZyncroApps: This gives a list of the ZyncroApps available. You can enable and disable them. You can decide whether you want to see all the applications available or only those you have activated (“My applications”).
    • Integration with Google Calendar: Connect/Disconnect Zyncro with your Google Calendar account.
    • Twitter Integration: Connect/Disconnect Zyncro with your Twitter account.
    • LinkedIn Integration: Connect/Disconnect Zyncro with your LinkedIn account.
    • Experience and skills: This displays your skills, experience and education/training. You can make changes in these fields from LinkedIn if you have integrated your account with that social network.
    • Configure notifications: You can configure which notifications you want to receive by email and/or that are posted on your wall by selecting the checkboxes on this page.

    Give information about you, configure your Integrations, ZyncroApps and notifications, check out who’s following you… All from your Zyncro profile!

     

     
  • Carlos del Pozo 10:45 am on January 19, 2012 Permalink | Reply
    Tags: , departments, , , ,   

    Zyncro Features: Departments section 

    Estimated reading time: 4 minutes

    What is a Zyncro department?

    It’s one of the organizational blocks making up the structure of each organization in Zyncro that can be defined in the Organization Configuration section of the Control Panel.

    Users with department creation permissions can create departments (this permission is given to them by the administrator in the Control Panel, in the User Management section) and only the person that created the department (main owner) or the owners appointed by the main owner can add users to that department.

    Only corporate users from the same organization can become part of those departments or companies.

    Other users of the organization can follow a department or company to stay up to date with the latest news in that department or company.

    What appears in the “Departments” section?

    The departments created in a company are always shown in the Departments section (tab between Files and Groups and Tasks, if there is one).

    Each department has a name and is accompanied by an image associated with the activity that department carries out, a description and button to follow it.

    Existing departments can be sorted or organized according to:

    • Only departments whose name starts with a specific letter
    • All departments in ascending (A-Z) or descending (Z-A) order

    Members of a department

    The sections (tabs) shown in each department are:

    Messages: This section appears by default when accessing a department. It shows you all communication happening within the department: messages written by the main owner (they appear by department), uploaded files or notifications of new members that have joined.

    Files: It shows you all files that have been uploaded to the department. This action can only be done by members of that department.

    Members: These are the people with their photos, statuses and email addresses that make up the department. This page enables you to follow these users or stop following them if you are already following them.

    Under the Permissions column, you’ll see who is the main owner within the department. The main owner can add or remove people from the group, change the information shown for the department they “belong to”.

    Followers: These are the people that see the department’s actions (messages, actions on files, people added or removed) on their Home section.

    Their department is shown in brackets in a blue color (link).

    More about us: This section is designed for adding information, links of interest, references to the department. This information can be entered in HTML format.

    Zyncro lets you group users by groups and by departments.

    Create your own customized structure within your company!

     

     
  • Carlos del Pozo 10:56 am on December 15, 2011 Permalink | Reply
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    Zyncro Features: Search (I) 

    Estimated reading time: 4 minutes

    How do I perform searches in Zyncro?

    To perform a search in Zyncro, just enter the term you want to find in the search box (top right corner of the screen).

    The search results in Zyncro will appear grouped according to the different Zyncro sections: Messages, Files and Folders, Groups, Departments/Companies and People

    Beside the corresponding tab for each section, you’ll see the number of hits for the search criteria in brackets.

    Search Results

    Messages: This tab shows all messages appearing in conversations on the Zyncro wall that include the search word. The word is always highlighted in gray.

    The types of message that appear in this section (different according to the user) are:

    • Personal news that you or the people you follow have posted
    • Corporate news
    • Private messages you’ve sent
    • Messages from departments or companies you belong to or follow
    • Messages from the groups you participate in

    Files and folders: This tab lists all the files, folders and Zlinks created for sharing that include the search criteria in their title and that belong to the groups you have access to. Only for Business plans or higher: The tab also includes files whose content contains the search term (text files: TXT, PDF, Word, Excel, HTML, etc.). The term is highlighted in gray.

    Groups: This tab includes the groups that contain the search term in their title. Like messages and files, the term will be highlighted. This feature enables you to find all those groups whose name you can’t remember by using key terms.

    Departments/Companies (depending on the organization’s configuration): This last tab gives the departments or companies whose name or description contains the search term.

    People: This tab shows you a list of user contacts that include the search term in their profile (basic information, experience and skills, etc.) This is the best tool for managing internal talent!

    Next week, we’ll look at advanced search options.

    Learn to retrieve knowledge in your company in a single click!


     
  • Carlos del Pozo 10:36 am on December 9, 2011 Permalink | Reply
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    Zyncro Customization: Corporate image 

    Estimated reading time: 4 minutes

    How do I get my company to identify with Zyncro as their Social Network?

    Start customizing the interface with your logo and corporate colors!

    When creating your organization in Zyncro, the first step your admin needs to do is to define the corporate image. This option is found in the Administration Panel > Corporate image.

    Zyncros graphic customization options

    1. Your company’s logo

    First you need to upload to Zyncro the image (we recommend using a transparent .png) that will be used as a logotype for your organization and that will appear in the top left corner of the header.

    The size is limited to a maximum of 250 pixels wide by 40 pixels high. If it is any bigger than this, the image will be resized.

    2. Header background color

    If you click on the square icon, you can select the color to appear in the header, which is always shown at the top of the screen. If you want define a more precise color tone, you can also edit it using the RGB color model.

    3. Header text color

    Just like the previous option, you can also edit the color of the texts that appear above the header (Help, Language, First and Last Names of the user, Departaments, etc.).

    We recommend you use the corporate colors and combine them in such a way that they are easy to read and attractive for users, taking into account that it’s a web environment.

    Each time you change the logo and the colors in the header, you can preview the changes to check the end result before saving the layout.

    4. Customize the subdomain of the organization and the login page

    Apart from the interface colors, Zyncro contains an option to customize the URL from which organization users can access their corporate Zyncro.

    The default URL for accessing Zyncro is: https://my.zyncro.com/, but from this screen you can configure the URL of your Zyncro, using “https://MYCOMPANY.zyncro.com” instead of “my.zyncro.com”.

    To do this, just enter the name of your organization or any other term you want that can be used as a URL in the corresponding text box.

    If you have changed the image and corporate colors of your Zyncro as well as the subdomain , when you access your customized URL, a login page with your own corporate image will appear.

    This is the login page for our company, Zyncro Tech:

    5. Hide Zyncro links and logos in Zlinks

    Finally, there is also an option to hide the “Zyncro” name in links and logos within Zlinks.

    After making any changes, don’t forget to press “Save”!

    Customize your Zyncro appearance and apply your brand image to your Social Network.
    Win your employees over not only with its content… but also with its design!

     

     
  • Carlos del Pozo 11:21 am on December 1, 2011 Permalink | Reply
    Tags: , , , , , , zyncronizer   

    Zyncro Features: Version control in Zyncro 

    Estimated reading time: 3 minutes

    Why control file versions?

    When we work with documents that need to be reviewed, keeping the last version is not enough as often the last version is not the one we really need. At times, we have to change a file from a previous point which we can’t access using the latest version… With Zyncro, this is no longer a problem thanks to its Version Control option. This feature enables users to easily access a list of all the versions uploaded to Zyncro of each file, meaning that you no longer have to search in your computer to find the right version of the file you want to work on (that is if you still have it).

    How do I recover an older version of a file?

    The process is simple:

    1. Each time you create a file, you should upload it to Zyncro
    2. When you have a new version of the file on your computer, it also needs to be updated on Zyncro. You need to go the corresponding file and from the drop-down options menu on the right, select the Upload new version option.
    3. In this same drop-down menu, you’ll also see the Previous versions option. When you click on it, a window will appear with the following data:
    4. File name
      • Name of the person who uploaded the file first (Created by), with a direct link to their profile
      • Date on which they uploaded the file
      • Current file size
      • A separate list with the versions included as Previous versions and the Last version.

    These versions can be downloaded and you can also recover the previous version of the file.

    Keep and access all the contents of your organization, your documents and all their versions with Zyncro.

     
  • Carlos del Pozo 10:58 am on November 24, 2011 Permalink | Reply
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    Permissions in Zyncro groups 

    Estimated reading time: 3 minutes

    Have you ever wondered what certain permissions are used for when users join a group?

    Here we’ll explain all about those permissions according to the different roles so the permission required is obvious the next time!

    Roles in Zyncro groups

    1. Group Owner: This is the person that created the group. They can invite new members, decide their role, and perform any action on the files.
    2. Task Manager: They can manage tasks within the group.
    3. Editor: They can create, edit, delete and download files and folders in the group.
    4. Inviter: They can invite new members to the group.
    5. Reader: They can read, write and comment on group messages and download files. This is the default permission given to a new member when they are invited.

    We’ve summarized these permissions according to their role in a table:

    x* means that they can do this action, but only on items that they have created

    Remember you can combine these roles, enabling a user to perform tasks for a task manager, an editor and an inviter, all at the same time.

    When you invite someone new to the group, you can give them these roles by marking the corresponding checkboxes:

     

    Create your groups, invite your contacts and decide their permissions all in one simple step!

     

     
  • Carlos del Pozo 10:51 am on November 17, 2011 Permalink | Reply
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    Zyncro Administration Panel (II): User types in Zyncro 

    Basically, members of an organization in Zyncro can be either:

    • Corporate users, or
    • Administrators

    When you register for the first time in Zyncro through the web, you are generally created as a administrator.

    When administrators add other people to their organization, they do it as users, although they can give them administrator permissions at a later stage.

    Corporate users

    According to their permissions, users can be also:

    • Company feeders: Users that can post in the Corporate Feed. The corporate feed contains microblogging messages that are sent to the whole organization (regardless of how they are followed) and appear in blue on the corporate wall.
    • Group creators: Users that can create work groups for sharing messages and files (enabled by default).
    • Department creators: Users that can create companies or departments within the organization. From these departments, they can add or delete users, post messages, etc. In order to do this, the option Companies or Departments must be enabled in the “Organization Configuration” section.

    Administrators

    The main difference between an administrator and a corporate user is the administrator can access the Administration Panel and has all the permissions possible for a user. From there, they can:

    • configure the organization settings
    • set or manage user permissions
    • configure the corporate image in Zyncro
    • change security options
    • export content from a corporate Zyncro, among other options.

    Where do I change user permissions?

    From the Administration Panel > User Management. Go to the user whose permissions you want to change. All the possible options should appear there.

     

     
  • Carlos del Pozo 10:57 am on November 10, 2011 Permalink | Reply
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    How do I upload files to Zyncro? Document Management on the Cloud 2.0 

    Estimated reading time: 6 minutes

    As an Enterprise Social Network, Zyncro contains a file management system, enabling you to save any documents you need in your work groups and:

    1. share corporate information
    2. manage internal knowledge better
    3. access corporate documents from anywhere and from any device

    So the goal of this post is to answer the common question: How do I actually upload documents to Zyncro?

    Over the course of this post, we will show you 4 different ways of upload your files on Zyncro according to two factors:

    • The source and file type
    • The method used to upload

    Choose whichever way suits you best!

    Uploading files to Zyncro individually

    For this first option, we suggest you create an Internal Training group in your Zyncro and upload a document on using Enterprise Social Networks there. Haven’t got one? Well, here’s your chance to download our Best Practices in Enterprise Social Networking from http://www.zyncro.com/en/manual! :-)

    Once the PDF file has been saved on your computer…

    1. Go to http://my.zyncro.com and enter your username and password.
    2. Go to the Files and Groups section > Internal Training (REMEMBER: If you still haven’t created this group, click Create new group and invite as many contacts in your organization as you want).
    3. In the Internal Training group, go to the Files tab and click Add files.
    4. The Upload files window will allow you to select the file from your computer’s hard drive (Choose file button). Go to the folder where you have saved the document and click Open.
    5. The file will be uploaded and will appear in the list of files for the group.

    Uploading files using the advanced mode

    If you want to upload a group of files instead of just one and/or select them from different locations, you can do this using the “Advanced mode: upload several files” by marking the checkbox that appears in the Upload files window.

    1. Go to http://my.zyncro.com and enter your username and password.
    2. Go to the Files and Groups section > Internal Training (REMEMBER: If you still haven’t created it, click Create new group and invite as many contacts in your organization as you want).
    3. In the Internal Training group, go to the Files tab and click Add files.
    4. Here, instead of clicking Choose file, mark the Advanced mode: upload several files checkbox at the bottom of the window. IMPORTANT: The first time you activate this option, it will ask you to activate several components (Java applets). You need to accept the activation of these elements in your browser in order to upload files in this way.
    5. The window will change automatically and bring you to another window where you can see 3 sections: (1) on the left, you’ll see the structure of folders on your computer, (2) at the top, you’ll see the contents of the folder selected on the left, and (3), at the bottom, this is where you should drag the folders (from the top section) you want to upload to Zyncro to.
    6. Once you have dragged and dropped all the files in the bottom section, click on the circle icon with the green arrow and uploading will start immediately. In the same window, you can follow the files upload progress (both as a % uploaded and the remaining time). When it’s finished, you’ll see a list of the files that have been uploaded to Zyncro.

    Uploading folders using the zyncronizer

    Finally, you can also upload files to Zyncro using the zyncronizer, the tool that can be used to create groups or upload files and folders Zyncro directly from your computer and vice-versa, allowing you to download whatever you have in your Zyncro, creating folders and copies of the files on your computer.

    We recommend you use this option for all those files and folders that you work frequently on.

    1. You need to download the Zyncronizer from http://www.zyncro.com/en/download first.
    2. Open the Zyncronizer on your computer, enter your username and password for accessing Zyncro.
    3. Go to the folder on your computer that you want to upload to Zyncro, right-click on the folder and select the “Create group in Zyncro” option.
    4. This way, a new group will be created with the contents of the folder that you have “zyncronized”.

    For more information on how the zyncronizer works, check out older posts on our blog.

    Uploading files via email

    Finally, remember that, in the same way you can answer messages posted on your wall or your groups just by replying to the email notifying you of new posts in your Zyncro or post new messages in your group by sending a new email to the email address that appears to the right, you can attach a file to upload the group directly. It’s as simple as that!

     

     
  • Carlos del Pozo 10:08 am on October 28, 2011 Permalink | Reply
    Tags: , users,   

    Zyncro Administration Panel (I): Space distribution and user authorizations 

    Estimated reading time: 5 minutes

    Today we’ll take a look at the new characteristics related to the roles and hierarchy within Zyncro: The administration panel and the authorizations for different users.

    Zyncro has an administration section called the Administration Panel, where it is possible to do the following:

    • View a summary of your organization’s user and storage space information
    • Personalize your social network’s corporate image
    • Configure the security options
    • Define how the organization will be organized
    • Manage users
    • Activate and configure the ZyncroApps
    • Generate a backup copy
    • Manage Zyncro update subscriptions

    In this post, we will focus on the first section and the options in order to:

    • Assign access authorizations to each user
    • Manage and check how much storage space you have available

    This basic administrative functionality is available for the four Zyncro Plans: Small Business, Business, Enterprise and Business Communities.  If you are using the free version (or freemium) of Zyncro through the Small Business plan, the administrator storage space is 500MB, which is half of all of the available space, and the remaining 500MB will be split between the 4 users the plan can be activated for.

    If your company requires more space and/or users, you have the option available to sign up for a different plan in the administration panel.  All you need to do is click on the links; ”Increase space” and/or “Increase users“.

    User Authorizations

    When it comes to user authorizations, the process begins when the administrator creates the users in the “User Management” sections (menu on the right hand side of the Administration Panel).

    Zyncro allows you to personalize the details of the user being registered: First and Last name, and Email address, and assigning them the space they will be allowed to use.

    From this very same page, you can also assign the following user authorisations:

    • Corporate Feeder: Allows users to post content in the corporate news section
    • Group Creator: Allows users to create groups in order to share documents and information
    • Department Creator: Allows users to create departments and/or companies within the organization (depending on the organization’s configuration which we will explain in the next
      post)
    • Administrator: Allows users to have administrator authorizations

    In the next article, we will explain the rest of the administration panel options. However, if you would like more information in the meantime, please contact our sales department and they will be happy to assist you: sales @ zyncro.com

    Still not familiar with Zyncro but think it could help you solve your company’s internal communication and document storage problems?

    Then try it out absolutely free right away!

    Get Zyncronized!

     

     
  • Carlos del Pozo 10:00 am on October 18, 2011 Permalink | Reply
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    Zyncro Characteristics: Number of users and storage 

    Estimated reading time: 5 minutes

    The Zyncro solution consists of functionalities distributed as per the Zyncro sales plans

    1. Small Business
    2. Business
    3. Enterprise
    4. Business Communities

    We have just published a comparison that you can analyze on this section of the website so that you can get to know each area better.

    Nonetheless, in order to clarify the differences between these models, we will start a series of blog entries to explain their characteristics starting today with the number of users (internal and external), departments and companies and the available storage space for each plan.

    Zyncro Users

    The free version; Small Business includes upto a maximum number of 5 internal or corporate users.  This version is ideal for micro small and medium businesses and for those companies that wish to try out the tool for free.

    We recommend that you start using Zyncro with the free version and follow these steps:

    1. One company member signs up for the Small Business Plan, and becomes the administrator for your organisation
    2. This user invites the 4 members of the company you have selected to use Zyncro which is done from the Administration Panel
    3. This group (that has 1GB storage space available to it) can begin to configure the tool based on your requirements, create work groups and use the tool to test its potential
    4. When the group decides, the number of users and amount of storage space can be increased (becoming a Business or Enterprise plan) so that the solution can be implemented for the whole organisation and start to be used in an effective manner on a day to day basis
    5. This means that if more corporate users are needed within the organisation, the Zyncro subscription must be updated to the Business version (this includes from 6 to 500 users).

    The ideal solution for enterprises that may need around 500 users and specific tailoring towards platform requirements (both technical and for management) would be Enterprise.

    When it comes to large business communities in which different companies join together in order to exchange information, offers, projects, for networking purposes… the best option is Business Communities which will be available from Zyncro version 3.0 onwards.

    For all plans, the number of external users and contacts that can be included in your work groups or in your contacts directory in the People section, is unlimited.

    The Companies or Departments sections can be added via the Administration panel to establish more defined profiles of the people within the networks and these are also unlimited.

    Storage space

    The storage space is only limited to 1GB for the free Small Business plan.  For the BusinessEnterprise and Business Communities plans, the GB space is unlimited and will depend upon the GBs signed up for.

    If you would like any more information about the above, please do not hesitate to contact our sales department at:

    sales @ zyncro.com

    And if you would like to give Zyncro a try yourself and see what it can bring to your company…

    try our solution absolutely free right away!

     

     
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