An update this week to the My Docs Online Desktop App allows Administrators to pick and choose what actions group members can use. For instance, if you want all file accesses to be via “Lock & Open” you can “turn off” View, Download, etc. You can set overall rules for the entire group and then make exceptions for specific users.
These controls are in addition to the standard permissions, which control overall access to files in a folder.
Also new in this release is control over the length of Locks for Lock & Open processing, which can now be set to 24 hours, 7 days (the default) or “Until Unlocked”. Using the “Until Unlocked” option essentially turns the Lock & Open feature into a “Check-Out/Check-In” operation giving long-term control of a file or document to a particular user. Of course the administrator always has the option of overriding a lengthy Lock by using “Foce Unlock”.
As always, the update to the Desktop App is automatic the next time you open the application. For additional details clock “Help…Help Topics” in the Desktop App, or follow the detailed instructions on the Account Settings screens.
The following question came in through our online support chat earlier this week:
Question – “I am wondering if your system has the capability to create a general link that can be supplied to any individual so that they are able to upload files to a my account.”
MDO Support Answer – ” Yes, it’s called customer upload”
Question – “So, I don’t have to invite specific people like the DropBox system?”
MDO Support Answer – No.
The My Docs Online “Customer Upload” link can be posted on your website or emailed directly to your customer allowing them to securely and easily upload files into your account without the need for a login ID or password. They have no access to your account other than this ability to upload files.
If your business has the need for customers to upload large files directly into your account and don’t want to provide them with an additional login ID and password check out customer upload.
You can learn more, including where to find your account specific customer upload link, by checking out the video below.
We’ve been in business since 1999, and garnered our first award in 2000, PC World’s “Best of the Web” in the Online Storage category. In those days that meant being written up in an actual printed-on-paper magazine. They also sent us a nice plaque that still hangs on a wall in our offices to remind us of our history.
Now WebHostingSearch.com has informed us we’ve been named a “Best Web Tool” in the File Sharing category. The Web having matured somewhat in the past dozen years it takes the form of an image file and a link.
A new user recently emailed us to point out that My Docs Online, using WebDAV and the Desktop App, is working nicely as an alternative to MobileMe and iDisk, which will no longer be available after June.
Here’s what he said to us:
I just signed up for your service after evaluating many others over the last few days. Your interface seems closest to what I had with the iDisk under Apple’s Mobile Me. I upgraded to Lion and also had to find something before June 30 when the iDisk goes away.
Apple’s iCloud is very different from iDisk. iDisk is (soon to be was) a remote server that is organized like a typical drive, with a folder tree, and accessible via standard, open methods like WebDAV. iCloud is closed, and accessible only via apps using the interface provided by the operating system. It’s another outgrowth of iOS, where the location of files is generally hidden, and files are accessible from the apps that handle them. Mountain Lion for the Mac will work much the same when it is released later this year.
That means there’s no way to use the iCloud storage outside the services and apps that make use of it, such as iPhoto, iTunes Match, iWork, and AppStore apps that makes use of the iCloud Storage APIs.
Those who prefer their cloud storage to more open, flexible, and accessible from non-Apple products will need to look elsewhere, and as this user found, My Docs Online can do the job.
If you’d like to try it for yourself you can sign up for a no-obligation, no-credit card needed trial here.
The Desktop App, available for both Windows and Mac users, is becoming more and more popular for everyday use by our customers, and by our customers’ customers. Now you can opt to use a custom version that displays your logo on the sign-in screen and on the file list screen, like this example below for the STEP Program for BMW of North America, LLC.
How can you get your logo incorporated into your own copy of the Desktop App?
Send a request to [email protected] Tell us your group admin ID and attach a logo (or point us to your website so we can find a logo there).
We’ll do the work and send you back a unique link you can share with your customers and users.
If you don’t yet have a My Docs Online account there is no time like the present to get started. You can sign up for a free My Docs Online trial account here.
Let’s face it – there are lots of places online where you can share files. But when it comes to sharing large files, really large files, files over 2GB in size the number of places you can go gets much smaller quickly.
File storage companies have different limitations on file sizes, with some capping file sizes at as little as 100 MB. Some companies offer single file size limits of 1 GB and most of those who go larger stop at 2GB.
At My Docs Online we have no file size limitations. The only limit is the size of your account, as long as you are using the Desktop App. Using the desktop app is what allows us to exceed the browser based upload limitations of 2GB in file size. The My Docs Online desktop app runs on both both Windows and Macs so if you need to transfer really big digital files give us a try.
Now – what are the practical realities of transferring a file of that size? A pretty good cable modem upload speed is between 2 – 5 Gbps so uploading a 2 GB file should take between 1 – 2 hours at those speeds. Download speeds are normally quite a bit faster so downloading the file may only take 25% of the time it takes to upload it. If you’re curious as to what your internet connection speed is you can test it at http://www.speedtest.net.
Sometimes, you really do need to get the file there today and when that’s the case you need something that will do the job for you. If you’re in that position I hope you’ll give My Docs Online a try by signing up for a free trial, running the desktop app and uploading your file.
One of the most requested new features to the desktop app has been the addition of file sharing. We’ve listened and file sharing is now available in the current version of the desktop app. There is nothing you’ll need to do to have access to the file sharing it will just be there the next time you run the desktop app.
The most obvious change you’ll see is the the big “Share” button on the right side of the menu bar which will allow you to select files for sharing via what used to be called our “give” feature. Just select the files, click share and you’ll be presented with two different options.
File Sharing with the Desktop App
The first option is to send the file (or files) yourself by generating a link that you can email directly to your recipient. The second option is to have us send the files for you. This second option most closely resembles the website “give” that you may be used to.
If you select the first option – you’ll be sent to a new window that contains the link that you can email directly to the recipient of your files. This allows you to customize the message and the email will come directly from you, making it more likely to be received and opened.
If you select the second option we’ll send the email for you but the link your recipient receives will be exactly the same.
We’ve also added public folder functionality to the Desktop App. Any file stored in your Public folder can be right clicked and you’ll see a menu item called “Show Public URL”. Selecting that option will get you a link to that specific file that can be posted in an email message, or a website, or one of your social media sites. That public folder link will continue to work until you remove or rename the file the link points to.
Thanks for requesting these new features. We hope you’ll find them useful.
If you’re a small business using Quickbooks to keep track of your income and expenses you probably share it with your accountant from time to time. If you only need to share the QuickBooks file at the end of the year, when the taxes are due, it’s a fairly simple process. You just create a backup copy of your data file and send it to your accountant for tax processing while you continue to work on the “live” file.
But if you need to share it more often, perhaps with a bookkeeper, you need to be extremely careful that you don’t each make changes to the same data file. If that happens either the changes that you made, or the changes that your bookkeeper made may be lost.
If you may have more than one person, in a different location, working on your Quickbooks file you need to have some sort of file locking process in place so that it’s not possible to have two people updating the file at the same time.
One way of doing this is to just be sure and check with the other person before you make any changes and then be sure to get them the changed file before they make any changes. Setting up a process of checking and double checking will work, but it can be a challenge.
An easier way is to use My Docs Online, with the Desktop Application to access your QuickBooks file. Your file is securely stored at My Docs Online and whenever you or your bookkeeper (or anyone else you designate) opens the file a file lock can be applied that prohibits anyone else from accessing the file while it’s in use.
We’ve got a video that shows how this works here and you can try it out for yourself by signing up for a Free Trial of our Multi-User Enterprise service. Pricing for the service that would secure support two people accessing the file begins at less than $10 per month.
April 15th is rapidly approaching, though the actual tax deadline this year is the 18th. Regardless, the pressure is on.
If you find that you need a hard copy receipt of your membership fees to provide to your you can generate a printable version of your most recent receipt by logging into your account at mydocsonline.com and clicking the “My Account” button.
Once you enter the My Account section you’ll see the Account Information section at the top of the page. In that section you should see a link to View / Print Most Recent Receipt. Clicking that link will provide a printable version of your most recent receipt.
If you have a quarterly membership and need a receipt for all purchases made during the year just email us at [email protected] and we’ll have our accounting group prepare that receipt for you.
Tax time can be chaotic so if there is anything we can do to help please let us know.