iPad and iPhone Interface

General Functionality

The NetDocuments Service can be accessed from a wide variety of devices.  This article explains the usage of the iPad and iPhone.  Using other devices is covered under the ND2 Interface Help page.  Users can access any mobile device as part of the standard Service subscription with no extra fees. 

In most cases, the mobile interface is NOT intended to replace the regular NetDocuments web interface using the Internet Explorer browser, but can instead be used as an additional interface providing the user secondary access when using these devices. It provides most of the necessary NetDocuments functions for accessing documents, but does not provide all of the features available with the standard NetDocuments web interface.

Throughout this Help section, the regular Internet Explorer web interface is referred to as the “web interface”. Although the iPad/iPhone is also web-based, it is referred to as the iPad/iPhone interface to clearly distinguish between the two in this document.

With the iPad/iPhone interface, you can access and view documents using several of the normal views available in the standard Web Interface. These are:

      1.      Your Home Page
2.      Search
3.      Recent Docs
4.      Browse
5.      Workspaces

Using the iPad/iPhone Interface you will be able to View documents as well as access the Profile for the document. Note that clicking the name of the document link and then More Options you can choose to View the Document among other options. 

If you have an editor, you can check the document out, edit it, and check it back in.   You cannot edit documents when using an iPhone.  You can edit documents when using an iPad, if you have purchased an editor from the app store.  Two editors that can be used are DocsToGo or QuickOffice.  Since these are not actual Microsoft Word editors, they may not emulate 100% the same format as you have in your Word document.  We have found that DocsToGo, does the best job of emulating the formatting of a Word document.  If you have a complex Word document, please be aware of this potential limitation.  Both of these editors advertise that they will emulate the formatting of Microsoft Excel also.  Be aware that similar limitations exist with Excel documents when editing.

Logging into NetDocuments using the iPad/iPhone interface

An App will be supplied soon which can be installed via the iTunes store, but for now, go to the Safari browser and enter the following:

https://vault.netvoyage.com

Then, click the + (plus) sign to add the ND icon to your Home page for easy future access.

NOTE:  We have found that sometimes if you open ND from the icon on your Home page, it may not function properly.  In that case, open it by re-entering the URL shown above into the Safari browser or open it from your favorites in the browser.

You will be prompted with the following login page.

 After logging on, you will see the following page, represending your Home page.

 Home page

The Home page shows all the user-definable items listed on your regular Home page. 

Clicking on a document name navigates you to the Profile page.  From the Profile page you can view the document text.

Clicking on a NetBinder, folder, category, or cabinet navigates to the NetBinder, folder, category, or cabinet page so you can locate a document.

Folder page

      When you click a folder page from your Home page (or the Browse page), it will be displayed as follows. 

 Recently Opened Documents page

This page will be displayed as follows. 

 Search page:

This option provides the same functionality as the Simple Search in the web interface.  You can enter any word from a Profile field or the document text to perform your search. 

  The search scope is set to search for all active cabinets to which you have access.

Document Profile page

The Profile page is displayed when you click the nDocument Name.  You can select the options by clicking the More Options.

More Options

Provides the following options.

View document Option

This page allows you to view the contents of the document.   At the top of the document is a link to return to the Profile page.  Of course you can also click the back button on your device and return to the Profile page.  Note that the document is being displayed using a Viewer, so all of the formatting may not be the same as it would be using the actual application that created the document.  Also popular document formats will be viewable, but some less popular document formats may not be viewable. 

NOTE: A maximum file size of 3MB can be viewed when using the iPad/iPhone Interface. Text-based PDF files can be viewed.  Graphic-based PDF files cannot be viewed.  Other types of files are generally viewable.

Notify Others Option

With this option, you can send an email to another NetDocuments user, who has access to the document.  They will receive an email with a link to the document which they can use to access the contents of the document.  Remember, if you are trying to send a document to a non-NetDocuments User, then you should use the “Email Document” option instead of this Notification.

NOTE: If you set an Alert on a document in the standard Web Interface, then you will receive an email with a link each time someone modifies a document that you have designated.

The Subject will default to the Document name.  You can use commas or semicolons to separate multiple email addresses.  The To, Subject, and Message fields will all be wider on wide display devices.  When Send is clicked, a message is formatted and sent the same as with the web interface’s Notify Others dialog.  A Please wait message may be displayed.  After sending your Notification, the screen is navigated to the Document Profile page of the current document.

Email Document Option:

This option is used when you want to email a document as an attachment to the email, generally to someone who is NOT a NetDocuments User. 

The Subject will default to the document name.  You can use commas or semicolons to separate multiple email addresses.  The To, Subject, and Message fields will all be wider on wide display devices.  When Send is clicked, a message is formatted and sent the same as with the web interface’s Email Document dialog.  A Please wait message may be displayed.  After sending your email, the  screen is navigated to the Document Profile page of the current document.

Editing Documents by using the Check out Option

The document is first checked out, edited locally, then checked back into NetDocuments with your changes.

      The Check Out option will only be displayed when all the following conditions are met: 

      a.       The device has an app installed for local editing and storage.
b.      The user has E rights to the document.
c.       The document is not in an archival cabinet.
d.      The document is not currently checked out.
e.       The document is not a discussion or calendar event.
f.        The document is not signed.

To edit a document, first click the name of the document you want to edit. This will take you to the Profile page.  Then click More Options and select Check Out / In as shown below.

When you click the Check Out option, the document will be marked as checked out and you will be taken to an instruction page as shown.

Select and Copy the appropriate Email address shown above depending on whether you want to update the current document or create a new version of the current document.  The copied email address is going to be used later to Check in your edits.

After you have copied the Email Address, click the OK button at the top right as shown above.

 Below, are the addiitonal steps to follow when using DocsToGo for editing. Scrolling further down the page, we explain the steps if you are using QuickOffice on your device.  If you have both editors installed on your device, you will be prompted to select which one you want to use.

If you are using DocsToGo as your Editor follow these steps

After clicking OK, the document will open in the Viewer with a DocsToGo ribbon at the top that fades after a few minutes.

Click the option on the top right called Open in DocsToGo.

 

The document will be opened in DocsToGo where it can be edited. 

Depending on the version of DocsToGo, you will do one of the following to save your document after editing it.

If you are using DocsToGo version 4.0.2, use the following instructions.

Click the Document icon at the bottom left of the page and select the Save As Option.

 

The Save As dialog appears as shown above. 

Click the Save button shown at the top right as shown below.

Go back to the previous menu and click the Send option and the dialog will appear as shown below.

 Paste in the email address you copied and click the Send button at the top right.  Your changes will appear in NetDocuments.

 

 

If you are using DocsToGo version 3.3.1, use the following instructions.

After you have edited your document, click the Mail option at the bottom and paste in the email address you copied earlier and click Send.  Your changes will be checked in.

If you are using QuickOffice 1.2 as your Editor follow these steps

After checking out the document, click the Option at the top right to Open in QuickOffice and Edit your document.

 

Click the Close button at the top left as shown below and select Save in the QuickOffice dialog.

 Then click Save in the top right.

Locate the document in the document list and Tap and Drag on the name to drag and drop it on the Mail icon at the bottom of the page.

Enter your personal email address in the From field and paste in the email address that you copied when starting the check out process.

  Click Send and your document edits will be check back into NetDocuments.

 

NetBinder page:

There are some additional pages that can be displayed from the iPad/iPhone Interface as described below.  The first is the NetBinder.  Any NetBinder can be displayed with its associated documents.  In this view, you also have the same Navigation options available on most other pages.

Click on a document name and you will go to the Options page as shown above. 

 Browse page:

The initial Browse page shows Repositories expanded to show all cabinets within them.  Clicking on a cabinet name will bring up the Cabinet Page.

Clicking on the More Options will display all of the cabinet folders for that cabinet.

Workspaces

If you are using Workspace, you can click the Workspace button at the bottom to display your workspaces.

Click on one of the workspace name will open the workspace to access the documents and email.

NOTE: All iPad/iPhone Interface pages have a content expiration of 30 minutes.  This means that the cache will be deleted after 30 minutes for any single page.  The iPad/iPhone Interface still adheres to the system timeout of 90 minutes just like the standard web interface.  You should use the Logout if you are not needing to use NetDocuments for a period of time.