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LifeRay Sync

LifeRay Sync (in progress)

LifeRay Sync is a stand alone application that synchronizes files from the Document Assets between the ICCO Portal and your Computer (PC or Mac) or mobile device (iOS or Android). This allows you to access documents directly from your SmartPhone, edit documents without downloading them first and have documents on your device even without an internet connection.

Index

General

One of the big advantages of having documents on the Portal (in stead of on a H: drive) is that everyone can have access to it (if you have the right permissions). A drawback of this is that in order to edit a document, you need to download it, edit it and upload it back to the Portal.

The LifeRay Sync application is a solution for this. It is a stand alone application available for PC, Mac, iOS and Android that synchronizes documents between your device and the Portal. Documents are present on your laptop, ready for editing. When you save your changes the new version of the document is automatically uploaded to the Portal, available for everybody. The Portal handles versioning.

LifeRay Sync is often called DropBox for LifeRay, which is a rather accurate description. The way LifeRay Sync works is very similar to DropBox. The main difference is where the documents are located and who you share them with.

In DropBox your documents are located somewhere on the DropBox servers. In LifeRay Sync your documents are located on the ICCO Portal, on ICCO servers. You automatically share all your documents with the other community members. 

Terminology

The following terms are used in the ICCO Portal Wiki

LifeRay

What is LifeRay and why is the application called LifeRay Sync? LifeRay is the name of the company that created the LifeRay Portal, an Open Source Portal server on which the ICCO Portal is built. Besides LifeRay Portal the company created an application called LifeRay Sync. This application is used by many organizations that use LifeRay Portal.

Apple App Store / iTunes Store

Applications for the iOS platform (iPhone, iPad) are made available through the App Store. The LifeRay Sync application can be downloaded from the App Store for free.

Google Play Store / Google Market

Applications for the Android platform are made available through the Google Play Store. The LifeRay Sync application can be downloaded from the Play Store for free.

Java runtime

When you install the LifeRay Sync application on a PC or Mac you may get an error referring to something called Java runtime. Java is a cross platform programming language that is used for many applications. In order to run a Java application you need to have the Java runtime installed on your PC or Mac.

In the past this runtime was part of the operating system (so it was simply always there). Apple has stopped installing the Java runtime as part of the OS since OSX Maverics (late 2013). However when you try to run an application that requires the Java runtime (such as LifeRay Sync) you'll be asked to download and install the Java runtime. Just click Ok, the installation will be done automatically.

How To

Install for iPhone / iPad

To install the LifeRay Sync application on your iPhone or iPad, open the App Store on your iOS device. In the app store search for LifeRay and LifeRay will be on top of the list.

 

Install the application by clicking on the Free button.

 

That's it, the application is installed. To open it click on the LifeRay Sync icon.

To connect to the ICCO Portal you need to enter your account information and the server address. Click on the Settings (A) icon, in the login (B) field, type the email address you use to sign in into the Portal, in the Password (C) field, type the password you use to sign in.

In the Server (D) field type in:

  • https://portal.icco.nl/

NOTE: the S in httpS it is important to write https, not http !

 

Once connected the application is up and running and you should see the communities where you are a member of in the tab Documents.

 

LifeRay Sync on iPhone / iPad

When you are connected you'll find the communities that you are a member of in the tab Documents (A). Click on the Community name to navigate through the Document Asset library (B). Click on a document to open it and it will be displayed (C). To watch the document full screen click on the full screen icon (D), to get additional information on the document click on (E), to make the document a favorite click on the star (F), to view your favorites click on the tab Favorites (G) and to share the document click on the Share (H) button.

 

Working off-line

By default documents are NOT stored on your iPhone / iPad, they are downloaded on request. Reason is the limited storage capacity on these mobile devices. If you want to make a document accessible off-line, you need to make it a favorite. 

Open the document when you are on-line and click on the Star icon (F). The document is now stored on you rmobile device. You can access all your favorite documents by click on the tab Favorites (G). To remove a document from local storage, click on the Star again.

Take a photo and upload

When you want to take a photo and upload it to the Portal from your iPhone or iPad, go to the folder where you want to upload the photo to and click on the + sign.

 

Select Take a Photo or Video from the mnu and the iOS Photo app will open. Take a photo and when you're done it will be uploaded automatically.


Upload an existing photo

If you want to upload a photo to the Portal that you have taken earlier on your iPhone or iPad, go to the folder where you want to upload the photo to and click on the + sign. Select Choose Existing from the menu.

 

The existing photo's from your photo library will be displayed, you can navigate through the albums (A). You can select photo's by tapping (B) on them (you can select multiple photo's). When you're done click on Done (C).


Create a new folder

If you want to create a new folder, go to the folder where you want to create the new folder in to and click on the + sign.

 

Select Create New Folder from the menu. Type in the name of the new folder and click on Create.

 

 

Install for Android

To install the LifeRay Sync application on your Android Phone or tablet, open the Google Market / Play Store on your Android device. In the play store search for LifeRay and LifeRay will be on top of the list.

 

Click on Install to install the application.

 

The installer will ask you to allow the app to communicate and use local storage, which is fine.

 

When you start the application for the first time, it will ask you to go the settings page. Click on the Phone Menu key (usually on the bottom left) to show the tabs on the bottom of the screen and click on Settings.

 

To connect to the ICCO Portal you need to enter your account information and the server address. Click on the  login field, type the email address you use to sign in into the Portal, in the Password field, type the password you use to sign in.

In the Server field type in:

https://portal.icco.nl/

 

NOTE: the S in httpS it is important to write https, not http !

 

 

Once connected the application is up and running and you should see the communities where you are a member of in the tab Documents.

 

LifeRay Sync on Android

When you are connected you'll find the communities that you are a member of in the documents list. Click on the Community name to navigate through the Document Asset library.

 

Click on a document to open it and it will be displayed. To get additional information on the document click on and hold down until a menu appears and click View Details.

 

Working off-line

By default documents are NOT stored on your Phone / Tablet, they are downloaded on request. Reason is the limited storage capacity on these mobile devices. If you want to make a document accessible off-line, you need to make it a favorite.

Click and hold down on the document you want to make a favorite. A menu will appear, select Add to Favorites. To access the favorites, use the Menu button and select Favorites. To remove a favorite, click on and down on the document in the favorites list and select 'Remove from Favorites' from the menu.

 

Take a Photo and upload

If you want to take a photo and upload it to the Portal, first navigate to the folder you want to upload the photo to. Click on the Camera icon (A) to open the Camera app, take your photo and it will be uploaded.

Upload an existing Photo

If you want to upload an existing photo to the Portal, first navigate to the folder, click on the upload icon (B), select Image from the menu. The images in your library will be shown.

 

Select the photo's you want to upload (you can select multiple) and click on the upload button.

 

Create a New Folder

If you want to upload an existing photo to the Portal, first navigate to the folder, click on the upload icon (C), select Image from the menu. Enter the name of the new folder and click Ok.

Installing on a PC

The installer for the Mac can be downloaded from the Portal under the Services -> Applications tab (you need to be signed in to get the download link).

 

Double click the installer and follow the instructions.

 

The first time that you open the application you will be requested to enter your username, password and server information.

 

  • Server URL: https://portal.icco.nl
  • Login: The email address you use to sign in to the Portal
  • Password: The password you use to sign in to the Portal

NOTE: the S in httpS it is important to write https, not http !

 

The application installs a small icon in the Windows icon tray (A). When ever new documents are available a notification is shown (B).

 

LifeRay Sync on PC

Clicking on the tray icon will open a menu

 

Menu options are:

  • Open Sync Folder (Open the finder with the documents of a Community)
  • Open WebSite (Open the Portal, Community Assets of the Community)
  • Recent Files (Recently changed files)
  • Preferences (various settings)
  • Sync Now (Force synchronization
  • Pause Syncing (Interrupt the Syncing process, can be wise if you are on a very expensive connection)
  • About (Info on the application)
  • Check for Updates (newer version of the application)
  • Exit (Stop the application)

 

The Sync Folder

All files from the selected communities will be copied to the Sync Folder. This folder is Located in Documents -> liferay-sync (A), (B). The files for each Community are located in seperate folders (C). 

 

You can work with the documents in these folder just like you would in any other folder. Dubbelclick to open, edit, save. When you save a document, the new version will automatically be uploaded to the Portal.

 

The Preference Panel

Default, LifeRay sync will automatically startup when you start/login to your Mac. If you do not want this, uncheck (A).

Whenever a document is synchronized, the application will show a notification (similar to Outlook when you receive an email). If you do not want that, uncheck (B)

 

 

On the PC you automatically synchronize all files of the selected Communities (or Sites). You can select from which Communities (Sites) at (D).

 

 

 

Installing on a Mac

The installer for the Mac can be downloaded from the Portal under the Services -> Applications tab (you need to be signed in to get the download link).

 

The installer is a standard .dmg file.

 

Double click on the installer, drag the app to the application folder and the installation is complete. 

 

The first time that you open the application you will be requested to enter your username, password and server information.

 

  • Server URL: https://portal.icco.nl
  • Login: The email address you use to sign in to the Portal
  • Password: The password you use to sign in to the Portal

NOTE: the S in httpS it is important to write https, not http !

 

LifeRay Sync on Mac

LifeRay Sync adds an icon to the OSX menu bar. When you click on that icon, a menu opens.

 

Menu options are:

  • Open Sync Folder (Open the finder with the documents of a Community)
  • Open WebSite (Open the Portal, Community Assets of the Community)
  • Recent Files (Recently changed files)
  • Preferences (various settings)
  • Sync Now (Force synchronization
  • Pause Syncing (Interrupt the Syncing process, can be wise if you are on a very expensive connection)
  • About (Info on the application)
  • Check for Updates (newer version of the application)
  • Exit (Stop the application)

 

The Sync Folder

All files from the selected communities will be copied to the Sync Folder. This folder is Located in Documents -> liferay-sync (A), (B). The files for each Community are located in seperate folders (C). 

 

You can work with the documents in these folder just like you would in any other folder. Dubbelclick to open, edit, save. When you save a document, the new version will automatically be uploaded to the Portal.

 

The Preference Panel

Default, LifeRay sync will automatically startup when you start/login to your Mac. If you do not want this, uncheck (A).

Whenever a document is synchronized, the application will show a notification (similar to Outlook when you receive an email). If you do not want that, uncheck (B)

You can edit the connection settings in (C)

On the Mac you automatically synchronize all files of the selected Communities (or Sites). You can select from which Communities (Sites) at (D).

 

You can access your files through the Open Sync Folder menu option. 

 

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