Files and folders for iOS
In the HCP Anywhere mobile app, you can view, manage, and share your HCP Anywhere documents. You can even add files from your phone directly to the HCP Anywhere mobile app.
By default, files are not available offline unless they are in the mobile app temporary storage. This temporary storage is known as the cache. You can set how much space is available in your cache. For information on doing this, see Configuring the file cache.
If you want to access a file offline that's not in the cache, you need to save it locally. For information on saving locally, see Saving a file locally.
Adding files to HCP Anywhere
You can upload files to HCP Anywhere directly from the mobile app. When you add a file to the mobile app, the file is immediately available in your other HCP Anywhere applications.
On an iOS device, you can upload photos and videos to HCP Anywhere from your camera roll.
You can also upload files to HCP Anywhere from different apps on your phone. For instructions on doing this, see Adding files from other mobile apps.
Procedure
Navigate into the folder where you want to upload a file.
At the top of the app, tap the menu button (
).In the menu, tap Add File.
The Select an Album screen appears.NoteIf you've declined or disabled photo access for HCP Anywhere, an alert appears asking you to enable photo access for HCP Anywhere in the device settings. For instructions for doing this, see Giving access to photos.Select an album.
Select the pictures and videos you want to upload.
Tap Done.
NoteWhen you add a picture or video that has the same name as a file already in HCP Anywhere, HCP Anywhere changes the name of the picture or video by adding numbers to the end of the filename.
Adding files from other mobile apps
In addition to uploading files from within HCP Anywhere, you can also upload files to the HCP Anywhere mobile app from other mobile apps.
On iOS devices, you can upload up to 10 files to your HCP Anywhere account at once, as long as the application you are using allows you to select multiple files. Once you select over 10 files, the HCP Anywhere icon disappears from the list of apps.
Procedure
In another app on your device, select the files you want to upload.
Tap the app-specific control for sharing files.
Typically, this is the iOS share icon (
) or the Open In button.NoteWith Open In, you can only upload one file to HCP Anywhere at a time.A list of apps appears.In the list of apps, tap the HCP Anywhere icon.
If the HCP Anywhere icon is not present in the list, do these:In the list of apps, scroll to the far right and tap the More button (
).Find HCP Anywhere in the list of apps.
Swipe right on the toggle next to the name HCP Anywhere.
(Optional) To rename the file, type a new name for the file in the Name field.
NoteIf the file doesn't have a name, you need to specify one in order to add the file to HCP Anywhere.(Optional) To upload the file to a specific location in HCP Anywhere:
Tap Destination.
Navigate into a folder.
NoteYou can create a new folder by tapping Create Folder.Tap Upload Here.
Tap Save.
Sorting files
In the HCP Anywhere iOS app, you can sort your files by name or date. You cannot adjust how your folders are sorted. Folders are always sorted by name.
Procedure
On the Files or Saved Locally page, tap the Menu button (
).In the menu, tap the Sort Files by Name or Sort Files by Date button.
Only one of these buttons is shown at a time. If the Sort Files by Date button is visible, your files are currently sorted by name and vice versa.
Searching for files and folders
From the mobile app, you can search for files and folders that you've stored in HCP Anywhere. You can search based on the name of a file or folder. You cannot search by file content.
Procedure
On the Files page, navigate to the folder that you want to search in.
TipTo search through all your files and folders, do a search from the top-level folder.In the search bar, enter a search term.
Refreshing the list of files
Scroll to the top of the list.
Press on the top of the screen, drag your finger towards the bottom of the screen, and then release.
Viewing files in HCP Anywhere
On iOS devices, you can view files directly in the HCP Anywhere app.
While online, you can view the contents of any file in the HCP Anywhere mobile app.
While offline or when the app cannot connect to the HCP Anywhere system, you can view only the contents of:
- Files that you have recently viewed. These files are available because they are in a temporary storage for the HCP Anywhere app. This temporary storage is known as the cache. For information on configuring the cache size, see Configuring the file cache.
- Files that have been saved locally. Saving a file locally makes it available offline. For more information, see Saved Locally.
Procedure
On either the Files or Saved Locally page, navigate to a file.
Tap the file.
The file opens.
Results
Viewing files in other mobile apps
HCP Anywhere allows you to view and edit files in your HCP Anywhere app on other mobile apps.
- While online, you can view the contents of any file in the HCP Anywhere mobile app.
- While offline or unable to connect to the HCP Anywhere system, you can view only the contents of:
- Files that you have recently viewed. These files are available because they are in a temporary storage for the HCP Anywhere app. This temporary storage is known as the cache. For information on configuring the cache size, see Configuring the file cache.
- Files that you have saved locally. Saving locally makes files available offline. For more information, see Saved Locally.
NoteYou cannot view the contents of files that are larger than the size of the cache or the maximum file size limit for the app. You can configure both of these limits in the HCP Anywhere mobile app settings. - If you're using the version of the HCP Anywhere app that's secured by Good, your organization may limit the apps in which you can view files.
Procedure
On either the Files or Saved Locally tab, navigate to a file.
Tap the name of the file.
On the navigation bar, tap the share icon (
A list of apps that can open the file appear.).Select an app.
The file opens.
Creating a folder
On the tab bar, tap the Files tab.
On the Files or Saved Locally page, tap the Menu button (
).In the menu, tap the Add Folder button.
In the New Folder field, enter a name for the new folder.
Tap Save.
Tap the Done button.
Renaming files and folders
- When you rename a file or folder, any links pointing to the file or folder break. You can fix these links by restoring the file and folder to its original name and location. Additionally, you can always create new links to the file or folder.
- You cannot rename backup files and folders. However, the folder that holds the backup files and folders can be moved. This folder looks like this (
). Backup is a feature for the desktop application.
Procedure
Navigate to the file or folder you want to rename.
Swipe left on the row of the file or folder.
Tap Rename.
In the window that opens, type the new name of the file or folder.
Tap Rename.
Creating links
Once you have files and folders in HCP Anywhere, you can share them with others. One easy way to share a file or folder is to create a link to it. Links let you give people access to a file or folder, but on your terms. When you create a link, you can set:
- Who can access the link (people inside or outside your company)
- When sending a link to a Microsoft Word, Excel, or PowerPoint file, whether people can edit and view the file
- When sending a link to a folder, the operations that can be performed in the folder: view and download, upload, or create and edit Microsoft Office files
- Whether the link requires an access code for additional security
- The expiration date or the number of days before the link expires
- Your company may have disabled link sharing or some of the link sharing features. For example, you may not be able to create public links, links that never expire, or links without access codes.
- Your company may not have configured editing of Microsoft Office documents.
- If your company has configured editing of Microsoft Office documents and you share a public link to a Word, Excel, or PowerPoint file, anyone can view and edit the file in Microsoft Office for the web.
- Even if you share a public link to a folder that contains Microsoft Office files, no one can create or edit Word, Excel, or PowerPoint files in that folder.
- When you share a link to a folder, you must enable at least one permission (view, upload, or both).
- If you move, rename, or delete a file or folder, all the links to that file or folder become inactive. You can reactivate these links by restoring the item to its original name and location.
Procedure
On the Files or Saved Locally tab, swipe left on the row of the file or folder you want to share.
Tap Share.
On the Create Link screen, configure the link.
At the top of the Create Link screen, tap Create.
The mobile app creates the link.
Do one of these:
- To copy the link and, if applicable, the access code:
- Tap Copy.
- Paste the link into an email, instant messenger, or any other application you would like to use to share the link.
- Share the link.
- To open a new email message or send the link as text to another app:
- Tap Share.
- In the window that appears, select the app that you want to send the link to.
- Follow the instructions for the app.
- To copy the link and, if applicable, the access code:
Tap Done.
Saved Locally
- When you save a file locally, a copy of the file is stored on your mobile device. The number of files that you can save locally is limited by the amount of storage space available on your device. For information on viewing how much space your locally saved files occupy, see Viewing user and app information.
- When a change occurs to a locally saved file in any other HCP Anywhere apps, the mobile app does not automatically update the locally saved file. For information on doing this, see Updating locally saved files.
- A file remains saved locally until:
- The file is removed from your list of locally saved files.
- The file is deleted from HCP Anywhere.
- On Apple devices, the file grows larger than the file size limit for the app. For information, see Configuring file size limit.
- You deregister the mobile device. For information, see Disconnecting the iOS app.
- You remove the mobile app from your device.
Saving a file locally
On an iOS mobile device, you can only save one file at a time to your device. To save a file locally, the mobile app must be able to connect to the HCP Anywhere system.
Procedure
On the Files tab, navigate to the file you want .
Tap the name of the file.
Tap the empty star icon (
) on the toolbar.NoteIf the toolbar isn't visible, tap the screen to display the toolbar. In some versions of iOS 7, you may need to also rotate your device to make the toolbar reappear.The file is saved locally and the star icon changes from empty to solid (
).
Viewing locally saved files
To view your locally saved files, tap Saved Locally at the bottom of the page.
Updating locally saved files
The mobile app does not automatically update the contents of the files saved on your mobile device. Instead, you need to do one of these:
- Refresh the Saved Locally page. This updates all your locally saved files.
- Open one of your saved files. This updates that particular locally saved file.
Procedure
On the Saved Locally page, scroll to the top of the list of locally saved files.
While pressing on the device screen, drag your finger towards the bottom of the device, and then release.
Removing locally saved files from your device while viewing their contents
On Apple devices, you can remove only one file at a time from your locally saved files. Removing a file from your locally saved files does not delete the file from HCP Anywhere.
Procedure
On the Files or Saved Locally tab, navigate to the file you want to remove from your device.
Tap the name of the file.
If the toolbar isn't visible, tap the screen to display the toolbar.
Tap the solid star icon (
) on the toolbar.In response to the Keep Remote prompt, tap OK.
The star icon changes from solid to empty (). The file is removed from your locally saved files and the local copy of the file is deleted from your mobile device.To exit Edit mode, tap the Done button on the navigation bar.
Removing locally saved files using the swipe action
On Apple devices, you can remove only one file at a time from your locally saved files. Removing a file from your locally saved files does not delete the file from HCP Anywhere.
Procedure
On the Saved Locally tab, swipe your finger across the row for the file you want to remove.
Tap the Remove button for the file.
In response to the Keep Remote prompt, tap OK.
The file is removed from your locally saved files.
Bookmarks
In the iOS mobile app, you can bookmark folders. This lets you quickly access those folders.
Bookmarking folders
In the iOS mobile app, you can bookmark folders. Bookmarking offers quick access to content. This is especially useful for files that are deep within your HCP Anywhere filesystem.
Procedure
On the Files tab, navigate into the folder you want to bookmark.
On the Files or Saved Locally page, tap the Menu button (
).In the menu, tap Bookmark This Folder.
The folder is added to the list on the Bookmarks tab.
Viewing bookmarks
On an Apple device, to view the list of folders that you have bookmarked, tap the Bookmarks tab on the tab bar.
For each folder you bookmark, the Bookmarks tab shows:
- The name of the folder
- The path to the folder
- An icon indicating the folder type:
Regular folder
Shared folder
Team folder
Backup parent folder
Mobilized share
Deleting a bookmark on the Bookmarks tab
Swipe your finger across the row for the bookmark you want to delete.
Tap the Remove button for the file or folder.
Tap the Remove button in the menu that appears.
Deleting a bookmark on the Files tab
Navigate into the folder for which you want to remove the bookmark.
Tap the Menu button (
) on the navigation bar.In the menu, tap Remove bookmark.
File and folder icons
You may notice some of the folders in your HCP Anywhere have special icons:
Shared folder
Team folder
Backup parent folder
Mobilized shares
These folders, and the files within them, cannot always be interacted with in the same way as the other items in HCP Anywhere.
Shared and team folders
In the HCP Anywhere User Portal, you can create collaborative workspaces by sharing entire folders with other people. When you share a folder with another person, the folder appears in their HCP Anywhere just as in your own. Changes that occur in a shared folder occur for all the folder members. For information creating a collaborative folder, see Creating collaborative folders.
There are two types of collaborative folder:
Shared folders
Team folders
For the most part, you can interact with shared and team folders like normal folders. For example, you can rename and upload files to shared and team folders. However, some additional considerations apply to deleting a shared or team folder.
- If you are the Owner of the shared folder, the folder is deleted from both your HCP Anywhere account and the HCP Anywhere accounts of the other folder members.
- If someone else is the Owner of the shared folder, the folder is deleted from your HCP Anywhere account, but not from the HCP Anywhere accounts of other folder members.
- When you delete a team folder, the folder is deleted from your HCP Anywhere account, but not from the HCP Anywhere accounts of the other folder members.
- If you are the last Manager of a team folder, you cannot delete the folder in the HCP Anywhere mobile application. If you are the last Manager in a team folder and delete the team folder in the HCP Anywhere mobile application, the folder is not deleted. Instead:
- The folder remains in the User Portal and mobile app as a non-syncing folder.
- For version 3.0 or later of the Windows desktop application, the folder becomes a remote folder. For all other versions of the desktop application, the folder is removed from your HCP Anywhere folder.
- Invite another person to folder as a Manager.
- Delete the team folder in the Manage Shared Folder window in the User Portal. For information on doing this, see Deleting a team folder.
Backup files and folders
Backup is a feature for the desktop application that offers you additional data security. When you backup a folder, the folder remains in the same place on your computer but is:
- Copied to the your HCP Anywhere account.
- Kept up-to-date and synchronized with HCP Anywhere.
In the mobile app, the backup parent folder — the folder that contains your backup files and folders — looks like this ().
- If link sharing is enabled, you can share links to files and folders. However, links can only be created with the Read permission, not the Upload permission.
- You cannot upload files to backup folders.
- You can rename the backup parent folder. However, you cannot rename the files or folders within the backup parent folder unless they are no longer being tracked by HCP Anywhere on your computer.
- You cannot convert a backup folder into a shared or team folder.
- You cannot delete backup files and folders while they are being tracked by HCP Anywhere on your computer.
Mobilized shares
Typically, your computer has a special location for storing files on your organization's corporate network. This location usually takes the form of a particular folder or drive (for example, your computer's Z: drive) on your computer. These folders and drives are called mobilized shares. Your organization can make mobilized shares available in your HCP Anywhere account.
In the mobile app, mobilized shares look like this ().
With a mobilized share, you cannot:
- Delete the share
- Synchronize it with your desktop application folder
- Share a link to a file or folder
- Share a folder
- Move files and folders in or out
- Restore deleted files or folders
- View old versions of a file
- View deleted files and folders
Deleting files and folders
On Apple devices, you can delete only one file or folder at a time.
When deleting shared folders, team folders, backup folders, and mobilized shares, there are a number of considerations. For these considerations, see File and folder icons.
Procedure
On Files tab, navigate to the file or folder you want to delete.
Swipe left on the row of the file or folder.
Tap Delete.
In the prompt, tap Delete.
Deleting a team folder
If you are a Manager of a team folder, you can delete the folder for all the folder members. When you delete a team folder, the folder is deleted from your HCP Anywhere account and the HCP Anywhere accounts of each folder member.
Procedure
In the row of a collaborative folder, click the overflow icon (
).In the menu, click Manage shared folder.
In the window, click Delete folder.
In the Label field, enter the team folder label.
Click Permanently delete.
Cached files
By default, files are only available offline, unless the file is in the mobile app temporary storage. This temporary storage is known as the cache. You can set how much space is available in your cache. For information on doing this, see Configuring the file cache.
When the cache reaches capacity, it starts ejecting files. It ejects the oldest files in the cache first.
If you want to access a file offline that's not in the cache, you need to save the file locally. For information on saving locally, see Saving a file locally.
Creating collaborative folders
HCP Anywhere allows you to share folders with other people to create shared workspaces for you and your team. When you share a folder with another person, the folder appears in their HCP Anywhere account. Changes that occur in a collaborative folder (such as adding, editing, or deleting a file) occur for all the folder members.
When inviting a person to a folder, you assign that person a member role (Viewer, Collaborator, or Manager). A person's member role determines the operations they can perform in the folder.
Your organization may have disabled team folders. In this case, the options for creating a team folder are not displayed in the Share folder window.
HCP Anywhere offers two types of collaborative folders: Shared folders and team folders.
Storage
A shared folder uses the HCP Anywhere storage space of the person who created the folder. A team folder does not use the HCP Anywhere storage space of the person who created the folder. Instead, team folders use space set aside by your organization.
Ownership
Shared folders have a single Owner while team folders can have multiple Managers. Owners and Managers can invite new people to the folder and manage folder membership.
You can create up to 60 shared and team folders. Each folder that you share can be shared with an unlimited number of people in your organization. You can only share folders with people who are in your organization.
For both shared and team folders:
Viewer
Viewer is a read-only role. Viewers can view and download the files in the folder but cannot edit or add files to the folder.
Collaborator
Collaborator is a read-write role. Collaborators can view, edit, and add files to the folder.
For team folders:
Manager
Manager is a read-write-manage role. Managers can invite people to the folder, set member roles, adjust the folder storage capacity, change the folder contact information, and delete the folder for all the members. Managers can also view, edit, and add files to the folder, just like a Collaborator.
Procedure
In the row of a folder, click the overflow icon (
).In the menu, click Share folder.
In the Label field, enter a label for the shared folder.
The label is the name of the folder as it appears to the folder members.(Optional) Create a team folder:
Select Convert to Team Folder.
In the Quota field, set the total storage capacity of the team folder.
If you set the storage quota of the team folder higher than the limit set by your organization:
- A request is sent to the system administrator for the additional space
- The folder becomes a shared folder
Click Share Folder.
In the search bar, enter the name of a person or group that you want to invite to the folder. Then press Enter.
For each person and group you want to invite:
Optionally, select a role in the Role dropdown.
Click Add user for each user you want to invite and Add group for each group you want to invite to the shared folder.
Results
Next steps
- Change the roles of people in the group
- Remove people in the group from a collaborative folder
- Stop HCP Anywhere from tracking the group
Types of collaborative folders
HCP Anywhere offers two types of collaborative folders: Shared folders and team folders.
Storage
A shared folder uses the HCP Anywhere storage space of the person who created the folder. A team folder does not use the HCP Anywhere storage space of the person who created the folder. Instead, team folders use space set aside by your organization.
Ownership
Shared folders have a single Owner while team folders can have multiple Managers. Owners and Managers can invite new people to the folder and manage folder membership.
You can create up to 60 shared and team folders. Each folder that you share can be shared with an unlimited number of people in your organization. You can only share folders with people who are in your organization.