Practical Advice on Syncing Your Files to Autotask
What is Autotask Workplace?
Nowadays it is not uncommon to find yourself working outside the office. Whether it is on the go or at home, you will want to be able to access essential files.
But how do you ensure your files are all in one secure location? Enabling fast easy access to files and filesharing can greatly increase your business productivity.
Over the last year, there has been an increase in businesses turning to file sync and share (FSS). FSS means company file structures are synced to cloud storage. This enables employees to access necessary files at the touch of a button over an internet connection.
There are three things to look out for when choosing an FSS solution:
We recommend Autotask Workplace and will outline why in the points below.
1 Integration – Microsoft Office 365, Microsoft Outlook
Businesses need an FSS to integrate with key applications. You can save your documents directly to Autotask from MS Office. You can also use a plugin on Outlook to send secure links to folders.
Any changes to these documents are saved within Autotask and are synced accordingly.
The degree to which you collaborate with colleagues is determined by the way you share information with them. Autotask Workplace offers different levels of sharing permissions which are noted below.
Sharing Your Files
Whichever team or department you are in, you most likely need to share documents with colleagues. However, sometimes it can be difficult to decide who needs access to certain documents and who doesn’t.
You can save documents to folders, known as Projects in Autotask to keep a clear overview of your work structure.
When you create a new project, you are the owner and the only person who can access it. If you decide you need to share the project there are five permissions to choose from:
- Full access
- Create and Modify
- Online View Only
Full access allows the user to create, modify and delete files shared within the project. Create and modify means just that. The third option ‘modify’ is especially useful when specific documents need filling in.
Read-only is available for both online and offline modes. Online view only means the document can only be viewed within the browser or mobile app rather than allowing download or sync of the file.
It is important to remember that permissions are granular. As the owner of the project you can choose different permissions for files within the project.
For more information on sharing files with your team watch this short training video:
Syncing Your Files
You can access your files from your desktop, so you don’t need to always go online to do this. Autotask offers the option of choosing to sync to your desktop, thus providing a normal file structure as you know it currently. The benefits of which mean the structure is fast and easy to access.
In ‘preferences’ you can choose which files you would like synced to your desktop, whether just your main projects or all your files.
Any documents saved into those folders sync to the cloud automatically, providing you are connected to the internet.
By syncing your files, you can ensure accessibility offline. Upon connecting to the internet, changes to projects you have made offline and any other changes which have occurred will upload and sync. This means everything is up to date.
For more information on how to sync files check out this video:
Autotask features a broad range of security features. Administrators can configure security settings based on a company or department’s needs.
For example, if a user is logged in on a desktop and is inactive for a period of time Autotask can be configured to require the user to login again.
In conjunction with MS Office, Autotask features a file locking system to prevent anyone modifying a document with the project. This comes in handy with collaboration projects, allowing one user to edit and unlock the file before another member can edit their part.
Autotask also has the ability to add two-factor authentication which can be applied in all cases or just for remote workers – outside the office environment. This can increase data security when your employees work remotely.
Devices, such as tablets and phones can be made to require approval by a system administrator before accessing files and if lost or stolen they can be remotely wiped.
What should you do next?
If your business is looking for a remote working solution, then it is worth considering Autotask Workplace.
For an independent review of Autotask Workplace, read here: https://www.cloudwards.net/autotask-workplace-soonr-review/
Knowing how to integrate this cloud-based file sharing and storage solution into your business is our job here at Netstar. Send us a message or give us a call by clicking here.
If you’re a client and would like a more detailed guide to using Autotask Workplace, get in touch with us by calling 02036 574 489. Or ask your Account Manager.