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Xythos User Guide

About Xythos

Xythos is a web-based tool for managing and sharing files. You can upload files, organize them in folders and share them with others through the Xythos interface. When you want to share a file with one or more individuals, you can send them a link via email. Your users do not have to download any software to access shared files, and they only need a password if you specify that one is required. An account can be created only for employees of Cincinnati Children's.  However, one does not need to have an account to access the files to which you have sent a link via email.

About the Xythos interface top

Each number in the screenshot below represents a commonly used area of the Xythos interface. If you are new to Xythos, you may want to familiarize yourself with these areas:

26.png

  1. “Logout” and “Help” links.
  2. Main system tabs – all of the tasks described in this document are performed from the “Files” tab.
  3. Folders breadcrumb - allows you to quickly navigate up and down the folder hierarchy.
  4. Toolbar – contains buttons for performing most common tasks including creating folders and uploading files.
  5. File/folder list - includes details such as sharing status, size and last modified date.
  6. Status bar – displays total size of current files/folders, and available space relative to your quota.

Logging in top

To log in to Xythos, go to the following address:
http://bmixythos.cchmc.org

Creating folders top

To create folders in Xythos for organizing your documents:

  1. Click the New Folder icon:

    4.png

  2. Enter the name of your new folder in the Folder Name text box.
  3. Click Finish:

    5.png

  4. When the page loads, the folder you created will be displayed in the Name column. In our example, we created “Folder 1”:

    6.png

Switching folders top

You can switch folders in two ways: by clicking them in the files/folder list (A), and by clicking the arrows in the breadcrumb navigation and pointing to the folder you want to open (B):

11.png

Uploading files top

There are two modes of upload, Basic and Advanced. Basic upload allows you to browse one file at a time until you have compiled a list of files to upload. Advanced upload allows you to drag-and-drop files or folders onto the Advanced Upload screen. The upload mode can be easily switched at any time by clicking either the "Basic Upload" or "Advanced Upload" links on the Upload screen. Whichever mode you choose will be displayed the next time you upload files.

Using Basic Upload

  1. Click the Upload icon:

    1.png

  2. Click the Browse button.
  3. When the pop-up window appears, locate the file you want to upload, and click Open.
  4. To add another file, click the Add File button and repeat step 3.
  5. If you want to overwrite existing files, select the Overwrite file if it already exists check box.
  6. Click Start Upload.
  7. When the page loads, the document(s) you uploaded will be displayed in the Name column. In our example, we uploaded “Document 1.docx” to our Xythos account:

    3.png

Using Advanced Upload

Note: The Advanced Upload mode requires version 1.5 or higher of the Java plug-in, available at http://www.java.com.   The drag-and-drop functionality may also not work properly on a Mac.  As a workaround, try holding Command + Shift and dragging the applet off the screen into a separate window; it should then work, although it won't automatically close once uploading is complete.

  1. Click the Upload icon:

    1.png

  2. Click the Advanced Upload link:

    2.png

  3. There are two ways to upload folders and files:

    a. Click Add Files, locate and click the folder you want to upload, click open, and then click Start Upload.

    b. Or you can simplify the process by dragging and dropping folders and files from your desktop to the files area. Then click Start Upload.

If using Internet Explorer, you can drag and drop folders.

1. Click on Launch Web Folder icon:

ie1.png

A window with the path below will open:

ie2.png

2.  In a separate window, browse to the folder that you want to upload into Xythos.  Drag and drop the folder from your desktop into the files area of window that has Xythos in its path

3.  Once upload is completed, the folder can be renamed, moved, and shared.

Renaming a file or folder top

  1. Locate the file or folder you want to rename.
  2. Right-click the file or folder, and select Rename from the drop-down menu:

    22.png

  3. Enter the new name of your file or folder:

    23.png

  4. Click OK.
  5. The new name of file or folder will be reflected in the Name column:

    24.png

Deleting a file or folder top

  1. Locate the file or folder you want to delete.
  2. Right-click the file or folder, and select Delete from the drop-down menu.
    Caution
    Your file or folder will be deleted IMMEDIATELY. There is no confirmation screen.

Moving a file to another folder top

  1. Locate the file you want to move.
  2. Right-click the file, and select Move from the drop-down menu:

    7.png

  3. Click the Destination down arrow:

    8.png

  4. Drill down to the folder where you want to move the file:

    9.png

  5. Click OK.

Sharing files with others top

When you are ready to share your files, Xythos will create a secure link to your document(s). You can then use Xythos to create a “ticket,” or email to selected users with the secure link included. Emails can be customized prior to sending. Insert your own text and images, or send the default email with instructions on how to view the file(s) you are sharing.

To create a “ticket” for sharing files:

  1. Locate the file or folder you want to share.
  2. Right-click the file name, and select Share from the drop-down menu:

    13.png

  3. To share with users or groups, enter the user's or group's name or email address. Separate the names/addresses by commas or semicolons.
  4. Click Next
  5. Click Next again
  6. By default, the Send the below email when I click Finish check box is selected. If you do not want to send the email to your user(s), clear this check box.
  7. Customize the email or leave the default email, and click Finish. Once the user receives the email (ticket), they will be provided with a link and/or a password to login and view your files or folders. See Password-protecting shared files to learn how to password-protect your files.

Password-protecting shared files top

When sharing files, you have the option to send a link to your files with or without a password. To share your files using password-protection:

  1. Locate the file or folder you want to share.
  2. Right-click the file name, and select Share from the drop-down menu:

    13.png

  3. To share with users or groups, enter the user's or group's name or email address. To share with users outside of the system, enter each user's email address. Separate the names/addresses by commas or semicolons.
  4. Click Next.
  5. Click the down arrow:

    20.png

  6. Enter the password you want to use (passwords are case sensitive) in the Ticket Password and Confirm Password text boxes:

    21.png

  7. Click Next.
  8. By default, the Send the below email when I click Finish check box is selected. If you do not want to send the email to your user(s), clear this check box.
  9. Customize the email or leave the default email, and click Finish.

Creating a subscription top

Subscriptions automatically notify you when a file or folder has been viewed, changed or commented. Subscription notifications are sent via email either individually/immediately or in daily bundles. The type of report (view, change, or comment) and frequency of the report are determined when the subscription is created.

To create a subscription:

  1. Locate the file or folder to which you want to subscribe.
  2. Right-click the file name, and select Subscribe from the drop-down menu:

    14.png

    You can be notified based on the following events:

    • Change events
    • Read events
    • Comment events
       
  3. For Notify me of, select which events should trigger a notification.
  4. For Frequency, select whether notifications should be sent individually/ immediately (When events occur) or in daily bundles (Daily report):

    15.png

  5. Click OK.

Managing subscriptions top

You can change your subscription settings for any files or folders that have subscriptions assigned.

  1. Locate the file or folder whose subscription settings you want to modify.
  2. Right-click the file or folder, select Manage, and then select Subscriptions from the drop-down menu:

    16.png

  3. Select each subscription event from which you want to unsubscribe:

    17.png

    To unsubscribe from all events, select the top check box:

    18.png

  4. Click Unsubscribe.

Connecting to Xythos using WebDAV top

As an alternative to connecting to Xythos using the web interface, you can connect using the WebDAV protocol. Once connected, you can drag and drop files to/from Xythos just as you would to/from a folder on your local machine.

To connect using WebDAV, follow these instructions:

Windows10 users

(Please note: when you are using Internet Explorer on a PC there is button available in the toolbar called Launch as web folder.  Clicking this button enables you to drag/drop files just as you would by establishing a WebDAV connection.)

1. Click Start, then This PC.

2. Right click in the window, and select Add a network location

3. At the welcome screen, click Next.

4. For Where do you want to create this network place?, select Choose Another Network Location, and click Next.

5. For Internet or network address, type the address of the Xythos root (https://bmixythos.cchmc.org) or of a specific Xythos folder (https://bmixythos.cchmc.org/<folder_name>) and click Next

6. When prompted for a user name and password, type your Cincinnati Children's network username and password.

7. Click OK.

8. Type a name for the connection shortcut, and click Next.

9. Click Finish. Your new shortcut will appear in My PC

10. Double-click the shortcut to connect to Xythos.

 

Windows7 users

(Please note: when you are using Internet Explorer on a PC there is button available in the toolbar called Launch as web folder.  Clicking this button enables you to drag/drop files just as you would by establishing a WebDAV connection.)

1. Click Start, then My Network Places.

2. Under Network Tasks, click Add a network place.

3. At the welcome screen, click Next.

4. For Where do you want to create this network place?, select Choose Another Network Location, and click Next.

5. For Internet or network address, type the address of the Xythos root (https://bmixythos.cchmc.org) or of a specific Xythos folder (https://bmixythos.cchmc.org/<folder_name>).

6. When prompted for a user name and password, type your Cincinnati Children's network username and password.

7. Click OK.

8. Type a name for the connection shortcut, and click Next.

9. Click Finish. Your new shortcut will appear in the My Network Places folder.

10. Double-click the shortcut to connect to Xythos.

Mac users

1. In the Finder, click Go, then Connect to Server.

2. For Server Address, type the address of the Xythos root (https://bmixythos.cchmc.org) or of a specific Xythos folder (https://bmixythos.cchmc.org/<folder_name>).

3. Click the + sign to add this connection to your Favorite servers.

4. Click Connect.

5. When prompted for a user name and password, type your Cincinnati Children's username and password.

6. Click OK. A new volume will appear on your desktop.

7. Double-click this volume to connect to Xythos.

Getting help top

If you need additional help with Xythos, send an email to Research IT Support.