02. Using Egnyte

Module Objective 

• Utilize the Egnyte Desktop App (Y - Drive)
• Utilize functions to Sync folders and files for offline access / Sending folder Links  / Requesting Files from others
• Working on www.kast.egnyte.com web based platform

Overview

• Egnyte is an internet-based file storage system that you can access from your computer just like any files stored on your hard drive or desktop that also allows for file sharing with outside users via shared files or sending of links.  
• If you have not used Egnyte before and are new to a job, please make sure you schedule Egnyte on-boarding training by emailing procorehelp@kastbuild.com
• Click Here for additional tutorials from Egnyte 
• Click here if you do not already have an Egnyte account or installed on your computer

Egnyte Best Practices

• Utilize the syncing feature for the files you need offline, and ONLY the files you need offline.
  • One of the most powerful features of Egnyte is the ability to selectively sync files and folders for offline access. 
  • However, use this feature sparingly as it can quickly fill up your local hard drive and slow down your ability to sync files and even access online content.
• Save ALL Project-related files to the various project sub-folders.
  • When personal working files are necessary, each project has a “700.Staff” folder, under which you should create a personal “working” folder for use on that project that is also visible to other on-site staff. 
  • This way all files related to the project remain associated with the project, and everyone that needs access retains access.  Particularly in an “emergency” situation.
• Utilize the “private” folder for limited items such as expense reports, PTO, etc.
  • Separate from the “700.Staff” folders, each user has a “Private” folder.
  • Saving files in this folder means that fellow site-staff cannot access, and the files are not associated to the project later for archiving.
• Map Egnyte to the Y-Drive on your computer.
  • By everyone at KAST having their Egnyte on the same “drive”, it is easier to share file paths internally.
  • Sharing file paths (e.g., Y:\Shared\Precon\Projects\3900 Alton Rd-APT\03\VDC\Design Files\220216 3d Model) with fellow KAST staff eliminates the need to keep uploading and downloading duplicate documents.
• Contact techserv@kastbuild.com should you have any questions or require any assistance regarding Egnyte
  • We are here to help!  If you have questions, or are unsure, or would like additional training, we are an email away!

Folder Structure 

• The Folder structure in egnyte is the standard company wide folder structure for KAST 
• Do not reconfigure the folder structure. You may add folders to the last tier of the folder structure.
  • If you are not sure of where something is to be stored please contact  procorehelp@kastbuild.com
• Click Here to view an image of the folder tree
• You will also see a private folder. Please note Egnyte Admin have access to this folder. This folder intended for personal company files, not project specific. ie. Vacation Requests, Expense forms, Template files that have been used on previous jobs, etc.
  • The 700.Staff folder in the shared folder is for project specific personal files 

Egnyte Desktop App (Y-Drive)

• This application installs a local drive on to your computer to allow you to access files that are stored within the cloud at kast.egnyte.com. Download the Egnyte for Desktop App here.

• Tools available within the Y Drive 

  • Syncing for Offline Access - This feature is available by Right Clicking on a file / folder 
    • This gives the ability to store files local on your computers drive.
    • Please note whatever you Sync for offline access takes up space on your computer so please manage what you are syncing for offline access

• Sending Links  - This feature allows you to share files / folder links by right clicking on file / folder
  • There are numerous options you can have on sending links please click here to learn more about link options when sending a link 
  • It is best practice to never forward link from outside server. If we receive items from an outside source we need to put into files into egnyte and send out within the KAST egnyte system.
    • This allows KAST to maintain control fo the files being shared as well as gives us the ability to track who has accessed the the files

Egnyte - Web Interface 

• The URL to KAST Egnyte platform is kast.egnyte.com
• Files Saved to the Y - Drive automatically store to the website (Cloud)
  • This allows Teams to access file structure where ever there is internet no mater what computer they are using 
• You can also send  Links on the website under the Share tab 

• Requesting Files From Others is a tool that is only availble on the website under the share tab.
  • This allows Teams to collect files from outside parties 
  • There is also an option to collect information in separated folders 
  • This feature could be used to : Have architect upload files / Collecting Daily Reports / Collecting Toolbox Talks / Receiving bids 

• Setting up Folder Tracking - This feature allows users to track when people have uploaded files to a shared folder or who has downloaded a particular Folder / File 
  • See screen shots below to see how to track a folder 

• Setting Up Notifications - This tool allows users  to control frequency of email notifications when a folder or file is added, updated or removed - Click Here for a short video on procoess
• See screenshots below to show were to adjust your notification settings 
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