Managing documents in the Content Library

Use the following procedures to manage documents and folders in the Content Library.

Viewing details of a document

  1. From the MaaS360® Portal Home page, select Docs > Content Library.
  2. Click Edit under the document to view detailed information about the document, including file size, security settings, version history, and download history.
  3. Optional: For iOS devices, click Restrict Share to prevent users from opening documents with third-party apps. For Android devices, click Restrict Share to prevent content delivery to the device.
  4. Use the following options to download policies for iOS devices:
    Option Description
    Download Automatically Downloads a document automatically to the device.
    Hide Doc Preview in App Prevents a preview of the document. This option supports file formats such as iBooks where preview is not supported.
    Password Protected Requires users to type a password to access the document.
    Download only on Wi-Fi Uses the wifi network to download a document.
    Restrict Delete after Download Prevents users from removing a locally cached copy of the document.
  5. Apply your changes, and then click Save.

Sending different versions of a document to users

  1. Select the document, and then click Edit.
  2. Click Add Version.
  3. Browse for the new version, and then click Save.
  4. Type your password, and then click Continue. The version history at the bottom of the window displays the new version.

Deleting a document or folder from the Content Library

  • Click Delete under the document or folder.

Adding a folder to the Content Library

  1. Select Docs > Content Library.
  2. Click Add Folder. The Add Folder window is displayed.
  3. Configure the following options for the folder:
    Note: Some of the options might vary depending on the products your organization purchased.
    Option Description
    Available for Specifies the group that can access the contents of the folder.
    Folder Name Specifies the name of the folder.
    Tags Specifies tags that are used to locate the folder. Use commas to separate tags.
    Description Specifies a description of the folder.
    Security Settings Displays security settings that apply to all documents in the folder:
    • Restrict Export: Prevents users from opening a folder with another app.
    • Restrict Cut/Copy/Paste: Prevents users from cutting, copying, or pasting contents of the folder to another app.
    • Ignore WorkPlace Restrictions: Ignores restrictions from the WorkPlace policy for contents of the folder.
    Download Policies Displays policies that apply to all documents in the folder:
    • Password Protected: Requires users to type a password to access the folder.
    • Download Automatically: Downloads the contents of a folder automatically to the device.
    • Hide Doc Preview in App: Prevents a preview of contents of the folder. This option supports file formats such as iBooks where preview is not supported.
    • Download only on Wi-Fi: Uses the wifi network to download contents of a folder.
    • Restrict Delete after Download: Prevents users from removing a locally cached copy of the contents of a folder.
    Distribute to Provides the following distribution settings that apply to contents of the folder:
    • Target: Specifies whether to distribute the contents of the folder to all devices or users, a predefined group of devices or users, or a specific device or user.
    • Start time: Provides a start date and start time to distribute the contents of the folder to a device or user.
    • Expiration time: Provides an expiration date and expiration time. The contents of the folder are automatically removed from the device when it expires.

Adding documents to a folder in the Content Library

  1. Select Docs > Content Library.
  2. Click the folder that you want to add a document to, and then click Add Documents.

Adding documents to the Content Library

  1. Select Docs > Content Library.
    Note: You might need to delete documents before you add a document. The amount of free space is displayed at the bottom of the window.
  2. Click Add Documents to upload documents that you want to distribute to iOS and Android devices.
  3. Select the documents that you want to add. The Add Documents window is displayed.
  4. Configure the following options:
    Option Description
    Available for Specifies the group that can access the document.
    Select Files Select the documents to add to the Content Library. Use commas to separate each file.
    Document Names Specifies the name of the document. Use commas to separate each file name.
    Tags Specifies tags that are used to locate the folder. Use commas to separate tags.
    Security Settings Displays security settings that apply to the document:
    • Restrict Export: Prevents users from opening a document with another app.
    • Restrict Cut/Copy/Paste: Prevents users from cutting, copying, or pasting content from a document to another app.
    • Ignore WorkPlace Restrictions: Ignores restrictions from the WorkPlace policy for contents of the folder.
    • Allowed Apps: Shares the document with a selected set of apps.
    • Restrict Secure Mail: Prevents users from opening a doc from an email message.
    Download Policies Displays policies that apply to the document:
    • Password Protected: Requires users to type a password to access the document.
    • Download Automatically: Downloads a document automatically to the device.
    • Hide Doc Preview in App: Prevents a preview of the document. This option supports file formats such as iBooks where preview is not supported.
    • Download only on Wi-Fi: Uses the wifi network to download a document.
    • Restrict Delete after Download: Prevents users from removing a locally cached copy of the document.
    Distribute to Distribute the document to all devices or users, a predefined group of devices or users, or a specific device or user, and then provide the following distribution settings that apply to the document:
    • Target: Specifies whether to distribute the document to all devices or users, a predefined group of devices or users, or a specific device or user.
    • Start time: Provides a start date and start time to distribute the document to a device or user.
    • Expiration time: Provides an expiration date and expiration time. The document is automatically removed from the device when it expires.
  5. Click Save.
  6. Type your password, and then click Continue.

Distributing documents or folders from the Content Library

  1. Locate the document or folder that you want to distribute, and then click Distribute. The Distribute Document window is displayed.
  2. In the Target section, configure the following options:
    1. Determine whether to distribute the document or folder to all devices or users, a predefined group of devices or users, or a specific device or user.
    2. Type a start date and start time to distribute the document or folder to a device or user.
    3. Type an expiration date and expiration time. The document or folder is automatically removed from the device when it expires.
  3. Click Distribute.