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QUICK START GUIDE


FAQ

1.CLEANSWEEP FILE MANAGER – QUICK START GUIDE

Upon installation of the software, you will see the CleanSweep selection under the Setup menu. Choose “Setup & Configuration” in the sub menu to configure your settings.


Fig. 1 – CleanSweep selection under the Setup menu in NetSuite reveals Setup & Configuration and File Browser choices
Fig. 1a – CleanSweep selection under the Setup menu in NetSuite reveals Setup & Configuration and File Browser choices

The first time you use the software, you will be prompted to login. Consult the email you received from sales@techfino.com to retrieve your credentials, and enter them. Please check your spam filter if you don’t see it in your inbox.


Fig. 2 – Login screen

Upon login, you will see the File Purge Settings screen, where you can make your archive/purge selections.


Fig. 3 – File Purge Settings tab of Setup & Configuration screen

Choosing the Account Info tab will allow you to see your licensing information, and reset your password if needed.


Fig. 4 – Account Info tab of Setup & Configuration screen

The File Purge Settings screen is where you will setup a retention policy, select the types of files you wish to purge, flag any file or files that you wish to preserve in NetSuite, and find other customizable settings. Also, it is here where you will set a schedule for the purge process, which will also drive the file archive process. The purge process occurs daily or weekly, depending on your choice. (see Fig. 5).


Fig. 5 – File Purge Settings


Fig. 6 – Retention Policy choices

On the File Purge Settings tab, you will see a variety of Retention Policy choices. Please make your selections carefully, as once files are purged, they cannot be retrieved.


Fig. 7a – File types to purge

The File Types to Purge dropdown allows you to select any combination of file types, including All Files.


Fig. 7b – File types to purge

You can also specify purge settings by file size.


Fig. 8 – File size parameters

Choosing the File Browser selection in the CleanSweep menu will launch the File Browser window. Until an archive has run, there will be no files to display.


Fig. 9 – File Browser – no files to display

Once an archive has been run, the File Browser screen will show the folders and files structure of your archive. This file/folder layout will mimic exactly what the layout was in NetSuite, providing a seamless transition to your files stored in CleanSweep File Manager.


Fig. 10 – File Browser screen.

Selecting a file in the File Browser will launch a popup window with file metadata, and a button to download the file. Depending on your browser settings, the Download File button will either open the file in a new tab, or simply download it to your browser’s default download folder. Please note that certain file types may not open and may issue a warning, depending on your browser’s security settings.


Fig. 11 – Inventory Item with CleanSweep Archived Files and the links to those files.

If a file attached to an entry in NetSuite was archived, a link to the CleanSweep archived version of the file appears. Choosing the “CleanSweep” menu will show the file names, and a download link to these files.

Clicking on the “Download” link will launch the archived version of the file.


Fig. 12 – Clicking on the download link will load the link from the secure CleanSweep Archive.

Clicking on the download link will load the file from the secure CleanSweep archive (see Fig. 12). The user is able to print, or locally save, that file. Upon closing the file, the user can close the browser window by clicking the “Close Window” button (see Fig. 13).


Fig. 13 – Clicking on the “Close Window” button will close the download window.

2.FAQ

  • Is CleanSweep File Manager secure?
    ANSWER: All CleanSweep File Manager passwords are encrypted at rest. All CleanSweep files are accessed securely. When the download file button is clicked, the system issues a secure link to the file with a signature that must be matched by the browser, or else access fails. This link only remains intact for a few minutes and is only viable for that browser on that machine
  • If someone sees the URL of one of my files stored, can they simply type it in and access it?
    ANSWER: All File Manager files are accessed securely. When the download file button is clicked, the system issues a secure link to the file with a signature that must be matched by the browser, or else access fails. This link only remains intact for a few minutes and it is only viable for that browser on that machine.
  • How long does it take to archive the contents of my file cabinet?
    ANSWER: The first archive can take up to several hours depending on the amount of data stored in your sandbox. Subsequent archive updates are much faster as only new or updated files since the previous day are updated.
  • How often does the file purge and archive occur?
    ANSWER: Archive runs once daily and you choose the day and time when the purge runs on the Setup screen. The archive runs at the same time as the purge. You can purge files once per day or once per week.
  • Can I access my files outside of NetSuite?
    ANSWER: No, you cannot currently access your files outside of NetSuite. This will change in a future version of CleanSweep File Manager.
  • Does File Manager provide visibility of relative documents from a NS record as well, similar to how the NS File Cabinet shows related files on the Communication tab?
    ANSWER: Yes, a CleanSweep tab is visible on all transactions and standard records to list the files stored in CleanSweep File Manager.

3.RELEASE NOTES

CleanSweep File Manager Enhancements – v1.1

June 9, 2017

At SuiteWorld, Techfino received numerous requests to add support to link to files in CleanSweep File Manager on Transactions and other records inside NetSuite. In this enhancement release we responded by adding links to CleanSweep archive files to the following records:

  • Standard Transactions
  • Entity Records (Customer/Lead/Prospect, Vendor, Partner, Contact, Employee)
  • CRM Records (Calendar Event, Phone Call, Event, Message, Issue, Support Case)
  • Item Records

This feature does not support links to files and custom file fields, custom records that reference files, or custom transaction types.

New Features:

  • Maintain links to CleanSweep Files with Records/Transactions
  • Allow CleanSweep File Manager to Purge Files Daily as well as Weekly

Bug Fixes:

  • N/A

CleanSweep File Manager SuiteApp – v1.0

December 8, 2016

The CleanSweep File Manager SuiteApp helps NetSuite customers archive the contents of the file cabinet to the cloud for low cost storage. After safely storing all NetSuite documents in the CleanSweep cloud, customers can automatically purge the contents of their file cabinet on a scheduled basis freeing up valuable space in NetSuite and reducing clutter.

New Features:

  • Daily archive all files in the file cabinet
  • Purge files based on data retention policy configuration once per week
  • View and retrieve files from a UI inside NetSuite – File Browser
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