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OurFiles

OurFiles is a system that allows groups of people at Dartmouth to easily share files. If you are interested in a place to store files that only you will need access to, see MyFiles.

Connection to this space can be done via a computer's built in utilities (Map Network Drive for Windows and Connect to Server for Macintosh). Any type of file can be uploaded, edited or deleted from the server. If you need to connect to OurFiles from a computer not on Dartmouth's network, you need to start a VPN connection first. See Using the Juniper VPN for additional information.

Space Allocation

To have an OurFiles folder set up for your department, contact Help. Each division of Dartmouth has a server and all departments will have folders created under the server for the division to which they report.

Each division's server has space allocated based upon the number of departments in that division. Additional space can be requested. Contact your department's IT support office for additional information.

Permissions

When you first access OurFiles, you will only see those folders which you have permission to see; there may be others.

People will only have "read" only permissions to top-level folders; they will not be able to create sub-folders in any of these top level areas.

When users double click one of these top level folders to open it, you will see more folders at the second level which you may have permission to access; there may be others. If you need another folder created at a level where you lack permission, contact your department's IT support office to request they create that folder. They will need to know the name that you want given to the folder and the people who should have access to that level of folder. Anything created within security controlled folders must inherit "read" and "write" permissions onto lower folder/file levels.

If you have "write" access to a security controlled folder that you opened, you can create as many levels of sub-folders within that folder as you need. Files can be added within that folder level and all it's sub folders as well. However, permissions for any files or folders within the second level folder must be the same as the permissions to the second level folder itself. If you need more restrictions, you must request a different second level folder.

For a thorough understanding of permission structure in Ourfiles, please do not hesitate to contact your department's IT support office for additional information.

Connecting from a Windows Computer

  1. Click the Start button then click My Computer or Computer from the list that appears.
  2. If you are using Windows XP, click Tools then Map Network Drive. Windows 7 users, click Map Network Drive
  3. Select the drive letter you would like to use. In the Folder field, enter \\<name of share>\<name of department>*. If you would like to reconnect to this server every time you log into your computer, select Reconnect at logon.

    Important: Do NOT connect to OurFiles from a public computer unless you have the ability to restart the computer after you have finished using OurFiles. If you do need to do this, do NOT select Reconnect at logon. Otherwise, the next person who uses the computer may have access to your files.
  4. If you log into the Kiewit domain when you start your computer, click Finish. A window will appear with your OurFiles connection.
  5. If you do not log into the Kiewit domain when you start your computer, you will be prompted for a user name and password. Select Connect using a different user name. In the Username field, enter your NetID followed by "@kiewit.dartmouth.edu". For example d12345a@kiewit.dartmouth.edu; in the Password field, enter your password.
  6. Click Finish.

*NOTE: If you are unsure of the name of the share that you need to connect to follow the directions below:

  • Windows 7 users: Click Start then in the Search programs and files box type \\<name of share>\ and press Enter. A list of all the share you have access to will be displayed.
  • Windows XP users: Click Start then Run. In the Open box type \\<name of share>\ and press Enter. A list of all the share you have access to will be displayed.

 

Connecting from a Macintosh Computer

Macintosh File Name Restrictions

Because the server holding the files is not a Macintosh server some characters are not allowed in file and folder names. These include the following:

  • < (less than)
  • > (greater than)
  • : (colon)
  • " (double quote)
  • / (forward slash)
  • \ (backslash)
  • | (vertical bar or pipe)
  • ? (question mark)
  • * (asterisk)

If you have file or folder names with these characters, they will appear when accessed from a Macintosh computer but, when accessed from a computer running another operating system, these characters will be replaced with periods. Therefore, please avoid using these characters.

Setting Up the Initial Connection

  1. Click on the desktop to make the Finder the active application. Then, from the menu bar, click Go then Connect to Server...
  2. In the Server Address field, enter in smb://<name of share>/<department name>/ then click Connect.
  3. In the Name field enter your NetID; in the Password field, enter your password.
  4. If you want to have this drive accessible to you automatically any time you start your computer, place a check in the Remember this password in my keychain field then follow the directions in the Setting Up a Permanent Connection section below.
  5. Click Connect. OurFiles should now appear as a computer that you can connect to.

Setting Up a Permanent Connection

Important: Do NOT connect to OurFiles from a public computer unless you have the ability to restart the computer after you have finished using OurFiles. If you need to do this, make sure you do NOT set up a permanent connect. Otherwise, the next person who uses the computer may have access to your files.

  1. If you want an OurFiles share to show as an icon on your desktop, click the desktop to make the Finder the active application. Then, click Finder from the menu bar, then Preferences.
  2. In the Show these items on the desktop field, select Connected servers. Close the Finder Preferences window.
  3. To have a connection to the OurFiles server automatically happen every time you log into your computer, from the Apple menu select System Preferences.
  4. Double click the Users & Groups or Accounts preference to open it. Make sure that your user login name is selected, then click the Login Items button.
  5. Drag the OurFiles Share icon from your desktop into the Login Items list. Close the Preferences window.

Connecting via WebDAV

This functionality is currently not available for the OurFiles service.

Important: Do NOT connect to OurFiles from a public computer unless you have the ability to restart the computer after you have finished using OurFiles. Otherwise, the next person who uses the computer may have access to your files.

Restoring Previous Versions of Files

Snapshots of the OurFiles space is taken at regular intervals to ensure the greatest possible chance for recovery if you accidentally delete a file, modify a file and want a previous version back, or if the OurFiles system itself suffers a catastrophic failure. These snapshots are taken at the following intervals:

  • A snapshot is taken of every file that has changed in the last two hours. 30 snapshots will be kept for every file. This means any file kept for more than 2 hours will be kept for 2.5 days.
  • A snapshot is taken of every changed file daily. This means any file kept for more than 24 hours will be accessible for restore for up to 5 days.
  • A snapshot is taken of every changed file one a week. Weekly backups are kept for 55 weeks. This means any file kept for more than one week will be accessible for restore for up to 13 months.
  • Snapshots are not written to tape but are copied to the second data center once every 24 hours. This means if there is a catastrophic failure in the primary data center, any snapshot in the last 24 hours would not be able to be recovered.

Windows Users: In order to restore a previous version of a file, in OurFiles, right click the file you want restored to a previous version, then select Restore Previous Version from the menu that appears. A listing of the dates of the previous versions appears. Select which one you want to use to overwrite the existing version of the file in your OurFiles. If you need to restore a file that you deleted from OurFiles, send an e-mail to help@dartmouth.edu with the name of the file you want restored, and the OurFiles location in which it appeared.

Macintosh Users: In order to restore a previous version of a file, with the Finder as the active application, select Go from the menu bar then Connect to server. In the Server Address box enter smb://<sharename>/<department name>/.ckpt then click Connect. In the Name field enter your NetID; in the Password field, enter your password. Click Connect. In the .ckpt window that appears, a listing of all the snapshots of your data will appear. Open the snapshot that you want to restore from, and navigate to the file/folder that you need restored. Drag the file/folder that you want restored from the .ckpt window to the appropriate location in your OurFiles space.

Important: Files can only be restored if they have made it to a snapshot. In other words, a file that has resided on OurFiles for less than 2 hours cannot be restored.

 

Last Updated: 12/18/12