Yonda Documentation


Welcome to the Yonda documentation portal.

Use the menu on the left (toggle on mobile) to navigate the help pages. Use the search function at the bottom of the page to help locate the details that you are looking for.

What is Yonda?


A cloud-based content management platform offering storage, sharing, editing and signing functionality.

How does it work?


Since Yonda is a cloud-based platform, your content management system is available in your favourite browser on any device.

Yonda uses the concept of groups in order to share content within your organisation or with 3rd party collaborators.

Any user can share any type of content with any other user of Yonda.

Top level structure


Each Yonda user will automatically be provisioned with the following default directory structure:


All group, file and folder access is subject to user permissions.

The Collaboration Files top level folder will not appear if no collaborations exist

Users


Users are considered to be part of your organization and require a valid user license.

Add a new user:

Once submitted, the new user will receive a welcome email containing a link to set a password.

On first login, Yonda will start a tour to explain the basics of the portal layout.

Users are considered to be part of your organization. Collaborators are users from different organizations.

administrator users can disable user accounts at their discretion. Disabling a user account results in immediate log-out and prevention of access.

Access Roles


Yonda uses a role-based access model. Each user is assigned a role which then governs the access that they have in all areas of the portal.

All users have access to their own My Files area as well as general access to create groups and upload content.

There are three main user-based roles:

user

group administrator

administrator

administrator users should be limited to as few as possible but having at least two is recommended.

Permissions:

In addition to role-based-access, permissions are also granted on a per user and per file/group basis.

Any user that is added to a group can have view , upload and edit or modify access.

Any file that is shared outside of groups can be shared with view or upload and edit access.

Groups


Any user can create and manage their own groups. Content contained within a group can be shared by simply adding users as members of that group.

Groups can be added in the tree-view by clicking the plus icon.

Groups can be added and managed in the admin console.

group characteristics:

There are two types of groups:

administrator users can manage all groups.

group administrator users can manage all groups apart from private groups.

Group Containers


Group containers allow you to arrange your groups in a structure that suits your needs. Group containers can contain groups or other containers and they are customizable on a per user basis.

Add a new group container:

Group containers must have unique names.

Since group containers are customizable on a per user basis, no two users have the same layout by default.

Move groups between group containers:

Dropdown listing will not show the groups' current group container (if applicable)

Delete a group container:

Deleting a group container does not remove any data

Once deleted, groups and group containers that were located within the container will now appear under Group Files.

My Files


Every user will have access to a private My Files area for managing personal content.

You can view, edit or upload new files within this area.

Files located in this area can be shared with other users, but only at the file level, not the folder level.

administrator users can view content located in all My Files folders and remove content at their discretion.

Uploading Content


You can upload content into any folder or group that you have the relevant permissions to access. In order to upload, you require edit and upload access at a minimum

administrator users can upload content to all areas

To upload content:

The maximum size for a file upload is currently 100MB per file. An attempt to upload a file larger than 100MB will cause an error

NOTE: folders can be added to upload, however, the folder structure (nested folders) will not be preserved. The files will be uploaded in a flat structure into the current location.

TIP: On your desktop you can simply select files from your file explorer application and drag them into your Yonda browser session (in folder view) - the upload manager will automatically open for the current location.

Sharing


There are three main ways to share content within Yonda.

via Groups:
via Sharing outside of groups:
via Download Only external link:

You can revoke any share that you initiated.

You can revoke any shares accessible within a group that you edit and upload access to.

administrator users can revoke any shared access at their discretion.

Collaborations


Yonda allows sharing of content within your organization via groups. However, this mechanism is also available to 3rd party external organizations.

If the target user is part of an organization that already uses Yonda, you can simply invite the target user to collaborate for any specific group (using their account email address).

If the target user is not yet a member of Yonda, a new account will be created on their behalf.

Once invited, the target user will receive a notification to accept or reject your invitation. Assuming they accept, the shared group will instantly appear in their Yonda portal along with the contents therein. If they reject the invitation, the collaboration will simply be removed and discarded.

Groups can be shared with collaborators with either view or edit and upload permissions.

Invite a collaborator:

Accept/Reject an invitation to collaborate:

Modify a collaboration:

Only access level can be modified

administrator and group administrator users can revoke collaborator shares at their discretion.

Security


When it comes to cloud-based applications, security is extremely important.

We are concerned by three main areas of security:

User:

Arguably the most important aspect of cloud-based security starts with user access. Your cloud provider can offer the best possible security to combat hackers, but if a hacker gains access to your administrator password there is nothing that can be done to prevent a serious breach or your data.

With that is mind, a user can ensure that data stays safe by setting a strong and unpredictable password.

Yonda also offers two-factor-authentication or multi-factor authentication to help safe guard against intrusion.

two-factor-authentication(2FA) or multi-factor Authentication(MFA) is an additional security layer for your business – helping to address the vulnerabilities of a standard password-only approach by requiring a 2nd mechanism to validate access.

Yonda uses email to send a 6-digit OTP pass-code required at login time.

administrator users can force two-factor-authentication for any/all users.

It is highly recommended that administrator users always utilize two-factor-authentication.

Yonda also allows administrator users to enable or disable user access with immediate effect. In a case where a user suspects that their account may have been compromised, administrator users can force a log-out and lock the account instantly.

Data:

Yonda ensures that your data is safe by utilizing industry standard encryption methods and applying them when your data is in transit and at rest.

In transit, we use SSL/HTTPS for keeping your internet connection secure and safeguarding any sensitive data that is being sent between you and our servers. This prevent criminals from reading and modifying any information transferred, including potential personal details and files.

At rest, we use industry leading storage solutions to provide 256-bit AES-XTS full-disk encryption for data storage at rest.

Infrastructure:

The servers/storage that host our service are protected as follows:

Our infrastructure security is managed by our IaaS provider, DigitalOcean

Version Control


Yonda uses automatic version control to manage changes to files.

This process involves marking the newest edition of a file as the latest/default version, while moving the previous version to version 1 for backup/audit purposes.

If applicable, each previous version will also be incremented - so that the previous version 1 will now be version 2, and so on.

The process of uploading a new version is triggered in numerous different ways:

For groups, manually adding a new version of a file can only be done when the file is checked-out for editing.

Version control serves two main purposes:

Any version of a file can be deleted from within the file object.

Comments can be added to any version of a file to help distinguish or explain the changes that were applied.

Upload a new version:

  • navigate to the relevant file
  • click on the upload-cloud icon
  • a version upload manager panel will open
  • drag and drop the new version of the file (a single file only) from your browser; or
  • click anywhere within the panel to open your file explorer application and select the file manually
  • start the upload
  • once the file has been processed, close the panel and the newly uploaded version will now be the default latest version with previous version shifting to version 1, version 2 and so on.
  • A new version of a file must have the same file type as the target file. You will be asked to confirm your upload if the file type is different.

    TIP: On your desktop you can simply select files from your file explorer application and drag them into your Yonda browser session (in folder view) - the upload manager will automatically open for the current location.

    File check-in / check-out


    In order to maintain data integrity, Yonda uses a check-in and check-out system for file editing. This means that only a single user can edit and upload new versions of a file at any one time. Other users will need to wait for the file to be checked-in before editing the file themselves.

    Check a file out:

    You can now safely edit the file using your preferred method.

    Check a file in:

    While the file is checked out, other users will have the option to send you a request to unlock the file. This will appear in your notifications.

    administrator users can force remove locks at their discretion.

    File Editing


    Yonda offers in-line (in-browser) editing, meaning that the most common file formats can be edited directly in your browser on any device.

    Supported file types:
    DOC, DOCX, ODT, RTF, TXT, HTML, XLS, XLSX, ODS, CSV, PPT, PPTX, ODP

    Edit in-line:

    Edit manually:

    File deletion and recovery


    Files can be deleted from groups and My Files by placing them in Trash. They are permanently removed when Trash is emptied.

    Each individual group is configured with its own individual Trash area. Only users with modify access and administrator and group administrator users can empty Trash.

    Once Trash is emptied, the files can still be recovered by administrator users for 30 days after deletion. This can be achieved via the Administrator Console.

    Recover Files:

    Searching


    There are numerous ways to search for files in Yonda.

    In your tree-view and your file-view, you can use search filters located above each section to filter the content within the section

    Filters are also available on all table data in the Admin Console

    For more detailed searching, use the Advanced Search option

    Advanced Search:

    Signing documents


    Yonda offers all users the facility to ask other users to apply digital signatures to PDF files.

    This can be useful in setting up contracts or simply validating important documents by preventing any future tampering.

    This functionality is specific to PDF type documents.

    When a document is signed, Yonda applies an image of a signature (either drawn or typed) and encrypts the document using our digital SSL certificate issued under the name of our holding company - CNX Cloud Services. The validity of the signature can be verified by opening the document in Abobe Reader (under the "Security" banner).

    When signing, a user will be required to validate their identify via a 6-digit OTP pass-code sent to their registered user email address.

    Identity validation:

    Before applying a signature, the signer will be asked to accept Digital Signing terms and conditons and acceptance of the validity of the signature.

    Before applying a signature, the signer will have the option to Decline to sign.

    Signing certificate:

    Upon signing a document, a tamper-proof certificate is automatically generated to prove the signature authenticity and signer identity. Details captured include:

    To create a SecureSign contract:

    A PDF file pending signing is locked - no copy, move, rename, delete or new version uploads are allowed until the signing is complete or cancelled.

    To sign a SecureSign contract:

    Once signed, a SecureSign document is limited in the ways that it can be modified. The newly signed document is added as the latest version of the file.

    The Clipboard


    All file copy and move functions are handled via the Yonda clipboard function.

    Within the portal, files can be selected either by clicking the select option to the right of the file listing, or within the file object by clicking the clipboard icon.

    Simply selecting a file in this manner attaches the file to the clipboard for further actions. Once files are attached to the clipboard, you can navigate to new folders or groups and use the copy or move function as needed. You can also send selected files to Trash

    Multiple files and folders can be selected simultaneously from within a single folder/group. Files cannot be selected across more than one folders/groups.

    Files selected from within a group cannot be moved to another group or My Files - they are required to be copied instead.

    Admin Console


    Yonda offers a comprehensive Administrator Console to help manage your system.

    Functionality:

    All users have access to certain areas of the Console depending on permissions.

    administrator users have unrestricted access to all functions.

    Icon Glossary


    From within the main TreeView:

    Support


    You can open a support case with Yonda for any issue that you would like to raise - bug fix, suggestion, query, etc.

    You can access the form via your Administration Console or by clicking here: OPEN CASE

    Contact


    You can email us directly at service@cnx.cloud


    Yonda
    71-75 Shelton Street, WC2H 9JQ
    London, United Kingdom
    Tel: +4420 3582 3393


    CNX CLOUD SERVICES LIMITED © Copyright Yonda.cloud / cnx.cloud 2018.
    Registered in England and Wales under company no. 10674244. VAT no. GB 264732493.
    Specialist cloud application solutions.



    Yonda is a product of CNX CLOUD SERVICES Ltd. A specialist cloud development company. Visit CNX