Egnyte Overview and FAQs

Find answers to your common questions here regarding the migration to CAPS

Watch: Getting Started With Egnyte

What is Egnyte?

Egnyte is a secure, third-party file-sharing website, used by CAPS to send and receive important payroll documents such as payroll submissions and edits and invoices.

If you have ever used platforms such as DropBox, Google Drive, or any cloud-based file-sharing platform you will already know most of what you need to know! The platform is very intuitive and easy to navigate!

Why do I need to use Egynte?

CAPS takes security seriously! We do not email any documents containing Personal Identifiable Information (PII). We strongly advise not to email documents with PII either! Egnyte provides a safe, easy,  and convenient platform to send and receive payroll-related documents.

How do I access Egnyte?

If you are new to Egnyte, an activation email will be sent to your email address with a direct link to Egnyte. Click to accept the invite, and you will be directed to Egnyte and prompted to create your user account.

Once your account is set up, Egnyte can either be accessed at https://capspayroll.egnyte.com/ or via the Egnyte Desktop App.

Access will come either from your company’s Power User admin or from a CAPS payroll admin. This person will determine the areas of access and types of permissions for your account.

How do I create my own folders?

1. Navigate to where you want to create your new folder.
2. Click + Create and select Folder from the dropdown menu.
   
   
   
3. A window will pop up. Type in the name of your new folder and click Create.
   

How can I enable email notifications?

1. Navigate to your profile by clicking the icon in the top right-hand corner with your initials, and then clicking your name from the dropdown.
   
2. Under the My Profile dropdown, click My Preferences.
   
3. Under Preferences, locate "Receive folder notification emails.”
   
   
4. You can configure whether notifications are enabled for all folders, only for chosen folders*, or disabled entirely. Notification criteria and email frequency can also be customized in this section.
   
5. *If “for chosen folders” is selected, it is important to note that you'll need to select folders manually to receive email notifications; otherwise, you won't receive any. To enable notifications for a specific folder:
   1. Click the More drop-down at the top of the screen and select Folder Details & Options.
      
   2. From here, select the Options tab to access the settings. The notification criteria for the current folder can be selected.
      
   3. Click Save.
      
      

How do I upload files?

1. Click into the Folder where you wish to upload your file.

2. Click Upload.

   

3. A window will pop up. Click Choose file(s) and select your file, or drag and drop your file(s) into the window.

   

4. The file(s) will be immediately uploaded to your folder

5. Important: Once you have uploaded documents, email your payroll coordinator so that they are aware documents are ready for them.

How can I bookmark a folder?

If you need access to a lot of folders but would rather not dig through them all just to get to the ones you commonly need, bookmarks can be used to create a list of preferred folders at the top of your navigation pane. There are two different ways to add a bookmark:

Option 1:

1. Click into your folder.
2. At the top of the screen to the right of the folder name is a bookmark icon. Click this icon to bookmark the folder.
   
3. The folder will now appear under your Bookmarks in your navigation pane.
   

Option 2:

1. Click the checkbox to the left of the file to select the folder.
2. A window of various action options will appear on the right-hand side of the screen. Locate and select Add Bookmark.
3. The folder will now appear under your Bookmarks in your navigation pane.
   

Remove a bookmark:

Hover your cursor over the folder in your Bookmarks list and click the trash can icon.

How do I delete files?

1. Click the checkbox to the left of the file to select it.
2. A window of various action options will appear on the right-hand side of the screen. Locate and select Delete to delete the file.
   1. NOTE: If "Delete" is grayed out and you're unable to select it, it means you do not have permission to complete this action.
      

How can I add a user?

Egynte allows you to add users to all your folders or to specific folders. Note: Only Power Users with “Owner” permission type can add users.

• To add a user to all your folders, you will add them to the top level (this will be your company name).
• If you want to add them to only one folder, navigate to the folder you want to add them to and follow the steps below. The new user will have immediate access to all files in the current folder as well as all the files contained in its sub-folders (if permissions are inherited from the parent folder).
  1. Navigate to the folder you want to add your user to and click Permissions.
     
  2. Click the Invite new user(s) button at the bottom or while searching for a user to add.
     
  3. Enter the email address and username for the users and assign the appropriate “Permissions Type” for the users.
     1. We strongly encourage granting either “Editor” or “Viewer” permissions and not “Full” as this will give the user the ability to delete files, which is not recommended.
        
     2. You can add a welcome message (optional), or invite multiple users to the same folder in bulk by clicking + Add more. When you're finished, click Invite new users.
        
     3. The new user will receive an email to complete their set up the same way you did!