Standard And Organization User Guide

This System & Organization user guide is only applicable in the desktop app.

Installers: Windows and MacOs

Login & Authentication

1. Open the app.

2. Enter your email and password.

3. Click the “Log In” button on the screen.

1. If you have 2FA enabled, you will be redirected to the MFA verification screen.

2. Enter the code from your authenticator app.

Password Reset

1. Click "Forgot Password?" on the login screen.

1. Enter your email and click "Send Reset Code."

2. Check your email for the reset code.

1. On the "Create New Password" screen, enter the reset code.

2. Enter a new password (8+ characters, 1 uppercase, 1 number, 1 special character: @#$%^&*()-+).

3. Confirm the password and click "Reset Password."

Onboarding Guide

This onboarding tour guide will help the user navigate through the pages of the application.

1. Welcome to Koneksi

   
2. Dashboard Overview

   1. Click "Next" to proceed.

      
   2. Check the quick statistics area and see that it is highlighted.

      
   3. Storage Usage

      
   4. Quick Actions

      
3. Backup File Explorer Page

   1. Check the backed up files

      
   2. Search and sort

      
   3. Check the breadcrumbs to see the folder navigation

      
   4. File Actions

      
4. Settings Page

   1. Backup Configuration Panel

      
   2. Backup Location

      
   3. Backup Status

      
   4. Backup Schedule

      
5. Job Status Overview

   1. Monitor Job Status

      
   2. Queue Statistics

      
   3. Queue Types

      
   4. Status Filter

      
   5. Search Queue

      

6. Recovery Management

   1. Status Filter

      
   2. Approval Filter

      
   3. Create Recovery Request

      
   4. Recovery Requests Table

      
7. Quick Tips

   

8. All set

   

Change Password

1. Go to 'Settings' Page

2. Enter Current Password

   • Input your existing password to verify your identity.

3. Enter New Password

   • Create a new password that follows the requirements listed below.

4. Confirm New Password

   • Re-enter the new password to ensure it matches.

   • Password Requirements

   • Be at least 8 characters long

   • Include at least one uppercase letter (A–Z)

   • Include at least one lowercase letter (a–z)

   • Include at least one number (0–9)

   • Include at least one special character (e.g., !@#$%^&*)

If the new password fail to meet requirements, one of the password requirements highlight into red.

If the new password and confirmation do not match, an error message will be shown.

Dashboard

This screen offers real-time insights and quick access to critical functions.

Key Features:

• Storage usage and backup progress visualized through pie charts and progress bars.

• Intuitive quick-access buttons for core functionalities.

Backups Explorer

This screen is where users are able to search, manage, and retrieve backed-up files efficiently.

Key Features:

• Folder tree view with file icons indicating backup status.

• File metadata display, version history navigation, and preview/download options.

• Bulk download functionality for folders.

• Has drag and drop feature for easier uploading.

Uploading Files

• To upload a file, click the 'Upload' button and select 'File'.

  • There are two options to upload files:

    • Drag and Drop the files to the system

    • Click the [Select files] button to open the 'System File Picker'

      • Select the preferred file and click [Open] button to start uploading

• Click the [Upload file] button

Previewing a File

• Each files uploaded have an action item on the rightmost side of it.

• Click on the 'Preview' button and a file preview will then appear on your screen

• Different previews will display for different file types.

Creating a new folder

1. Click the [New Folder] button

2. Enter folder name

3. Click [Create] button

4. Created folder will be added to the My Backup list

Uploading a Folder

• To upload a folder, click the 'Upload' button and select 'Folder'.

  • Select the preferred folder and click [Open] button to start uploading

Searching Files and Folders

• Click [Search] field and input valid value

  • Typing in the search field supports autosuggest based on the input.

• Click [Search] field and input invalid value

File Sharing

1. File Sharing via Password

   1. Only Koneksi-registered users can open password-protected files.

   2. Anyone without an account will be restricted from access, even with the correct password.

   
2. File Sharing via Link with Expiration

   1. You can now generate shareable file links that expire after a set time.

   2. Anyone with the link can access the file until it expires.

   3. Once expired, users will see a message letting them know the link is no longer available.

   
3. File Sharing via Email

   1. Files can be sent directly to Koneksi-registered email addresses only.

   2. This ensures only verified users receive and open shared files.

   
4. File Encryption

   • When uploading, you’ll now see an “Encrypt File” toggle option.

   

   • Turning it on will prompt you to set a passphrase that will be required to access the file later.

   

   • Only users who enter the correct passphrase can view or download the encrypted file.

   

   • Encrypted uploads are currently limited to 50MB per file.

Other actions you can do with files and folders

1. Download: User should be able to download the file to local machine.

2. Rename: User should be able to update the existing name in the list.

3. Move: User should be able to move the file to the desired folder.

4. Delete: User should be able to delete the existing file/folder in the list only when File Delete Access is enabled. Otherwise, user should not be able to see the [Delete] option and should not be able to delete any file.

   
5. CID Replication view: User should be able to view the individual chunks that make up a file on IPFS and how its been replicated across different peer nodes, shown in a list and graph view using the file’s content identifier (CID).

   1. Peer Nodes

      
   2. Graph View

      
   3. List View

      

Realtime backups (Core Functionalities Setup)

This feature automatically detects and securely backs up files the moment they’re created or modified, ensuring continuous protection without manual effort.

How to Turn on Realtime Backups

Step 1: Open the Settings Panel

From the left-hand sidebar:

• Click Settings under the main menu.

• This will open the configuration screen where you can manage backup and account preferences.

Step 2: Choose a Backup Location

Under the Backup Configuration section:

• Click Browse to select the folder or directory you want to monitor for realtime backup.

• The selected path will appear in the Backup Location field

Step 3: Confirm Realtime Backup Setup

Once you have selected the Backup Location, a confirmation modal appears:

• It displays:

  • Target directory

  • Number of files and total size

  • Current available storage

• If there's enough space, you’ll see a green message: “You have enough storage space for this backup location.”

• Click Confirm to initiate realtime backup.

• Once the Backup Location is configured:

• The Realtime Backup process automatically starts

• This enables automatic monitoring and uploading of any new or modified files within your selected folder.

Step 4: Monitor Backup Progress in File Explorer

Navigate to Backup File Explorer from the sidebar:

• The folder you selected will now appear in your list of backups, tagged as Local.

• You’ll see the following columns:

  • Size of the folder

  • CID (content identifier, once generated)

  • Access

  • Date Created timestamp

• This view shows which folders are actively being monitored and backed up.

Synchronization feature:

This feature ensures that any changes made locally while Realtime Backup is off (or the engine is not running) are detected and synced manually.

How it works:

1. User adds a Realtime Backup location (enabled by default).

2. When a file is moved/added to this location, it is backed up automatically.

3. If an admin disables Realtime Backup for the user, new changes in that location are no longer backed up automatically.

4. If the user later moves/adds files to the location, those changes are not captured automatically.

5. The user can click Sync → the system will scan for local changes (new or removed files) → and then add or delete them accordingly.

Important notes:

1. Once Realtime backup is setup from the user's end, only administrators have the ability to disable, reenable, stop, and completely remove Realtime backup folder from the system.

2. If an admin updates a user’s real-time backup settings, the backup feature will run automatically the next time the user logs in, ensuring their data is up to date. However, any changes made after login still require the user to click the 'Sync' button to update their backup.

Recovery Management (Standard User Core Functionalities)

Recovery Management allows you to restore your backed-up files in case of accidental deletion, data loss, or ransomware attack. You can choose to recover everything (Full Recovery) or just files from a specific time range (Point in Time).

Steps to Request a Recovery

Step 1: Go to Recovery Management

• In the left-hand menu, click Recovery Management.

• If you’ve never submitted a request, you’ll see the message: “No recovery requests yet.”

Step 2: Click 'Create Request' button

• Click the Create Request button in the upper-right corner.

• A recovery setup modal will appear.

Step 3: Set the Recovery Path

• Click Browse to choose where the recovered files should be saved on your device.

Step 4: Select Recovery Scope

You will see two recovery options:

Option 1: Full Recovery

• Select Full Recovery to restore all files backed up.

• This is useful if you’re restoring a full system or recovering from a major incident.

Option 2: Point in Time Recovery

• Select Point in Time to recover files as they existed on a specific date or time range.

• Use the calendar picker to define the start and end date.

• Ideal for restoring to a known “clean” backup state.

Option 3: Restore Point

• Select the `Restore Point` option.

• Select your preferred restore point.

Step 5: Submit the Request

1. Once you’ve selected the recovery scope and path, click Create Recovery Request.

2. You’ll be taken back to the Recovery Management screen, where your request will now appear in the list and show that it's pending for approval.

   
3. When the request has been approved, the user should be able to start recovery by

   1. Clicking the vertical ellipsis or 'Three dot' menu.

   2. Click the [Start Recovery] option.

   3. See that the status has been changed to 'In Progress'.

      
   4. See that the status has been changed to 'Completed'.

Queue Management

Queue Management allows you to monitor and control all ongoing file operations such as uploads, realtime backups, and recoveries. It gives you a clear overview of pending, in-progress, and failed tasks, so you can track progress and quickly resolve issues if they occur.

Open the Page and Refresh

1. Open the Koneksi Desktop App.

2. In the left menu, click Queue Management.

3. (Optional) Click the refresh icon in the top-right of the page anytime to fetch the latest status.

Read the Queue Summary

At the top are four cards that tell you what’s happening overall:

• Queue Items — total number of tasks that the system is tracking right now.

• Pending — waiting to start.

• In Progress — currently running.

• Failed — encountered an error.

Filter by Operation

Under Filters, click one of the chips to show just that type of work:

• Folder Upload

• Realtime Backup

• Recovery

The active filter is highlighted. Use this to focus the list on what you want to see.

Filter by Status or Search

• Status dropdown — choose All Status, Pending, In Progress, or Failed to narrow the list.

• Search bar — type part of a file name, path, or type (e.g., “.mp4”) to quickly find items.

Retry failed items

1. Set the Status dropdown to Failed (and pick an operation type if needed).

2. For each failed row, open Actions (three dots) and choose Retry.

3. Watch the item move to In Progress.

Warnings & Notifications (Development in Progress)

This screen provides clear communication on warnings and system alerts for proactive decision-making.

Key Features:

• Search and filter functionality for enhanced usability.

• Detailed notification pop-ups with root cause analysis.

• Graphical representation of warning trends.

API Key Management

This screen is where users allows users (typically Admins or Developers) to manage Service Accounts used for automation, integrations, or server-to-server communication.

1. Create New API Key by clicking on the '+ New API Key' button.

2. Add API Key name and select permissions on the Create New API Key form

1. Once an API Key is generated, a Client ID and Secret Key will be generated. These keys acts as access credentials for service account users.

2. Save the keys in a secured location.

You can user this Keys to interact with Koneksi API services programatically, here's the documentation.

Restore Point Schedule

This feature allows a user manually/automatically create a restore point and back up all files up to the moment the snapshot was created.

1. Manual - This type of backup is triggered manually by the user. Please note that this can only be triggered once every 30 minutes.

   1. Go to 'Settings' page.

   2. Find the 'Restore Point Schedule' field and notice that it is set to manual by default.

      
   3. Click the [Create] button.

   4. Fill in the displayed fields in the modal.

      
   5. Click the [Create Restore Point] button.

      

2. Automated - This type of backup can set automatically set weekly or monthly.

   1. Go to `Settings` page.

   2. Find the `Restore Point Schedule` field and notice that it is set to manual by default.

   3. Click the [Manual] button, select Weekly in the options.

   4. Click the [Monday] button.

   5. Select the day of the week that you wish to trigger the backup snapshot.

      
   6. Notice the toast message confirmation saying “Updated automated weekly cycle every Monday”

      

Note: If you choose the monthly option, you will select a specific date of the month.

Settings

This screen allows users to configure their backup location, enable real-time backup, set up Two-Factor Authentication (2FA), and change their password.

Key Features

1. Backup Configuration

   1. This feature automatically detects and securely backs up files the moment they’re created or modified, ensuring continuous protection without manual effort.

      1. Request to change backup location

         1. Click on the [Change Request] button

            1. Select an option between:

               1. Remove Backup Configuration - This option only removes the backup configuration but keeps the backup files.

                  
               2. Clear All Backup Data - This option permanently deletes all backup files and configuration of the user.

                  
            2. Click the [Send Request] button to proceed.

               1. The user should be able to see that his change request is pending.

                  
               2. The user should be able to see that his change request has been approved when the backup location is empty.

                  
               3. The user should be able to see that his change request has been rejected.

                  

2. Device Registration

   1. Register a device

      1. Click the "Register This Device"

         
      2. Enter the device name then click "Register Device"

         
   2. Unregister a device

      1. Click the "Unregister This Device" button

         
      2. Read the prompt then click "Unregister Device"

         
   3. Register IP Address

      1. Login in the web

      2. Click "Request IP Registration"

         
      3. Wait for the approval

         
      4. Go to your registered device's screen.

      5. View request

         
      6. Approve request

         
      7. Reject request

         
   4. Unregister an IP Address

      1. Click the trash icon

         
   5. View Device and IP Address Registrations

      1. Device Registration

         
      2. IP Registration

         
3. Account Security

   1. This feature adds an extra layer of protection to your account by requiring Two-Factor Authentication (2FA), ensuring that even if your password is compromised, unauthorized access is prevented.

4. Change Password

   1. This feature allows you to securely update your account password by entering your current password and setting a new one, ensuring continued protection against unauthorized access.

5. Engine Control Panel

   1. The Engine Control Panel provides a simple, modal-based interface for managing your local Engine which is the core service that powers backups, recovery, and file synchronization. It ensures administrators and users can quickly start, stop, or check the Engine’s health with clear, actionable feedback.

Internet & Engine Status Indicators

• Available on: Login screen footer and Dashboard left rail

• Purpose: Quick, always-visible view of Internet connectivity and local Engine status.

States and Labels

Internet

• ✅ Connected — Network OK.

• ⚠️ Not Connected — No internet connection (login and remote actions are blocked).

Engine

• ✅ Running — Ready for backups and recovery.

• ⏹ Not Running — Start it before running jobs.

Badges refresh on a short polling interval and immediately after you use Check Status, Start, Stop, or Restart.

How the Control Panel works:

If user clicks on the engine monitor indicator ('Engine is running'), a panel appears:

• The panel is a small modal with four actions:

  • Start — launches the engine when it’s stopped.

  • Stop — stops the engine when it’s running.

  • Restart — quickly restart to resolve issues.

  • Check Status — view whether the engine is running or stopped.

While an action is in progress, the conflicting buttons are disabled, and a spinner shows the transition.

State	What It Means	What You Can Do
Running	Engine is running and accepting jobs.	Stop, Restart, Check Status
Stopped	Engine isn’t running.	Start, Check Status
Starting	Launch in progress.	Wait (actions disabled)
Stopping	Shutdown in progress.	Wait (actions disabled)

Onboarding Tour

This tour will help the user navigate through the pages of the application.

1. Welcome to Koneksi

   
2. Dashboard Overview

   1. Click "Next" to proceed.

      
   2. Check the quick statistics area and see that it is highlighted.

      
   3. Storage Usage

      
   4. Quick Actions

      
3. Backup File Explorer Page

   1. Check the backed up files

      
   2. Search and sort

      
   3. Check the breadcrumbs to see the folder navigation

      
   4. File Actions

      
4. Settings Page

   1. Backup Configuration Panel

      
   2. Backup Location

      
   3. Backup Status

      
   4. Backup Schedule

      
5. Job Status Overview

   1. Monitor Job Status

      
   2. Queue Statistics

      
   3. Queue Types

      
   4. Status Filter

      
   5. Search Queue

      

6. Recovery Management

   1. Status Filter

      
   2. Approval Filter

      
   3. Create Recovery Request

      
   4. Recovery Requests Table

      
7. Quick Tips

   

8. All set!