Topia Technology, Inc Pacific Avenue, Suite 200, Tacoma WA

Transcription

1 SECRATA Enterprise File Sync and Share Application Version 4.7 Topia Technology, Inc Pacific Avenue, Suite 200, Tacoma WA

2 Table of Contents TABLE OF CONTENTS... 2 SECRATA OUTLOOK PLUG IN V5.0 USER GUIDE... 3 USING THE SECRATA PLUG IN... 3 Sending Encrypted Messages... 4 Attaching Documents... 4 Setting up a Secure Workspace/Requesting a File... 5 Accessing Documents... 5 Additional Features... 6 Page 2

3 Secrata Outlook Plug in v5.0 User Guide The Secrata Plug in for Microsoft Outlook allows you to upload and send attachments, request files, and establish a secure workspace through . In addition to files, the plugin automatically encrypts the body of your message, along with the attachments, and uploads them to a Secrata Shared Workspace. All of the sent using Secrata is fully auditable and tracked using Secrata s Auditing Service. Using the Secrata Plug in After installation and setup is complete, you will notice the Outlook ribbon now has the Secrata Tab. Under the Secrata Tab, the user has the ability to access the User Guide, launch the Web Client and validate their Secrata credentials. Once the plugin has been installed, the user will need to authenticate with the Secrata Platform. This is accomplished by clicking Secrata Credentials and logging in. The ribbon also contains an option for the user to disable the plugin. Any outgoing messages or attachments will be sent in the clear, unencrypted, if the plugin is disabled. Secrata also creates two folders under your inbox, Secrata and Outgoing. Outgoing temporarly stores the before sending it out. This is while the mail is being uploaded to the Secrata platform. The Secrata folder is similar to the Sent folder, with the Secrata folder showing all mail sent using Secrata. Page 3

4 Sending Encrypted Messages The Secrata plugin allows you to securely send encrypted s and attachments using Secrata s military grade encryption. You can send the /attachment(s) to as many users as you would like, simply add them to the To or CC/BCC fields. To send a secure , click the Secure via Secrata button from the new message ribbon. The green check mark represents encryption is ON. If the plugin is disabled, the Secure via Secrata option will be grayed out and inaccessible. Attaching Documents To send a secure with an attachment, select Secure via Secrata before attaching the file. This ensures the attachment and body are both encrypted. With the Secure via Secrata enabled, attach the file as normal. You can attach as many documents as you would like and will see all attached documents on the Secrata ribbon. You can remove attachments by clicking the dropdown arrow and selecting the attachment you would like to remove. If you attach a file BEFORE selecting Secure via Secrata, then select the secure option, Secrata will notify you that the attachment needs to be removed and then re added. Secrata will automatically remove the attachment for you. Page 4

5 Similarly, if you attached a file using Secrata and would like to turn off encryption, simply click Secure via Secrata and the user will be notified to re attach the files. Secrata will automatically remove all attachments for the end user. Setting up a Secure Workspace/Requesting a File Setting up a Secure Workspace, or requesting a file, is as simple as sending an . Secrata smartly parses the , which results in the Subject line as the workspace name, the To and CC/BCC users as members of the workspace, and the body will be displayed as a message in the workspace. The individuals in the To and CC/BCC fields will receive notifications from the Secrata platform. If the user receiving the notification has a Secrata account, they will receive notification that a new message or file has been added to the workspace. If they do not have a Secrata account, they will receive a Welcome allowing them to set up their own unique password. Accessing Documents Secrata uses workspaces to securely move and manage data. To access documents or messages shared with you simply click the link in the notification you receive from the Secrata platform. Any messages or documents added to a workspace you are a member of will trigger a notification that will be sent to your inbox. This notification contains a link where you will be able to directly access the workspace and messages/files. Page 5

6 Additional Features Secrata allows you to send a document larger than the Exchange server allows. To do this, simply attach the file with Secure via Secrata enabled. This triggers the Secrata platform to grab the attachment and upload it to the server for access via Workspaces. You can also Send To using Secrata by right clicking files on your desktop or share drive. To do so, navigate to the file you wish to share and right click the document. This will open the drop down menu where you can select Send to and then Via Secrata. This will open a new Outlook message with the file attached. Page 6