AvePoint Perimeter Pro 1.6. Secured Share User Guide

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1 AvePint Perimeter Pr 1.6 Secured Share User Guide Issued May 2016

2 Table f Cntents What s New in this Guide... 4 Overview... 5 Internal Users... 6 Site Cllectin Administratrs... 7 External Prtal Users... 8 Supprted Brwser Versins fr AvePint Perimeter Internal Prtal and External Prtal... 9 Supprted File Types fr Online Viewing n AvePint Perimeter Internal Prtal and External Prtal Sharing Files/Flders/Libraries via the AvePint Perimeter Secured Share Feature Sharing Files r Flders via the AvePint Perimeter Secured Share Feature Sharing a Library via the AvePint Perimeter Secured Share Feature Cnfiguring Secured Share Settings Abut Secured Share Permissin Levels Viewing Secure Share Details f a Shared File/Flder/Library in SharePint Lgging int AvePint Perimeter Internal Prtal fr the First Time Using the AvePint Perimeter Internal Prtal Managing My Shared Files Managing the Ntificatin and Permissin Settings fr Shared Files/Flders/Libraries Managing All Shared Files in Site Cllectins Adding Managed Site Cllectins Cnfiguring Unique Watermark Settings fr the Sites Within a Site Cllectin Managing All Shared Files Viewing the Dashbard Befre Yu Use the AvePint Perimeter External Prtal Registering t the AvePint Perimeter External Prtal Lgging int the AvePint Perimeter External Prtal Setting a Passwrd in the AvePint Perimeter External Prtal Using the AvePint Perimeter External Prtal Using the My Files Interface Accessing Shared Files frm the My Files Interface AvePint Perimeter Pr Secured Share User Guide

3 Accessing Shared Flders/Libraries frm the My Files Interface Enabling the EDIT IN BROWSER Feature f the Micrsft Excel Web App in Internet Explrer Viewing Files with the Online PDF Viewer Editing a Shared File by Overwriting it Uplading a File Uplading a New File t a Shared Flder/Library Overwriting an Existing Shared File Operatins Available n the Username Menu Ntices and Cpyright Infrmatin AvePint Perimeter Pr Secured Share User Guide 3

4 What s New in this Guide Updated the Overview t include sharing files that are watermarked. Updated Supprted Brwser Versins fr AvePint Perimeter Internal Prtal and External Prtal. Updated Cnfiguring Secured Share Settings. Updated Managing My Shared Files. Updated Managing All Shared Files. 4 AvePint Perimeter Pr Secured Share User Guide

5 Overview AvePint Perimeter Pr includes the AvePint Perimeter Secured Share feature, which allws users in yur rganizatin t share files, flders, r libraries within internal SharePint sites with users inside and utside f yur rganizatin. This feature als allws internal users t cnfigure permissin settings n shared files and set an expiratin time fr hw lng the files/flders/libraries will be available t ther users. Additinally, internal users can cnfigure watermark settings fr the sites t prtect the shared files within. Users with whm the files/flders/libraries are shared can view and dwnlad cpies f the shared files/flders/libraries via the AvePint Perimeter External Prtal r AvePint Perimeter mbile apps n enrlled ios (iphne, ipad, and ipd tuch)/andrid devices, edit shared files, and uplad new files t shared flders/libraries at the AvePint Perimeter External Prtal. The shared files prtected with watermark will be viewed and dwnladed in PDF frmat n the External Prtal. Internal users can g t the AvePint Perimeter Internal Prtal t view and manage the files, flders, and libraries shared by them. Site cllectin administratrs can view and manage all f the shared files, flders, and libraries within their site cllectins. The architectural diagram belw utlines the wrkflw prcess fr access t the AvePint Perimeter External/Internal Prtal thrugh AvePint Perimeter Secured Share. AvePint Perimeter Pr Secured Share User Guide 5

6 Figure 1: Architectural Diagram fr Perimeter Secured Share feature Internal Users The fllwing are tasks that every internal user can perfrm using the AvePint Perimeter Secured Share feature and AvePint Perimeter Internal Prtal. Click the links t jump t the crrespnding sectins fr detailed instructins. Every internal user can perfrm the fllwing tasks: 1. Sharing Files/Flders/Libraries via the AvePint Perimeter Secured Share Feature 6 AvePint Perimeter Pr Secured Share User Guide

7 Sharing Files r Flders via the AvePint Perimeter Secured Share Feature Sharing a Library via the AvePint Perimeter Secured Share Feature 2. Viewing Secure Share Details f a Shared File/Flder/Library in SharePint 3. Lgging int AvePint Perimeter Internal Prtal fr the First Time 4. Managing My Shared Files Opening shared files/flders/libraries in a brwser Accessing shared files/flders/libraries in SharePint Managing the Ntificatin and Permissin Settings fr Shared Files/Flders/Libraries Managing the Ntificatin and Permissin Settings fr Shared Files/Flders/Libraries Deleting Users Permissins fr Shared Files/Flder/Libraries Viewing dcument usage fr shared files Dwnlading shared files Site Cllectin Administratrs In additin t the tasks available fr every internal user mentined abve, site cllectin administratrs can perfrm the fllwing advanced tasks: 1. Adding Managed Site Cllectins 2. Cnfiguring Unique Watermark Settings fr the Sites Within a Site Cllectin 3. The fllwing peratins manage all f the shared files, flders, and libraries within managed site cllectins: Cnfiguring Unique Watermark Settings fr the Sites Within a Site Cllectin Managing all shared files Opening shared files/flders/libraries in brwser Accessing shared files/flders/libraries in SharePint Managing the Ntificatin and Permissin Settings fr Shared Files/Flders/Libraries Managing the Ntificatin and Permissin Settings fr Shared Files/Flders/LibrariesErrr! Reference surce nt fund. Deleting Users Permissins fr Shared Files Viewing Histry f Shared Files/Flders/Libraries Viewing dcument usage fr shared files AvePint Perimeter Pr Secured Share User Guide 7

8 Dwnlading shared files Viewing the Dashbard Viewing Secure Share Details External Prtal Users After files/flders/libraries are shared via the Secured Share feature, the users (internal users and external users) with whm the files/flders/libraries are shared will receive an ntificatin that includes the links fr the shared cntent n the AvePint Perimeter External Prtal. Users can click the links in the t sign int the AvePint Perimeter External Prtal and access the cntent that has been shared with them. Fllw the prcedures belw t use the AvePint Perimeter External Prtal. 1. Befre Yu Use the AvePint Perimeter External Prtal 2. Registering t the AvePint Perimeter External Prtal Lgging int the AvePint Perimeter External Prtal Setting a Passwrd in the AvePint Perimeter External Prtal 3. Users can perfrm the fllwing tasks n the AvePint Perimeter External Prtal based n the permissins they have fr the shared cntent and user type: Using the My Files Interface Accessing Shared Files frm the My Files Interface Opening a shared file in brwser Editing a shared file using Office Web Apps Dwnlading shared files Editing a Shared File by Overwriting it Accessing Shared Flders/Libraries frm the My Files Interface Opening a shared file included in a shared flder/library in brwser Editing a shared file using Office Web Apps Dwnlading shared files Editing a Shared File by Overwriting it Uplading a New File t a Shared Flder/Library Operatins Available n the Username Menu Managing enrlled devices Enrlling a new device 8 AvePint Perimeter Pr Secured Share User Guide

9 Supprted Brwser Versins fr AvePint Perimeter Internal Prtal and External Prtal See belw fr AvePint Perimeter Internal Prtal and External Prtal brwser supprt: *Nte: It is recmmended t use the latest versins f the brwsers listed in the sectins belw. Brwser Versin Internet Explrer IE 9 r later Ggle Chrme m r later Mzilla Firefx r later Safari Installed n ios 9 AvePint Perimeter Pr Secured Share User Guide 9

10 Supprted File Types fr Online Viewing n AvePint Perimeter Internal Prtal and External Prtal See the table belw fr the supprted file types fr nline viewing n the AvePint Perimeter Internal Prtal and External Prtal: File Type Micrsft Wrd Dcument Micrsft Excel Wrkbk Micrsft PwerPint Presentatin PDF file Micrsft Prject file Micrsft Visi Drawing Image AutCAD file* Web page Text dcument XML Paper Specificatin file Printer Cmmand Language Dcument File Extensin.dc,.dcx.xls,.xlsx.ppt,.pptx.pdf.mpp.vsd,.vsdx.jpg,.png,.gif,.svg.dwg.html,.htm.txt.xps.pcl *Nte: The AvePint Perimeter Internal Prtal and External Prtal nly supprt the nline viewing f the AutCAD 2004.dwg files with n 3D effects. 10 AvePint Perimeter Pr Secured Share User Guide

11 Sharing Files/Flders/Libraries via the AvePint Perimeter Secured Share Feature Using the AvePint Perimeter Secured Share feature within a specific SharePint site, internal users can share files and flders in bulk and libraries individually with users within r utside yur rganizatin. The sectins belw ffer detailed instructins n sharing files, flders and libraries thrugh the AvePint Perimeter Secured Share feature. *Nte: Prir t sharing files/flder/libraries in a SharePint site, yu must ensure the AvePint Perimeter Secured Share feature is active in this site. Sharing Files r Flders via the AvePint Perimeter Secured Share Feature T share files r flders thrugh the AvePint Perimeter Secured Share feature in a site, cmplete the steps belw: 1. Navigate t the dcument library cntaining the files/flders yu want t share. 2. Select the files/flders yu want t share by checking the crrespnding checkbxes. 3. Click Secure Share n the ribbn f the FILES tab (in SharePint 2013) r the Dcuments tab (in SharePint 2010). The Secured Share pp-up windw appears. *Nte: Yu must ensure that yu have cnfigured an address in the Active Directry Dmain Cntrller. The updates f files r flders shared by users will be sent frm this address. 4. Fllw the instructins in Cnfiguring Secured Share Settings t cnfigure the settings fr sharing the selected files/flders in the Secured Share windw. 5. Click OK t save the settings and share the files/flders/library with the designated users. Once the selected files/flders are successfully shared, the users with whm the files/flders are shared can view the shared files/flders via the AvePint Perimeter External Prtal and AvePint Perimeter mbile apps. The internal user wh shares the files/flders can g t the AvePint Perimeter Internal Prtal t view and manage the shared files/flders. Sharing a Library via the AvePint Perimeter Secured Share Feature T share a library thrugh the AvePint Perimeter Secured Share feature in a site, cmplete the steps belw: 1. Navigate t the site where the library yu want t share resides. AvePint Perimeter Pr Secured Share User Guide 11

12 2. G t the LIBRARY tab (in SharePint 2013) r the Library tab (in SharePint 2010). 3. Click the Share Library buttn n the ribbn. The Secured Share windw appears. *Nte: Yu must ensure that yu have cnfigured an address in the Active Directry Dmain Cntrller. The updates f files r flders shared by users will be sent by this address. 4. Fllw the instructins in Cnfiguring Secured Share Settings t cnfigure the settings fr sharing this library in the Secured Share windw. 5. Click OK t save the settings and share the library with the designated users. Once the library is successfully shared, the users with whm the library is shared can view the shared library via the AvePint Perimeter External Prtal and AvePint Perimeter mbile apps. The internal user wh shares this library can g t the AvePint Perimeter Internal Prtal t view and manage the shared library. Cnfiguring Secured Share Settings In the Secured Share windw, cnfigure the fllwing settings fr the files/flders/library yu want t share: Share With Cnfigure with whm yu want t share the selected files/flders/library and select whether t send ntificatins t the users fr the sharing. Invite peple T share files/flders/library with thers, enter their addresses in the text bx. T share with multiple users, separate their addresses with semiclns. *Nte: If yur Perimeter administratr has cnfigured dmain restrictin t cntrl where the shared with users are frm, yu will be ntified when the user yu entered is frm a blcked dmain. Please cntact yur administratr in this case. Send ntificatins t the users abve Select whether t send ntificatins t the users yu are sharing files/flders/library with. T send ntificatins t these users, select the checkbx. If yu want t include a persnal message within the invitatin, enter yu message in the text bx. The entered message will be displayed befre the pre-defined message in the ntificatins. If yu d nt want t send ntificatins t these users, keep this checkbx deselected. Permissin Level Select the permissin level yu want t grant these users fr the selected files/flders/library frm the drp-dwn list. If yur administratr has enabled the permissin cntrl in Secure Share, the permissin levels that yu are allwed t 12 AvePint Perimeter Pr Secured Share User Guide

13 grant t the shared with users depend n yur wn permissins t the files, flders, r the library. If yu have the Edit Items permissin t the files, flders, r library, yu can grant the users any f the prvided permissin levels. If yu have the View Items and Open Items permissin t the files, flders, r library, yu can grant the users the Read Only r Dwnlad permissin level. If yu nly have the View Items permissin t the files and the files can be pened by Office Web App, yu can nly grant the users the Read Only permissin level. If yu nly have the View Items permissin t the files and the files cannt be pened by Office Web App, yu can grant the users the Read Only r Dwnlad permissin level. If yu nly have View Items permissin t the flders r library, yu can nly grant users the Read Only permissin level. T view the specific permissins included in each permissin level, click the Learn mre abut permissin levels t access the Permissin Level Capabilities table. Fr further explanatins n the permissin level capabilities, refer t Abut Secured Share Permissin Levels. Figure 2: Permissin Level Capabilities table. Share Updates This sectin is nly available in the Secured Share windw when files are selected. Select whether t share the updates f the shared files with these users as well. *Nte: If sharing a library r flder with these users, all f the updates f this library/flder will be autmatically shared with them. AvePint Perimeter Pr Secured Share User Guide 13

14 If yu select Yes, the updates f the selected files in SharePint will be shared with these users via the AvePint Perimeter External Prtal r Perimeter mbile apps. If yu select N, the updates f the selected files in SharePint will nt be shared with these users. Expiratin Time Select an expiratin time frm the calendar fr hw lng yu wuld like t share the selected files/flders/library with these users. T ensure that the sharing never expires, leave this field blank. Send Ntificatin Chse whether r nt t send ntificatins. *Nte: The update ntificatin will nt wrk if yur Perimeter administratr des nt enable update ntificatin. Please cntact yur administratr t cnfirm if update ntificatins have been enabled. Ntify everyne this file is shared with if the file is updated With this ptin selected, an ntificatin will be sent t everyne with whm this file is currently shared nce anyne updated this file. Ntify me nce this file is dwnladed by anyne With this ptin selected, yu will receive an ntificatin nce this file is dwnladed by anyne else. Abut Secured Share Permissin Levels T share a file/flder/library via the AvePint Perimeter Secured Share feature with external/internal users, it is necessary t assign these users permissin t access the shared file/flder/library that will be stred in the AvePint Perimeter External Prtal. T assign these users permissins, select a permissin level in the Secured Share windw. Even after the files are shared, yu can change the permissin levels fr specific files via the Manage Permissins feature in the AvePint Perimeter Internal Prtal. Refer t the table belw fr the specific permissins t include in each permissin level that can be assigned t users fr the shared file/flder/library. If users access a shared file/flder/library in the AvePint Perimeter External Prtal, see the table belw fr the specific permissins included in each permissin level. Permissin Level Read Only Dwnlad Edit Edit in Brwser Only Permissin Open in Brwser Print Cpy & Paste Dwnlad Files Edit in Brwser 14 AvePint Perimeter Pr Secured Share User Guide

15 Permissin Level Permissin Uplad New Files t Shared Flder/Library Re-uplad Mdified Files View Files with Watermark Read Only Dwnlad Edit Edit in Brwser Only *Nte: Only the files f the fllwing file types listed in the Supprted File Types fr Online Viewing n AvePint Perimeter Internal Prtal and External Prtal sectin can be pened nline in the AvePint Perimeter External Prtal and Internal Prtal. If yu are abut t share a file r a flder/library that cntains files that cannt be pened nline, AvePint recmmends granting the users Dwnlad r Edit permissin level t ensure that the users can dwnlad the shared files. If users access a shared file/flder/library using Perimeter mbile apps n enrlled ios devices, see the table belw fr the specific permissins included in each permissin level. Permissin Level Read Only Dwnlad Edit Permissin Open in Perimeter App Open in Brwser Dwnlad Cache As Attachment View Files with Watermark Edit in Brwser Only AvePint Perimeter Pr Secured Share User Guide 15

16 Viewing Secure Share Details f a Shared File/Flder/Library in SharePint After a file/flder/library is shared with users thrugh the AvePint Perimeter Secured Share feature in a SharePint site, internal users can use the fllwing features t view the secured share details f the shared cntent: The Mdified By (External) clumn in each library that cntains shared files that have been mdified by users n the AvePint Perimeter External Prtal. When a shared file is edited by a user n the AvePint Perimeter External Prtal fr the first time, the Mdified By (External) clumn is added t the library where this file resides. If a shared file has been last mdified by a user n the AvePint Perimeter External Prtal, the username f the user is displayed in the Mdified By (External) clumn f this file. If a shared file has been last mdified by a user in SharePint, the value in the Mdified By (External) clumn f this file is autmatically cleared and left blank. *Nte: If a shared file s Mdified By (External) clumn value cannt be autmatically cleared after it is mdified by a SharePint user, cntact yur site administratr t reslve this issue by deactivating the AvePint Perimeter Secured Share site feature and then re-activating the feature. The Secured Share Details feature n the ribbn f each shared library and each library that cntains shared files r flders. Using this feature, internal users can view the detailed infrmatin f the sharing settings f each shared bject (file/flder/library), including the users wh shared this bject, users wh were shared with, the permissin level assigned fr the shared bject, and the expiratin date f the share. Fr detailed instructins n using this feature, see the steps belw. T view the secure share details f a file/flder/library using the Secured Share Details feature, cmplete the steps belw: 1. Access the Secure Share Details interface by either f the fllwing methds, accrding t the bject level f the shared bject whse secure share details yu want t view: T access the Secure Share Details interface f a shared file r flder, cmplete the steps belw: i. G t the library where the desired file r flder resides and select the desired file r flder. ii. G t the FILES tab (in SharePint 2013) r the Dcuments tab (in SharePint 2010). iii. Click Secure Share Details n the ribbn. The Secure Share Details pp-up windw appears. 16 AvePint Perimeter Pr Secured Share User Guide

17 T access the Secure Share Details interface f a shared library, cmplete the steps belw: i. G t the library whse secure share details yu want t view. ii. G t the LIBRARY tab (in SharePint 2013) r the Library tab (in SharePint 2010). iii. Click Secure Share Details n the ribbn. The Secure Share Details pp-up windw appears. 2. In the Secure Share Details interface, yu can view the detailed infrmatin f all sharing settings f the shared bject and perfrm the fllwing peratins: INVITE PEOPLE T share this bject with mre peple, click this link t pen the Secured Share windw. MANAGE SHARED FILES T manage all f the files, flders, and libraries shared by yu, click this link t access the AvePint Perimeter Internal Prtal. AvePint Perimeter Pr Secured Share User Guide 17

18 Lgging int AvePint Perimeter Internal Prtal fr the First Time Refer t the sectin belw fr the steps fr lgging int the AvePint Perimeter Internal Prtal. 1. In a SharePint site where yu have shared files thrugh the AvePint Perimeter Pr Secured Share feature, g t a dcument library and click the FILES tab (in SharePint 2013) r the Dcuments tab (in SharePint 2010). 2. Click the Manage Shared Files buttn n the ribbn. The lgin page f the AvePint Perimeter Internal Prtal appears. 3. Lg int the AvePint Perimeter Internal Prtal with yur Active Directry credentials r yur registered address and passwrd. 18 AvePint Perimeter Pr Secured Share User Guide

19 Using the AvePint Perimeter Internal Prtal The sectins belw ffer instructins n using the AvePint Perimeter Internal Prtal. T access the Internal Prtal, click Manage Shared Files in the ribbn fr any dcument library where the AvePint Perimeter Secured Share feature has been enabled. Managing My Shared Files In the My Shared Files interface, yu can view and manage all f the files, flders, and libraries yu have shared thrugh the AvePint Perimeter Secured Share feature, dwnlad shared files, and view the usage details f each shared file. In the display pane f the My Shared Files interface, yu can view all f the files, flders, and libraries yu have shared via the AvePint Perimeter Secured Share feature, including the shared bject name, and riginal URL in SharePint. Yu can als perfrm the fllwing peratins n a desired shared bject: Open the shared bject by clicking the bject name in the NAME clumn. If yu click a file name, the file will be pened in the brwser. If yu click a flder name r library name, yu can pen this flder/library t view the cntent inside. Access the riginal URL f this shared bject by clicking the link in the URL clumn. Click the settings ( ) buttn fr a shared bject in the ACTION clumn, a drp-dwn menu appears. The fllwing actins are available: Manage Sharing T manage the ntificatin settings fr dwnlading r updating the shared file and the permissin settings f a shared file/flder/library, select this ptin. The Manage Sharing interface fr this bject appears. Fr detailed instructins n peratins in this interface, refer t Managing the Ntificatin and Permissin Settings fr Shared Files/Flders/Libraries. View Dcument Usage T view the usage f a shared file r the files included in a shared flder/library perfrmed by users via the AvePint Perimeter External Prtal and AvePint Perimeter mbile apps, select this ptin t access the View Dcument Usage interface fr this file. In this interface, yu can view details f all f the activities n the selected shared file r files in the shared flder/library, including the access time, the user wh accessed the file, the actin perfrmed, the surce f the access, and the shared file s URL in each activity. Dwnlad This ptin is used t dwnlad a cpy f a shared file. AvePint Perimeter Pr Secured Share User Guide 19

20 T dwnlad a shared file in the My Shared Files interface, click the settings ( ) buttn fr this file and then select Dwnlad frm the drp-dwn menu. T dwnlad a file inside a share flder r library, expand the flder r library t display desired file, click the settings ( ) buttn fr this file, and then select Dwnlad frm the drp-dwn menu. Unlck This ptin is nly available fr site cllectin administratrs, and it nly appears when anyne is editing this file r has checked ut this file. Site cllectin administratrs can unlck the shared file t allw the thers t make edits. Managing the Ntificatin and Permissin Settings fr Shared Files/Flders/Libraries The Manage Sharing interface displays ntificatin settings fr shared files being updated r dwnladed and the detailed infrmatin n all f the permissins assigned fr a shared file/flder/library, including the user wh shares this bject, the user with whm this bject is shared, permissin level, share update settings, and expiratin time f each sharing event. Refer t the sectins belw t manage ntificatins and permissins fr a shared bject. Cmplete the steps belw t cnfigure the ntificatin and permissin settings f sharing: 1. In the Mange Sharing interface, find the Cnfigure Ntificatin sectin. Yu can chse the ntificatins the shared by user will receive by selecting Ntify shared by users nce this file is updated ptin r the Ntify shared by users nce this file is dwnladed ptin. 2. In the Manage Permissins sectin, select ne r mre sharing recrds in the table and click Edit t mdify the permissin level, expiratin time, share update, r the ntificatin settings fr. 3. In the Edit windw, cnfigure the fllwing settings: Permissin Level Select the permissin level yu want t grant the user fr this shared file/flder/library frm the drp-dwn list. Fr details n selecting the permissin level, refer t Abut Secured Share Permissin Levels. If yur administratr has enabled the permissin cntrl fr Secure Share, the permissin levels that yu are allwed t grant t the shared with users depend n yur wn permissins t the files, flders, r the library. If yu have the Edit Items permissin t the files, flders, r library, yu can grant the users any f the prvided permissin levels. If yu have the View Items and Open Items permissin t the files, flders, r library, yu can grant the users the Read Only r Dwnlad permissin level. If yu nly have the View Items permissin t the files and the files can be pened by Office Web App, yu can nly grant the users the Read Only 20 AvePint Perimeter Pr Secured Share User Guide

21 permissin level. If yu nly have the View Items permissin t the files and the files cannt be pened by Office Web App, yu can grant the users the Read Only r Dwnlad permissin level. If yu nly have View Items permissin t the flders r library, yu can nly grant users the Read Only permissin level. Share Updates Select whether t share the updates f the shared file with the users wh have Dwnlad permissin r Read-Only permissin. Nte: This field is nly editable fr files. Expiratin Time Specify the expiratin time f a file/flder/library share by selecting an expiratin time using the calendar. Ntificatin Chse whether r nt t ntify the shared with users when this file is updated. 4. Click Save n the windw t save the changes, r click Cancel n the windw t exit the windw withut saving the changes. Deleting Users Permissins fr Shared Files/Flder/Libraries T delete a user s permissins fr a shared file, flder, r library, cmplete the fllwing steps: 1. In the Manage Sharing interface, g t the Manage Permissin sectin. 2. Lcate the sharing recrd fr the user whse permissin yu want t delete thrugh the SHARED WITH clumn, click the Delete ( appears. ) buttn n the ribbn. The cnfirmatin windw 3. Click OK t delete a user s permissin fr this shared file/flder/library, r click Cancel t exit this windw withut revking the user s permissins. 4. Click Save t save the cnfiguratins and exit the Manage Sharing interface, r click Cancel. If the user s permissins fr this shared file/flder/library have been revked, the user cannt access this bject via the AvePint Perimeter External Prtal r AvePint Perimeter mbile apps. Managing All Shared Files in Site Cllectins If yu are a site cllectin administratr f SharePint site cllectins that have the Secured Share feature deplyed n them, the AvePint Perimeter Internal Prtal prvides yu with features t view and manage all f the shared files, flders, and libraries within yur site cllectins. T manage all f the shared files, flders, and libraries within yur site cllectins, yu must first add yur site cllectins int Manage Site Cllectins. After yu add site cllectins int the managed site cllectins, the All Shared Files and Dashbard interfaces becme available. Yu can view and manage all f the shared files, flders, and libraries within yur managed site cllectins. AvePint Perimeter Pr Secured Share User Guide 21

22 Adding Managed Site Cllectins T add a site cllectin int Manage Site Cllectins, click the settings ( ) buttn in the upper-right crner and click Manage Site Cllectins t access the Managed Site Cllectins interface. Cmplete the fllwing steps t add site cllectins int managed site cllectins: 1. Click Add Site Cllectin. 2. In the Site Cllectin URL clumn, enter the URL f the site cllectin yu want t add int the text bx. 3. In the Authenticatin Methd clumn, select the authenticatin methd used by the SharePint zne where the site cllectin resides. 4. In the Passwrd clumn, click Click t Edit and enter the passwrd f yur current lgin accunt int the text bx. 5. After adding a site cllectin, yu can click Add Site Cllectin t add anther site cllectin r click the Delete ( ) buttn fllwing each site cllectin t delete the site cllectin. Yu can als click the G t SharePint ( ) buttn t access the site cllectin in SharePint. 6. Click Save t add the site cllectins r click Cancel t exit this interface withut adding the site cllectins. Cnfiguring Unique Watermark Settings fr the Sites Within a Site Cllectin In the Manage Site Cllectins interface, yu can expand the added site cllectins t cnfigure watermark settings fr the sites within. If the Web applicatin where the added site cllectin resides has watermark settings cnfigured in Perimeter Manager, the watermark settings f the site cllectin inherits that frm the Web applicatin by default. Yu can cnfigure unique watermark settings fr the sites within the site cllectin frm the Perimeter Internal Prtal, as well as fr the sites in the site cllectin that d nt have watermark settings cnfigured. After yu have added the site cllectin, expand the tree displayed under the SCOPE. Yu can view all f the sites within the site cllectin and their watermark settings inheritance status. If the Web applicatin where this site resides has watermark settings enabled, cmplete the steps belw: 1. Click Cnfigure next t the site where yu want t cnfigure unique watermark settings. The Cnfigure interface appears. 2. In the Watermark sectin, deselect the Inherit cnfiguratin frm Perimeter Manager ptin t cnfigure the unique watermark settings fr this site. *Nte: If yu want t disable the watermark settings n this site, deselect the Enable watermarking ptin, and then click Save. 22 AvePint Perimeter Pr Secured Share User Guide

23 3. In the Watermark Settings sectin, cmplete the settings belw: 4. Click Save. Text Select the Current User Accunt ptin frm the drp-dwn list t display the username f the accunt wh is accessing the shared file as the watermark text, r select Custmized t enter the desired text r select a value frm the drp-dwn list as the watermark text. Cnfigure the fnt, size, clr, and layut fr the watermark text. Repeat Chse whether r nt t repeat the text n the same page. If the Web applicatin where this site resides des nt have watermark settings enabled, the WATERMARK SETTINGS INHERITANCE clumn is nt applicable in this case. Cmplete the steps belw t enable and cnfigure the watermark settings fr the site within: 1. Click Cnfigure next t the site where yu want t cnfigure watermark settings. The Cnfigure interface appears. 2. In the Watermark sectin, select the Enable watermarking ptin. 3. In the Watermark Settings sectin, cmplete the settings belw: 4. Click Save. Text Select the Current User Accunt ptin frm the drp-dwn list t display the username f the accunt wh is accessing the shared file as the watermark text, r select Custmized t enter the desired text r select a value frm the drp-dwn list as the watermark text. Cnfigure the fnt, size, clr, and layut fr the watermark text. Repeat Chse whether r nt t repeat the text n the same page. If yu want t remve the unique watermark settings cnfigured n a site, click Remve Cnfiguratins next t the site, and then click OK t prceed. Managing All Shared Files After yu add site cllectins int the Managed Site Cllectins, the All Shared Files interface becmes available. In All Shared Files, yu can view and manage all f the files, flders, and libraries shared via the AvePint Perimeter Secured Share feature within yur managed site cllectins. In the display pane f All Shared Files, yu can view all f the files, flders, and libraries shared via the Secured Share feature within yur managed site cllectins, including the name and riginal URL f each shared bject in SharePint, and perfrm the fllwing peratins n a desired shared bject: Open the shared bject by clicking the bject name in the NAME clumn. If yu click a file name, the file will be pened in the brwse and can be read. AvePint Perimeter Pr Secured Share User Guide 23

24 If yu click a flder name r library name, yu can pen this flder/library t view the cntent inside. Access the riginal URL f this shared bject by clicking the link in the URL clumn. If yu click the settings ( ) buttn fr a shared bject in the ACTION clumn, the fllwing actins are available: Manage Sharing T manage the ntificatin settings fr dwnlading r updating the shared file and the permissin settings f a shared file/flder/library, select this ptin. The Manage Sharing interface fr this bject appears. Fr detailed instructins n using this interface, refer t Managing the Ntificatin and Permissin Settings fr Shared Files/Flders/Libraries. View Histry T view the sharing histry f a shared file/flder/library, select this ptin. The View Histry interface fr this bject appears. Fr detailed infrmatin n using this interface, refer t Viewing Histry f Shared Files/Flders/Libraries. View Dcument Usage T view the usage f a shared file r the files included in a shared flder/library accessed by users via the AvePint Perimeter External Prtal and AvePint Perimeter mbile apps, select this ptin t access the View Dcument Usage interface fr this file. In this interface, yu can view details f all f the activities n the selected shared file r files in the selected shared flder/library, including the access time, the user wh accessed the file, the actin perfrmed, the surce f the access, and the shared file s URL in each activity. Dwnlad This ptin is used t dwnlad a cpy f a shared file. T dwnlad a shared file in the All Shared Files interface, click the settings ( ) buttn fr this file and then select Dwnlad frm the drp-dwn menu. T dwnlad a file inside a share flder r library, expand the flder r library t display the desired file, click the settings ( ) buttn fr this file, and then select Dwnlad frm the drp-dwn menu. Viewing Histry f Shared Files/Flders/Libraries In the View Histry interface, yu can view the detailed infrmatin f all f a shared bject s sharing events, including the user wh shared the bject, the user wh is shared with, the time when this bject was shared, permissin level and expiratin time f each sharing event. T exprt a.csv reprt f these sharing events, click Exprt n the ribbn. Yur brwser will prmpt yu t pen r save the CSV file. Click Save r Save as t save it t a designated lcatin. 24 AvePint Perimeter Pr Secured Share User Guide

25 Viewing the Dashbard After yu add site cllectins int the managed site cllectins, the Dashbard interface becmes available. In Dashbard, yu can get an verview f the number f the shared bjects within each managed site cllectin in a mre intuitive way. T generate a graph displaying the numbers f shared bjects within a specific managed site cllectin, cmplete the fllwing steps: 1. Select the site cllectin where the shared bjects yu want t view are lcated frm the Site Cllectin drp-dwn list 2. Select the reprt type yu want t view frm the drp-dwn list next t the site cllectin: Ttal Shared Files With this ptin selected, the number f the ttal shared bjects within the selected site cllectin is displayed in the graph belw. Recently Shared Files With this ptin selected, the numbers f the shared bjects within the selected site cllectin during each day/week/mnth are displayed in the graph belw. 3. Select the time interval f the data displayed in the Shared Files graph by clicking Daily/Weekly/Mnthly. In the generated Shared Files graph, the X-axis is the date, week r mnth. The Y-axis is the number f the shared bjects. Yu perfrm the fllwing peratins n the graph: By hvering the muse ver a specific nde, yu can view the number f Ttal Shared Files within the selected site cllectin up t the specific time pint r the number f Recently Shared Files within the selected site cllectin during the specific time range. By clicking a specific nde, yu can access the Sharing Details interface t view the detailed infrmatin f the Ttal Shared Files within the selected site cllectin up t the selected time pint r the Recently Shared Files within the selected site cllectin f the selected time range. Fr detailed instructins n the peratins in the Sharing Details interface, refer t Viewing Secure Share Details. Viewing Secure Share Details In the Secure Share Details interface, yu can view the detailed infrmatin f the Ttal Shared Files within the selected site cllectin up t the selected time pint, r the Recently Shared Files within the selected site cllectin fr the selected time range, including the shared bject name, and riginal URL in SharePint. Yu can als perfrm the fllwing peratins n a shared bject: Open the shared bject by clicking the bject name in the NAME clumn. If yu click a file name, the file will be pened in the brwser and can be read. If yu click a flder name r library name, yu can pen this flder/library t view the cntent inside. Access the riginal URL f this shared bject by clicking the link in the URL clumn. AvePint Perimeter Pr Secured Share User Guide 25

26 Click the settings ( ) buttn fr a shared bject in the ACTION clumn. The fllwing actins are available: Manage Permissins T manage the permissin settings f a shared file/flder/library, select this ptin. The Manage Permissins interface fr this bject appears. Fr detailed instructins n the peratins in this interface, refer t Managing the Ntificatin and Permissin Settings fr Shared Files/Flders/Libraries. View Histry T view the sharing histry f a shared file/flder/library, select this ptin. The View Histry interface fr this bject appears. Fr details infrmatin n the peratins in this interface, refer t Viewing Histry f Shared Files/Flders/Libraries. View Dcument Usage T view the usage f a shared file/flder/library by users via the AvePint Perimeter External Prtal and AvePint Perimeter mbile apps, select this ptin t access the View Dcument Usage interface fr the file/flder/library. In this interface, yu can view activity details f the selected shared file r the files in the selected shared flder/library, including the time the user accessed the file, the actin perfrmed, the surce f the access, and the shared file s URL in each activity. Dwnlad This ptin is used t dwnlad a cpy f a shared file. T dwnlad a shared file in the Secure Share Details interface, click the settings ( ) buttn fr this file and then select Dwnlad frm the drp-dwn menu. T dwnlad a file inside a share flder r library, expand the flder r library t display the desired file, click the settings ( ) buttn fr this file, and then select Dwnlad frm the drp-dwn menu. 26 AvePint Perimeter Pr Secured Share User Guide

27 Befre Yu Use the AvePint Perimeter External Prtal Befre yu use the AvePint Perimeter External Prtal, read the instructins belw. If yu are using the AvePint Perimeter system as an external user fr the first time, see Registering t the AvePint Perimeter External Prtal t register a user accunt fr the AvePint Perimeter External Prtal. If yu have already enrlled mbile devices int the AvePint Perimeter system as an external user, the Organizatin Address included in the AvePint Perimeter Device Enrllment sent by yur AvePint Perimeter administratr is yur AvePint Perimeter user accunt. This accunt can be used t access the AvePint Perimeter External Prtal after yu set a passwrd fr this accunt by fllwing the instructins in Setting a Passwrd in the AvePint Perimeter External Prtal. If yu are an internal user f the AvePint Perimeter system r an external user already registered t the AvePint Perimeter External Prtal, see Lgging int the AvePint Perimeter External Prtal. Registering t the AvePint Perimeter External Prtal T register a new AvePint Perimeter External Prtal accunt, cmplete the fllwing steps: 1. Click the SIGN UP link in the AvePint Perimeter Secured Shared Ntificatin t pen the Sign In page fr the AvePint Perimeter External Prtal. 2. Click Sign Up t access the Accunt Registratin interface. 3. Cnfigure the fllwing settings fr the new accunt: Create a User ID Set up a user ID that will be used t access the AvePint Perimeter External Prtal. i. Enter a valid address in the User ID ( address) text bx. This address will becme yur lgin ID fr accessing the AvePint Perimeter External Prtal. ii. Enter the passwrd fr this user ID in the Passwrd text bx and enter it again t cnfirm the passwrd in the Cnfirm Passwrd text bx. Cntact Infrmatin Cnfigure the related cntact infrmatin fr the user accunt in the fllwing fields: First Name Enter yur first name. Last Name Enter yur last name. Cuntry/Regin Select yur cuntry r regin. When selecting United States, the State/Prvince field will appear, frm which yu als need t select yur state r prvince. Phne Number Enter yur phne number. AvePint Perimeter Pr Secured Share User Guide 27

28 Organizatin Enter yur rganizatin name. Address Enter yur address. City Enter the name f yur city. Pstal Cde Enter yur pstal cde. 4. Enter the verificatin cde int the Verificatin text bx. Click Refresh t refresh the verificatin cde if there is n image. 5. Click the terms and cnditins link t review the AvePint Website Terms and Cnditins. Click the privacy plicy link t review the AvePint Website Privacy Plicy. After yu have read the terms and cnditins/privacy plicy, select I have read and accept the terms and cnditins and privacy plicy checkbx. 6. Click Register t register a new user accunt. Upn registering, a registratin cnfirmatin e- mail is sent t the entered in the User ID ( address) sectin. Once yu receive the message, click the supplied link t activate yur accunt. After clicking the link, yu will be redirected t the AvePint Perimeter External Prtal Sign In page. Lgging int the AvePint Perimeter External Prtal T lg int AvePint Perimeter External Prtal, cmplete the fllwing steps: 1. Open the URL fr the shared cntent in the AvePint Perimeter Secured Share Ntificatin e- mail using the brwser. The Sign In page fr AvePint Perimeter External Prtal appears. 2. Enter yur lgin infrmatin: If yu have registered an AvePint Perimeter External Prtal accunt, the user ID is autmatically ppulated in the Username field. Enter the passwrd int the Passwrd field t lg int the External Prtal. If yu are an internal user, yu can either enter yur Active Directry credentials r enter the address and passwrd t lg int the External Prtal. *Nte: Click the Frgt passwrd? link in the fllwing cnditins: If yu already have an external user accunt fr the AvePint Perimeter system by enrlling mbile devices but haven t set a passwrd fr yur accunt, click the Frgt passwrd? link t set a passwrd fr yur accunt. If yu already registered a user accunt fr AvePint Perimeter External Prtal but frget yur passwrd, click the Frgt passwrd? t set yur passwrd. Fr detailed instructins, see Setting a Passwrd in the AvePint Perimeter External Prtal. 3. Click Sign in t access AvePint Perimeter External Prtal. 28 AvePint Perimeter Pr Secured Share User Guide

29 Setting a Passwrd in the AvePint Perimeter External Prtal T set a passwrd fr an AvePint Perimeter external user accunt fr the first time, r reset the passwrd fr an AvePint Perimeter External Prtal accunt, cmplete the steps belw: 1. G t the Sign In page f AvePint Perimeter External Prtal and click Frgt passwrd? The Rest Yur Passwrd interface appears. 2. Enter the fllwing infrmatin: a. User ID Enter the address used as yur AvePint Perimeter External Prtal user ID. If yu already have an external user accunt fr the AvePint Perimeter system by enrlling mbile devices but haven t set a passwrd fr yur accunt, enter the Organizatin Address included in the AvePint Perimeter Device Enrllment sent by AvePint Perimeter administratr. If yu already registered an AvePint Perimeter External Prtal accunt, enter the User ID yu cnfigured in the Accunt Registratin page. b. Verificatin Enter the verificatin cde. Click Refresh t refresh the verificatin graphic if n image is displayed. 3. Click Submit. After submitting, an AvePint Perimeter External Prtal - Reset Passwrd Cnfirmatin is sent t the address yu entered. 4. Retrieve the message and click the supplied link t set a new passwrd. After clicking the link, yu will be redirected t the Reset Yur Passwrd page. Enter the fllwing infrmatin in this page: a. New Passwrd Enter a new passwrd. b. Cnfirm Passwrd Enter the new passwrd again fr cnfirmatin. c. Verificatin Enter the verificatin cde. Click Refresh t refresh the verificatin graphic if n image is displayed. 5. After setting up the new passwrd, click Submit t save yur new passwrd, and then click OK in the pp-up windw. Yu are redirected t the Sign In page. Lg int the AvePint Perimeter External Prtal with the new passwrd. AvePint Perimeter Pr Secured Share User Guide 29

30 Using the AvePint Perimeter External Prtal In the AvePint Perimeter External Prtal, internal users and external users can access the cntent shared with them using the My Files interface, manage their enrlled devices using the Manage My Devices feature, and enrll new devices int the AvePint Perimeter system using the Enrll New Device feature. See the sectins belw fr instructins n using the AvePint Perimeter External Prtal. *Nte: If the Enrll New Device feature is disabled by the Perimeter administratr, it will be nt available fr users in the External Prtal. Using the My Files Interface In the My Files interface, yu can view the NAME, LAST MODIFIED TIME and EXPIRATION TIME f each shared file/flder/library in the display pane, search fr shared files/flders/libraries by keywrds using the Search bx n the ribbn, access the shared files/flders/libraries, and perfrm additinal peratins n the shared cntent accrding t the permissin yu have. Fllw the instructins belw t access the shared file/flder/library. Accessing Shared Files frm the My Files Interface In the My Files interface, yu can access the files that have been shared with yu and perfrm additinal peratins n the shared cntent accrding t the permissins yu have by fllwing the instructins belw: *Nte: If the site r the Web applicatin where the site resides has watermark settings cnfigured, the files shared t the external users with Read-Only r Dwnlad permissin level will be prtected with watermark. If the shared file prtected with watermark settings is viewed r dwnladed, the file will be cnverted t PDF with the watermark settings applied. T pen a file in yur brwser, click the desired file name in the NAME clumn. If the file is pened in a web page after it is cnverted t a PDF file, see Viewing Files with the Online PDF Viewer fr detailed instructins n the peratins n this page. If the file is pened in an Office Web App (Wrd Web App, Excel Web App, PwerPint Web App), yu can view the riginal file in the App. Accrding t the level f permissin that yu are assigned, yu will be able t dwnlad, print, and/r edit the file using the App. *Nte: If yu pen an XLSX file in Internet Explrer 11 using the Micrsft Excel Web App, the EDIT IN BROWSER buttn used fr enabling editing f the file may nt wrk due t an Internet Explrer 11 cmpatibility issue with the Micrsft Excel Web App. T reslve this issue, cntact yur AvePint Perimeter system administratr t fllw the instructins in Enabling the EDIT IN BROWSER Feature f the Micrsft Excel Web App in Internet Explrer AvePint Perimeter Pr Secured Share User Guide

31 T perfrm additinal peratins n a shared file, expand the actin menu by clicking the settings ( ) buttn fr the desired file in the ACTION clumn. A drp-dwn menu appears, including the ptins fr the actins that yu can perfrm n this file based n yur permissins. Dwnlad This ptin is available when yu have permissin t dwnlad this file. T dwnlad a cpy f this file, select this ptin and then use the dwnlad bar r dwnlad windw t dwnlad this file t yur lcal cmputer. Dwnlad & Lck fr Editing This ptin is available when yu have permissin t edit the file and enables yu t dwnlad the file, lck it fr editing, and uplad the mdified file t verwrite the existing file. Fr mre details, fllw the instructins in Editing a Shared File by Overwriting it. Unlck This ptin is available when the file is lcked fr editing by yu. T unlck this file, select this ptin. Uplad Edited File This ptin is available when yu have permissin t edit the file and enables yu t uplad an edited versin t verwrite this file. Fr mre details, fllw the instructins in Overwriting an Existing Shared File. Prperties This ptin is available t all users the file is shared with. Select this ptin t view the prperties f the file. The Prperties Infrmatin area will appear, displaying the basic infrmatin f the file, including the size, type, the user wh shared this file with yu, and the time the file was shared. Accessing Shared Flders/Libraries frm the My Files Interface Shared flders and libraries are all displayed as flders in the My Files interface. T access a shared flder r library, click the crrespnding flder/library name in the NAME clumn. Within the expanded flder/library, yu can view all f the files and sub flders included in this shared flder/library, and pen sub flders t view the included files by clicking the sub flder names in the NAME clumn. Within an expanded shared flder/library, yu can access each individual file and perfrm further peratins n the files r the flder/library accrding t the permissins yu have by fllwing the instructins belw: T pen a file in yur brwser, click the desired file name in the NAME clumn. If the file is pened in a web page after it is cnverted t a PDF file, see Viewing Files with the Online PDF Viewer fr detailed instructins n the peratins n this page. If the file is pen in an Office Web App (Wrd Web App, Excel Web App, PwerPint Web App), yu can view the riginal file in the App. Accrding t the level f permissin that yu are assigned, yu will be able t dwnlad, print, and/r edit the file using the App. *Nte: If yu pen an XLSX file in Internet Explrer 11 using the Micrsft Excel Web App, the EDIT IN BROWSER buttn used fr enabling editing f the file may nt wrk AvePint Perimeter Pr Secured Share User Guide 31

32 due t an Internet Explrer 11 cmpatibility issue with the Micrsft Excel Web App. T reslve this prblem, cntact yur AvePint Perimeter system administratr t fllw the instructins in Enabling the EDIT IN BROWSER Feature f the Micrsft Excel Web App in Internet Explrer 11. T perfrm further peratins n a shared file, expand its actin menu by clicking the settings ( ) buttn fr the desired file in the ACTION clumn. A drp-dwn menu appears, including the ptins fr the actins that yu can perfrm n this file based n yur permissins. Dwnlad This ptin is available when yu have permissin t dwnlad files frm the shared flder/library. T dwnlad a cpy f the file, select this ptin and then use the dwnlad bar r dwnlad windw t dwnlad this file. Dwnlad & Lck fr Editing This ptin is available when yu have permissin t edit files in the shared flder/library and enables yu t dwnlad the file, lck it fr editing, and uplad the mdified file t verwrite the existing file. Fr mre details, fllw the instructins in Editing a Shared File by Overwriting it. Unlck This ptin is available when the file is lcked fr editing by yu. T unlck this file, select this ptin. Uplad Edited File This ptin is available when yu have permissin t edit this file and enables yu t uplad an edited versin t verwrite this file. Fr mre details, fllw the instructins in Overwriting an Existing Shared File. Prperties This ptin is available t every user with whm this flder/library is shared. T view the prperties f this file, select this ptin, the Prperties Infrmatin area will appear belw, displaying the basic infrmatin f the file, including the size, type, the user wh shared this file with yu, and the time when the file was shared. Uplad This link is available n the ribbn when yu have permissin t edit the currently pened flder/library. Using the Uplad link n the ribbn, yu can uplad files in the fllwing tw methds: Uplading a New File t a Shared Flder/Library Overwriting an Existing Shared File Enabling the EDIT IN BROWSER Feature f the Micrsft Excel Web App in Internet Explrer 11 If yu pen an XLSX file in Internet Explrer 11 using the Micrsft Excel Web App, the EDIT IN BROWSER buttn used fr enabling editing f the file may nt wrk due t an Internet Explrer 11 cmpatibility issue with the Micrsft Excel Web App. T reslve this prblem cmplete the fllwing steps: 32 AvePint Perimeter Pr Secured Share User Guide

33 1. G t the \Micrsft Office Web Apps\ExcelServicesWfe\_layuts directry n the Office Web Apps server f yur AvePint Perimeter system. 2. Cpy and paste the XLViewerInternal.aspx file t anther lcatin as a backup. 3. Open the XLViewerInternal.aspx file using Ntepad under the \Micrsft Office Web Apps\ExcelServicesWfe\_layuts directry. 4. Within the <head> nde, lcate the <meta> sub nde that cntains the http-equiv and cntent attributes. 5. Change the value f the cntent attribute t IE=10. Figure 3: Changing the value f the cntent attribute t IE= Save the change and clse the file. Viewing Files with the Online PDF Viewer If yu pen a file in a web page, it is cnverted t a PDF file and displayed in the nline PDF viewer. If the site where the shared file resides has applied the watermark settings, the cnfigured watermark text will be displayed n each page fr dcument prtectin. Yu can view the file frm the display area and perfrm the fllwing peratins: Change page scaling T change the page scaling, click the Fit Width ( ) buttn r the Fit Height ( ) buttn, r use the scale bar. Rtate page T rtate the page, click the Rtate ( ) buttn. Change page display mde T change the page display mde, click ne f the fllwing buttns: Single Page ( ) buttn, Tw Pages ( ) buttn, and Thumb Views ( ) buttn. Print T print the pened file, click the Print ( ) buttn, select the print range frm the Select print range pp-up windw, and then click Print. *Nte: This buttn is nly available when yu have permissin t print this file. AvePint Perimeter Pr Secured Share User Guide 33

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