Safe internet for business use: Getting Started Guide

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1 Safe internet for business use: Getting Started Guide

2 Table of Contents 1. Preface 1 2. Before You Install Disabling Firewalls About Accelerators 3 3. About Profiles 4 4. Installation and Initial Configuration Installation First Time Login Create a Profile 6 5. Managing Profiles About the Control Panel Accessing the Profile Manager Modifying a Profile 8 6. Profile Manager s Quick Reference Chart 9 7. Recommendations Web categories Instant Messaging File Sharing Applications VoIP Misc Protocols Advanced Features Accessing the Profile Manager Remotely About Mouse-Over Help Blocking or Unblocking Categories Blocking or Unblocking Protocols Allowing or Denying All Access About the Allow List About the Deny List Setting Time Restrictions About Filter Priorities Enabling Safe Search Blocking Search Keywords Disabling the Safe internet software Saving Active Profile Settings Restricting Profile Logout Customizing Deny Page Submit for review Quick Reference Chart How to use the service About Safe Internet Icon About Popup Messages About the Choose Profile Page About the Status Page 17

3 1. Preface The Safe internet for business use service by Cytanet enables companies to restrict non-workassociated internet browsing by their employees during working hours. A simple, practical procedure lets you choose internet content categories, specific sites and/or internet applications to which access is prohibited to users of the company s computers. You may also determine a time limit for assigned users internet access. The service is available for installation on all of the company s computers. You may also create different user Profiles according each user s specific professional needs. The number of software installations and user Profiles that you can create depends on the package you have selected. When the service is activated, we will provide you with two User Profiles. The first is the Admin Profile, giving the user unlimited access to the internet and the second is the User Profile, providing limited internet access. Regarding the User Profile, the main internet applications and sites which our service believes should be blocked are already set as default for non-access. In the Safe internet for business use Getting Started Guide you will find the instructions on how to amend the default Profiles and ways to create new Profiles based on the company s requirements. Merely follow the Getting Started Guide s instructions to install the Safe internet for business use software on the company s computers and get to know the service. Finally, in the User Guide you will find useful information on internet access and instructions for the end users. Safe internet for business use: Getting Started Guide (Version 1.3) 1/18

4 2. Before You Install Please ensure that you meet the following requirements: You need to be running Windows 7, Windows Vista, Windows XP, Windows 2000 or Windows 98. The Safe internet software does not operate on Apple Computers. You need about 600 KB of disk space on your computer. You need an active Internet connection. You need to be logged in using an account that has Administrator level privileges. Your Windows operating system must be up-to-date with all high-priority security updates. You can do this at Before you begin the Safe internet software installation procedure, please do the following: Log out of any other user accounts if you have multiple accounts and fast user switching enabled. If you are not using Microsoft Internet Explorer as your Internet browser, go to the home site for your browser and install any updates that may be available. Temporarily, turn off any anti-virus or anti-spyware programs you may have running. You can turn them on again after the Safe internet software installation. Save any open files and close any programs that you may have open. Close any Internet messaging applications you may have running, such as MSN Messenger, AOL Instant Messenger, or Yahoo Messenger. Close any file sharing applications, such as Kazaa, BitTorrent, or BearShare. Close any Voice over IP (VOIP) applications, such as Skype or SIP. Temporarily turn off the Restore option (for more information please click here) of your operating system (Windows XP). To turn off the option do the following: 1. Open the Windows Control Panel (Start > Settings > Control Panel) 2. Select System and then select System Restore. 3. Click the Turn off System Restore on all drivers checkbox. 4. Select Apply. 5. Select OK. You can turn it on again after the Safe internet software installation. Cytanet recommends that you do not configure your messaging, file sharing, or VOIP applications to automatically start on user login. These applications will not be able to connect to the Internet on reboot until the user has chosen a Profile. 2.1 Disabling Firewalls Disable Windows XP Firewall, or any other firewall software you have running. After the Safe internet software installation, you can enable the firewall again. Norton Security Suite 2006 In some cases, Norton Internet Security Suite 2006 may block Internet traffic going through Safe internet for business use service and other legitimate programs. Safe internet for business use service uses certain ports to monitor the Internet traffic to your Safe internet for business use: Getting Started Guide (Version 1.3) 2/18

5 system. The Internet cannot be accessed if these ports are blocked by a firewall application. To unblock these ports that have been blocked by these firewall applications do the following: 1. Right click on the Norton globe icon in the system tray. 2. Select Options > Internet Security. 3. In the Norton Internet Security options dialog, select the Firewall tab. 4. In the HTTP port list, select 80 and click Remove. 5. Select 8080 and click Remove. 6. Select Ok. Now you should be able to browse the Internet once again. 2.2 About Accelerators If you use an Internet connection accelerator, such as SlipSteam or Propel, in some cases it is important that the Safe internet software is installed after the accelerator. If you already have an accelerator installed, there should be no difficulty installing the Safe internet software. If you are adding an accelerator to your connection and already have the software installed, we recommend you do the following: 1. Uninstall the Safe internet software. 2. Install the accelerator. 3. Reinstall the Safe internet software. By following these steps, the Safe internet for business use service and accelerator should function together without a problem. Safe internet for business use: Getting Started Guide (Version 1.3) 3/18

6 3. About Profiles After installing the software you will need to choose one of the default user Profiles (Admin or User) in order to access internet. Any chosen Profile will indicate its existing restrictions and the level of reporting and monitoring currently in place. The Safe internet for business use service allows the administrator to create one or more additional Profiles through the Profile Manager option. Each of the Profiles created can be customised accordingly with an assigned personal password. Note that any Profile can be used by more than one user. As an administrator you can create, amend or delete the current Profiles whenever you wish. In addition, the Safe internet for business use service provides the administrator with many options concerning how assigned users can choose a Profile, how a Profile can automatically be temporarily disabled, etc. Safe internet for business use: Getting Started Guide (Version 1.3) 4/18

7 4. Installation and Initial Configuration Please note that you need the Profile Manager username and password given to you during the service activation. The installation takes about a minute. After that, you may want to spend a few moments creating one or more filtering Profiles or configuring the current ones. Perform the following steps to install and configure the software: Note: You need an active Internet connection while installing the software. However, do not switch between a wireless and a wired Internet connection at any point during the installation. 4.1 Installation 1. Follow the link included in the we have sent you and select save to save the software, preferably on your Desktop. 2. Double click on the software icon that appears on your Desktop. 3. Select the language you wish to use. 4. At the Welcome screen, select Next to begin the installation. 5. Read the License Agreement and select I agree to accept it. 6. Select Install to install the program in the default folder. We recommend using the default location. 7. Select Finish to complete the installation. 8. The computer will restart automatically. 4.2 First Time Login 9. On restart, your Internet browser should start automatically. If it does not, open your Internet browser. 10. Enter your Profile Manager user name and password at the First Time Login screen shown below and select continue : 11. The Choose Profile page will appear automatically. If you wish you can either select a Profile to access the internet or click Manage Profile in order to create new Profiles or amend the current ones. Safe internet for business use: Getting Started Guide (Version 1.3) 5/18

8 Note: In order to prevent employees from using a different profile from the assigned one, always remember to log out from the profile you are using. Instructions are available on page Create a Profile 12. Click on Manage Profile and enter your password. 13. The following screen will appear automatically: 14. Select New Profile. 15. Enter a name for the new Profile. 16. Enter a description for this Profile if you wish. 17. Enter a password and re-enter it to confirm. Passwords must be at least 5 characters. If you want to allow anyone to use this Profile without entering a password, select No Password instead. 18. Select one of the basic filter settings for this Profile from the Profile based on. You can adjust or reset these settings later. 19. Choose the picture you want to associate with this Profile. 20. Select Add Profile at the top right. You can now modify this Profile or add additional Profiles. If you are inactive at the computer for more than about 5 minutes, the Profile Manager session will timeout. If you wish to continue click on the Profile Manager again and enter your password to continue. Safe internet for business use: Getting Started Guide (Version 1.3) 6/18

9 5. Managing Profiles The users Profiles can be created according to the company s requirements. You can either create one separate Profile for each user, to facilitate you on individual monitoring and reporting, or create and use the same Profile for a group of users. Typically the best strategy is to create Profiles with the least filtering (greatest access) appropriate. Later depending on users internet behaviour you can make any necessary amendments. 5.1 About the Control Panel All administrative tools for the Safe internet for business use service can be accessed from the Windows Control Panel. The Control Panel can be found in the Start menu (Start> Settings> Control Panel). Once you've opened the Control Panel, you are looking for the following icon: Select and open Filter Setting to access the Safe internet for business use service administration. At this point, you must enter your Profile Manager password and select OK to continue. The following screen appears: From this window, you can choose to Enable/Disable the Client Filter, choose whether images should be scanned as well as text, choose to show/hide Popup Messages, go to the Profile Manager or view the Status Page for the active Profile. 5.2 Accessing the Profile Manager All Profile creation and fine tuning can be done using the Profile Manager. To access the Profile Manager page 1. In the Control Panel, open Filter Settings : 2. Enter your password. 3. Select Manage Profiles. You can also open the Profile Manager from the Status Page and the Choose Profile Page, Safe internet for business use: Getting Started Guide (Version 1.3) 7/18

10 by selecting the text Click here to Manage Profiles. 5.3 Modifying a Profile Once you select a Profile in the Profile Manager, from the main page you can change the Profile s password, change the picture associated with the Profile or even temporality allow all or deny all internet access. On the right hand side of the screen the following tabs will appear: Reports - Several types of reports are available to choose from. After selecting a report you can view it by either double clicking on it or through at the address you have posted. Categories This tab includes all internet content categories you can choose from for filtering purposes. Protocols This tab includes all internet protocols. Choose the ones you want to block for a Profile. Allow This tab allows you to enter the URL of a web site that you what to allow access for a Profile, even if the site belongs in a blocked category. Deny - This tab allows you to enter the URL of a web site that you what to deny access for a Profile, even if the site belongs in an allowed category. Time This tab allows you to block internet access for a Profile, at certain times of the day. Before leaving a tab, click Save Changes on the top right to save your settings. Safe internet for business use: Getting Started Guide (Version 1.3) 8/18

11 6. Profile Manager's Quick Reference Chart Can t wait to get started? Use the following charts to quickly set up your Profiles. Simply log into the Profile Manager account and navigate to the appropriate section. I want to Create a new Profile. Delete a Profile Temporarily allow or deny all Internet access for a Profile. Enable/Disable Safe Search for a Profile or block search engines from searching for certain inappropriate words. Change a Profile s password. Allow a Profile user to sign in without entering a password. Change a Profile s picture. View or create Reports. Block or unblock a web category for a Profile. Block or unblock a file sharing application for a Profile. Block or unblock an Instant Messaging application for a Profile. Block or unblock protocols. Block or unblock a Voice-over-IP (VOIP) application. Block or unblock other Internet protocols (such as FTP, News Groups, or JAP). Allow a particular web site (URL) or keyword. Block a particular web site (URL) or keyword. Set time restrictions for a Profile. Ask us to review a web site s category or tell us about an Internet application. Select when the Client Filter should automatically select or leave a Profile. Select whether to display Pictures, a drop down menu, or text input on the Choose Profile page. Choose what information is shown on the Deny Page when users are blocked from a web site. Change my language setting. Change my time zone setting. Change my Profile Manager password. Download software updates for the Client Filter. Leave the Profile Manager and choose a browsing Profile. Where to go in the Profile Manager Profiles > New Profile Profiles > (select the Trash icon beside the Profile) Profiles > (select Profile) >General > Allow All/Deny All Profiles > (select Profile) > General > Search Options> Safe Search Profiles > (select Profile) > General > Change Profile Password Profiles > (select Profile) > General > No Password Profiles > (select Profile) > General > Select Picture Profiles > (select Profile) > Reports Profiles > (select Profile) > Categories > Web Categories Profiles > (select Profile) > Protocols > File Sharing Applications Profiles > (select Profile) > Protocols > Instant Messaging (IM) Profiles > (select Profile) > Protocols > Profiles > (select Profile) > Protocols > Voice Over IP (VOIP) Profiles > (select Profile) > Protocols > Misc Protocols Profiles > (select Profile) > Allow Profiles > (select Profile) > Deny Profiles > (select Profile) > Time Submit for review Preferences > Active Profile Settings Preferences > Choose Profile Settings Preferences > Deny Page Settings Preferences > Language Settings Preferences > Timezone Settings Change Password Software Updates Exit Profile Manager Safe internet for business use: Getting Started Guide (Version 1.3) 9/18

12 7. Recommendations In general, we strongly recommend that you use the default settings unless you have a specific need to change them. 7.1 Web categories Generally, starting out with too little filtering is a better choice than too much filtering. That is, choose the categories that you are certain you want blocked, test the filtering, and then adjust as necessary. 7.2 Instant Messaging Instant messaging using applications such as Microsoft/MSN Messenger, Yahoo Messenger, and AOL AIM allows users to chat between computers. The most popular applications are listed on the Protocol tab from where you can select the ones you want blocked. If you want to block web based chat sites, then select Web Chat/Forums from the Web Categories tab. 7.3 File Sharing Applications File sharing applications often involve methods to download or access music, video, software or other files. There are many methods to share files; the most popular are listed on the Protocols tab from where you can select the ones you want blocked (or electronic mail) allows users to send messages and files using special mail protocols. Select the protocols you want to block and all mail of that type is blocked. If you want to block web-based , such as Hotmail or G-mail, you must select Web from the Web Categories tab. 7.5 VoIP Voice Over Internet Protocol (VoIP) allows users to talk to each other over the Internet. Select the VoIP application, you wish to block, from the applications listed on the Protocols tab under VOIP. 7.6 Misc Protocols This section contains miscellaneous protocols that do not fit under any of the other category groups. For example if File Transfer is selected then all FTP protocols (used for the transfer of files over the Internet) are blocked. Safe internet for business use: Getting Started Guide (Version 1.3) 10/18

13 8. Advanced Features After your service is up and running, the features described in this section are used to tune it to the company s needs. 8.1 Accessing the Profile Manager Remotely There may be times when you need to use the Profile Manager Page, but do not have physical access to a computer with the software installed. Safe internet service allows you to access your Profiles using remote web-based login. Using a computer without the software installed, enter the following URL: and enter your password. 8.2 About Mouse-Over Help Most items in the Profile Manager interface have helpful mouse-over tips and descriptions associated with them. To view a mouse-over tip, place your mouse cursor over the item. The description appears in English in the text box at the bottom left of your screen. 8.3 Blocking or Unblocking Categories To block certain categories of web content, do the following: 1. Open the Profile Manager. 2. Select the Profile you wish to modify. 3. Go to the Categories tab. 4. Click a radio button on the left to select which type of web categories to modify. 5. Click on a check box to block that category. Boxes that already have the check mark are currently blocked. To unblock a category, click on the box to remove the check mark. 6. Click Save Changes. 8.4 Blocking or Unblocking Protocols In general, we recommend that you accept the default settings for these protocols. However, in case you would like to block or unblock a protocol, do the following: 1. Open the Profile Manager. 2. Select the Profile you wish to modify. 3. Go to the Protocols tab. 4. Click a radio button on the left to select which group of protocols to modify. 5. Click on a check box to block that protocol. Boxes that already have the check mark are currently blocked. To unblock a protocol, click on the box to remove the check mark. 6. Click Save Changes. 8.5 Allowing or Denying All Access To temporarily allow unfiltered access to the Internet (Allow All) or to block all access (Deny All), do the following: 1. Open the Profile Manager. 1. Select the Profile you want to modify. 2. Go to the General tab. Safe internet for business use: Getting Started Guide (Version 1.3) 11/18

14 3. Select either Allow All or Deny All and choose a time period. 4. Click Save Changes. These settings override all other filter settings. However, activity is logged and reports can still be generated during this time. 8.6 About the Allow List The Allow tab allows you to enter the URL of a web site that you want to be allowed for a Profile even if it s in a blocked category. If you want to allow one particular page of a web site, copy the URL string of the page into the Allow List along with a description of why you want to allow it. Once you click Save Changes, the allowed site's name and your reason for allowing are displayed. 8.7 About the Deny List The Deny tab enables you to enter the URL of a web site that you want to be denied (or blocked) for a Profile even if it s in an allowed category. If you want to block one particular page of a web site, copy the URL string of the page into the Deny List along with a description of why you want to deny it. Once you click Save Changes, the allowed site's name and your reason for allowing it are displayed. 8.8 Setting Time Restrictions The Safe internet software also allows you to block a Profile user s Internet access at certain times of the day. To do so, select the Time tab after selecting a Profile. Clicking on a grid for a particular day and time blocks all access to the Internet during that period. Click now on Save Changes tab. 8.9 About Filter Priorities Each of the filtering options has a specific priority in relation to the others. Options with a high priority will override any selected options of lower priority. The filtering priorities are ordered as follows: 1. Allow All and Deny All have the highest priority and will override any of the options below. 2. Time filtering has the second highest priority. 3. Allow and Deny List have the second lowest priority. 4. Category, Protocol and Safe Search have the lowest priority. For example, while a Profile is in Allow All, sites that were previously blocked in the Deny List will be allowed Enabling Safe Search The Safe Search option can be accessed by clicking on the General tab after selecting a Profile. Enabling Safe Search effectively blocks most sexual content from appearing in search results when using certain search engines. The currently supported search engines are: Google Yahoo MetaCrawler Excite Lycos If the Search Engine category is blocked, no search engines are allowed, regardless of whether this category is selected or not. Search engines must be allowed for Safe Search to work. Safe internet for business use: Getting Started Guide (Version 1.3) 12/18

15 8.11 Blocking Search Keywords On the Policy Server, administrators have the ability to define a list of words or phrases as keywords that may be considered objectionable. If you select Search Keywords in the General tab, sites detected as Search Engines are checked for a match with the keywords. If there is a match, the URL is denied Disabling the Safe internet software If you need to temporarily disable the Safe internet software, you can do so through the Control Panel. You must have the Profile Manager password to disable it. Password protection ensures that unauthorized users can not bypass the software s monitoring and filtering service. To disable it 1. Open the Windows Control Panel. (Start > Settings > Control Panel) 5. Select Filter Settings. 6. Enter your Profile Manager password and select OK. 7. Click to remove the check mark in the Enable Filter checkbox. 8. Select OK. Your Filter is now disabled. Once you are ready to turn the Filter back on, repeat these steps and replace the check mark in the Enable Filter checkbox Saving Active Profile Settings In the Preferences menu tab, you can select whether the Safe internet software will automatically choose a Profile when you turn on your computer. When choosing your settings, keep in mind that users should not have access to any Profile but their own. Otherwise, their activity can not be logged correctly for reports and they may be able to access objectionable content by using a Profile with fewer restrictions. Retain Profile on restart When this option is selected, the computer keeps the Profile settings that were in use during shutdown. That is, if a Profile was in use, the computer automatically logs into that Profile again. If no Profile was in use, users must choose a Profile to access the Internet. Exit Profile on restart After starting the computer, each user must choose a Profile before accessing the Internet. This is the recommended option for systems with multiple users. Use this Profile on restart The selected Profile in the dropdown menu is used when the computer is started. Use the menu to change the selected Profile. For example, you may want to create a safe Profile for anyone to use on startup. Allow Remember my Profile When this option is enabled, users have the option to select Remember my Profile when choosing a Profile. The computer then associates that Profile with the current Windows user name. The next time that user logs in to their Windows account, the computer automatically chooses the same Profile. Exit Profile on screensaver If your computer sits idle for several minutes, it may enter Suspend mode, depending on your Control Panel settings. If this option is enabled, users are logged out of their Profile when the computer enters the suspend mode. Users must choose their Profile again if this occurs. Safe internet for business use: Getting Started Guide (Version 1.3) 13/18

16 8.14 Restricting Profile Logout In the Preferences menu tab, you can choose to restrict users from logging out of their Profile. In most cases, requiring a password to log into a Profile provides strong enough security. However, these options can increase or decrease security, should you require it. There are four options available: No password required Users do not need to enter a password to log out of their current Profile. Require Profile password To log out of a Profile, users must enter the same password that was used to log in. Require Profile Manager password With this option enabled, users must have their administrator enter the Profile Manager password each time they logout. Require this password: To choose a custom logout password that is different from both the Profile password and the Profile Manager password, select this option and enter the custom password. Users must enter this password before they can log out of a Profile Customizing the Deny Page In the Preferences menu tab, you can choose how much information should be displayed to users when they are denied access to a web site. The deny page is used to notify the user that they have tried to access content that is not allowed by their Profile. You can choose to show a detailed deny page, a minimal deny page, or no deny page at all. There are also two additional links that can be shown on either the minimal or detailed pages called Include Quick Allow Access link and Include admin link. The options available are the following: Detailed deny page If you select Detailed deny page, the user is shown all relevant information, including the Profile name, the URL address of the web site, the web site s category, and the Status screen information. Minimal deny page If you select Minimal deny page, only the Profile name, and the web site category are displayed to the user. No deny page If you select No deny page, the user will be shown an unauthorized access error by the browser. The user does not see the service logo or information about why they were blocked. Note that you can not enable when this option is selected. Include Quick Allow Access link If you select this option and enter a password, users are shown a Click here to Quick Allow this URL link after being denied access to a page. Users can then select this link, enter the Quick Allow Access password that you chose, and view the content on the page. If you view the page and decide that users should always have access to it, you should enter it into the Allow List. Include admin link If you select this option and enter your , users are shown a Click here to Request a Review of the Denied URL link. If the user selects this link, an will be sent to you requesting a review of the web site. This allows you to review the web site and if necessary, adjust the Profile settings to allow future access to this web site. Safe internet for business use: Getting Started Guide (Version 1.3) 14/18

17 8.16 Submit for Review If you believe that a website has been categorized incorrectly, you can submit a request at the Submit for review tab, on the main page, to have it reviewed. In addition, if you have a need to block a messaging or file sharing application not listed, submit the name or URL associated with the application and your request will be examined. 9. Quick Reference Chart I m not using a Profile, I want to Choose a Profile so I can start surfing. Go to the Profile Manager. Here s what to do 1. Double-click the Safe internet icon in the System Tray. 2. Select or enter your Profile name and password. 1. Double-click the Safe internet icon in the System Tray. 2. Click the text Click here to manage Profiles. 3. Enter your Profile manager password and click Continue. I m using a Profile, I want to Surf to a web site. See my Profile Status. Change my Profile. Leave my Profile and stop surfing Here s what to do Use your browser to navigate to a web site as you normally would. Double-click the Safe internet icon in the System Tray. 1. Double-click the Safe internet icon in the System Tray. 2. Select Click here to Log Out and Choose a Profile link. 3. Select or enter your new Profile name (and password). 1. Double-click the Safe internet icon in the System Tray. 2. Select Click here to Logout and Choose a Profile link. 3. Close all browser windows. Safe internet for business use: Getting Started Guide (Version 1.3) 15/18

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