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1 Manage Aperture Policy Palo Alto Networks Aperture Administrator s Guide

2 Contact Information Corporate Headquarters: Palo Alto Networks 4401 Great America Parkway Santa Clara, CA About this Guide This guide describes how to set up and use the Aperture service to monitor and secure your sanctioned SaaS applications. For access to the complete Palo Alto Networks technical documentation set, go to For access to the knowledge base, discussion forums, and videos, refer to For contacting support, for information on the support programs, or to manage your account or devices, refer to To provide feedback on the documentation, please write to us at: Palo Alto Networks, Inc Palo Alto Networks, Inc. Palo Alto Networks is a registered trademark of Palo Alto Networks. A list of our trademarks can be found at All other marks mentioned herein may be trademarks of their respective companies. Revision Date: February 3, Aperture Administrator s Guide Palo Alto Networks

3 Manage Aperture Policy Policy in Aperture is simple and aims to create an awareness of user actions in order to minimize the risks associated with the use of SaaS applications.it allows you to monitor and enforce responsible use of assets (files or other data) and protect against malware, malware propagation, and data leaks that are caused by human error such as promiscuous sharing, inadvertent sharing, or sharing content using links without an expiration date. When the Aperture service detects a policy violation, it generates an alert to notify you of an active risk that arises from malware, a security breach, or a compliance violation. When the Aperture service first connects to a SaaS application, it scans all the assets in the application and matches against the policy rules to retroactively uncover risks and then displays all active risks on the Dashboard. To maximize the results from this initial discovery process, configure the global scan settings for policy, examine your corporate acceptable use policy for SaaS applications, and review the default policy rules in the Aperture service before you start the scan. Aperture Policy Configure Aperture Global Scan Settings Add a New Policy Rule Fine-Tune Policy View Violations Against a Policy Rule Aperture Service Supported File Types Palo Alto Networks Aperture Administrator s Guide 13

4 Aperture Policy Manage Aperture Policy Aperture Policy Aperture policy gives you the controls to monitor activity in SaaS applications so that you can detect and remediate usage risks around data segregation, roles-based data access, and password/private information procedures in your organization. The Aperture service includes six default policy rules that allow you to begin scanning content and detecting risks or security breaches as soon as you Add Cloud Apps to the Aperture Service. The six default rules include five policy rules for Data Leak Prevention (DLP) and one policy rule for Threat Prevention. As the Aperture service starts scanning your cloud apps, use the Dashboard to review information on the assets, people and the domains that the service discovers as the scan progresses. See Monitor Scan Results on the Dashboard. Aperture Policy Rules Building Blocks in Aperture Policy Match Criteria by Rule Type For a list of file types that the service can scan for risks, see Aperture Service Supported File Types. 14 Aperture Administrator s Guide Palo Alto Networks

5 Manage Aperture Policy Aperture Policy Aperture Policy Rules Aperture policy enables you to detect risks to which the assets in the managed cloud applications are exposed. The Aperture service supports the following types of policy rules: Policy Rules Rule Types Scans for Data Leak Prevention Payment Card Industry (PCI) Compliance Personally Identifiable Information (PII) Compliance Sensitive Credentials Sensitive Documents Keywords Untrusted Users Source Code Scans for PCI data including credit card numbers, credit card magnetic stripe data, and international bank account numbers. By default, Aperture performs strict checking on credit card numbers to reduce false positives. The regular expression scans for potential card numbers and uses the Luhn check to determine whether the number is a credit card number. If you were scanning for credit card numbers, with the latest improvements, you might notice a sudden reduction in the number of active risks pertaining to PCI violations. Scans for PII data, such as U.S. social security numbers, and Canadian social security numbers. It also scans for Tax IDs from the U.S., Australia, Germany, and the UK for both the Unique Tax Payer ID, (UTR) and National Insurance Number (NINO) formats. Scans files for specific content using keywords or regular expressions to detect usernames and passwords in assets. Scans legal and financial documents for exposure to sensitive information, confidential information, or intellectual property. The Aperture service uses machine learning algorithms to classify information and to detect sensitive information. To improve the detection rate of sensitive data for your organization, you can upload financial and legal sample documents that contain keywords specific to your setup. See Modify a Policy Rule. Scan files for specific contents using keywords or regular expressions. You can specify the minimum number of occurrences of a word or phrase that is required to trigger an alert. The keyword rule type is not a default rule on the Aperture service. To use this rule type you must Add a New Policy Rule. Scans for files that have been shared with a specified number of users (default is at least one) included in the untrusted user or untrusted domain list (Define Untrusted Users and Domains). Scans files for software or hardware design source code. The source code rule type is not a default rule on the Aperture service. To use this rule type you must Add a New Policy Rule and enable it. Palo Alto Networks Aperture Administrator s Guide 15

6 Aperture Policy Manage Aperture Policy Policy Rules Rule Types Scans for Threat Detection WildFire Analysis Scans files for detecting and protecting against malicious portable executables (PEs) and known threats based on file hash. A hash is a unique fingerprint of a file. It is string of letters and digits that is generated as a result of running a file through a cryptographic hash function. Custom Custom Allows you to create a custom rule to find risks. You can define keywords and/or regular expressions (words or patterns) as match criteria for policy violations across the assets stored in the managed cloud applications. For example, you can define keywords to find references to confidential project names such as BlackBriar and/or define regular expressions such as ^#include to look for specific patterns in your source code. The custom rule type is not a default rule on the Aperture service; to create a custom rule type, Add a New Policy Rule. Building Blocks in Aperture Policy A policy rule has the following information: Field Rule Name Description Created Last Updated Status Scan Settings Description A name for the policy rule. A description that explains the purpose of the rule. The date you created the rule or, for a default rule, the date you activated the Aperture service. The date the rule was last updated and the name of the administrator who made the change. A rule can be in the enabled or disabled state. The six default policy rules are automatically enabled. When you Add a New Policy Rule, you must enable the rule. Details what the rule scan for and the number of occurrences of that trigger an alert. See Match Criteria by Rule Type for details about each rule type. Any time you change the scan settings it triggers a rescan of all assets in the corresponding SaaS application. The Aperture service uses the updated settings in the policy rule configuration to rescan assets and identify risks. 16 Aperture Administrator s Guide Palo Alto Networks

7 Manage Aperture Policy Aperture Policy Field Exposure Cloud Application Action Description An indicator that identifies how an asset is being shared, who can access and view the asset, and what common risks it is exposed to. The exposure types are: Public Files and folders that have a publicly accessible URL, and can be found and accessed by anyone on the web. External Files and folders that are accessible to people outside the company. Internal Files and folders that are shared with less than 50% of the users within the company. These users have an address in the enterprise s domain name. Company Files and folders that are shared with 50% or more users within the company (based on domain name in the address). See Exposure Level for more details. Lists each SaaS application and indicates whether or not the rule is selected for scanning. Check box that indicates whether you want to Aperture service to generate a risk when it encounters a policy rule match. Select Create Alert to enable risk generation. Palo Alto Networks Aperture Administrator s Guide 17

8 Aperture Policy Manage Aperture Policy Match Criteria by Rule Type When you Add a New Policy Rule or you Modify a Policy Rule, you define the match criteria that the policy rule uses to scan for risks. The Aperture service compares all of the information it discovers against the enabled policy rules and identifies risks and exposures in every asset across all your monitored SaaS applications. Because the match criteria is critical for discovering risks in SaaS application usage across your organization, when setting the match criteria carefully consider the thresholds, types of information, and risks with how an asset is shared. Use match criteria to enforce compliance with your corporate acceptable use policy. Rule Type Payment Card Industry (PCI) Compliance Personally Identifiable Information (PII) Compliance Sensitive Credentials Description Scans for: Credit Card Numbers Magnetic Stripe Data International Bank Account Numbers (IBAN) The scan checks for specific formats and includes a proximity and validation check for ensuring accuracy in identifying credit card numbers. For each type of payment information that the Aperture service scans for, you can specify the minimum number of occurrences required to trigger a risk alert. As the number of violations for a specific asset exceeds the specified threshold, the severity of the risk increases. Scans for: Tax IDs / National IDs US Social Security Numbers For each type of PII Aperture service scans for, you can specify the minimum number of occurrences required to trigger a risk alert. As the number of violations for a specific asset exceeds the specified threshold, the severity of the risk increases. Scans for: Keywords Words and phrases Regular Expression A string that matches a pattern or character combination that you want to look for. For example: imported-openssh-key or -----BEGIN RSA PRIVATE KEY----- For keywords you can specify the minimum number of occurrences for the word or phrase. To scan for both keywords and regular expressions, you can also use a boolean AND or OR operator. Sensitive Documents Scans for financial and/or legal documents that are at risk of being exposed or shared in non-compliant ways. The Aperture service can recognize patterns for protecting standard financial and legal information stored on your sanctioned cloud applications. To minimize false positives, and improve the accuracy of risk detection across your assets, you can also upload sample legal and financial files that serve as matching templates. Sample financial documents can include earnings reports, profits, loss, margins, annual/quarterly financial reports, and revenue forecasting documents. Sample legal documents can include lawsuit complaint/summons, settlement agreements, mergers and acquisition documents, and confidentiality/partnership/joint venture agreements. 18 Aperture Administrator s Guide Palo Alto Networks

9 Manage Aperture Policy Aperture Policy Rule Type Keywords Untrusted Users Source Code WildFire Analysis Custom Description Scans file content based on the keywords you specify. A keyword policy violation generates a risk alert when a single instance of the specified keyword is included in the file. Scans for files shared with users you specify when you Define Untrusted Users and Domains. The untrusted users rule type triggers a risk alert when a file has been shared with any user included on either list (untrusted users or untrusted domains). Scans for files that have software or hardware design code, in programming languages such as Perl, Python, Java, and the C- family, that is at risk of being stored or shared in a way that could result in a loss of intellectual property. The source code policy allows you to include blocks of code sample, called Source Code Snippets, in the form of regular expressions. You can also specify File Extensions to Exclude. Excluding files that are unlikely to have source code information, that is information that is public and is not at risk of being exposed or shared in non-compliant ways, helps minimize false positives. Uses WildFire settings to detect known and unknown malware. The WildFire settings are not configurable; the scan automatically submits portable executable files to the WildFire service for analysis. A WildFire policy violation is ranked as a high severity risk. Scans file content based on the keywords or regular expressions you specify. By default, at least five instances of the word or phrase or any regular expression matches must be present in the file to trigger a risk alert. Palo Alto Networks Aperture Administrator s Guide 19

10 Configure Aperture Global Scan Settings Manage Aperture Policy Configure Aperture Global Scan Settings Before you start scanning, you must configure global settings for the Aperture service to use when scanning your sanctioned SaaS applications. Define Untrusted Users and Domains Preview Documents with Risks Enable Data Masking Define Untrusted Users and Domains One of the first things you did when setting up the Aperture service was to Define Your Internal Domains. The Aperture service uses the domain name in the address associated with the user s cloud app account to determine whether or not the user is internal to your organization. A user whose address does not belong to an internal domain is considered an external user. For more granular control over these external users, you can define users and domains as untrusted. This allows you to protect your assets from being shared inadvertently or maliciously with users or domains that you want to disallow explicitly. Define Untrusted Users and Domains Step 1 Step 2 Step 3 Select Policy. Select Add a New rule and either select the Untrusted Users rule type, or click the default Untrusted Users rule to modify it. In the Untrusted User section of the rule, click the link for untrusted users and untrusted domains to add addresses or domains to the respective list. Step 4 Specify the minimum number of users with whom a file must be shared to trigger a risk alert. If you have configured the Untrusted Users rule type or if your are matching on assets with external Exposure, all assets shared with a user in the untrusted users and/or untrusted domains list will be detected as a policy violation and be displayed on the Dashboard as an active risk. 20 Aperture Administrator s Guide Palo Alto Networks

11 Manage Aperture Policy Configure Aperture Global Scan Settings Preview Documents with Risks As the Aperture service scans files, the document preview capability takes a screenshot of the active risks detected in.pdf,.doc, and.ppt file types. By default, any sensitive information in the asset is masked with Xs. When you drill into the Risk Details, you can view information about the asset and why it has been classified as a risk. For the file formats that support document preview, administrators can assess the risks in an asset even if they do not have permissions to access or view the content directly from the folder or repository in the cloud application. For file formats that do not support previews, the Aperture service provides a link to the asset in the associated cloud app. Document Preview for Assets with Risks Step 1 Step 2 Step 3 Select Settings > Cloud Apps & Scan Settings. Toggle the Document Preview option to On. By default, document preview is disabled. When you enable document preview, PCI information or credentials that are detected as active risks will be captured in the screenshot. Save your changes. Enable Data Masking Data masking allows you to limit the exposure of sensitive data such as credit card numbers or Social Security numbers from being displayed in cleartext to the administrator or other non-privileged users who have the ability to Preview Documents with Risks. Data masking retains the format of the original data, while allowing you to specify how you want to obfuscate the details partially or completely. For example, with complete data masking enabled the Aperture service will display a credit card number as XXXX-XXXX-XXXX-XXXX. Enable Data Masking Step 1 Specify how sensitive data is stored and reported in the Aperture service. 1. Select Settings > Cloud Apps & Scan Settings. Do not mask Displays all the values in clear text. Partial mask Displays only the last four digits in cleartext. Full mask Does not display any values; the digits are completely masked. Step 2 Save the changes. Click Save. Palo Alto Networks Aperture Administrator s Guide 21

12 Add a New Policy Rule Manage Aperture Policy Add a New Policy Rule Add a New Policy Rule Step 1 Add a new rule. 1. Select Policy and click Add a Rule. 2. Select the Rule Types that you want to add. Step 2 Define the scan settings. Set specific Match Criteria by Rule Type. Step 3 Step 4 Step 5 Upload sample documents. Only for the Sensitive Documents rule type. Define untrusted users and untrusted domains Specify the match conditions for an asset based on the level of sharing. To upload files: 1. Select the Financial and/or Legal check boxes and click Save. 2. Select the link for Financial and/or Legal. 3. Browse to and attach the sample files to use for matching and click Save. See Define Untrusted Users and Domains. See Exposure. Sensitive documents are identified as a policy rule violation only if the exposure level is violated. For example, you can configure a policy rule to trigger a risk alert for a sensitive document that has a Public or External exposure. To specify the exposure level for flagging a sensitive documents as a risk: 1. Select the Financial or Legal check box and click Save. 2. Select the link for Financial or Legal. 3. Select the exposure levels that you want to be alerted on. For example, you would not want most sensitive documents to have a Public exposure, so you would select the Public check box to match sensitive documents that have that exposure level. 4. Click Save. Step 6 Select the cloud applications to scan. From the list of Cloud Applications, select the applications you want to scan using this rule. Step 7 Verify that the action is enabled. In the Actions section, verify that Create Alert is selected. Step 8 Verify that the policy rule is enabled. In the Basics section, verify that the Status is Enabled. Step 9 Save your new policy rule. Select Save. The Aperture service starts scanning files against the policy rule as soon as you save the changes. You can start to View Violations Against a Policy Rule and Remediate Risks. 22 Aperture Administrator s Guide Palo Alto Networks

13 Manage Aperture Policy Fine-Tune Policy Fine-Tune Policy Applying policy to the managed application in the Aperture service provides visibility into the data sharing and collaboration activities of your users. Policy allows you to flag non-compliance so you can manage user behavior, govern application usage, secure corporate data, and prevent data loss from malicious and inadvertent user actions. The Aperture service includes six default policy rules that you can use to start scanning the assets in your monitored cloud applications; see Aperture Policy for details. Before you start scanning, use the instructions in this section to create new policy rules or to modify the default policy rules. Modify a Policy Rule Delete or Disable a Policy Rule Modify a Policy Rule When you change a policy rule, the Aperture service rescans all previously scanned content against the newly defined criteria to re-assess risks. Modify a Policy Rule Step 1 Step 2 Select Policy, and, from the list of rules, click the link for a specific rule name. Modify the following options as needed for your deployment. 1. Edit the rule Name. 2. Change the Description for the rule. 3. Edit the Match Criteria by Rule Type. 4. Change the Exposure settings. 5. Define Your Internal Domains 6. Define Untrusted Users and Domains 7. Modify the Cloud Applications that this rule scans. 8. Save your changes. Palo Alto Networks Aperture Administrator s Guide 23

14 Fine-Tune Policy Manage Aperture Policy Delete or Disable a Policy Rule If you no longer have a use for a rule, you can delete the rule. When you delete a rule, all risks associated with the rule are removed from the Aperture service. As a best practice, consider disabling a policy rule instead of deleting it until you have time to review any associated risks. Delete or Disable a Policy Rule Delete a policy rule. 1. Select Policy and find the rule you want to delete. 2. Select Delete Rule in the Actions drop-down that corresponds to the rule name. 3. Click Delete Now to confirm that you want to delete the rule. Disable a policy rule. 1. Select Policy, and find the rule you want to disable. 2. Select Disable in the Actions drop-down that corresponds to the rule name. 24 Aperture Administrator s Guide Palo Alto Networks

15 Manage Aperture Policy View Violations Against a Policy Rule View Violations Against a Policy Rule The Aperture service starts scanning files and matching them against enabled policy rules as soon as you save a policy rule change. Use the instructions in this section to review the active risks across your managed SaaS applications. View Violations Against a Policy Rule Step 1 Step 2 Step 3 Select Policy and find the rule for which you want to view the active risks. Select View current violations from the Action drop-down. You can view active risks for the policy rule, sorted by severity. Continue to Assess and Remediate Risks. Palo Alto Networks Aperture Administrator s Guide 25

16 Aperture Service Supported File Types Manage Aperture Policy Aperture Service Supported File Types The Aperture service extracts metadata and textual content for more than 100 file formats including the following commonly used formats: Hyper Text Markup Language HTML, XHTML XML and derived formats OOXML Microsoft Office document formats complete list including both the OLE based as well as XML based formats (for example.doc and.docx) Source code Mail formats MS Outlook, PST, RFC 822 etc. Executable programs and libraries windows executables and Linux/BSD binaries Open Document Format iworks document formats Numbers, Pages and keynote Portable Document Format Electronic Publication Format Rich Text Format Compression and packaging format tar, rar, zip, 7zip Text formats Feed and Syndication formats Help formats chm Java class files and archives jar Font formats For a list of additional file format formats that are supported, see 26 Aperture Administrator s Guide Palo Alto Networks

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