WatchDox Administrator's Guide. Application Version 3.7.5

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1 Application Version 3.7.5

2 Confidentiality This document contains confidential material that is proprietary WatchDox. The information and ideas herein may not be disclosed to any unauthorized individuals or organizations or be used for purposes other than working with WatchDox products. Trademarks WatchDox, the WatchDox logo, and all other trademarked company and product names mentioned in this document are either registered trademarks or trademarks WatchDox Inc. in the U.S. and/or other countries. All other products and/or services are trademarks of their respective companies. Copyright 2013 WatchDox. All rights reserved. No part of this document may be reproduced or distributed in any form or by any means, or stored in a database or retrieval system, without prior written permission of WatchDox Inc WatchDox. All rights reserved. 2

3 Table of Contents 1Overview... 4 Administration... 4 About user roles Signing in to WatchDox Main screen WatchDox Management Provisioning Roles by Domain Working with Active Directory Provisioning Roles by Active Directory Managing Devices Generating Logs and Reports Generating WatchDox Exchange Reports Generating WatchDox workspace activity reports Generating user activity reports Setting Protection Policies Setting Workspace Document Policies Setting WatchDox Exchange Document Policies Setting Mobile Policies Setting Offline Period Watermarks Configuration WatchDox Mode Configuration Authentication Active Directory Configuration Tuning the System Setting Default Web Sharing Permissions Setting Mobile Sharing Parameters Defining Tags Configuring WatchDox Apps Storage Report Configuration File Retention Configuration Customizing the User Interface Branding Links WatchDox. All rights reserved. 3

4 1 Overview The WatchDox Administration Console provides a means for organization administrators to manage your organization s WatchDox service. The Administration console is accessible to four levels of administration user. An administrator s ability to perform certain actions in the Administration console depends on their access level. For more information on user roles, see About user roles. Administration Manage your WatchDox service in the following Admin categories: Management Provision users, either through the web console or by importing a large number of users from a single CSV file. Assign users with administration and user roles that control their ability to utilize features within WatchDox. Manage Groups, setting or changing access rights to documents in workspaces. Create and manage WatchDox Distribution Lists, either through the web console or by importing a large number of users from a single CSV file. Create and manage your organization s workspaces. Manage documents, setting access permissions for documents in workspaces, and exporting lists of documents. Provision WatchDox organization level roles for entire domains. Provision WatchDox organization level roles for Active Directory groups. Manage users devices disabling or enabling access to your organization s workspaces through WatchDox mobile apps, and listing device details WatchDox. All rights reserved. 4

5 Export Logs and Reports Prepare and export logs of user activity in WatchDox Exchange, filtered by Sender. Prepare and export logs of Workspace activities. Prepare and export logs of all user activity for selected users. Set Protection Policies Set document watermarks. Set policies for protecting documents in WatchDox Workspaces and Exchange. Set policies for mobile devices. Define the offline access period of files. Configure parameters Set the Authentication method used for sign in. Tune system performance for uploading files. Configure the integration to Active Directory servers and groups. Set default file sharing permissions for Workspaces and WatchDox Exchange. Set file sharing policies on mobile devices. Define organization tags that can be applied to files. Configure WatchDox Apps (if enabled). Generate reports for storage usage. Set policies for retaining files prepared for online viewing. Customize Interface Upload a brand logo that will appear in the web user interface. Customize the links in the web user interface that point to information such as Support, Terms & Conditions, etc. About user roles WatchDox users can be assigned one or more roles within the WatchDox system. These roles define the user s working context and the actions that are permitted for that user. Administration roles Organization Administrators have administrative rights within the organization. The administration user role levels and permissions are as follows: 2013 WatchDox. All rights reserved. 5

6 Super Admin Super Admin users have full rights to manage all users, groups, distribution lists, and workspaces in the organization and other all functions of the Administration console. Super Admins can view all documents in any of the organization s workspaces. Admin Admin users can access all functions of the Administration console, and can assign new users to any workspace, including new Admins. Admins cannot view documents in organization workspaces unless they are assigned access permissions as a workspace user (see User Roles). Note: It is recommended that Admin users are a trustworthy member of the organization because Admins are able to add themselves as a member of any workspace and therefore gain access to all documents. Help Desk Help Desk users have access to the Central Management and Manage Devices modules of the Management area of the Administration console. Help Desk users cannot view or access documents in any workspace in the organization, but can generate Exchange and workspace and user activity reports. Audit Help Desk Audit Help Desk users can only view the Central Management module of the Management area of the Administration console, and generate Exchange and workspace and user activity reports. Audit Help Desk users have no other administrative rights and cannot view documents in organization workspaces unless they are assigned access permissions as a workspace user (see User Roles) WatchDox. All rights reserved. 6

7 Organization Administrator user permissions The table below summarizes the administration capabilities of each of the organizational administrator roles described above. Super Admin Admin Help Desk Audit Help Desk Management Central Management Full Full functionality Full functionality View only. functionality. but no access to but no access to No access to Access to Documents tab Documents tab Documents tab Documents tab Provision Roles Full functionality Full functionality No access No access Manage Devices Full functionality Full functionality Full functionality No access Logs and Reports Can generate Can generate Can generate Can generate reports reports reports reports Protection Policies Full functionality Full functionality No access No access Configuration Full functionality Full functionality No access No access Customize Interface Full functionality Full functionality No access No access User roles Table 1: Capabilities for WatchDox Organizational Roles Administrators can assign non-administrative user roles to workspace and WatchDox Exchange users. These users can access the My Documents area of the WatchDox Web Application, but not the Administration console. You can assign more than one of the following roles per user. Note: Some Organization Administrator roles are restricted in what rights they can grant to the user roles. For more information, (see Role Assignment) WatchDox. All rights reserved. 7

8 Workspace Owner Workspace Owners can create and delete workspaces within their organization. Workspace Owners control participation in their workspaces by creating and managing groups and users for the Workspace, in the Groups tab of the workspace. Exchange Sender Exchange Senders can use WatchDox Exchange to send documents as protected attachments. An Exchange Sender does not need be a member of any particular group for any particular workspace. This role can be assigned to a user in addition to the other user roles. Workspace Contributor Workspace Contributors can create, view, update, and delete documents in the workspaces they are members of, depending on the access permissions for workspace documents that are controlled by the Workspace Owner or Admin users. Visitor Visitors can view documents in a workspace but cannot create or modify them. A visitor is invited to view documents by Workspace Owners, Exchange Senders, and Workspace Contributors. Their access permissions for documents are controlled by the user sending them the document, or by the Workspace Owner or Admin users. Mobile Editor The Mobile Editing role enables users of Workspace Contributor level to edit their documents on their ios or Android mobile device using WatchDox Editor. This privilege applies to documents shared with the user within their own organization. If a document is shared with the Mobile Editor from another organization, the 2013 WatchDox. All rights reserved. 8

9 user cannot access the document from their mobile devices unless granted mobile editing permissions from the other organization. Note: The user must be granted Original access permissions to be able to use this function (for more information, see Managing Documents). WatchDox App User (LibreOffice and Microsoft Office) Note: This user role is only available for organizations hosting a WatchDox server on a Virtual Appliance on their organization s network. The WatchDox Apps User (LibreOffice) and WatchDox Apps User (Microsoft Office) roles enables users of Workspace Contributor level to edit their documents using LibreOffice or Microsoft Office. Note: The user must be granted Original (for more information, s see Managing Documents) access permissions to be able to use this function. When users edit their documents using these applications, they are connected to the office application run on a network server using a Remote Desktop session initiated from within the WatchDox Web Application. Role Assignment Organization Administrators can assign user roles as follows: This role: Can assign the following user roles: Super Admin All user roles, including Super Admin Admin Administrative roles: Admin, Help Desk, Audit Help Desk. User roles: Workspace Owner, Exchange Sender Help Desk Administrative roles: none User roles: Workspace Owner, Exchange Sender Audit Help Desk Cannot assign any roles WatchDox. All rights reserved. 9

10 2 Signing in to WatchDox To access the Admin Console, you must sign in and complete an authentication process in a method set for your organization is set by an Organization Administrator, in the Authentication function of the Admin Console. Enter the URL for the WatchDox application. For many users this is watchdox.com/admin. If your organization uses a virtual appliance to host the WatchDox service or your organization has its own dedicated sub-domain on the WatchDox cloud, the URL will be different (e.g. company.watchdox.com/admin). You will be prompted to sign in to the application. Sign in If your organization uses sign in, you will see the following screen: 1. Enter your address and click Send Authentication . An authentication is sent to your address. 2. Open the authentication and click the link it contains. This completes the authentication, and the main screen of the web application appears. To switch users: 2013 WatchDox. All rights reserved. 10

11 1. Select Switch User from the dropdown list in the upper right corner of the screen. You are prompted to choose a user or sign in with a new Choose one of the options and click Switch User. Sign In by Username and Password If your organization has requires you to sign in with a password, you will see the following screen: If you are an existing user: Enter your and password, and click Log In. If you are a new user: Access the Register tab, and enter an address and password to setup an account. Click Create Account to register and sign in. You may also be prompted to select a secret question and answer should your account be locked out WatchDox. All rights reserved. 11

12 Active Directory Sign In (SSO) If your organization uses Active Directory Single Sign On, you are prompted to sign in to your organization s network. Enter your network username and password. the main screen of the Web application appears. Multi-mode Sign In If your organization uses multi-mode authentication, you will see the following screen. Enter your address. You are identified by your domain and may need to enter your login credentials as in the methods described above. Once authenticated, the main screen of the Web application appears WatchDox. All rights reserved. 12

13 Main screen After signing in, you will see the main screen for the Admin console. Figure 1: WatchDox Admin Console main screen If you are in the Web Application main screen, click Administration. Admin Console categories are listed by category in a navigation pane on the left side of the Administration window. The right pane will show details for the item selected on the left WatchDox. All rights reserved. 13

14 3 WatchDox Management Organization Administrators can manage users, groups, lists, workspaces and documents. From the Central Management page, all these entities can be controlled in a single location. Each function is accessed from its own tab. Using the search box at the top of the screen, the administrator can search for specific users or groups within the organization, depending on the tab that is selected. For example, if the Groups tab is selected and a search is made for specific users, the result will be a list of all groups containing these users. Figure 2: Search example - groups for a user Different categories can be combined to narrow a search. For example, to see a list of documents for a specific user in a Workspace do the following: 1. Select the Documents tab. 2. Select Users in the drop-down list beside the search box, and search for the user by name in the search box. 3. Select Workspaces in the drop-down list and search for the Workspace by name in the search box. A list of all documents for the user in the Workspace will be shown WatchDox. All rights reserved. 14

15 Figure 3: Search example - documents for a user in a workspace You can click on an item in a list to add it to the search filter. For example, to search for all workspaces used by a specific user do the following: 1. Select the Users tab. From the list of users, click on a name. It will be added to the search filter. 2. Select the Workspaces tab. The list will show all workspaces for the selected user. Managing Users Users may be assigned one or more roles within WatchDox, as explained above. Select the Users tab in the Central Management page to add users to WatchDox administrative roles within your Organization. When you select the tab, a list of all users that have been defined in the Organization is shown. Workspace users in non-administrative roles can be added and managed from the Groups tab in the My Documents page. Note that Organization Administrators do not always have to explicitly add each new user to the list. Some users are added automatically. For example, users who are sent a WatchDox Exchange document, or who are invited by a Workspace Admin to become Admins or Contributors, are added to the system automatically. Add Users To add individual WatchDox users and assign them roles: 1. Click Central Management from the list of options in the left pane under Management WatchDox. All rights reserved. 15

16 2. Select the Users tab in the right pane. 3. Click Add in the Menu bar. 4. In the Add User dialog: Enter the user s name and address. Specify any aliases, in a comma-delimited list. Assign one or more organization-level roles to this user by selecting the roles from the list in the left pane and moving the selected items to the right. 5. Click Add User. Edit Users Figure 4: Add User dialog To change the assigned roles for an existing WatchDox user: 1. Select one user in the user list and click Edit in the menu bar. You cannot edit multiple users at once. 2. The user s identifying information is shown in the Edit User dialog. Notes at the bottom of the window describe the functional roles currently configured for this user, including brief explanations of additional steps that may be needed to revoke any of those roles, if necessary. 3. Make any changes to the list of aliases, or assigned roles for the user. 4. Click Save Changes to save the new values WatchDox. All rights reserved. 16

17 Remove Users Figure 5: Edit User dialog To remove WatchDox users and, optionally, their documents: 1. Select one or more users in the user list and click Remove. 2. Choose one of the following options: or Remove the selected users and delete all documents they own in any Workspace. Remove the selected users and transfer all documents they own to another user (identified by address). 3. Click Delete Users to delete the selected users. Import Users Figure 6: Delete User dialog CSV files can be used to import large numbers of users through a single administrative action. The CSV file columns correspond to the user data fields in the Admin Console GUI ( , Name, Aliases, Distribution Lists, and Roles). These CSV files containing lists of user information can also be used to create Distribution Lists. CSV files can be used only to add or update user data within the system; they cannot be used to delete users. This means that if the CSV files include information about users who are already defined within the system, the new 2013 WatchDox. All rights reserved. 17

18 information in the CSV files overwrites the existing user data. On the other hand, existing users are who are not included in the CSV file are not affected. To import users from a CSV file: 1. Click Import Users. The Import Users dialog opens. 2. If you have already created a CSV file that contains the new user data, click Choose File to browse to the CSV data file and select that file. 3. If you would like to now create a CSV data file with the new user data, click Get Template to download a convenient CSV file with the column headings defined and the table rows blank. Enter the user data in the appropriate columns, including the following information: User address: The main address used to identify this user. User name: The user s name. User aliases: Additional addresses associated with this user. User Distribution Lists: Names of all distribution lists for which this user is a member. User Roles: Enter the names of all roles assigned to this user, according to the Role name in import file column in the following table: ID Role name in import file Role, as displayed in WatchDox 0 VISITOR Visitor 1 VDR_OWNER Workspace Owner 2 ORG_ADMIN Admin 4 SDS_USER Exchange Sender 5 SUPER_ADMIN Super Admin 6 HELP_DESK Help Desk 7 VDR_SUBSCRIBER Workspace Contributor 8 AUDIT_HELP_DESK Audit Help Desk 9 EDIT_APP_MS_OFFICE_USER WatchDox App User (LibreOffice) 10 EDIT_APP_LIBRE_OFFICE_USER WatchDox App User (Microsoft Office) 11 MOBILE_EDITING Mobile Editing 4. Click Import to import user data from the CSV file. Figure 7: Import Users dialog 2013 WatchDox. All rights reserved. 18

19 Export Users To export the list of users as a CSV file: 1. Click Export User Table. A browse window opens. 2. Browse to the appropriate folder and enter the export data file name. Note that selecting or entering the name of a file that already exists will overwrite the previous version of the file. 3. Click OK to create a CSV data file containing user data for all users selected. Managing Groups Administrators can edit Groups in a Workspace or Delete them. They can also send a notification message to members of a group. Search for groups according to users, group names, distribution lists or workspaces in the Search box at the top of the right pane. Edit 1. Click Central Management from the list of options in the left pane under Management. 2. Select the Groups tab in the right pane. 3. Enter a search phrase in the search box at the top of the pane and select from the dropdown list whether to search by User name, Group name, Distribution list, Workspace name or Document name. A list of all groups that contain the searched item will appear in the pane. 4. Select one or more groups in the list and click the Edit icon in the Menu bar. 5. Select one of the Edit groups functions: Add Users, Remove Users or Edit Permissions. a. Add Users 1. In the Add Users dialog, enter the addresses of new users to add to the group, then click Add Users. b. Remove Users Figure 8: Add Users dialog 2013 WatchDox. All rights reserved. 19

20 1. In the Remove Users dialog, select from the list of users presented those users to remove from the group, then click Remove. Figure 9: Remove Users dialog c. Edit Permissions 1. In the Edit Permissions dialog, make changes to the Group Name, default or advanced permissions or users role, then click Save Changes. Figure 10: Edit Group Permissions dialog Delete 1. Select one or more groups in the list of groups and click the Delete icon in the Menu bar. 2. Click Delete to delete the groups from the Workspace and all documents in the workspace. Users in these groups will have access revoked to documents in the Workspace WatchDox. All rights reserved. 20

21 Figure 11: Delete entities dialog Send Message 1. Select one or more groups from the list of groups, and click on the Message icon in the Menu bar. 2. In the Send Message dialog, fill in the mail Subject and Message text, then click Send Message. Export Figure 12: Send Message dialog 1. Click Export Group Table. A browse window opens. 2. Browse to the appropriate folder and enter the export data file name. Note that selecting or entering the name of a file that already exists will overwrite the previous version of the file. 3. Click OK to create a CSV data file containing information for the selected groups WatchDox. All rights reserved. 21

22 Managing Distribution Lists Organization Administrators can create WatchDox Distribution Lists, which are sets of users. Distribution Lists are visible to Workspace Administrators, who use them when granting permissions to users. Distribution Lists are also visible to Exchange Senders, who use them to send documents to predefined lists of users. You can also create an empty Distribution List object for later use. Add Distribution Lists 1. Click Central Management from the list of options in the left pane under Management. Select the Distribution Lists tab in the right pane. 2. Enter a search phrase in the search box at the top of the pane and select from the dropdown list whether to search by User name, Group name, Distribution list, Workspace name or Document name. A list of all distribution lists that contain the searched item will appear in the pane. 3. Click Add. 4. In the Add Distribution List dialog: Enter the name of the new distribution list in the Name field. Enter the addresses of the users and/or the names of other distribution lists that are to be defined as members of the new distribution list. Member names are separated by commas. Distribution lists can be nested within other distribution lists. Enter an informative description in the Comment field (optional). Click Add Distribution List to add the new list. Edit Distribution Lists Figure 13: Add Distribution List dialog 1. Select one distribution list from the list and click Edit. 2. The distribution list information is listed in the Edit Distribution List dialog, including the list name, descriptive comments, and the complete list of member names. 3. Edit the field values, adding or removing list members as appropriate. 4. Click Set to save the new field values WatchDox. All rights reserved. 22

23 Remove Distribution Lists Figure 14: Edit Distribution List dialog 1. Select one or more distribution lists and click Remove. 2. The Remove Distribution List dialog notes the number of lists selected and requests verification that you wish to remove all the distribution lists selected. 3. Click Remove to delete the selected distribution lists from the system. Import Distribution Lists Figure 15: Remove Distribution List dialog CSV files are used to import large numbers of distribution lists through a single administrative action. The CSV file columns correspond to the distribution list data fields in the Admin Console GUI (Distribution List Name, Member Names). CSV files are used to add or update distribution list data within the system; they cannot be used to delete distribution lists. This means that if the CSV files include information about distribution lists that are already defined within the system, the new information in the CSV files overwrites the existing distribution list data. On the other hand, distribution lists defined in the system that are not included in the CSV file remain as-is; their status is not affected by the import file. 1. Click Import Distribution Lists. The Import Distribution List dialog opens. 2. If you have already created a CSV file that contains the new distribution list data, click Choose File to browse to the CSV data file and select that file WatchDox. All rights reserved. 23

24 3. If you would like to now create a CSV data file with the new distribution list data, click Get Template to download a convenient CSV file with the column headings defined and the table rows blank. Enter the user data in the appropriate columns, including the following information: o o Distribution list name: The name of the distribution list. Distribution list members: List of all members of this distribution list. Individual users who are members of the list are identified by their address. List members should appear one per line. Distribution lists may also be nested within other distribution lists; in this case, the distribution list is identified by name 4. Click Import to import distribution list data from the CSV file. Export Distribution Lists Figure 16: Import Distribution Lists dialog 1. Click Export CSV. A browse window opens. 2. Open the appropriate folder and enter the export data file name. Note that selecting or entering the name of a file that already exists will overwrite the previous version of the file. 3. Click Save to create a CSV data file containing list data for all distribution lists currently defined in the Admin Console. Managing Workspaces Organization Administrators can see a list of workspaces, filtered by Workspace name, Users, Groups or Distribution Lists. They can export these lists to a file and they can create new Workspaces. Create 1. Click on the Create New Workspace icon in the Menu bar. 2. In the Create Workspace dialog, enter the name of the new Workspace, a description and a list of administrators for the Workspace, by their addresses. Then click Create Workspace WatchDox. All rights reserved. 24

25 Figure 17: Create Workspace dialog Export 1. Enter a search phrase in the search box at the top of the pane and select from the dropdown list whether to search by User name, Group name, Distribution list, Workspace name or Document name. A list of all workspaces that contain the searched item will appear in the pane. 2. Click Export Workspace Table. A browse window opens. 3. Browse to the appropriate folder and enter the export data file name. Note that selecting or entering the name of a file that already exists will overwrite the previous version of the file. 4. Click OK to create a CSV data file containing the list of workspaces. Managing Documents This tab is visible only by Super Administrators. They can see a list of all documents in their Workspaces, or they can search for documents by Workspace, User, Group, or Distribution List. From this list, they can download selected documents, change permissions for them, delete them or export the list to a file. Download 1. Click Central Management from the list of options in the left pane under Management. 2. Enter a search phrase in the search box at the top of the pane and select from the dropdown list whether to search by User name, Group name, Distribution list, or Workspace name. A list of all documents that contain the searched item will appear in the pane. 3. Select the Documents tab in the right pane WatchDox. All rights reserved. 25

26 4. Select one or more documents in the list and click the Download icon in the Menu bar. Select whether to download the original (unprotected) document or the WatchDox controlled version of it. A dialog window will open to download the file. Click OK to download. Permissions 1. Select one or more documents in the list of documents and click the Permissions icon in the Menu bar. 2. Select one of the Permissions options: Add Groups, Edit Group Permissions or Revoke Groups. a. Add Groups 1. In the Add Groups dialog, select the groups from the left pane to be authorized for the selected documents. Then click Next. Figure 18: Add Groups dialog 2. In the next dialog, enter an subject and message text to be sent to the selected group members, and then click Add. b. Edit Group Permissions 1. In the Edit Group Permissions dialog, select whether to edit all entities or specific entities, then click Next. 2. In the next dialog, make changes to the permissions for the group, then click Save Changes. c. Revoke Groups 1. In the Revoke Groups dialog, select groups from the left pane to revoke from the selected documents, or choose to revoke all groups. Then click Revoke WatchDox. All rights reserved. 26

27 Delete 1. Select one or more documents from the list and click the Delete icon on the Menu bar. 2. Enter a message that will be shown to any user who tries to access the selected documents after they are deleted. Export Figure 19: Delete groups dialog 1. Click on the Export Document Table icon in the Menu bar. A browse window opens. 2. Browse to the appropriate folder and enter the export file name. Note that selecting or entering the name of a file that already exists will overwrite the previous version of the file. 3. Click OK to create a CSV data file containing information for all documents in the list. Provisioning Roles by Domain Administrators can create and modify domain roles, which specify a user role for a workspace for all users with a specific domain ). Add Domain Roles 1. Click Provision Roles by Domain from the list of options in the left pane under Management. 2. Click on the Add Domain Roles icon in the Menu bar in the right pane. 3. In the Add Domain Roles dialog, enter the following: The domain name; The role for users with this domain, either a Workspace Owner or an Exchange Sender Indicate whether existing users in this domain will have their user role changed according to the specified role, or not WatchDox. All rights reserved. 27

28 4. Click Add. Figure 20: Add domain roles dialog Edit Domain Roles 1. Click on the Edit Domain Roles icon in the Menu bar. 2. In the Edit Domain Roles dialog, enter the following: The role for users with this domain, either a Workspace Owner or an Exchange Sender Indicate whether existing users in this domain will have their user role changed according to the specified role, or not. 3. Click Save Changes. Remove Figure 21: Edit domain roles dialog 1. Click the Remove Domain Roles icon in the Menu bar in the right pane WatchDox. All rights reserved. 28

29 2. In the Remove Domain Roles dialog, select whether to remove all existing roles for users (except for Visitor role), or leave existing roles for the domain. 3. Click Save Changes. Figure 22: Remove domain roles dialog Working with Active Directory WatchDox can be configured to work with an Active Directory Single Sign On (SSO) server within an organization s network. In this configuration, WatchDox users can sign in to the WatchDox server automatically after they have connected to their network using their Windows login. In addition, authorized users can create WatchDox groups based on Active Directory groups and send protected documents to Active Directory users. WatchDox can be configured to work with Active Directories running on Windows Server 2003 SP2, or later, Domain Controller. Active Directory and WatchDox Workspaces (sharing documents). WatchDox Workspace owners and administrators can define WatchDox groups based on Active Directory Security groups. WatchDox does not learn or obtain the identities of the members of the Active Directory Security Group; it maintains an association between the WatchDox group and the Active Directory group. Workspace owners can share Workspaces with Active Directory groups, in the same way they share Workspaces with WatchDox groups. Permissions can be assigned to these groups in the same way they are assigned to WatchDox groups. When an Active Directory user attempts to access the WatchDox server, to access a Workspace for example, WatchDox queries the Active Directory server for all 2013 WatchDox. All rights reserved. 29

30 the Active Directory groups the user is a member of, then checks whether any of these (Active Directory) groups are associated with WatchDox groups that permit the access that the user is attempting. If one is found, access is permitted. The user will see, for example, only those workspaces or folders that can be seen by the WatchDox groups associated with Active Directory Security groups for which the user is a member. To improve performance, WatchDox caches the query response from Active Directory for a particular user for one hour, so subsequent queries will check the cache first. If the information is no longer in the cache, the query will go to the Active Directory server. Metadata about Active Directory groups, such as name and description, is updated on the associated WatchDox groups once per day. Active Directory and WatchDox Exchange (sending protected documents): WatchDox Exchange users can send s with secured attachments to Active Directory Distribution Groups. They cannot send to Active Directory Security groups or to the Active Directory Domain Group (of all users). Permissions for recipients of s to access the secure attachments are those that are explicitly set in the or the default permissions for sending s (for the sender). WatchDox uses Active Directory, in essence, as an Address Book to obtain the addresses of all members of the Active Directory Distribution Group. Provisioning Roles by Active Directory Administrators can assign WatchDox Organization roles to users that belong to Active Directory groups. Select Provision Roles by Active Directory in the Management section of the left pane. A list of all the Active Directory groups defined for the organization will be shown in the right pane WatchDox. All rights reserved. 30

31 Figure 23: Provisioning Active Directory Roles To add a role to Active Directory groups: 1. Select the groups from the list. 2. Click Add Active Directory Roles in the toolbar. 3. In the dialog box, type the Active Directory Group name to which the roles will be assigned (suggestions of names will be presented via autocomplete). 4. Select the roles to assign to the group. 5. Click Add Roles to save the roles. Figure 24: Add Active Directory Roles Dialog To change a role already assigned to a group: 1. Select the group from the list. 2. Click Edit Active Directory Roles in the toolbar. 3. In the dialog box, make desired changes to the role WatchDox. All rights reserved. 31

32 4. Click Save Changes. To delete roles assigned to a group: 1. Select the groups from the list. 2. Click Remove Active Directory Roles from the toolbar. 3. Click Delete in the dialog box to confirm the deletions. Figure 25: Remove Active Directory Group Dialog Managing Devices Organization Administrators can manage user devices, listing all devices registered to a specific user, and disable or enable some or all of those devices. If a user reports a lost mobile device, the Administrator can identify that specific device (based on the user s identifying address, device type, and last activity date) in order to completely wipe clean all WatchDox controlled documents cached on that device and disable the device for document access. Document wiping is completed the next time the mobile device connects to the WatchDox service. When working with a Windows PC or a Mac, a disable request simply logs off the session that is currently active on that computer. This is useful, for example, if a user forgot to log off from a computer to which that user no longer has access. If the user downloaded WatchDox controlled documents to that computer, the documents will not be wiped clean; however, there will be no way to open or access those documents until an authorized user once again is signed in on that computer WatchDox. All rights reserved. 32

33 Notes: BlackBerries do not cache controlled documents. Therefore, they are handled similarly to computers and are simply disabled from further WatchDox access. By default, the WatchDox app on a user s mobile device or PC must call home (i.e., connect to the WatchDox service) at least once every 72 hours in order to stay registered and maintain access permissions; otherwise the user is not able to open any controlled documents cached on that device. This parameter is configurable (see Setting Offline Period). Select Manage Devices in the left pane and then Devices. The right pane will show an empty list of devices that can be controlled. 1. In the Search box, enter the address of a specific user. The right pane will update to show a list of all devices registered to that user, including the following attributes: Device Type and ID, uniquely identifying each user device. Device types include ipads, iphones, Blackberries, Windows, and Macs. Status, indicating if the device has been disabled. An empty field indicates that the device is enabled normally. Last document activity, IP address, location, and date, reflecting the most recent interaction the user had with documents under the administrator s control, using this device. Figure 26: Manage Devices list 2013 WatchDox. All rights reserved. 33

34 To disable devices that are currently enabled: 1. Select one or more devices from the list and click Wipe & Disable in the toolbar. 2. In the dialog that opens, click Wipe & Disable to confirm the action. To enable devices that have been disabled: 1. Select one or more devices from the list and click Enable. 2. In the dialog box that opens, click Enable to confirm the action. To export a list of user devices: 1. Select one or more devices from the list and then click Export Devices in the toolbar. A browse window opens. By default, if you don t select any devices, the complete list is exported. 2. Open the appropriate folder and enter the export data file name. Note that selecting or entering the name of a file that already exists will overwrite the previous version of the file. 3. Click Save to create a CSV data file containing status information for all devices currently registered to the selected user WatchDox. All rights reserved. 34

35 4 Generating Logs and Reports Generate reports for user activity in Exchange, in workspaces, or both in order to see when files were accessed and downloaded in WatchDox workspaces and sent through WatchDox Exchange. Choose whether you want to download the report (for reports of up to 5000 lines), or the report to your inbox. Generating WatchDox Exchange Reports Reports can be created for any or all of the users that have been configured as Exchange senders. The generated CSV file provides a meaningful summary of user Exchange activity, including: Document owner name and address Document name User (recipient) name and address Specific user activity Details about the activity Date, time, and location of the user activity Name and IP address of the user device Downloading or ing a WatchDox Exchange report by date range 1. Select the user addresses for which you want to generate a WatchDox Exchange report. 2. Click Generate Logs, and select Download by date range or by date range, as desired WatchDox. All rights reserved. 35

36 3. Select the desired date range for the report, and click Apply. A CSV data file containing export log data recording all WatchDox Exchange user activities for the selected users in the given date range is downloaded, or sent by to your address. 4. Open or save the report, as desired. Downloading or ing a WatchDox Exchange report for all sender activities 1. Select the user addresses for which you want to generate a WatchDox Exchange report. 2. Click Generate Logs, and select Download all activities or all activities, as desired. A CSV data file containing export log data recording all WatchDox Exchange user activities for the selected users in the given date range is downloaded, or sent by to your address. 3. Open or save the report, as desired WatchDox. All rights reserved. 36

37 Generating WatchDox workspace activity reports Generate a report for all user activity within a selected workspace. The CSV file that is generated provides a meaningful summary of workspace activity, including: Workspace and folder names Document owner name and address Document name User name and address of the active user who performed the specified activity within the selected Workspace Specific user activity Details about the user activity Date, time, and location of the activity Name and IP address of the user device Downloading or ing a WatchDox workspace activity report by date range 1. Select the workspace for which you want to generate a workspace activity report. 2. Click Generate Logs, and select Download by date range or by date range, as desired. 3. Select the desired date range for the report, and click Apply. A CSV data file containing export log data recording all user activities within the selected workspace in the given date range is downloaded, or sent by to your address. 4. Open or save the report, as desired WatchDox. All rights reserved. 37

38 Generating or ing a WatchDox workspace report for all activities 1. Select the workspace for which you want to generate a workspace activity report. 2. Click Generate Logs, and select Download all activities or all activities, as desired. A CSV data file containing export log data recording all user activities within the selected workspace is downloaded, or sent by to your address. 3. Open or save the report, as desired. Generating user activity reports Generate a report for all WatchDox user activities within your organization s workspaces and documents sent via WatchDox Exchange. The CSV file that is generated provides a meaningful summary of user activity, including: User name and address Document location (workspace name or Exchange action) Document path Document name User activity Details about the activity Date, time, and location of the user activity Name, IP address, and type(windows, ipad/iphone, Blackberry, etc.) of user device Generating or ing a user activity report by date range 1. Select the user addresses for which you want to generate a user activity report WatchDox. All rights reserved. 38

39 2. Click Generate Logs, and select Download by date range or by date range, as desired. 3. Select the desired date range for the report, and click Apply. A CSV data file containing export log data recording all WatchDox Exchange user activities for the selected users in the given date range is downloaded, or sent by to your address. 4. Open or save the report, as desired. Generating or ing a WatchDox Exchange report for all sender activities 1. Select the user addresses for which you want to generate a user activity report. 2. Click Generate Logs, and select Download all activities or all activities, as desired. A CSV data file containing export log data recording all WatchDox Exchange user activities for the selected users in the given date range is downloaded, or sent by to your address. 3. Open or save the report, as desired WatchDox. All rights reserved. 39

40 5 Setting Protection Policies Administrators can configure service security policies at the organizational level. These are in the Protection Policies group of the Admin console. Setting Workspace Document Policies Administrators can define the default set of document permissions configured for Workspace users. 1. Access Protection Policies > Workspace Document Policies. Figure 27: Workspace Document Policies 2. Select or clear the workspace document policies, as applicable. 3. Click Apply to save your selections. 4. In the confirmation window that opens, click Apply to save these changes. Setting WatchDox Exchange Document Policies Administrators can define the default set of document permissions configured for Exchange users WatchDox. All rights reserved. 40

41 1. Access Protection Policies > Exchange Document Policies. Figure 28: Exchange Document Policies dialog 1. Select or clear the workspace document policies, as applicable. 2. Click Apply to save your selections. 3. In the confirmation window that opens, click Apply to save these changes. Setting Mobile Policies Note: This setting is available to Organization Administrators only. Set on which mobile devices users can to access their WatchDox files. Disable access to prevent users from using the WatchDox app to access your organization s workspaces. When disabled, the user can log in to their WatchDox app, but cannot see any of your organization s workspaces. 1. Select Mobile Policies within Protection Policies. Figure 29: Set Mobile Access Policy dialog 2. To disable access to WatchDox from Android devices, select Disable access from Android devices WatchDox. All rights reserved. 41

42 3. To disable access to WatchDox from Blackberry devices, select Disable access from Blackberry devices. 4. To disable access to WatchDox from iphones and ipads, select Disable access from iphone and ipad devices. 5. To disable access to WatchDox from Windows Mobile devices, select Disable access from Windows Mobile devices. 6. Click Apply to save the settings. Setting Offline Period Administrators can configure the period of time within which users can have offline access to files. When the time period has passed, end user devices must be back in contact with the WatchDox server in order for documents on the device to remain viewable. The default value is 72 hours. To set the Offline Period: 1. Select Offline Period Configuration within Protection Policies. 2. Set a value and click Apply. 3. In the dialog box that opens, click Continue to confirm the value. Watermarks Workspace Admins and contributors, as well as Exchange Senders, determine whether or not Watermarks should be displayed in a specific document or group of documents, configured in the document Permissions settings. The Organization Administrator determines how these Watermarks should appear. Watermarks are displayed in each page of a document in any of three areas on the page: across the top, across the bottom, and/or diagonally across the page. Watermark content can be configured independently for each of these areas. Configuration options include font size, font color, and watermark opacity, where the configuration settings are selected from drop down lists. Each of these watermarks can contain up to four lines of content, depending on the watermark 2013 WatchDox. All rights reserved. 42

43 location. Content can be selected from a drop down list of predefined options, or entered as free text by the Administrator. The default configuration options for a simple diagonal watermark are illustrated in the following figure. Configure the watermarks that are relevant for your organization and then click Apply. Figure 30: Apply Diagonal Watermark dialog A confirmation window opens, verifying that you wish to save these changes to the default watermark configuration. Click Save to save the changes WatchDox. All rights reserved. 43

44 6 Configuration WatchDox Mode Configuration The WatchDox system supports different three Enterprise modes for user permissions: Figure 31: Enterprise Modes list Organization Administrators can set the mode that will be applied to all users in their organization. 1. Select WatchDox Mode Configuration within Configuration in the left pane. 2. Select the Enterprise mode to apply from the list in the right pane and then click Apply. 3. Click Continue in the dialog box that opens to confirm the selection WatchDox. All rights reserved. 44

45 WatchDox Enterprise Mode: in this mode, users can select permission templates to download original documents and view them online. Figure 34: Sending a file with WatchDox Enterprise Mode WatchDox Enterprise ES Mode: in this mode, users can select any permission template, including downloading original, downloading controlled documents, or online viewing. Figure 35: Sending a file with WatchDox Enterprise ES Mode 2013 WatchDox. All rights reserved. 45

46 WatchDox Enterprise ES (Restrict Full Access) Mode: in this mode, Microsoft Office and PDF files, when downloaded to the PC, are always enforced with WatchDox controls. Figure 36: Sending a file with WatchDox Enterprise ES (Restricted Mode) Authentication Administrators can set the method the users in their organization sign in to the WatchDox server and whether users can switch between accounts. To set these authentication parameters, select Authentication within Configuration in the navigation pane on left to open the authentication dialog. 1. Tick Allow user to switch accounts if users will be permitted to switch accounts. 2. Select one of the authentication methods, Authentication, Username & Password or Active Directory. 3. Click Apply. In the confirmation window that opens, click Apply to save the settings WatchDox. All rights reserved. 46

47 Figure 32: Authentication Dialog Authentication Authentication Should Authentication be selected, users will be prompted to click on a link that is received via an sent from WatchDox. End users who authenticate via this method will be prompted to enter their address and to select if the computing device is a trusted Private Device or a Public Device. If the device is designated as a Private Device, the authentication token does not expire unless the user explicitly logs out. If the device is designated as a Public Device, the authentication token expires after 5 minutes or if the session is closed. Figure 38: End User Authentication via Authentication Username & Password Should Username & Password be selected, a set of configurations are presented. 1. Password Policy allows the administrator to set the desired password configurations for end users 2013 WatchDox. All rights reserved. 47

48 Figure 39: Password Policy Minimum length: sets the minimum number of characters required Maximum length: sets the maximum number of characters required Minimum uppercase character(s): sets the minimum number of uppercase characters (e.g. T ) required Minimum lowercase character(s): sets the minimum number of lowercase characters (e.g. t ) required Minimum numbers: sets the minimum number of numbers (e.g. 8 ) required Minimum special character(s): sets the minimum number of special characters (e.g. # ) required Number of wrong password entry attempts: sets the number of failed login attempts before the user account is locked out (the user would be able to recover the account by answering the Secret Question they had selected). Remember me duration in days: sets the number of days that the user is logged into WatchDox through the browser web interface without the need to re-enter the password. Note that this configuration does not apply to the WatchDox for Windows Sync client and the WatchDox Mobile Applications WatchDox. All rights reserved. 48

49 2. Secret Questions is a configurable set of questions that the end user can select from to use for password recovery or locked account. Figure 39: Secret Questions Selection List 3. Black List is a configurable list of passwords that are not permitted by the organization (e.g ) Figure 40: Password Black List Note, the authentication settings are configured at the domain level and will be inherited by all of its sub-domains. For example, the authentication setting for will be inherited by a.company.com and b.company.com. This applies to all organizations that have a sub-domain on the WatchDox public cloud. Authentication Active Directory Microsoft Windows Credentials can be used by end users to log into WatchDox. Configuring the WatchDox server to integrate with Active Directory will allow Windows Credentials to be used during the authentication process WatchDox. All rights reserved. 49

50 To perform the integration for authentication with Windows Domain Credentials, please contact your WatchDox Technical Account Manager to help in the configuration process. A Windows Virtual Appliance will be implemented within the WatchDox server and this Windows machine will be connected to the enterprise s Windows domain. When a user connects to WatchDox (either through the Web Interface, Windows Sync client or Mobile App), and is successful in presenting his stored Windows Domain Credentials, a Kerberos ticket will be generated which will allow the user to log into the WatchDox system. Should the user not have a stored Windows Credential on the computing device, WatchDox will prompt the user with a login window for the user to enter their Windows Domain password. Authentication OAuth Integration with 3rd Party Providers WatchDox simplifies user authentication while enhancing security through its ability to integrate with the customer s authentication scheme through a single sign-on procedure. WatchDox s SSO implementation provides controlled access to all its services, with the customer maintaining control over user identity and authentication. Customers who choose to integrate with WatchDox using the Oauth 2.0 Single Sign On protocol may also choose to authenticate users through a third-party authentication or identity provider (e.g. 2 Factor Authentication, Single Sign On, etc.). To integrate WatchDox to other third party authentication and identity providers, please contact your WatchDox Technical Account Manager to help in the configuration process. Multi-mode Authentication Multi-mode authentication enables your organization to use multiple user authentication methods based on user domain WatchDox. All rights reserved. 50

51 You can associate each authentication method with one or more domain. Set a default authentication method for non-defined domains. For example, you could define the following authentication policy for your organization and partners: All users accessing your WatchDox system with address need to sign using an Active Directory single sign on authentication. All users accessing your WatchDox system with address need to sign using an user name and password authentication. All other users accessing your WatchDox system need to sign using authentication. For more information on configuring multi-mode authentication, refer to the Configuring Multi-Mode Authentication Technical Note. Active Directory Configuration If the WatchDox server will be working with an Active Directory server on the organization s network, the Administrator can set parameters for connection between these servers. To configure the Active Directory connection: 1. Select Active Directory Configuration in Configuration from the left navigation pane. 2. Set the following parameters: Expose Active Directory only to the following WatchDox Users: set names of domains of users who will be able to query the Active Directory. Active Directory Server Address: set up to three IP address(es) of the DNS server of the Active Directory domain. Port: set the port of the Active Directory server. Default value is 389, the LDAP port WatchDox. All rights reserved. 51

52 Base DN: set the base Distinguished Name in the Active Directory tree that will be exposed to the WatchDox server (for example, if only part of the Active Directory tree will be accessible to the WatchDox server). Username to connect to Active Directory: username in Active Directory by which the WatchDox server can connect. Password to connect to Active Directory: password for above user. 3. Click Verify to test the parameters against the server to verify them. 4. Repeat the above steps for all connections. There can be multiple connections to the same Active Directory server, but each must be to different parts of the tree. There can also be connections to multiple Active Directory servers. 5. To remove a connection, click Delete in the upper right opposite the connection. Figure 43: Active Directory Configuration Dialog Tuning the System Administrators can adjust settings to tune the system performance. These settings will control how large files are uploaded to the WatchDox servers, and the time it takes to upload them. File Upload for Web Application and Blackberry users The administrator can improve the performance for file uploads for documents viewed primarily on the web application or on BlackBerry devices. These applications require documents to be converted to flash format prior to rendering. The tuning parameters determine whether the conversion to flash is done at the 2013 WatchDox. All rights reserved. 52

53 time the document is uploaded, or when it is first opened for downloading and viewing. The administrator can select from three performance options: Conversion on Demand. Documents are converted to flash format the first time they are opened for rendering in the Web application or on a BlackBerry device, not when they are uploaded. The flash format of the document is saved on the server for future use, so the conversion only takes place once. This setting is recommended when there are many users of the WatchDox for Windows Sync desktop folder as sync uploading times will be reduced. Conditional Conversion. Documents are converted to flash format when they are uploaded, if they satisfy one of two conditions: or a. The file size exceeds a set minimum size (default 5MB) b. The number of users who can access the file exceeds a minimum number (default 100). This setting will improve performance for opening and viewing documents as larger documents will be converted on upload. Prioritized Conversion. Documents are always converted to flash format when they are uploaded. This setting will give optimal performance for viewing online and on BlackBerry devices, but will lengthen the time to upload a document. Conversion The Administrator can set the time out period for the conversion of Microsoft Office documents to the PDF format that is used for online viewing. The default is 150 seconds. The Administrator can also choose whether to delete converted PDF files that have not been used for online viewing in a configurable number of days, to save storage space WatchDox. All rights reserved. 53

54 Similarly, the Administrator can choose whether to delete files converted for online viewing on BlackBerry devices, if they have not been used for a configurable number of days. Figure 46: System Tuning Dialog Setting Default Web Sharing Permissions Default sharing permissions can be set for Workspaces and WatchDox Exchange. Workspaces that are shared with the quick to use Invite new members workflow will have be grouped into either Default Contributors or Default Visitors Workspace Groups. Members of those Groups will utilize the default Visitor or Contributor sharing permissions defined by the organization. Figure 44: Default Contributors and Visitors Group 2013 WatchDox. All rights reserved. 54

55 Likewise, if files are sent via WatchDox Exchange through WatchDox mobile apps, the permissions designated in the Exchange default sharing permissions will be applied. The available permissions, and if applicable templates, will depend on which Enterprise mode has been set. To set the default permissions: 1. Select Default Web Sharing Permissions within Configuration in the left navigation pane. 2. Select the permissions for Workspace Visitor, Workspace Contributor and WatchDox Exchange users from the drop-down lists. 3. Click Apply. 4. In the confirmation window, click Apply to save your settings. The permissions in the drop-down lists will be the permissions templates for the different users. Figure 45: Set Default Web Sharing Permissions Dialog Setting Mobile Sharing Parameters These policies define whether a mobile user can share WatchDox-controlled documents and annotations without having to send them through a mail client application on their device. Select one of the following sharing options: 2013 WatchDox. All rights reserved. 55

56 Allow sharing with workspace administrators: this option allows the user to share with workspace administrators only Allow sharing with all permitted groups: this option allows the user to share with all groups that have appropriate permissions for the documents and annotations A sub-selection of this option is: o Allow selecting single groups from permitted groups list: this option allows the user to share to specific groups from amongst those permitted Allow sharing with specific addresses: this option allows the user to share with specific recipients by their address. Click Apply once your selections have been made to apply them. Defining Tags Administrators can define tags that can be associated with documents in their organization s workspaces. There are three types of tags: Text these tags are free-text Number these tags are numeric Date these tags are dates. Select Define Tags from the left pane and then Definitions. This will show a list in the right pane of all tags defined, as well as their type. To add a new tag: 1. Select Add from the toolbar in the right pane, to open the Add tag dialog box. 2. Enter a category or name for the tag. 3. Select the tag type from the dropdown list. 4. Click Add to save the tag WatchDox. All rights reserved. 56

57 To change an existing tag: Figure 47: Add Tag Dialog 1. Select the tag from the list. 2. Click Edit from the toolbar, to open the Edit tag dialog box. 3. Make any desired changes to the category or type 4. Click Save Changes. Figure 48: Edit Tag Dialog To delete tags: 1. Select the tags from the list. 2. Click Delete from the toolbar. 3. Click Delete in the dialog box to confirm the deletions. Figure 33: Delete Tag Dialog 2013 WatchDox. All rights reserved. 57

58 Configuring WatchDox Apps Administrators in organizations that have WatchDox Apps enabled (see above, WatchDox Apps users) can configure the way they are used (if at all) within their organization. WatchDox Apps are Office applications for editing Office documents, run on the WatchDox server using a Remote Desktop sessions that runs within the WatchDox application. If Enable WatchDox Apps is checked the Administrator will be asked to confirm that the organization has the appropriate licenses to use Microsoft Remote Desktop Services, which are required for WatchDox Apps. If this is confirmed, the Administrator will be able to enable one or both of the following options, to allow users in the organization to be made WatchDox Apps users: Enable WatchDox Apps (LibreOffice) Role: use the open-source LibreOffice suite to edit documents. If this option is selected, the Administrator will be requested to confirm that the necessary licenses are in place to use LibreOffice, Adobe Reader and Microsoft Viewer products within the organization. If this is confirmed, users within the organization can be made WatchDox Apps users, and will use LibreOffice applications for online editing of office documents, and Adobe Reader for PDF files. Enable WatchDox Apps (Microsoft Office) Role: use Microsoft Office products to edit documents. If this option is selected, the Administrator will also be requested to confirm that the necessary licenses are in place within the organization. If this is confirmed, users within the organization can be made WatchDox Apps users, and will use Microsoft Office applications for online editing or viewing of office documents, and Adobe Reader for PDF files. Enable WD Apps Broadcast: allow users to use the Broadcast option while editing documents using WatchDox Apps. The Broadcast option allows user to share their desktop with other users in a browser session. When a user starts a Broadcast session, a URL is generated for the session, which can be shared with 2013 WatchDox. All rights reserved. 58

59 other users. These other users can open a browser window, from this URL, and see the document and all editing and navigation actions performed on it by the original user in the WatchDox Apps session. The original user can control the Broadcast session from within the WatchDox Apps session, including pausing the broadcast or terminating it. Click Apply to save the selections. Figure 34 Configure WatchDox Apps Storage Report Configuration Administrators in organizations hosting WatchDox on a virtual appliance can see the total amount of storage that is currently used on the appliance, and set a daily alert that will be sent when storage usage exceeds a threshold level. These alerts are sent by to the Organization s Administrators or Super Administrators. Select the Storage Report Configuration option from within Configuration. Total Storage Usage Set the storage utilization threshold (as a percentage of the total storage) that will trigger a daily report. Also, set which administrators will receive the report. Alerts will be sent, daily, to the designated recipients, only if the storage utilization exceeds the threshold. Individual Storage All Organization Administrators (whether their organizations use a virtual appliance or are hosted on the WatchDox cloud) can set up a daily report listing all users whose storage use exceeds a threshold level WatchDox. All rights reserved. 59

60 Set the threshold level, and which administrator s will receive the report. The report will be sent by , daily, if there are users exceeding the threshold. This option can be disabled by unchecking it. Click Apply to save the changes. Both of the above reports can be generated and sent immediately by clicking Generate Reports Now. Figure 35 Storage Report Configuration dialog File Retention Configuration Administrators can set policies controlling whether and when to remove older Workspaces or files from the WatchDox server, in order to conserve storage space. Items that are removed are placed in the Recycle Bin, from where they can be later recovered, if needed, or permanently deleted. Workspaces To enable the removal of older files in Workspaces to the Recycle Bin: 1. Check the box, Number of days without any activity (view, download, upload) after which a Workspace should be moved to the Recycle Bin 2. Set the number of days since the last activity on a file WatchDox. All rights reserved. 60

61 Exchange Folders To enable the removal of older files in WatchDox Exchange folders to the Recycle Bin: 1. Check the box, Number of days without any activity (view, download, upload) after which files stored in Exchange should be moved to the Recycle Bin. 2. Set the number of days since the last activity on a file. Workspace & Exchange (Recycle Bin) To enable the permanent removal of older files from the Recycle Bin: 1. Check the box, Number of days after which items stored in the Recycle Bin will be permanently deleted from storage. 2. Set the number of days that a file is in the Recycle Bin. Click Apply to save any of the above settings. Figure 36 File Retention Configuration 2013 WatchDox. All rights reserved. 61

62 7 Customizing the User Interface Organization Administrators can customize the web application appearance to display your organization s branding information and to redirect legal and support links to external web pages that you maintain independently. Note: These features are relevant only for organizations utilizing a customized subdomain within the WatchDox cloud or for organizations hosting WatchDox on an on-premises virtual appliance. Branding You can either keep the default WatchDox logo, or replace it with your own corporate logo. Click Choose File to browse to the appropriate corporate logo file, select the file, and click Apply. Note that if your organization is working within a separate WatchDox subdomain, the Organization Administrator can replace the logo within that sub-domain. If your organization does not have its own WatchDox subdomain, then to implement this feature you must contact WatchDox technical support to reconfigure the corresponding WatchDox settings appropriately. Figure 50: Branding customization dialog Links Click on a link field to edit the link address (URL) or description to match your organization s configuration WatchDox. All rights reserved. 62

63 Fields that have been edited are marked with a red flag in the corner of the field s text box. Click Apply to accept the new configuration settings. Once the new values are saved, the red flag is cleared. Figure 51: Link address configuration dialog A confirmation window opens, verifying that you wish to save these changes to the default support links configuration. Click Save to save these changes WatchDox. All rights reserved. 63

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