Get Started Guide for Admins

Transcription

1 Get Started Guide for Admins This Admin Guide will provide instructions for getting started with SecuriSync, provide tips for setting up your SecuriSync environment, and overview the superior management capabilities of the service. WHAT IS SECURISYNC? SecuriSync by Intermedia is our business-grade file sync and share service. Your end users will like that SecuriSync is intuitive and easy-to-use and can immediately increase their productivity. For more about the features of SecuriSync, visit or download Windows and Mac User Guides. There are eight main sections in the admin guide: 1. Enable SecuriSync for End-Users Enable SecuriSync for users 2. Configure Storage Packages Choose and manage the right storage packages 3. Deploy Desktop and Mobile Clients Learn how to install and configure clients 4. Educate your End Users Learn how to quickly train end-users on SecuriSync 5. Start Backing up Learn how to set up file backup for your end users 6. Start Sharing Learn how to set up file sharing for your company 7. Advanced Desktop Client Features Learn about adv. Win/Mac client features 8. Security, Visibility & Control Learn about all the Admin & Security features FOR MORE INFO VISIT: CALL US US intermedia.net

2 SecuriSync Get Started Guide for Admins 1 ENABLE SECURISYNC FOR END-USERS Create SecuriSync Users You can enable SecuriSync for existing users through HostPilot just as you would for any Intermedia service. Navigate to the SecuriSync tab in HostPilot. You can enable SecuriSync for specific users by ticking individual checkboxes or for all your users at once by selecting the check box on top of the SecuriSync column. You can also create new users from this page and provision SecuriSync and other Intermedia services.

3 SecuriSync Get Started Guide for Admins 2 NOTE: If you are enabling SecuriSync for many users or you simply want to keep the user identities in HostPilot in sync with your on-prem Domain Controller, you can accomplish this using our AD Sync tool, UserPilot. UserPilot can import Users and Distribution Lists and continuously keep them in sync with SecuriSync, as you manage your users in AD. For more information, view this Knowledge Base Article. IMPORTANT: UserPilot can be used to sync Users and Distribution Lists to a SecuriSync account on any plan that includes Microsoft Exchange and UserPilot. External Users If your users need to collaborate on shared content with external collaborators in either an ongoing or project basis, they can invite external collaborators to share using the SecuriSync Sharing dialog. For more information about external SecuriSync users, you can view this Knowledge Base Article. Each new SecuriSync user will receive an containing useful tips on how to get started. CONFIGURE SECURISYNC STORAGE PACKAGES Intermedia plans are configured with different amounts of included SecuriSync storage. However, you can manage and modify your storage package settings at any time through HostPilot. To choose a storage package, navigate to the Storage Management tab and choose the desired package from the drop-down list. IMPORTANT: SecuriSync Storage package is applied to all SecuriSync users on your account.

4 SecuriSync Get Started Guide for Admins 3 For more information on selecting storage packages, please see this Knowledge Base article. Storage pooling SecuriSync storage is pooled for all users on your account, allowing you to maximize your storage allocation and address individual patterns of usage. Total storage available for your account will be calculated as follows: Overage # of enabled SecuriSync users x GB allocation of storage package = total available storage pool For example, if you have 10 users configured on the 10 GB package, the total pool of storage available is 100 GB. This is also known as your account quota. Once the account quota is surpassed, Intermedia will notify you and - if no action is taken we will automatically increase your storage allocation by 1 GB/user, ensuring that end-users can continue to collaborate. We will continue to automatically increase your overage as your usage increases. If you wish to decrease the amount of storage you are using, you can see the storage management tips in the next section. You can also upgrade to a larger storage package using the storage package selection workflow described previously. Managing storage The storage management tab provides a summary view your current account-level storage quota and the amount of storage your users are using. You can also see the amount of storage an individual user is storing in SecuriSync on the SecuriSync users list.

5 SecuriSync Get Started Guide for Admins 4 You can optimize your storage in the following ways: Changing the retention policy for file versions & deleted items o The default setting is to retain them forever o If you change these settings, it s highly recommended not to set them lower than 1 year, in order to prevent accidental data loss Establishing business processes if there are types of files you do not wish employees to store in SecuriSync (i.e. personal videos or photos). You can get a detailed view of the SecuriSync events in any user s folder through the Audit Log. More information about this feature as well as managing retention policies is included later in this guide. Ingest Data You can migrate your company s data to SecuriSync in several different ways. The most optimal approach will depend on the amount of data, network bandwidth, source platform, etc. The Intermedia Onboarding team can help you determine the most efficient data migration method based on your requirements and environment. Please contact your Account Manager at to coordinate a call with the Onboarding team.

6 SecuriSync Get Started Guide for Admins 5 Note: If you are attempting to migrate a large amount of data from an existing service using the desktop client, please consider the following limits: Windows File Server Sync Client: You can sync up to 1000,000 files per client. Windows Desktop Client: You can sync up to 500,000 files per client. Mac Desktop Client: You can sync up to 150,000 files per client. DEPLOY DESKTOP CLIENTS Desktop client installation can be accomplished in two ways: 1. Manual Installation (Windows, Mac) 2. Mass Installation (Windows Only) Desktop client download links are available below as well as in Hostpilot and SecuriSync Web App. o Windows Desktop Client (XP, 7, Vista, 8) o Mac Desktop Client (10.10+) Client installation requires Administrative privileges. For more information about the client installation, read the Knowledge Base articles for either Windows installation or Mac installation. Mass Client Deployment If you wish to perform a mass deployment of the Windows desktop client for all your users, we have developed a logon script. Details are available in our Knowledge Base article on Mass Client Deployment. Enable Outlook and Office plugins Starting with version 2.10.x, both Outlook and Office plugins are automatically installed as part of the Windows desktop installation. These integrations will allow users to easily share and manage files directly from Outlook or Office.

7 SecuriSync Get Started Guide for Admins 6 For more information on the plugins, please see the Knowledge Base articles for the Outlook plugin or the Office plugin. Deploy Mobile Apps SecuriSync mobile applications are available for ios, Android, BlackBerry, and Windows 8 Mobile. With mobile apps installed, users will be able to access their SecuriSync content wherever they go. Mobile apps are available in the respective app stores. Download links for mobile apps are also included in the system-generated end user Welcome and available in the SecuriSync Web app. Here are some other alternatives for deploying mobile apps. Links Send your users and and instruct them to open the on their mobile device. Copy and paste the links below: ios: Android: BlackBerry: Windows 8 Mobile: Mass Deployment If your organization has a Mobile Device Management (MDM) solution, MDM can be used to provision SecuriSync mobile apps on mass.

8 SecuriSync Get Started Guide for Admins 7 Automatic Client Updates Windows & Mac Desktop Clients Updates to Windows and Mac desktop clients are performed automatically. Users may be prompted to restart Windows Explorer after an update. You will be notified about each new SecuriSync release, before auto-updates are pushed down to users machines. Mobile apps Mobile apps are updated through the standard update process via the mobile devices app store. EDUCATE END USERS SecuriSync is designed to be easy-to-use and intuitive. However, we ve created several resources that will help end users quickly learn about SecuriSync s many features. Get Started portal for End-users End-user training materials and videos are available here: User Guides Share Get Started guides for Windows and Mac with your end-users.

9 SecuriSync Get Started Guide for Admins 8 Product tours Product tours are shown to users the first time they login to SecuriSync on the desktop, mobile devices, or on SecuriSync web. Tours are also shown to users in Outlook and Office the first time those applications are opened after plugin installation. START BACKING UP Configure Folder Selection Backup Policy SecuriSync Desktop clients for Mac and Windows can be configured to back up My SecuriSync, Desktop and Documents folders in real time. Admins can configure a Folder Selection policy in the Backup Policies menu in the HostPilot. The backup policy specifies which folders on users devices will be backed up.

10 SecuriSync Get Started Guide for Admins 9 The policy is pushed down to all work and personal computers belonging to subscribing users. External users will not receive the policy and will only sync the My SecuriSync folder. Configure File Type Exclusions Backup Policy Certain file types are not suitable for real-time backup because they are very large, frequently change, and typically do not need to be backed up. Here are some exclusions configured by default: Outlook files Virtual machines (vmdk, vhd, etc.) QuickBooks Logs Databases SecuriSync automatically excludes temporary files

11 SecuriSync Get Started Guide for Admins 10 Configure Folder Path Exclusions Backup Policy As mentioned above, certain file types and folder paths do not need to be backed up. Folder Path Exclusions allow Admins to configure folders which are to be excluded from backup. Here are some exclusions configured by default: Documents/Microsoft User Data Documents/Custom Office Templates Documents/Virtual Machines Documents/Virtual Machines.localized

12 SecuriSync Get Started Guide for Admins 11 Documents/Parallels This feature also allows file type exclusions to be applied only to certain folders in cases where the file type should generally be backed up (i.e. it should not be entered in the list of file type exclusions) but should not be backed up within a particular folder path. Why should I exclude Outlook files from Backup? Outlook clients are typically set up in Cached mode and set to keep a subset of in the local outlook file. Mail to keep offline is usually set to 12 months or less to ensure good Outlook performance.

13 SecuriSync Get Started Guide for Admins 12 Therefore, there is little use in continuously syncing Outlook files which contain a small subset of one s mailbox contents. PSTs also change very frequently and would continuously sync. Intermedia s Outlook Backup can be used to seamlessly back up and retain PST files instead. Outlook for Mac sometimes stores the Outlook file in the Documents folder, which will be commonly set to sync in the Admin Backup policy. As a result, this issue is more likely to occur on the Mac platform. Configure Data Retention Policies Every time a user saves a file, a new version is created. By default, SecuriSync keeps unlimited versions of each file. For more information about versioning, please read our Knowledge Base article. When a file is deleted in SecuriSync, it is moved to SecuriSync recycle bin. Files in the recycle bin can either be restored to the original SecuriSync folder or permanently deleted. This multi-step process helps reduce the chance of an accidental deletion of content. Versions and Deleted items make up content history which facilitates point-in-time restores, individual version roll-backs, and restoration of deleted items. The retention policy settings below control how long this content history is retained and ultimately, how far back a user can roll back/restore their content. In order to avoid data loss, it is highly recommended to set both of these settings to at least 1 year. Prevent Users from being able to Permanently Delete Files Every time a file is deleted on an end-user s computer, SecuriSync places it in the recycle bin. Deleted items are kept there until they are purged by the Retention policy or Permanently deleted by the end-user. Since Permanently deleted files are not recoverable, we recommend to prevent users from permanently deleting files using the option below.

14 SecuriSync Get Started Guide for Admins 13 START SHARING Sharing Permissions SecuriSync supports three permission levels: Co-Owner, Modify, and View. This provides a high-degree of control over access to the content. Different permission levels can be assigned to collaborators on any given folder. Permissions can be changed or revoked at any time from within the Sharing dialog. Sub-folders can also be set with different sharing permissions than top-level folders. Internal Collaboration End-users can share with their co-workers or anyone in your company s Active Directory list.

15 SecuriSync Get Started Guide for Admins 14 All Active Directory user names will be auto-completed as they are typed into the sharing dialog. Collaborators can also be selected from within the Address Book. For each shared folder, users can view the status of the sharing request, resend an invitation, stop sharing, or change sharing permissions.

16 SecuriSync Get Started Guide for Admins 15 Once they have been given sharing permissions for a particular folder, invitees will receive an notification. The notification contains a link that launches SecuriSync Web where they can accept the invitation. Invitees must accept the invitation before they can access content in the shared folder. Once an invitation is accepted, all shared content will be synchronized to devices running SecuriSync. Group Sharing Group sharing allows simple and secure sharing with teams or groups of users. SecuriSync Groups use Exchange Distribution Lists configured within the company s Intermedia HostPilot account or imported from an on-prem Domain Controller using UserPilot. Distribution lists are automatically imported when SecuriSync is enabled. Distribution list changes are synced with SecuriSync on a nightly basis. Groups also simplify new user onboarding. When a new employee is added to a Distribution List/SecuriSync group, he/she will immediately be invited to all the shares that group has been given permissions for. Product group Click on Group name to view members

17 SecuriSync Get Started Guide for Admins 16 Important: Group sharing is only supported on plans with Hosted Exchange and on accounts with Distribution Lists If a Distribution List includes Mail Contacts, they will NOT be invited to a share. Each of those users will need to be invited individually. Collaborative Sharing with External Users End-users can share folders with External collaborators such as customers, consultants, and partners, by entering their full address in the Sharing dialog and assigning a permission. External User Features: External users are free External users need to complete a simple sign-up once they receive an invitation from your employee(s) External users do not have any storage, rather they are allowed to consume storage from your company s storage pool External users cannot re-share content shared by your employees. As a result, they cannot be assigned Co-owner permissions. They can only have View or Modify permissions. External users can install and use all desktop and mobile apps to collaborate with your employees External users cannot recover their password on their own. They will be instructed to contact your account Administrator if they forget their SecuriSync password. Multiple employees can share with the same External user Sub-folder sharing

18 SecuriSync Get Started Guide for Admins 17 You can use sub-folder sharing to organize content intuitively and only share the appropriate content with the right collaborators without having to create different top-level folders for every new project. In the example below, the to-level folder Marketing has been shared with Modify permissions with Jon, Laura, and Pete. All the sub-folders under this parent folder will inherit those same sharing permissions. Folder Action Result Top-level folder Marketing Share with Modify permissions with Jon, Laura, Pete Subfolder Design N/A Result: Shared with Modify permissions with Jon, Laura, Pete via permission inheritance Subfolder Campaigns N/A Result: Shared with Modify permissions with Jon, Laura, Pete via permission inheritance Subfolder Web Site N/A Result: Shared with Modify permissions with Jon, Laura, Pete via permission inheritance However, in the next example, the top-level folder, Marketing was not shared with anyone. The three sub-level folders, Design, Campaigns, and Web Site are each shared separately with individual collaborators. Folder Action Result Top-level folder Marketing N/A Not shared with anyone Subfolder Design Share with Pete with Modify permissions Design folder shared with Modify permissions with Pete. Pete doesn t have access to Campaigns and Web Site Subfolder Campaigns Share with Laura with Modify permissions Campaigns folder shared with Modify permissions with Laura. Laura doesn t have access to Design and Web Site Subfolder Web Site Share with Jon with Modify permissions Web Site folder shared with Modify permissions with Jon. Jon doesn t have access to Campaigns and Design Sharing content with web links You can generate secure links to any files or folder to share content in wiki s, Intranet sites, or any location where you might need to reference content. Sharing content via web links helps insure that the most up-to-date content is always being referenced. As long as the file name does not change, the link will always be valid. STOP WEB LINK SHARE option can be used to disable the web link.

19 SecuriSync Get Started Guide for Admins 18 Users can choose to password-protect the link before sending it. If a link is passwordprotected, the recipient will be asked to enter a password before being able to view and download the content. The password will not be sent along with the link, so if your passwordprotect a link, make sure you provide the password separately. ADVANCED DESKTOP CLIENT FEATURES There are several advanced features available in Windows and Mac desktop clients that provide greater customization of the SecuriSync environment. Selective Sync Selective Sync allows users to preserve diskspace on their computers by choosing to store some of their files in the cloud only. By unchecking some of the folders in Selective Sync, users remove them from their local computers, but they can still access them via Web and Mobile apps. This allows users to keep a working set of files on their work and home computers, while their other ( Archived ) content in the cloud.

20 SecuriSync Get Started Guide for Admins 19 Selective sync works at the sub-folder level for each top level folder separately, allowing for granular configuration of sync preferences. Users can bring the files back to their computer by enabling sync in the same Selective Sync dialog. Files which aren t always synced through the client can be easily found by using the keyword search through SecuriSync web and through SecuriSync mobile apps. For more information about selective sync, view this Knowledge Base article.

21 SecuriSync Get Started Guide for Admins 20 Change SecuriSync Folder Location By default, the My SecuriSync folder is installed in the root of the user profile on the hard drive (C:\Users\[Username]\My SecuriSync). The sync folder can be moved to an alternative location (e.g. Drive D). This feature is useful if the shared SecuriSync data could exceed the available disk space of the C: drive. The SecuriSync folder location can be changed in the Settings menu of the Windows desktop client: IMPORTANT! My SecuriSync folder should not be redirected to a file share, SecuriSync cannot reliable sync files in this scenario. If you are using Documents folder redirection or Roaming profiles, you can move My SecuriSync outside of the Documents folder and/or User profile path to ensure that My SecuriSync folder remains on the local drive of the PC. For more information about the Change Folder Location feature, see this Knowledge Base article.

22 SecuriSync Get Started Guide for Admins 21 Unlinking SecuriSync from a PC The Unlink feature allows you stop syncing on a PC. This feature is useful if you need to reassign a computer to a new employee or if you want to set up a different SecuriSync account on the PC. For more information about Unlinking SecuriSync, see this Knowledge Base article. Troubleshooting Our Knowledge Base includes troubleshooting articles for both the Windows Desktop Client and the Mac Desktop Client. If you have any questions about the installation or running of SecuriSync, please contact Customer Support at [email protected]. SECURITY, VISIBILITY & CONTROL SecuriSync includes a suite of industry-leading security features to ensure data privacy and help admins manage and control who has access to corporate data stored on SecuriSync. SecuriSync Privacy, Security & Reliability Your data is secure on SecuriSync. You can find all the details on our Security features using the resources on our web site: Platform Protection, Data privacy and Data sovereignty, % Uptime SLA: website SecuriSync Security Data Protection white paper: website

23 SecuriSync Get Started Guide for Admins 22 User Management In order to use SecuriSync a user must be specifically enabled through HostPilot. This ensures that only authorized users are able to access the corporate files stored in SecuriSync. SecuriSync can be enabled or disabled for individual internal or external users at any time. External sharing policies Your users may wish to share a folder with design files with an external design firm, or legal files with your outside counsel, or press documents with a PR firm. In order for these external users to be able to collaborate on content with employees at your company, they must be invited to a share and they must be authorized SecuriSync users. In this scenario where a company needs to collaborate on content in shared folders with external users, Hospilot provides several admin policies to ensure data security and protection. Account-wide Policy

24 SecuriSync Get Started Guide for Admins 23 Collaborative external sharing can be enabled or disabled at the account level in the SecuriSync->Settings menu in HostPilot. It is enabled by default. User-specific Policy Administrators can choose one of the following user-specific external sharing policies: 1. Enable Invite External User user can share externally without additional admin approval. This is the default setting. 2. Disable Invite External User Each external sharing request has to be approved by the admin before the share can be established. Administrator will be notified and prompted to use the HostPilot service Request/Approve mechanism to approve external shares.

25 SecuriSync Get Started Guide for Admins 24 Storage usage notifications for external users External users are not chargeable. As such, they are allowed to consume storage from your company s storage pool. Administrators can configure an alert when external collaborators reach certain storage usage thresholds (SecuriSync->Settings in Hostpilot) Visibility & Control External users can be managed from within HostPilot. They are displayed on the SecuriSync user list and labeled with a special External user icon. External users cannot re-share content that has been shared with them. They can only be assigned View or Modify permissions. External users cannot be assigned other Intermedia cloud services until they are converted to Standard users. This option is available on the User page in HostPilot. SecuriSync Audit Log provides a history of all external sharing events and activity. Remote Wipe can be used to wipe corporate data from external users devices once the engagement is completed. Device Management Many device management and control features are included with SecuriSync. Through HostPilot, you can access the following information: All the SecuriSync devices enabled for each user (administrators also receive notification which a user logs into SecuriSync for the first time from a new device) The last activity related to SecuriSync across all configured devices The ability to perform a remote wipe of SecuriSync data from any device Remote Wipe Remote wipe is another control feature of SecuriSync, which helps ensure that corporate data can be quickly and easily removed in case of a lost or stolen device, or when a user leaves the

26 SecuriSync Get Started Guide for Admins 25 company. Remote Wipe ONLY wipes the locally cached SecuriSync data. It does NOT wipe the entire device. Remote wipe is available to all Account Owners as well as Technical Administrators that have been assigned the special Remote Wipe permission in Role configuration for Account Contacts. For more information about remote wipe, please see our Knowledge Base article.

27 SecuriSync Get Started Guide for Admins 26 Backup Policy Compliance monitoring Devices page also allows admins to monitor the last backup date and backup policy compliance for all desktop devices. Audit Logs The SecuriSync Audit Log provides a full trail of all SecuriSync-specific events enabling file/folder/user audits, troubleshooting, and compliance. Admins can use the Search bar to audit a specific file, folder, or an end-user. Display filters allow for granular audits based on specific event (e.g. Delete, Update, Share, etc.). For more information, please view this Knowledge Base article.

28 SecuriSync Get Started Guide for Admins 27 The HostPilot Event Log provides a full trail of all events related to SecuriSync provisioning and billing: user provisioning, plan changes, and storage package changes; as well as Administrator logins. For more information, view the Knowledge Base article. SecuriSync Admin File Management in HostPilot Admin File Management provides Admins with ultimate visibility and control over SecuriSync content. It allows designated Admins to do the following: View and manage content across all users in customer s environment (Deleted, Regular, and External users) Adjust sharing permissions, add/delete/restore files, search for files in end-user accounts IMPORTANT: Management of decommissioned user content is enabled by default and included in all plans. Management of active user content has to be manually enabled.

29 SecuriSync Get Started Guide for Admins 28 Multiple Admins can simultaneously access and manage end-user files spaces. All admin activity it tracked in the Audit Log. The following roles will have access to this feature from the Manage & Restore menu o Account Owners o Account Contacts with SecuriSync->Admin File Management Role

30 SecuriSync Get Started Guide for Admins 29 Point-in-time Restores with Admin File Management SecuriSync provides complete data protection and ability to quickly and easily recover files. Mass roll-back is facilitated by the restore-by-date or point-in-time restore feature which is available to both end-users and Admins (via Admin File Management).

31 SecuriSync Get Started Guide for Admins 30 This feature can be used to roll-back the state of multiple live or deleted files or folders by date. Admins can also roll-back the state of user s entire file space by date, by right-clicking on the top level folders which are being backed up.

32 SecuriSync Get Started Guide for Admins 31 Point-in-time Restore will: Roll back file versions to the most recent version as of the restore date/time Restore files/folders that were Deleted after the restore date/time Delete files/folders that were Created after the restore date/time Not roll back folder permissions (shares)

33 SecuriSync Get Started Guide for Admins 32 IMPORTANT: The Restore menu option is only available for folders to which the user has Owner,Coowner or Modify permissions The earliest restore date for a file or folder will be the later of these two dates: o Feature Release Date (Feb 2016) o Folder/File Creation Date User Decommissioning When a SecuriSync user is disabled or deleted, all of their SecuriSync data is automatically assigned to the administrator. All files and shares are preserved, ensuring that all other collaborators are unaffected by the decommissioning of a user. The admin can reassign or reshare the data as needed through the Admin File Management tab in HostPilot. IMPORTANT: If a particular end-user is re-enabled for SecuriSync after being decommissioned, he/she will regain access to all files and shares. For more information about reassigning content, please see this Knowledge Base Article. For more information about SecuriSync or any of our features, please contact your Intermedia account manager at FOR MORE INFO VISIT: CALL US US intermedia.net [email protected]