Workshare Professional

Transcription

1 Workshare Professional Workshare Professional is a software application that cleans and converts to PDF any documents which are attached to outgoing s (documents ed internally are not affected). go to: How does it Work Creating PDFs in Word Home working Potential leakage of information FAQ S How does it work? Each time you send an with an attachment in the format.doc (word) or.rtf (Croesus) you will see a progress bar informing you that Workshare Professional is scanning the document (This progress bar also appears the very first time you send an on any given day) When sending an to a business, third party or complainant which contains an attached case related document produced out of the CROESUS process standard letters and standard documents (RTF and Microsoft Word Documents Only), the software will, behind the scenes;

2 Remove any track changes in the document Scan and remove any other potential information leakage (Please see table below) Change the format of the document to PDF format When these processes are happening you will see a progress bar like the one below; you should not be prompted any further. If you attempt to attach any other document to an which is not a document produced by the CROESUS process the software will; prompt you to choose whether you wish to convert the document to PDF format Inform you and prompt you to choose to clean the document if any word documents you have attached contained any potential information leakage (please see table below)

3 After the initial scanning of the document you will be prompted with a screen like the one below;

4 The document used in this test contained potential information leakage; information which could be harmful to the FOS such as tracked changes and original document creation dates, and therefore has presented the clean option. Hover your cursor over the document name, this will provide you with details of the potential information leakage in the document. Alternatively you can click to print a full report. The PDF option is always available when a.doc or.rtf document is sent. Please note that the option by default is to clean and convert. If there is any reason that the document should not be converted or cleaned you must deselect the option. There is further information which you can access by clicking the coloured dot next to the document name. For further information click the Red button You will be given further options, the image below shows the standard default settings which you may choose to alter depending upon what you are sending and to whom you are ending it.

5 Use the Information buttons for further explanations Back to Top

6 Creating PDFs in Word Should you wish to check a non CROESUS document for leakage information and/or convert it to a PDF before attaching it to an you can do this by using the Workshare drop down menu Click on Workshare This will give a drop down menu. It is likely that most users would only use the Show Content Risk and Convert to PDF options. However, most users will not normally need to use this facility. Back to Top

7 Home working The current IT policies on Home working can be found at Workshare Professional will work, if you are logged-in to the Financial Ombudsman Service network by using a remote access token or if you are using an official home working PC, in the same way as if you were logged-in and working in the office. IT department policy does not support any other form of home working. (See FAQ s) Back to Top Potential leakage of information contained within a document which are scanned for when sending an attachment via . Option Footnotes Document Statistics Built in Properties Headers Definition Removes any footnotes or endnotes included in the document. Resets all the document statistics total edit time, revision number, last authors and file dates. Statistics and file dates can be viewed in Microsoft Word by selecting Properties from the File menu and then selecting the Statistics tab. Microsoft Word, Excel and PowerPoint Removes all summary properties - author, category, comments, company, keywords, manager, title, subject, and hyperlink base; and custom properties text, date and number. Built-in properties can be viewed in Microsoft Word, Excel and PowerPoint by selecting Properties from the File menu and then selecting the Summary tab. Microsoft Excel and PowerPoint Removes any headers included in the sheet or slide.

8 Footers Smart Tags Template Custom Properties Document Variables Microsoft Excel and PowerPoint Removes any footers included in the sheet or slide. Removes smart tags from Microsoft Word documents. Smart tags are added to your documents as you create them if you have the option enabled. These tags are linked to particular text in your document (such as a name) and allow you to perform certain actions by selecting the link associated with the text. Depending on the smart tag functions you use, they may embed extra hidden information in your document. Smart tags only exist in Microsoft Office XP and later. Converts the attached template to normal.dot. Automatic style updating is disabled before the template is removed. Therefore the formatting and styles in your document are not affected by removing the attached template. The attached template can be viewed in Microsoft Word by selecting Templates and Add-Ins from the Tools menu Microsoft Word, Excel and PowerPoint Removes any custom properties that have been added to the document. Custom properties can be viewed in Microsoft Word, Excel and PowerPoint by selecting Properties from the File menu and then selecting the Custom tab. Deletes document variables. Document variables are values stored in Microsoft Word documents that are used by either field codes or macros. These variables may contain confidential information such as company names or file locations. Even if field codes and macros are removed, the variables used may remain in the document. Variables can be viewed in Microsoft Word in the Visual Basic Editor.

9 Fields Macros Speaker Notes Links Microsoft Word, Excel and PowerPoint Converts any field codes that exist in a Microsoft Word document to text, for example, hyperlinks, table of contents, index. In Microsoft Excel and PowerPoint, hyperlinks are converted to text. This prevents the field codes from being updated after you have distributed the document. It also prevents errors for fields that reference built-in or custom properties that have been removed. Removes VBA macros from the document. This feature is not intended as virus protection, but rather to protect any confidential information, intellectual property or formulas included in the macros. Macros can be viewed in Microsoft Word by selecting Macro and then Macros from the Tools menu. Microsoft PowerPoint only Deletes all text that appears on the Notes Page in a PowerPoint presentation. This is usually used by speakers to remind them of points during a presentation. You may want to remove speaker notes before distributing a presentation, as they are not usually intended for others to read. Microsoft Excel Converts external links in Microsoft Excel files to text. The following are examples of external links: Link to a cell in another Microsoft Excel document. Named link to a named reference in another Microsoft Excel document. Link to another document. OLE link that inserts another document as an icon. OLE link that inserts another document as text.

10 Reviewers Track Changes Comments Small Text White Text Hidden Text Authors Removes information about all document reviewers who have made changes in the document. Track changes are not removed, but information about the user who made the change is removed. Microsoft Word and Excel Accepts all revisions made to the document. The revisions are therefore no longer displayed as revisions but rather as text in the document. Track changes are also turned off so that further revisions are not tracked. Microsoft Word, Excel and PowerPoint Removes any comments embedded in the document. Removes all text that has been formatted with a font size less that 5pt. Small text can be viewed in Microsoft Word by selecting Zoom from the View menu and specifying a percentage greater than 100%. Removes all text that has been formatted with a font colour of white and has no background colour. White text can be viewed in Microsoft Word by selecting Options from the Tools menu and selecting Blue background, white text in the General options section of the General tab.. Removes all text that has been formatted as hidden. Hidden text can be viewed in Microsoft Word by selecting Options from the Tools menu and selecting Hidden Text in the Formatting marks section of the View tab.. Removes information about all authors who have previously saved the document as well as save locations. This information cannot be viewed from within Microsoft Word but it is visible from Microsoft Word if the file is opened in recovered text mode.

11 Hidden Slides Auto Version Routing Slip Microsoft PowerPoint only. Removes hidden slides from Microsoft PowerPoint files. Hidden slides are not required for a slide show (they are not automatically displayed during a slide show) but they may contain confidential information.. Turns off the flag to automatically save a new version of the document every time the document is closed. Versions can still be saved manually. Microsoft Word and Excel. Removes all entries from a routing slip, as well as the message subject and text. This can prevent addresses of colleagues from being unknowingly distributed. This also deletes any envelope information, such as recipients, subject, and introduction, which are used when sending to a mail recipient. Back to Top FAQ s Q. What is a PDF and will people still be able to open it? A. PDF or Portable Document Format (PDF) is the file format created by Adobe Systems in 1993 for document exchange. The file size is smaller and the format we will be using will allow the recipient to open the document read and print it but will not allow the document to be tampered with. Neither will the document reveal its creation date or any tracked changes that it may have been through. Q. I occasionally work from home but do not use a token. How can I send documents home so that I can work on them? A. You may bring a memory stick to the IT helpdesk to have the document(s) uploaded and downloaded. Or you send them to your private address, such as a Hot Mail address, without converting them. NOTE this will not work for CROESUS standard documents as previously explained these documents are cleaned and converted automatically.

12 Q. Will Workshare Professional affect my computer in any other way? A. Testing the system revealed that initially opening outlook took a little longer than normal and that in some cases attaching a non Croesus produced word document to an took longer to send, however, when attaching casework documents there were no significant delays. It should be noted that after pressing the send button the user does not have to wait for the to be sent before using another application such as Croesus/ excellence etc. Q. What if I don t want my documents converted? A. The Financial Ombudsman Service policy on this is that all casework system generated documents which are being sent outside of the organisation via will be converted. This is to protect not only the ombudsman service but recipient. A previously explained other documents can be sent without cleaning or conversion. Q. What do I do if I have problems using this? A. Contact the IT helpdesk as you would for any other systems related problem. Back to Top