Manual POLICY PATROL SECURE FILE TRANSFER

Transcription

1 Manual POLICY PATROL SECURE FILE TRANSFER

2 MANUAL Policy Patrol Secure File Transfer This manual, and the software described in this manual, are copyrighted. No part of this manual or the described software may be copied, reproduced, translated or reduced to any electronic medium or machine-readable form without the prior written consent of OPSWAT, Inc. except that you may make one copy of the program solely for back-up purposes. Policy Patrol is a registered trademark of OPSWAT, Inc. All product names referenced in this documentation belong to the respective companies. Copyright by OPSWAT, Inc. All rights reserved.

3 Contents at a Glance 1 Introduction Installation File Transfers Contacts Users Exchange Agents & Rules REST API Audit Settings Troubleshooting... 91

4 Table of Contents 1 Introduction Why do you need Secure File Transfer? Policy Patrol highlights Why Policy Patrol? Conventions Installation Introduction Microsoft SQL Server or MySQL If you are using Microsoft SQL Server If you are using MySQL Installing the Secure File Transfer Server Prerequisites Installation Installing the Exchange Server Agent Prerequisites Installation Completing Setup Adding Users to Policy Patrol Secure File Transfer Synchronizing users from Active Directory Inviting users to Policy Patrol Secure File Transfer Policy Patrol user groups Group permissions Uninstalling Policy Patrol Authentication Options Expiration options Notification options Upload notifications Download notifications Inbox Outbox Drafts Deleted Search File Transfers Contacts Manage contacts Invite Contacts Setting up a New Account Downloading Files Inbox Outbox Drafts New Transfer Changing Account Information Users Manage users Invite users Changing Account Information File Transfers New Transfer Exchange Agents & Rules Agent Management... 49

5 6.2 Agent Rules General Rule Users Rule Direction Rule Conditions Rule Exceptions Rule Actions Editing a Rule Ordering rules REST API Upload Summary HTTP header parameters Method: POST Request Error Response Example of successful upload request: Descriptions of response: Example of notifications being sent: Failure to upload Successful upload Download Summary HTTP header parameters Method: GET Request Error Response Example of successful scan request: Notification Example of notification Audit Audit Log Export Settings SMTP Settings Send Test Active Directory Updates Licenses Widgets Templates Image Replacement Default Transfer Settings Retention Policy Branding Uploading Your Logo Customizing the Portal Theme Anti-Malware Install Metascan Enable Metascan in Policy Patrol Troubleshooting Knowledge Base How can I permanently delete a file? How can I change my password or security question? How can I change the expiration date of a File Transfer? Descriptions of response: iv

6 Chapter 1 Introduction P olicy Patrol Secure File Transfer allows users to exchange files securely inside and outside the organization, without requiring the user to change the way they work. By making use of rules, Policy Patrol can ensure that files are automatically exchanged according to company policy. 1.1 Why do you need Secure File Transfer? All companies have a need to exchange files with external contacts. The most common way of exchanging files is by attaching them to an . Although this is an easy and fast way of exchanging files, there are a number of disadvantages to this method: 1. Large attachments might not get through since most mail servers impose limits on the size of attachments. 2. can be intercepted and confidential attachments can be exposed. 3. You cannot be sure that the intended recipient has received and downloaded your files. Another solution is to use FTP to send and receive files. The problem with FTP is that it is usually not secure and it involves the Administrator setting up FTP accounts and maintaining these accounts and permissions which can be time intensive and pose delays for the user trying to send the files. The other solution is to burn files on a CD or DVD and send them via courier. Needless to say this method is far from ideal; there is a high cost involved and it delays delivery. Companies require a solution that allows their users to send and receive large and confidential files securely and instantly. A Managed File Transfer solution allows files to be uploaded to a secure server, from where the (if applicable authenticated) recipient can download the files and the sender receives confirmation that the files have been downloaded. 5 Version 2

7 1 INTRODUCTION 1.2 Policy Patrol highlights Policy Patrol offers the following capabilities: Send and receive files securely with external contacts. Send and receive files securely inside the organization. Standard Authentication for one-off contacts. Advanced Authentication for regular contacts and increased security. Automatically send attachments securely without requiring user input. Specify conditions that must be met in order to send attachments securely. Overcome attachment size limits. Manage the life cycle of files. Central visibility into the files that are being exchanged by your company. Role based access Audit trail for each individual file, including who uploaded and downloaded the file and when. If download/upload is interrupted the process can be started from where it failed, instead of having to start from scratch again. Receive upload and download notifications. 1.3 Why Policy Patrol? Policy Patrol integrates into your current environment and lets you set company-wide rules for sending attachments securely. The advantage of this is two-fold; Thanks to the Exchange Server integration the process is completely transparent to the user, and does not require the user to change the way they currently work. In addition, thanks to the comprehensive rules, companies no longer need to leave it up to the user to decide when to send files securely. Instead, the company can define rules and policies that will govern the sending of attachments and rest assured that files are exchanged securely when necessary. Since the integration is at Exchange Server level, there is no client installation necessary. Users can also send file transfers via your company portal, and your customers and suppliers can send files to you via your website. 1.4 Conventions Conventions used in this manual: Bold text is used to signify a selection or button, for instance the Deliver button, or the option Move to Folder. Courier font is used to signify text that must be entered in the program, for instance enter pricelist and click Submit to search for the term. Paragraph and chapter names are listed in between parentheses, for instance for instructions on how to install Policy Patrol, consult chapter 2 Installation. 6

8 1 INTRODUCTION Keys are displayed in capitals and in between brackets, such as [CAPS], [TAB] or [DELETE]. Throughout the manual there are Tips, Info and Notes that contain useful information: Note type: Tip Info Note Contains: Useful information to get the best out of Policy Patrol More in-depth, background information Important notes that you should be aware of 7

9 Chapter 2 Installation T his chapter describes the steps for installing the different Policy Patrol Secure File Transfer components and their system requirements. 2.1 Introduction The Policy Patrol Secure File Transfer program consists of the following components: 1. Policy Patrol Secure File Transfer Server 2. Policy Patrol Secure File Transfer Agent (for Exchange) The components must be installed in the order listed above. Note The Policy Patrol Secure File Transfer Agent is the only component that must be installed on an Exchange Server machine. The Policy Patrol Secure File Transfer Server can be installed on the same machine as the Policy Patrol Secure File Transfer Agent or on a different machine, depending on your preference. 2.2 Microsoft SQL Server or MySQL Before installing the Policy Patrol Secure File Transfer Server, Microsoft SQL Server or MySQL needs to be installed. For more information see the respective paragraph below. 8

10 2 INSTALLATION If you are using Microsoft SQL Server Policy Patrol Secure File Transfer supports Microsoft SQL Server 2008 R2 or Microsoft SQL Server must be installed before the Policy Patrol Secure Secure File Transfer Server is installed. Policy Patrol Secure File Transfer Transfer can be installed on the same machine as Microsoft SQL Server, but it can also be installed on a different machine. Note that if Microsoft SQL Server is installed on another machine, you must make sure that in Server Properties > Connections, the Allow remote connections to this server checkbox is checked. Also, the SQL Database user (entered during the Policy Patrol Secure File Transfer Server installation) needs to use SQL Server authentication, not Windows authentication If you are using MySQL MySQL or higher needs to be installed before installing the Policy Patrol Secure File Transfer Server. For instructions on how to install MySQL, consult the following web page: MySQL can be installed on the same machine as any of the Policy Patrol Secure Secure File Transfer components, but it can also be installed on a different machine. Important: If MySQL is installed on a different machine follow the next steps before installing Policy Patrol Secure File Transfer Server: 1. Open a DOS command prompt on the server that has MySQL installed. (e.g.: cd C:\Program Files\MySQL\MySQL Server 5.5\bin); 2. Run the following command from the mysql\bin directory: mysql -uroot -ppassword (in this case, password is your root password created when installing MySQL); 3. A mysql> prompt should be displayed. 4. To grant remote connection privileges, run the following commands: mysql> GRANT ALL PRIVILEGES ON *.* TO 'root'@'%' IDENTIFIED BY 'PASSWORD'; (where PASSWORD is the password used to connect to MySQL remotely from now on; and root is the user you created and used for the Policy Patrol Secure File Transfer instance) mysql> FLUSH PRIVILEGES; mysql> exit; 9

11 2 INSTALLATION 2.3 Installing the Secure File Transfer Server The Secure File Transfer Server is the component that securely stores the files on the file server. The Secure File Transfer Server must be installed before the Policy Patrol Secure File Transfer Agent can be installed Prerequisites To install the Policy Patrol Secure Secure File Transfer Server, the following needs to be installed on the machine: Windows Server 2012, 2008/2008 R2 or Windows SBS 2011 Microsoft Internet Information Services (IIS) 7 Microsoft.NET Framework 4.0 (if you do not have this installed, the Policy Patrol installation program will download and install it for you) Note Before installing the Policy Patrol Secure File Transfer Server, Microsoft SQL Server or MySQL needs to be installed. For more information see the respective paragraph above. We recommend using a machine that meets the Microsoft.NET Framework 4.0 system requirements: Minimum 1Ghz processor, 512 MB RAM, and 60 MB free disk space for the Policy Patrol components. Note however that if you do not yet have Microsoft.NET 4.0 Framework installed this will require another 600 MB 2 GB of disk space, depending on your operating system: Installation To install Policy Patrol Secure File Transfer Server follow the next steps: 1. Double-click on ppsftserver.exe. The Install Program will start up. If you do not have Microsoft.NET Framework installed, the Policy Patrol installation program will install it for you. 2. In the Welcome screen, click Next. 10

12 2 INSTALLATION 3. Read the License Agreement and select Yes to accept the agreement 4. In Install Policy Patrol Secure File Transfer Server to select the destination folder for the Policy Patrol installation. By default the program will be installed in C:\Program Files (x86)\opswat\policy Patrol Secure File Transfer\Server. If you wish to change the location, click Change and select another folder. The Temporary Storage Location is used for any temporary files that need to be stored by the Secure File Transfer Server. By default this location is or C:\Program Files (x86)\opswat\policy Patrol Secure File Transfer\Server\Data\. If you need to change the location, click Change. 11

13 2 INSTALLATION The File Storage Location is used to store permanent files. Files that are sent and received by Policy Patrol Secure File Transfer will be stored in this location until they expire or are removed. By default this location is C:\Program Files (x86)\opswat\policy Patrol Secure File Transfer\Web\Storage\. If you want to change the file storage to another location on the current machine, click Change. If you want to use a network path, click Next and follow the instructions after installation in the Policy Patrol Secure File Transfer Web Setup Wizard to change the location to a network path (see paragraph 2.5). When you are ready, click Next. 5. In Policy Patrol Secure Secure File Transfer Server IP (local IP address), your local IP address will be entered. You only need to change this if your machine has multiple IP addresses. If you have multiple addresses, you must enter the IP address that the Policy Patrol Secure File Transfer Server is being installed on. In Port enter the port to be used for communicating with the Policy Patrol Secure File Transfer Agent. By default this is port If you want to use a different port, remember that you will need to enter the same port number when installing the Policy Patrol Secure File Transfer Agent (point 6 in paragraph 2.4.2), since the Policy Patrol Secure File Transfer Server and Agent ports must match. It is recommended to leave the checkbox Add Port To Firewall ticked to ensure that your Windows Firewall is not blocking the communication between the Policy Patrol Secure File Transfer components. 6. Enter the MySQL or MSSQL Server settings. Enter the IP Address or server name of the MySQL or MSSQL server to be used. If you are using MSSQL Express, you must use the full MSSQL server instance name, for example: SERVERNAME\SQLEXPRESS. Enter a Database user name and password. The Database user must have permissions to create a new database. Enter the database name that will be created, for instance pp_codata. Click Test Connection to verify that the settings were entered correctly. Click Next to continue. 12

14 2 INSTALLATION 7. Create a Policy Patrol Secure File Transfer Instance. In Site URL enter the subdomain and domain that will be used in your URL. For instance if you enter upload as the subdomain, and yourdomain.com as the domain, your Policy Patrol Secure File Transfer URL will be as follows: Note that the subdomain should not include spaces and cannot be more than 100 characters. Make a note of the subdomain (in this example upload) since this is the name of the Policy Patrol Secure File Transfer Server instance and needs to be entered during the Policy Patrol Secure File Transfer Agent installation. 8. Enter the Administrator account details. This account can be used to login to the Policy Patrol Secure File Transfer Portal. Enter the Administrator s First Name and Last Name. Enter the User Name to be used when logging onto the Policy Patrol Secure File Transfer Portal. Enter the password and enter it again to confirm. Enter the Administrator s address. Enter the address again to confirm. 13

15 2 INSTALLATION 9. Click Install to confirm the installation. If you want to review or change your installation settings, click Back. 10. In the Installation wizard complete dialog, click Finish. 2.4 Installing the Exchange Server Agent This component processes and applies Exchange Rules. The Exchange Server Agent must be installed on the Exchange Server machine Prerequisites The following programs need to be installed on the same machine: Windows Server 2012, 2008/2008 R2 or Windows SBS 2011 Microsoft Exchange Server 2007, 2010 or 2013 Microsoft.NET Framework 4.0 (if you do not have this installed, the Policy Patrol installation program will download and install it for you) 14

16 2 INSTALLATION Note The Policy Patrol Secure File Transfer Agent must be installed on the Exchange Server machine. If you have multiple Exchange Servers you must install Policy Patrol on the Exchange Server(s) with the Hub Transport Role Installation To install the Policy Patrol Secure File Transfer Agent follow the next steps: 1. Double-click on ppsftagent.exe. The Install Program will start up. If you do not have Microsoft.NET Framework 4.0 installed, the Policy Patrol installation program will download it for you. 2. In the Welcome screen, click Next. 3. Read the License Agreement and select I accept the terms in the license agreement to accept the agreement. 4. Select the destination folder for the Policy Patrol installation. By default the program will be installed in C:\Program Files\OPSWAT\Policy Patrol Secure File Transfer\Agent (32-bit) or C:\Program Files (x86)\red Earth Software\Policy Patrol Secure File Transfer\Agent 15

17 2 INSTALLATION (64-bit). If you wish to change the location, click Change and select another folder. When you are ready, click Next. 5. Enter the Policy Patrol Secure File Transfer Agent Settings. In Secure File Transfer Agent Name, enter the name for the agent. This name will be shown in the Agent list in the Policy Patrol Secure File Transfer Portal. In Secure File Transfer Instance Name, enter the Secure File Transfer Instance Name (subdomain) you entered during the Policy Patrol Secure File Transfer Server, in our example upload (See paragraph point 7). 6. Enter the Policy Patrol Secure File Transfer Agent IP Address and Port Settings. In Agent IP (Local IP Address), enter the IP address of the local machine. In Secure File Transfer Server IP Address, enter the IP address of the Policy Patrol Secure File Transfer Server. In Port for communicating with the server, enter the port to be used by the Policy Patrol Secure File Transfer Agent to communicate with the Policy Patrol Secure File Transfer Server. By default this is port If you changed the port during the Policy Patrol Secure File Transfer Server installation (see point 5 in paragraph 2.3.2), you must enter the same port in this dialog (the Policy Patrol Secure File Transfer Server and Agent ports must match). Select the checkbox Add Firewall Rule For This Port if you want the installer to automatically insert an exception for the port in the Windows Firewall (recommended if you have Windows Firewall enabled). 16

18 2 INSTALLATION 7. Click Install to confirm the installation. If you want to review or change your installation settings, click Back. 8. In the Installation wizard complete dialog, click Finish. 2.5 Completing Setup Now you must login to the Policy Patrol Secure File Transfer Portal to complete the Setup. 17

19 2 INSTALLATION 1. Login to the Policy Patrol Secure File Transfer portal, in our example Enter the credentials that you entered during the Policy Patrol Secure File Transfer Server installation. 2. Click Next in the Web Setup Wizard screen. 3. Select whether you wish to store files on a local drive on the Policy Patrol Secure File Transfer Server (Local Drive), to a network path (Network Share), or to Cloud Storage. If you select Local Drive, the storage folder that was entered during installation will be used (see point 4 in paragraph 2.3.2). 18

20 2 INSTALLATION If you select Network Share, you will be asked to enter the network path details: In UNC Path To Remote Folder, enter the network path to the shared folder, for example \\HostName\SharedFolder. Enter user credentials with access to the UNC path (note that the user must have read/write permissions for that folder). Enter the Domain\UserName, for example AUT\Administrator, and the password. When you are ready, click Next. 19

21 2 INSTALLATION Or if you would like to save your files on a Cloud Storage, you can select the third option. You will progress to the next screen where you will have to fill a form with your Cloud Storage account details: For the moment we support only Amazon Simple Storage Service, known also as Amazon S3. 4. In SMTP Host, enter the IP address of the SMTP host. In SMTP Port, leave 25 entered, unless you know it uses a different port. 20

22 2 INSTALLATION Click on Advanced Settings to see advanced options. Select Enable SSL to specify whether SSL is used to access the configured SMTP host. Select Ignore Certificate if you wish any SSL certificate warnings to be ignored. If the SMTP host requires SMTP authentication you must enter your Domain, i.e. YOURDOMAIN, user name and password. 21

23 2 INSTALLATION When you are ready, click Next to continue. 5. In the My Account dialog, enter the account information for the Administrator. Click Next. You have now completed the set up for Policy Patrol Secure File Transfer. Click Finish to enter the Portal. You must now add users to Policy Patrol Secure File Transfer as described in paragraph

24 2 INSTALLATION 2.6 Adding Users to Policy Patrol Secure File Transfer You can add Policy Patrol Secure File Transfer users by synchronizing with the Active Directory and adding members to the Policy Patrol Secure File Transfer Active Directory Groups. Alternatively you can invite users by going to Users > Invite User in the Policy Patrol Secure File Transfer Portal Synchronizing users from Active Directory If you wish to automatically add Policy Patrol Secure File Transfer users by applying group memberships in Active Directory, you must follow the next steps in the Policy Patrol Secure File Transfer Portal: 1. Go to Settings > Active Directory. 2. In Server Address enter the IP address of your Domain Controller. Enter the Administrator username (DOMAIN\Username) and password. This account must have rights to create groups in Active Directory. If you select Enable synchronization, Policy Patrol will query the Policy Patrol Active Directory Groups for new users. If Policy Patrol finds new users it will add them to the Unlicensed users list. Select Automatically license new users if you wish to automatically add any new users to the Licensed users group. Note Licensed users can send and receive transfers. Unlicensed users can only see past transfers. 3. When you are ready, Click Update. If everything is correct, you should see a green circle with a check mark followed by: Active Directory synchronization is running. 23

25 2 INSTALLATION You will now see three Policy Patrol Secure File Transfer Groups in Active Directory: Group Policy Patrol Secure File Transfer Compliance Officers Policy Patrol Secure File Transfer Administrators Policy Patrol Secure File Transfer Users Policy Patrol Secure File Transfer Contacts Default members No default members Domain Administrators No default members No default members By default the Domain Administrators are a member of the Policy Patrol Secure File Transfer Administrators group. The different permissions per user group are described in the paragraph Policy Patrol user groups. In order to allow users to send and receive transfers, you must add them to one of the Policy Patrol Secure File Transfer groups. Note In order to provide users access to Policy Patrol Secure File Transfer, they will need to be added as a member of one of the Policy Patrol Secure File Transfer Active Directory groups, or they need to be invited as a user (see below). 24

26 2 INSTALLATION Inviting users to Policy Patrol Secure File Transfer In addition to synchronizing with Active Directory, you can also invite users as follows: 1. Go to Users > Invite New User. 2. Enter the user details: First Name, Last Name, and Address. In Username, enter the suggested user name (the user name is used when the user logs on to the Portal). This user name will be prefilled when they create their account. If desired, the user can change the user name when setting up their account. In Custom Message, enter the message you would like to include (if any). This message will be inserted into the User invitation message. Select the user role for this user: User, Administrator or Compliance Officer. Click Invite. The user will be listed under Pending User Invitations. 3. The user will now receive an invitation that will ask the user to click on the link in the to create their user account. When they click on the link, they will be asked to enter their account details. If they did not receive the invitation , go to Users > View Pending Invitations. Click on Resend Invitation for the User. 4. The user will then receive an asking them to activate their account. The account will now be enabled and the user will be listed under Users > Manage Users. Info The texts for invitation and activation s can be edited in Settings > Templates. 25

27 2 INSTALLATION 2.7 Policy Patrol user groups Policy Patrol Secure File Transfer can be used by three different user groups, based on their role within the organization: Policy Patrol Secure File Transfer Compliance Officers (these users have access to all options in the program and can view all users transfers, and permanently delete transfers and files from the Deleted folder). Policy Patrol Secure File Transfer Administrators (these users can access all settings, add licenses, install components, but can only view their own transfers - they have no access to file transfers from other users. They also cannot permanently delete files and transfers, only move transfers to the deleted folder). Policy Patrol Secure File Transfer Users (these users can invite contacts, move files and transfers to deleted items, but can only view their own transfers and cannot view settings or permanently delete from deleted items). Policy Patrol Secure File Transfer Contacts (these users only view their own transfers and cannot view settings or permanently delete from deleted items and they can send files only to internal SFT users) Group permissions Below is an overview of the permissions per user group: Permissions Compliance Officers Administrators Users Contacts View your own transfers Yes Yes Yes Yes View transfers of others Yes No No No Permanently remove from deleted Yes No No No View Settings node Yes Yes No No Disable contacts Yes Yes Yes No Reset password for contact Yes Yes Yes No Delete contact Yes No No No View deleted items folder Yes No No No 26

28 2 INSTALLATION 2.8 Uninstalling Policy Patrol When uninstalling Policy Patrol Secure File Transfer, uninstall each component from Add or Remove programs. Make sure however, that you uninstall Policy Patrol Secure File Transfer Server last. 27

29 Chapter 3 File Transfers T his chapter describes how to initiate new file transfers and the different transfer options that are available. In addition it describes how to manage file transfers including searching, expiring and deleting file transfers. 3.1 New Transfer Files can be uploaded by clicking on. 28 Version 2

30 3 FILE TRANSFERS To select files to be uploaded, click on Add Files or the plus sign (+). Alternatively, drag and drop files into the area marked with Drag files here. You can select single or multiple files. You can also select entire folders to be uploaded. Each file will appear in the list along with the size of the file. The total size of all files will also be listed. If you want to remove a file from the upload, click on the minus sign (-) next to the file. Click on the Thumbnails button in the top right corner to see the thumbnails for the files. To go back to the List view, click on the List button next to it. To upload the files to the Policy Patrol Secure File Transfer server click on Start Upload. Note that you do not need to click on Start Upload; when you click Send the files will automatically be uploaded too. Now enter the name and address of the recipient and the subject for the . Multiple recipients need to be separated by a comma. If you wish to add a message, click on Add a message and enter the message to be included in the notification to the recipient. 29

31 3 FILE TRANSFERS In Adjust Transfer Settings there are a number of further options available that are discussed in the next paragraphs. When you are ready, click Send. The file transfer will now be listed in your Outbox folder. If you are not ready to send the transfer yet, you can click Save. The transfer will be saved in your Drafts folder. To send the transfer from Drafts, click on the Edit button for the Transfer and click on the Send button Authentication Options Select whether you wish to send the file(s) using Standard Authentication or Advanced Authentication. If Standard Authentication is selected, the recipient will receive an with a unique URL in the to the uploaded file(s). The advantage of this method is that it is easy for the recipient to retrieve the files. The recipient simply has to click on the link and download the files from a web page. The disadvantage of this method is that theoretically anyone who intercepts the is able to download the files. 30

32 3 FILE TRANSFERS Advanced Authentication is a more secure way of sending files. If Advanced Authentication is selected, the recipient will receive an that they have received a new transfer. When they click on the download link they will be asked to enter their Policy Patrol Secure File Transfer credentials, after which the files will be downloaded. If the contact does not yet have an existing account, the contact will automatically receive an invitation asking them to create a new user account. After creating the account, the contact will be able to download the files Expiration options Select whether you wish the files to expire. You can either select to expire the file(s) after a certain number of days, and/or you can select to expire the file(s) when they have been downloaded for a specified number of times per recipient. If you select to expire the files after a certain number of days, the expiration date will be shown in the Expiration column of the Transfer details. Once this expiration date is reached, the files will no longer be available to the recipient and the transfer will be marked as Expired in the Sender s Outbox folder. If you select to allow only a certain number of downloads per recipient, the recipient will automatically be denied access to the file once the maximum number of downloads is reached. Once all recipients of a file transfer have reached the maximum number of downloads, the file transfer will be marked as Expired in the Sender s Outbox folder. 31

33 3 FILE TRANSFERS Notification options You can select from a number of notification options: Upload notifications Select Send notification when upload succeeds to receive an notification when your files are successfully uploaded. If you select the option Send notification when upload fails, you will receive an if there is a failure during upload Download notifications You can also select to receive a download notice when the file is downloaded by the recipient. Select On First Download if you only wish to receive a notification the first time the recipient downloads the file(s). If you wish to receive a notification each time the files are downloaded by the recipient, select On Every Download. If you do not want to receive a download notice, select Never. 3.2 Inbox You can view all incoming transfers by going to Inbox. The sender, subject, recipient, date received, and number of files will be listed for each file transfer you received. Note If the sender or recipient name is not known, the address will be displayed. Click on the transfer to view the details (you can click on any item, e.g. subject, sender, etc). The details pane shows the sender, recipient, date and message for the file. For each file included in the file transfer, the file name and size will be displayed. To download the file, click on the download link next to the file. To return to the Inbox view, click << Back. Note When an incoming file transfer expires (i.e. the expiration date is reached or your maximum number of downloads is reached) the file transfer will no longer be listed in the Inbox. 32

34 3 FILE TRANSFERS If you wish to delete a file transfer, select the checkbox next to the file transfer and click on the Delete button. A warning dialog will pop up. If you choose Yes, the selected transfer is moved to the Deleted folder. The file(s) will still remain on the File Server though. A warning dialog will pop up. If you choose OK, the selected files are moved to the Deleted folder. If only one file is deleted from a transfer with several files, the deleted file will be listed in the Deleted folder identically to the original transfer, but the only file in the transfer in the Deleted items will be the deleted file. The other files will remain in the File Transfers in the Inbox folder. The file(s) will still remain on the file server though. 3.3 Outbox You can view all sent transfers by going to Outbox. The recipient, subject, date sent, number of files, and status will be listed for each transfer you sent (and has not been deleted). Click on the transfer to view the details (you can click on any item, e.g. subject, sender, etc). The details pane shows the sender, recipient, date and message for the file. For each file included in the file transfer, the file name, size, and status will be displayed. To download the file, click on the download link. If you wish to view or change the expiration date or maximum number of downloads, you can click on the Details button. The Details button next to the file transfer will show information about all the files in the transfer, if you click on the > sign next to the file transfer and then on the Details button next to the file name you wil see information about that file only. The Expiration tab includes information on the expiration date for the file. The Download Limit tab includes information on the number of times the file was downloaded and the maximum number of allowed downloads. To change the expiration date, click on the Expiration tab and select the option..expire on.. (where the selected date will be the expiration date),..expire in.. (where you enter the number of days the file should be available from today) or.. extend by.. (where you enter the number of additional days the file should be available after the existing expiration date). Click Apply to save the changes. 33

35 3 FILE TRANSFERS To change the maximum number of allowed downloads, click on the Download Limit tab and enter the additional number of downloads that you wish to apply (this will be in addition to the number of allowed downloads listed at the top of the dialog). Click Apply to save the changes. If you change the expiration date to a date that has passed, the files will marked as Expired. The file(s) will still remain on the File Server, however the recipient will no longer have access to the files. If you only expire one file from a transfer with several files, the file will show as Expired in the list and will no longer be available to the recipient. All other files in the file transfer will still be available. If you wish to delete a file transfer, select the file transfer and click on the Delete button. A warning message will appear. If you choose OK, the file transfer is moved to the Deleted folder. The file(s) will still remain on the File Server, however the recipient will no longer have access to the files (if the recipient clicks on the file link, they will see a message saying that the file has expired and is no longer available). To delete an individual file, select the file(s) to be deleted and click on the Delete button. A warning dialog will pop up. If you choose OK, the selected files are moved to the Deleted folder and will be listed under the file transfer. The file(s) will still remain on the file server, however the recipient will no longer have access to the files. 3.4 Drafts Drafts Transfers are transfers that have not yet been sent. Draft Transfers are created by going to New Transfer and then clicking Save instead of Send. You can view all draft transfers by going to Drafts. The subject, recipient, and number of files will be listed for each draft file transfer. Note If the sender or recipient name is not known, the address will be displayed. 34

36 3 FILE TRANSFERS If you wish to send a draft file transfer, select the transfer and click on the Edit button. You will now go to the New Transfer dialog. Make any necessary changes and click on the Send button. To delete a file transfer from Drafts, click on the Delete button next to the file transfer. The item will now no longer appear in Drafts. 3.5 Deleted You can view all deleted transfers by going to Deleted. The sender, subject, recipient, date received, and number of files will be listed for each transfer that was deleted. Note If the sender or recipient name is not known, the address will be displayed. If you wish to permanently delete a file transfer, select the transfer to be permanently deleted and click on the Purge button (note that this button is only available to Compliance Officers). A warning dialog will pop up. If you click OK, the transfer and its associated files will be permanently removed from the file server. If the recipient clicks on the link of an expired or deleted file, they will see a message saying that the file has expired and is no longer available. If you wish to permanently delete only certain files from the file transfer, select the file(s) to be permanently deleted and click on the Purge button (note that this button is only available to Compliance Officers). A warning dialog will pop up. If you click OK, the selected files will be permanently removed from the file server. The other files in the file transfer will still remain in 35

37 3 FILE TRANSFERS the Deleted folder and on the file server. If the recipient clicks on the link of an expired or deleted file, they will see a message saying that the file has expired and is no longer available. Click on the > sign next to the transfer to see the files included in the transfer. The File Name and Size will be listed, along with a download icon to download the file. Note You cannot edit the Expiration date or Maximum number of downloads for a Deleted transfer. To do this, you would have to restore the file transfer or file first. To restore a file transfer, select the appropriate file transfer(s) and click on the Restore button. The selected file transfers will be moved from the Deleted folder to the appropriate folder (Inbox or Outbox). To restore individual files only, select the appropriate file(s) and click on the Restore button. A dialog will pop up asking you to confirm whether you wish to restore the selected file(s). When you click OK, the selected files will be moved from the Deleted folder to the appropriate folder (Inbox or Outbox). If not all files from a transfer are restored, only the selected file(s) will be moved. The file transfer will remain listed in the Deleted folder but will only show the other remaining file(s). If there is only one file in the transfer, restoring the file will also restore and move the entire transfer out of the Deleted folder and back to the appropriate folder. Note If an incoming file transfer is deleted, it will remain visible in the Deleted folder until it expires (i.e. the expiration date is reached or the maximum number of downloads per recipient is reached). When it expires, the file transfer will no longer be listed in the Deleted folder. 36

38 3 FILE TRANSFERS 3.6 Search File Transfers Policy Patrol Secure File Transfer includes a simple search field that is accessible in the top right corner of the Portal. If you enter a search query in this field, Policy Patrol will search for items and will display any results that match. Policy Patrol will search the following fields: Sender: This includes the name and address of the sender. Recipient: This includes the name and address of the recipient. Subject: This is the subject of the file transfer or . Body: This is the body of the or the optional message that was entered during the file transfer. File name: The name of the files in the transfer. 37

39 Chapter 4 Contacts P olicy Patrol Secure File Transfer allows you to send Secure File Transfers to contacts outside your organization. If using Advanced Authentication, contacts need to create an account in order to be authenticated. This chapter describes how to manage and create accounts for contacts and how they can download files. 4.1 Manage contacts Go to Contacts > Manage contacts to see a list of contacts that have set up an account and can use Advanced Authentication. For each contact the name, company, address, and status will be displayed. To temporarily disable a contact, click on the Disable button next to the contact. If the contact goes to the Policy Patrol Secure File Transfer portal, or clicks on a file download link, they will see 38 Version 2

40 4 CONTACTS a message saying that their account has been disabled. To enable a contact again, click on the Enable button next to the contact. To reset the password for the contact, click on Reset Password. The contact will receive an asking them to create a new password. Note that there are no action buttons for contacts using an external account to sign in, such as Google or LinkedIn. 4.2 Invite Contacts There are three ways to invite new contacts to set up an account in order to exchange secure files with you: 1. By sending the new contact secure files through the New Transfer page and selecting the Advanced Authentication option. 2. By going to Invite Contacts and submitting an invitation to create a new account (you would choose this option if you wish to receive files from this recipient, or if you wish the recipient to create the account before you send any files for increased security). 3. By sending the contact an for which an policy rule applies with Advanced Authentication. To invite a new contact, go to Contacts > Invite New Contact. Enter the first name, last name and address, company and suggested user name. The will already include the standard template. If you wish to add a custom message too, you can do this by entering text in the Message field. When you are ready, click Invite. 39

41 4 CONTACTS Once a contact has been sent an invitation they will be listed in Pending Invitations. When the contact clicks on the verification link in the and sets up their account, the contact will be moved from Pending Invitations and will be listed under Manage contacts. If the contact has not yet set up their account you can resend the invitation by clicking on the button Resend Invitation. If you wish to delete a pending invitation, you can click on the Delete button. 4.3 Setting up a New Account After sending an invitation to a new contact, the contact will receive an invitation (the text can be customized in Templates). The invitation will contain a link that will show a dialog allowing the user to create a new account in Policy Patrol Secure File Transfer or sign in with an existing Google or LinkedIn account. To create a new account in Policy Patrol Secure File Transfer, click on Create new Policy Patrol Secure File Transfer Account. The contact will now be asked to enter their name, address, company name and password. They must also select a security question from the list and enter the answer to the security question (the answer is not case sensitive). If the user forgets their password, they will be able to reset their password by providing the correct answer to the security question. After the contact clicks on the button Create Account, the contact will receive a verification with a link. When the contact clicks on the link in the , the account will be enabled. If the contact does not click on the link to verify the address, the Contact will be listed in de the Pending Contact Invitations list. An additional dialog will appear asking the contact to enter some additional information. After completing the account creation, an activation link will be sent to the contact s address. The account will be enabled when the contact clicks on the activation link. 40

42 4 CONTACTS If the Contact has forgotten their password, they will be able to click on the I forgot my password link. The contact must enter the answer to their security question. If the answer to the security question is correct, the Contact is sent an with a link from where they can reset their password. You can also reset the password for a contact from Manage Contacts (see paragraph 4.1). If you reset the password for a contact, they will receive an with a link to reset their password. 4.4 Downloading Files When the Contact has received new files and clicks on the download link, the Contact will be asked to enter their Policy Patrol Secure File Transfer portal login details. The download will start automatically after entering the details. 41

43 4 CONTACTS 4.5 Inbox Contacts will be able to browse incoming file transfers by going to the Inbox folder. When a transfer expires or is deleted by the Sender, the file transfer will no longer be displayed in the Inbox. If a Contact clicks on a link in an notification of an expired or deleted transfer, the Contact will see a message saying that the files have expired. To view and download the files of the file transfer, the Contact must click on the > sign next to the File Transfer. To delete the transfer, the Contact can select the checkbox next to the transfer and click on the Delete button. To delete individual files, the checkbox next to the file must be selected and then the Contact must click Delete. 4.6 Outbox Contacts can browse their outgoing file transfers from the Outbox. 42

44 4 CONTACTS 4.7 Drafts The Drafts folder lists saved transfers that have not yet been sent. 4.8 New Transfer Contacts will be able to send files securely to your organization by going to New Transfer. The options will be the same as described in Chapter 3. Note Contacts can only send files to Policy Patrol Secure File Transfer users, not to contacts or other external addresses. 4.9 Changing Account Information If you wish to change your details or your security question and answer, you can do this by going to My Account > My Information. Click Save to save any changes. To change your password, go to Change Password. Enter your old password and your new password. Confirm your new password and click Save. 43

45 Chapter 5 Users P olicy Patrol Secure File Transfer licenses users from your Active Directory. This chapter describes how to import users, license users and disable users. 5.1 Manage users In Manage users you will see a list of Active Users, Unlicensed Users and Disabled Users. Users in the Active Users list are able to send and receive files through Policy Patrol Secure File Transfer. To disable a user, click on the Disable button next to the user. The user will now be moved from the Active Users list to the Disabled Users list. 44 Version 2

46 5 USERS To unlicense a user, click on the Unlicense button next to the user. The user will now be moved from the Active Users list to the Unlicensed Users list. 5.2 Invite users To invite a new user, go to Users > Invite New user. Enter the First name, Last name, address, Suggested user name and message. Click Invite. The user will receive an invitation . Until the user creates their account, they will be listed in Pending Invitations. To delete a user from Pending Invitations, click on the Delete button next to the user in Pending Invitations. To resend the invitation to the user, click on the Resend Invitation button next to the user. 5.3 Changing Account Information If the user account is synchronized with Active Directory, the user will not be able to make any changes to their account or password since Policy Patrol Secure File Transfer will use Windows Integrated Authentication and the user can use their Windows password to log onto the Policy Patrol Secure File Transfer portal. The user will see the following note: Your account is managed by Active Directory. 45

47 5 USERS If the user was invited to become a Policy Patrol User without Active Directory synchronization, the user will be able to change their password and update their security question, by clicking on My Account. 46

48 5 USERS In My Information, the user can change their name, company and security question and answer. Click Save to apply the changes. 47

49 5 USERS To change your password, go to Change Password. Enter your Old Password and then enter your new password in New Password and enter it again in Confirm password. Click Save to update the password. 48

50 Chapter 6 Exchange Agents & Rules P olicy Patrol Secure File Transfer allows you to set central policies to ensure the secure transfer of certain files without requiring any user intervention. Exchange Server Rules allow you to set policies for your attachments. 6.1 Agent Management 49 Version 2

51 6 EXCHANGE AGENTS Note The Exchange Agents node is only visible to Administrators and Compliance Officers. When Exchange Agents are installed they are automatically added to the list. The Exchange Agents are used to run rules on incoming and outgoing s and are installed on the Exchange Server. For each Agent the Name, Address, and State (Disconnected/Connected) is listed. To disconnect an Agent, click on the Disconnect button. Agents listed in Known Agents have not been registered. 6.2 Agent Rules Policy Patrol allows you to configure rules that specify which attachments must be sent via secure transfer. This gives you the peace of mind that certain attachments will always be sent via secure transfer, without requiring any action on the user s part. To create a new Rule, go to Settings > Manage Rules and click on the Add Rule button. A rules wizard will appear that will guide you through a number of dialogs. Notice that the bottom pane contains the rule description. This description is updated each time you make new selections. You will be guided through the following dialogs: General In the General dialog you must enter the Rule Name, Rule Description and select whether the rule is Enabled. When ready, click on the right arrow to go to the next dialog. 50

52 6 EXCHANGE AGENTS Rule Users Select the Users for the rule. Select All users to apply the rule to all users listed as Active users in Users > Manage users. Select Selected users if you wish to apply the rule to specific users only. 51

53 6 EXCHANGE AGENTS Rule Direction Select the Direction for the rule. You can select Internally Sent, Internally Received, Externally Sent, Externally Received Rule Conditions In the Conditions dialog you can select which conditions must trigger the rule. If you select multiple conditions you can select Match any of the conditions or Match all of the conditions. For instance if you wish to send all files via Secure File Transfer that have a sensitivity of Confidential and are larger than 1 MB, you must select Match all of the conditions. If you wish to send attachments larger than 1 MB via Secure File Transfer, as well as s that have been marked as Confidential, then you must select Match any of the conditions. 52

54 6 EXCHANGE AGENTS The following conditions are available: Priority To trigger the rule when a certain message priority is set, select the option Priority. Select the Priorities that should trigger the rule. You can select from High, Normal and Low. Sensitivity To trigger the rule when a certain message sensitivity is set, select the option Sensitivity. Select the Sensitivity options that should trigger the rule. You can select from Normal, Personal, Private and Confidential. 53

55 6 EXCHANGE AGENTS Attachment Size To trigger the rule only for certain attachment sizes, select the condition Attachment Size. Select whether the size should be Greater Than, Less Than, Between or Not Between. Enter the size and select B, KB, MB or GB. Select the option Add up all attachments, if you wish Policy Patrol to count the total of the attachments, rather than the individual attachment. For instance with this option selected, an with two attachments, one of 5 MB and the other of 3 MB would trigger a rule with the attachment size condition of Greater Than 7 MB. However if you do not select the option Add up all attachments, each attachment is counted individually and the rule would not trigger. Attachment Count To trigger the rule when a certain number of attachments exist, select the condition Attachment Count. Select Equal To, Greater Than, Less Than, Between or Not Between. Enter the number of attachments that should trigger the rule. Attachment Extension To trigger the rule when a certain type of file is attached, select the condition Attachment Extension. In the File Type Extensions box, enter the attachment extensions for which the rule should trigger. If you want to enter multiple extensions, separate them by a comma. For instance, if you want to trigger the rule for Microsoft Word documents and pdf files, enter doc, docx, pdf. 54

56 6 EXCHANGE AGENTS Note that if this condition is set, the rule will only trigger for the attachment extensions listed. So if you have specified doc, docx, pdf in the File Type Extensions box and an contains a pdf and an xlsx attachment, Policy Patrol Secure File Transfer will remove the pdf attachment and insert a secure link to the pdf file. The xlsx file will remain as an attachment to the . To edit a condition that you have configured, click on the edit link next to the condition Rule Exceptions In the Exceptions dialog you can select which exceptions should prevent the rule from triggering. If you select multiple exceptions you can select Match any of the exceptions or Match all of the exceptions. For instance if you wish to send all files via Secure File Transfer but not those that have a sensitivity of Normal and are smaller than 1 MB, you must select Match all of the exceptions. If you wish to exclude s with attachments smaller than 1 MB 55

57 6 EXCHANGE AGENTS via Secure File Transfer, as well as s that have been marked as Normal, then you must select Match any of the exceptions. The available exceptions are the same as the conditions discussed in the previous paragraph Rule Actions In the last step you need to select the Secure File Transfer options. 56

58 6 EXCHANGE AGENTS In Authentication Mode, select Standard Authentication or Advanced Authentication. If Standard Authentication is selected, the recipient will be able to download the file without entering a password. If Advanced Authentication is selected, the recipient will first have to enter their Policy Patrol Secure File Transfer credentials before they can download the file. If the recipient is not yet set up as a Policy Patrol Secure File Transfer contact, they will receive an asking them to create an account. Once they have created an account they will be able to download the file. In Send download notification to sender, select Never, First Download, Every Download. If you select First Download, you will only receive an notification the first time the file is downloaded. If you select Every Download, you will receive an notification each time the file is downloaded. Select whether you wish to receive a notification is the transfer fails or succeeds. Select When Upload Fails to receive an notification when the upload fails. Select When Upload Succeeds to receive an notification when the upload is successful. In Expire After, enter the number of days after which the file transfer must expire. For instance you can select to expire the files in 30 days. When files expire, the sender will still see the files in their Outbox but the recipient can no longer see them in their Inbox (in the case of Advanced Authentication) and if they click on the download link in the they will see a message saying that their files are no longer accessible. In Max downloads per recipient enter the maximum number of downloads per recipient. 57

59 6 EXCHANGE AGENTS In Rule Affects, select which type of attachments the rule should apply to. If you select Standard attachments only, the rule will only replace attached files (where the sender clicked on the paperclip icon) with download links. If you select Inline attachments only, the rule will only replace pictures that have been inserted into the message itself with a download link. If you select All attachments, the rule will replace all attachments and inserted pictures with a download link. Note Inline attachments are pictures or objects that have been inserted in the message itself. Standard attachments are files that have been attached to the message. When you are ready, click Save to save the rule. The rule will now appear in the Rule list. 58

60 6 EXCHANGE AGENTS Editing a Rule If you wish to edit an existing rule, click on the Edit button. After making changes, click Finish to apply the changes to the rule. 59

61 6 EXCHANGE AGENTS Ordering rules If you wish to change the order in which rules are applied, you can click on the up or down arrow next to the rule. 60

62 Chapter 7 REST API T his chapter describes the REST API calls that can be used with Policy Patrol Secure File Transfer. Through the Application s Interface, any 3 rd party application can interact and communicate directly with Policy Patrol Secure File Transfer. This allows you to add Policy Patrol Secure File Transfer to your automated workflow. Each call should include an authentication token or user credentials (username and password). 7.1 Upload Summary To automatically upload files to Policy Patrol Secure File Transfer, the 3 rd party application can make a REST call to Policy Patrol s API. The API allows you to upload/submit a file to SFT and configure notifications, expiration settings and other transfer settings. The call should be made to sft_rest/file using the POST method. Group URL Path Method admin sft_rest/file POST Default Port 8000 Http return 200, 400, 401, 403, Version 2

63 7.1.2 HTTP header parameters All HTTP header parameters are listed below. Authorization Bearer [token obtained from authenticate call] REQUIRED* The authentication token of the caller user Authentication user name REQUIRED* This user must be a valid SFT user password Authentication password REQUIRED* filename Object file name REQUIRED The name of the file uploaded. send_as Sender address REQUIRED Must be a valid SFT user (this includes being a valid address) recipients Recipient(s) addresses REQUIRED Must be one of more valid SFT users. Separate multiple addresses with a comma (,) access_mode File access mode REQUIRED 0 = Available to everyone who has the download link 1 = Private (requires authentication in order to access the file) subject File Transfer Subject OPTIONAL This will appear in Web Portal message File Transfer Body Message OPTIONAL file_expiry File expiry date OPTIONAL Date (in UTC) when fileshould expire in SFT. file_max_downloads File max no. downloads OPTIONAL Maximum number of downloads of the file. group_id Group Id OPTIONAL Used to group multiple files together in SFT. Possible value is a Guid without hyphens (for example: 217D0F2FB4694D5C81941BD ). Must be specified in order to group files into a File Transfer. last_in_group Last file in group (true/false) OPTIONAL Tells SFT that the file is the last in a group and File Transfer can be processed can be sent. Only required when group_id is used. skip_notify Skip sending upload notifications OPTIONAL Allows the user to decide if he wants notifications for success / failure to be sent. Possible values 0 (default) or 1. Please note setting this parameter to "1" will override the default settings of the File Transfer (as set in the web UI Settings -> Default Transfer Settings) and will skip sending both Success and Failure notifications. Setting the value of the parameter to "0" means using the default parameters (from Settings -> Default Transfer Settings) 62

64 * Authorization OR user + password are required. Grouping Files under the same File Transfer When files are grouped under the same File Transfer (by using the group_id and last_in_group), the files will be available for download only after the request with last_in_group set on true is specified Method: POST HTTP body File content stream REQUIRED Request Error 400 Bad Request Invalid HTTP request 401 Invalid parameter An invalid header parameter was specified. 403 Forbidden Authentication credentials incorrect 500 Internal Server Error Server is temporarily unavailable Response Example of successful upload request: { "file_id" : "B265F9AEEF434B82B12779F53ED7C546", "file_url" : " "web_url" : " "status_url" : " "transfer_id" : "4e01e77adbb842abb842c450f2fae887" } Descriptions of response: 63

65 file_id Id of file in SFT Use this id when downloading the file via REST API. file_url Url to file in SFT (REST) Use this link to download the file via REST. web_url Url to file in SFT (Web) Use this link to download the file via a Web Browser. status_url Url to file status in SFT Use this link to get the file status in SFT (via REST). transfer_id Id of the File Transfer ID Use this value in case you want to group multiple files under the same File Transfer Example of notifications being sent: In case of failure/success, the client will be automatically notified by that the call failed/succeeded. The formats can be configured using the templates below. 64

66 Failure to upload Hi [%]InitialSenderName[%], An error occurred when uploading the following transfer: Date: [%]DateAndTime[%] Subject: [%]TransferSubject[%] File: [%]FileName[%] Please try to send the transfer again. [%]Signature[%] Successful upload Hi [%]InitialSenderName[%], The following transfer has been successfully sent: Date: Subject: File: [%]DateAndTime[%] [%]TransferSubject[%] [%]FileName[%] [%]Signature[%] 65

67 7.2 Download Summary This API call allows you to retrieve the files stored in Policy Patrol Secure File Transfer. The call should be made to sft_rest/file/{file_id} through a GET request. Please note that you need to {file_id} in order to retrieve the file. Group URL Path Method admin sft_rest/file/{file_id} GET Http return 200, 400, 401, 403, 404, HTTP header parameters Authorization Bearer [token obtained from authenticate call] REQUIRED* The authentication token of the caller user Authentication user name REQUIRED* This must be a valid user when SFT authentication is used. If no authentication, any user name (for auditing purposes) password Authentication password OPTIONAL* SFT password (only required when SFT authentication is used) skip_notify Skip sending download notification (if configured) OPTIONAL Select to send optional notification when downloading file (Provided that notifications are enabled for the download). Possible values: 0 (default) or 1. * If SFT authentication is used, Authorization OR user + password must be specified Method: GET file_id Id of SFT file. REQUIRED Request Error 400 Bad Request Invalid HTTP request 401 Invalid parameter One or more parameters are invalid 66

68 400 Bad Request Invalid HTTP request 403 Forbidden Authentication credentials incorrect 404 Not found File was not found in the database 500 Internal Server Error Server is temporarily unavailable Response Example of successful scan request: [Content Stream] Descriptions of response: The complete content stream of the Policy Patrol Secure Transfer file Notification Just as regular downloads via the Web UI, downloads initiated via REST will generate notifications based on the settings defined in "Default Transfer Settings" (see image bellow). Any configured notifications can be disabled by setting the skip_notify header (see above). 67

69 Please refer to Policy Patrol Secure File documentation for details on configuring notifications at the time of upload or after upload. 68

70 Example of notification Hi [%]InitialSenderName[%], The following transfer has been successfully downloaded: Date: Subject: File: [%]DateAndTime[%] [%]TransferSubject[%] [%]FileName[%] [%]Signature[%] 69

71 Chapter 8 Audit T his chapter describes the way Policy Patrol Secure File Transfer logs and displays events in the application. Each event that is triggered by an action (user based or automatically) is recorded by the system and is visible in the Audit log. This feature allows Administrators to track events and data transfers on the system. 8.1 Audit Log Only users with the Administrator role are able to view the Audit log. The button will be visible in the left menu, above Contacts/Users tabs. The date, event type, user, status, details of the transfer and the location will be listed. You will be able to add filters for each of the columns, which will make event tracking even easier. 70

72 8.2 Export You will also have the option to export the audit data in a CSV (comma separated values) file. This can be loaded in any 3 rd party application, or saved in another internal database. 71

73 Chapter 9 Settings T his chapter describes the different settings that can be configured for Policy Patrol Secure File Transfer, including SMTP Settings, Active Directory, My Account settings, Widgets, and Templates, Branding, Default Transfer settings, Retention Policy and Anti Virus. All settings are available form the Settings drop down menu. 9.1 SMTP Settings This tab shows your SMTP settings. After installing Policy Patrol Secure File Transfer you entered the SMTP settings. If you need to make any changes, you can do so from here. In SMTP Host, enter the IP address of the SMTP host. In SMTP Port, leave 25 entered unless you know it uses a different port. Select Enable SSL to specify whether SSL is used to access the configured SMTP host. Select Ignore Certificate if you wish any SSL certificate warnings to be ignored. If the SMTP host requires SMTP authentication you must enter your Domain, i.e. NEWHOUSINGCORP, user name and password. Click Next to continue. 72

74 9.2 Send Test If you wish to send a test to verify that your SMTP settings are properly configured, you can do this from the Test tab. Enter a From and To address and click on the Send button. Note: make sure that the From address is a valid internal address. Verify that the arrives at the To address. If the test arrives, your SMTP settings are correct. 9.3 Active Directory The Active Directory dialog includes information about the Active Directory Domain controller, synchronization and licensing options. If the Active Directory settings are not correct, an error message will be shown. In Server Address enter the IP address of your Domain Controller. Enter the Administrator username (DOMAIN\Username) and password. This account must have rights to create groups in Active Directory). Select Enable synchronization in order to synchronize any Policy Patrol Secure File Transfer Active Directory group membership changes. Select Automatically license new users if you wish to automatically license any new members that are added to the Policy Patrol Secure File Transfer groups. When you are ready, click Update. If everything is correct, you should see a green circle with a check mark followed by: Active Directory synchronization is running. 73

75 9.4 Updates This tab displays the Policy Patrol Secure File Transfer version that is installed. 9.5 Licenses To view current product licenses, go to Licenses. For each installed license, the Key, Type Status and Description will be shown. If the license will expire, the expiration date is provided in the description. To enter your product license, and click on Add. Existing licenses will be listed. To remove an existing license from the list, click on Remove next to the license. 9.6 Widgets Widgets are forms used on your website to allow customers and suppliers to send you files via Secure File Transfer. For instance, a widget can be used for clients to send confidential and/or large documents to your company. To create a new widget, click on Add Widget. Enter the name for the new widget. In Recipient(s) enter the address(es) of the internal user(s) who will be receiving the 74

76 uploaded files. If using multiple recipients, separate the addresses by a,. In Status, select whether the widget should be Enabled or Disabled. Check the Enable Captcha checkbox if you want to require the submitter to enter the displayed code before the form is submitted and the file is sent. The purpose of the captcha is to avoid automated scripts submitting files through the form. In Host Domain(s) enter the IP address or server name of the Host Domain. Note that the HTML snippet will be created after you create your widget. In Allowed File Extensions you can control the file types sent through the widget. If you enter file extensions in the Allowed File Extensions list, only these types of files can be uploaded through the widget. If no extensions are entered, all file extensions can be uploaded through the widget. Separate multiple extensions by a comma, for instance doc, docx, xls. There are a number of further options available. These options can be fixed (i.e. they cannot be changed by the sender), or they can be editable by the sender. If you wish the files to automatically expire after a certain number of days, in Expire after enter the number of days after which the files must expire. Select Expiration is editable if you wish the Sender to be able to change the expiration setting. If you wish to limit the number of downloads, enter the maximum number in Maximum downloads per recipient. Each recipient will be able to download the file the number of times indicated. Select Editable maximum downloads if you wish the sender to change the maximum number of downloads. If you wish an notification to be sent to the sender when a file is uploaded successfully, select Send upload success notification. If you wish the sender to be able to edit this option, select Editable upload success notification. If you wish an notification to be sent to the sender when a file is not uploaded successfully, select Send Upload Failure notification. If you wish the sender to be able to edit this option, select Editable upload failure notification. If you wish to send an notification to the sender when the files are downloaded, in Send download notification select On First Download, or On Every Download. If you don t want a download notification to be sent, select Never. If you wish the sender to be able to edit the download notification option, select Editable download notification. In Authentication mode, select Standard Authentication or Advanced Authentication. If Standard Authentication is selected, the recipient will receive an with a unique URL in the to the uploaded file(s). The advantage of this method is that it is easy for the recipient to retrieve the files. The recipient simply has to click on the link and download the files from a web page. The disadvantage of this method is that theoretically anyone who intercepts the is able to download the files. Advanced Authentication is a more secure way of sending files. If Advanced Authentication is selected, the recipient will receive an that they have received a new transfer. They will then need to log on to the Portal and go to their Inbox in order to retrieve the files. When you are done, click Create. The widget will now appear in the list. 75

77 To copy the HTML snippet that you should include on your website, click on Edit. Copy the HTML code from the HTML snippet box. 76

78 To preview the form that users will see on your site, click on Preview. Any options that were selected as Editable, will be shown in the Preview. Below is an example of the widget on a website: 77

79 9.7 Templates Policy Patrol includes a number of templates that are used for notifications. The following templates are available: Template Successful Upload Successful Download Failed Upload Invitation Password reset Anonymous successful download Activation Receive files Signature Anti Virus Sender Notification Anti Virus Administrator Notification Receive Files via Agent Generic Admin Notification Description Notifies that the files were uploaded successfully. Notifies that the files were downloaded successfully. Notifies when the upload for the files failed. Invitation that is sent when inviting a new User or Contact. that is sent when a Contact or User selects Forgot Password. that is sent when a recipient downloads files through Standard Authentication. Notifies the new User or Contact to activate the account through the activation link. This template is used when sending files (for Standard as well as Advanced Authentication). This template contains the company/user signature and can be inserted into other templates by using the merge field [%]Signature[%]. that is sent if you check Notify the Sender in Anti-Virus settings. that is sent if you check Notify the Administrator in Anti-Virus settings. Text that is inserted into an when Policy Patrol Secure File Transfer replaces an attachment with a secure link that is sent to the Administrator if an error occurred that needs your immediate attention. 78

80 If you wish to view or change these notifications, you can do so by selecting an template from the list. Make your desired changes and click Save. To revert back to the default template, click on Reset to default. 79

81 You will be able to edit the text and formatting of the . The following options are available: bold, italic, underlined, font, font size, font color, fill, align left, align middle, align right, justify, bullets, numbered lists, decrease indent, increase indent, format style, insert link, and insert image. A preview of the template is shown in the bottom pane: The following merge fields can be used (depending on the template): Field name [%]ToNameGeneric[%] [%]FromName[%] [%]From [%] [%]CreateAccountLink[#]insert link text[%] [%]InitialSenderName[%] [%]TransferSubject[%] [%]DateAndTime[%] [%]FileList[%] [%]FileName[%] [%]DownloadedByName[%] [%]Signature[%] [%]Expiry Dates For Every Attachment[%] [%]Download Authentication Mode[%] Field Description Name in to To field. Name of the user who sent the transfer address of the user who sent the transfer. Link to create a new account Sender name. Subject that was entered for the transfer. Date and Time the transfer was sent. List of the files in the transfer. File name. Person who downloaded the file. Contains the company/user signature as configured in the Signature template under Settings > Templates. The date when each individual file in the transfer expires. The authentication mode the transfer was sent with (i.e. Standard Authentication or Advanced authentication) 80

82 [%]DaysUntilTransferExpiration[%] [%]DateWhenTransferExpire[%] [%]RemainingDownloads[%] [%]FileExpirationDate[%] [%]OptionalMessage[%] [%]IpAddress[%] Days until the entire file transfer will expire. Date on which the file transfer will expire. Remaining number of downloads. Date on which the file will expire. The optional message sent at invitation. IP from the machine where the download occurs Image Replacement If you select to replace inline attachments with download links, you can choose to replace the removed images with a standard image. If you wish to do so, enter the URL to the image that you would like to display in Update Image URL. 9.9 Default Transfer Settings In this section you can set the default transfer settings for all transfers sent from the Secure File Transfer portal (using the New Transfer form). The settings include authentication mode, expiration settings, allowed file types and download notifications. When the default transfer settings are modified, all transfers sent from that point on will have these options selected by default. Users can still change the transfer settings for each transfer by expanding the Adjust Transfer Settings option in the New Transfer form and modifying the settings. Note that the default transfer settings only apply to the transfers sent through the portal, not to new rules or Widgets. 81

83 9.10 Retention Policy Policy Patrol allows you to configure a file retention policy. If you do not wish to auto-purge files, select Retain files indefinitely. If you wish to automatically purge files that have been expired 82

84 for a specified time frame, select the option Delete expired files after and select the number of months, days or years. The file deletion will be performed daily at midnight. When expired files have been auto-purged, they will show in the portal with the Status Purged. The download link and expiration settings will no longer be available for the file. The file transfer itself will show as Expired Branding In the Branding section you can customize the logo and theme colors of the portal Uploading Your Logo In the logo tab you can upload your Logo, favicon and set the Site title: To upload your logo, click on Browse for File and select the logo you want to use. Next, click Upload Logo. To change the Site title, enter the new title and click Update. To go back to the default logos and title, click on Restore to Default for the relevant section. 83

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86 Customizing the Portal Theme In the Theme Tab you can set the colors for the portal so that they match your company s logo. To have Policy Patrol Secure File Transfer pick the matching colors, click on the main color and select a color by sliding the arrows up or down or enter the color code. Click on Generate new theme. The new color scheme will be displayed for each portal element. You can also modify the colors for each individual element. 85

87 To apply the new color scheme, click on the Update button. Now refresh the page so that the new theme is applied. You can return to the standard color scheme by pressing the Reset to default link Anti-Malware Using OPSWAT s Metascan add-on, Policy Patrol Secure File Transfer can quickly scan files with multiple anti-malware engines before they are uploaded to the Secure File Transfer portal. By using multiple anti-malware engines, Metascan increases detection rates for all types of malware without the hassle of licensing and maintaining multiple antivirus engines. Metascan can be purchased as an add-on for Policy Patrol Secure File Transfer, and is available in packages with 4, 8, 12, and 16 anti-malware engines. If needed, more engines can be added up to a total of 30 engines. More information about the different packages can be found on the following page: File Transfer. To use Metascan, you must first install Metascan, and then enable Metascan in Policy Patrol as described in the steps below. 86

88 Install Metascan In order to use Metascan with Policy Patrol, you need to install Metascan on your network. Metascan can be installed on the same machine as Policy Patrol, but it can also be installed on a separate machine. To obtain your Metascan trial version, sign up at the OPSWAT portal: File Transfer/metascan-download. Once you have downloaded Metascan, follow the next steps: Note that Metascan requires.net Framework 4.0 or later to be installed on the system. 1. Double-click on the executable. The welcome screen will appear. Click on Start and wait until the Metascan prerequisites are installed. 2. When the Setup Wizard appears, click Next. 3. Select Accept the terms in the License Agreement and click Next. 4. Choose which components of Metascan you would like to install. 87

89 5. Click Next. 6. Click Install. 7. Click Finish to complete the installation. 8. Go to Start > OPSWAT > Metascan Management Console. The console will open in a browser. You can configure scanning options from Workflow in the top menu. 9. Go to Clients in the top menu. 88

90 Copy the link from the Metascan Server box for entering in Policy Patrol (see below). Make sure you open the port specified in the URL in order to allow Policy Patrol to remotely connect to this server (in the screen above this is port 8008). Tip: Metascan clients are also available for the Metascan server, allowing you to scan endpoint systems for advanced threats Enable Metascan in Policy Patrol After installing Metascan, you must enable Metascan in Policy Patrol. First, make sure that you have version or higher installed of Policy Patrol Secure File Transfer. To check which version you have installed, go to Settings > Updates. If you have an earlier version installed, follow the instructions in the release notes to upgrade to the latest version: File Transfer/. To enable Metascan, follow the next steps: 1. Go to Settings > Anti-Malware. 2. Select Scan all files (all files that are sent and received on the system are scanned) or Scan files from external sources (files that are sent by Policy Patrol Secure File Transfer users will not be scanned). 3. Enter the URL of the machine where Metascan is installed. This URL can be found in the Metascan Management Console > Clients > Metascan Server. Make sure that the port in the URL is open (in this example it is port 8008). 89

91 4. Select actions to be taken when a file is found to be infected: You can select to Notify the administrator, Notify the sender and/or Delete the file. 5. Select actions to be taken when an error occurs while scanning a file: Select to Notify the administrator, Notify the sender and/or Delete the file. 6. When you are ready, click on Update. Policy Patrol Secure File Transfer will now scan files with Metascan (including attachments that meet Policy Patrol Secure File Transfer rule conditions), making sure that files are free from malware before they are uploaded to the system. Note that the notification templates can be modified by going to Settings > Templates > Anti-Malware Sender Notification or Anti-Malware Administrator Notification. If a transfer includes multiple files and only one or some of the files are infected, the rest of the clean files from the transfer will still be uploaded. To disable Metascan in Policy Patrol Secure File Transfer, select Disabled from the drop down list. 90

92 Chapter 10 Troubleshooting T his chapter describes how to troubleshoot Policy Patrol. If you have a problem you can consult the Policy Patrol online knowledge base, or request support from OPSWAT Knowledge Base If you have a question or problem with Policy Patrol you can consult our extensive online knowledge base at Some of the questions and answers are listed below. If you do not find your answer, please send an to [email protected] How can I permanently delete a file? Only Compliance officers can permanently delete a file. Users can delete files, which will make them invisible to the recipient, but they cannot permanently remove the file from the file server. The file will simply be moved to the Deleted folder. You can also set the Retention Policy to automatically delete files that have expired for a certain number of days How can I change my password or security question? Go to My Account. You can change your personal settings, including your password and security question How can I change the expiration date of a File Transfer? Click on the Expiration button next to the transfer. If you are the sender of the File Transfer, you will be able to change the expiration date for each of the files in the File Transfer. 91

93 8 TROUBLESHOOTING Policy Patrol is a registered trademark of OPSWAT, Inc. Copyright by OPSWAT, Inc. 92

94 Index..NET Framework , 14 K Knowledge Base 81 A Active Directory 21, 22, 61 Advanced Authentication 27 Auto-purge files 72 C Color scheme 75 Contacts 35 D Default transfer settings 71 E templates 67 Entering licenses 62 Exchange Rules 48 Expiration date 28, 29, 30, 31, 33 F FAQs 81 Frequently asked questions 81 G Google account 36, 37, 38 I Inline attachments 57 Installation 8 L LinkedIn account 37, 38 M Merge fields 69 MySQL 9, 12 N Non-inline attachments 57 Notifications 29 O Ordering rules 58 P Policy Patrol Secure File Transfer Administrators 22, 24 Policy Patrol Secure File Transfer Compliance Officers 22, 24 Policy Patrol Secure File Transfer Server 10, 24 Policy Patrol Secure File Transfer Users 22, 24 Purge 32 R Retention policy 72 S Standard Authentication Version 2

95 U Upload form on website 62 W Widget 62 94