User Manual Brainlp Outlk Add-In Versin 3.4
Cntent 1. Summary... 3 2. Release Ntes... 3 2.1 Prerequisites... 3 2.2 Knwn Restrictins... 4 3. Installatin and Cnfiguratin... 4 3.1 The installatin prgram... 4 3.1.1 Additinal cmpnents... 6 3.2 The Cnfiguratin Wizard... 6 4. Cnfiguratin... 6 4.1 Cnfiguring a Datarm server... 6 4.2 The Brainlp Menu... 7 4.2.1 Filter Cnfiguratin... 7 4.3 Other Add-In Optins... 8 5. Secure Delivery f Cnfidential Dcuments... 8 5.1 Optins fr Secure Delivery... 8 5.2 Tracking dcument delivery... 9 5.3 Cnfiguring a Datarm fr secure delivery... 10 6. String emails in a Datarm... 11 Manual Brainlp Outlk Add-In 2
1. Summary Brainlp Outlk Add-In is a client-based sftware prgram that seamlessly integrates Micrsft Outlk with the Brainlp Secure Datarm TM. It prvides the fllwing functins: Sending cnfidential dcuments with Micrsft Outlk Cmpse an email with Micrsft Outlk, attach yur cnfidential dcuments as standard email attachments, and click send. The Brainlp Outlk Add-In pps up autmatically. Select a target flder in a Brainlp Secure Datarm. Fr yur cnvenience, the add-in remembers yur recently-used destinatin flders. The recipients f yur message will receive an email in which the attachments have been replaced by links t the dcuments in a Brainlp Secure Datarm. The add-in als gives yu the ptin f leaving the email as it is and sending it with the attachments in the usual way. Tracking the receptin f dcuments Yu can chse t receive an email ntificatin cnfirming that the recipients have dwnladed the dcuments r that they have still nt dne s by the deadline yu specify. Alternatively, yu can track recipients activity using the Inbx and Outbx in the Brainlp Secure Datarm. String emails received in a Brainlp Secure Datarm In yur Outlk inbx, select all the emails yu want t stre securely. Click n the Stre in Datarm buttn and select yur target flder. The Add-In remembers the destinatin flders yu selected last. The Brainlp Outlk Add-In 3.4 supprts Micrsft Outlk 2003 and 2007. It requires a Brainlp Secure Datarm that is enabled fr web services access. If yu have questins r cmments that are nt answered by this manual, please cntact us at supprt@brainlp.cm. We lk frward t receiving yur feedback. 2. Release Ntes 2.1 Prerequisites The Brainlp Outlk Add-In requires: Sftware installatin permissins: The user must have the permissin t install sftware n his/her client Sftware Requirements: The fllwing sftware cmpnents are required Micrsft Windws XP Service Pack 2 r higher and Micrsft Outlk 2003 r higher, r Micrsft Windws Vista and Micrsft Outlk 2007 Brainlp Secure Datarm Server requirements: Versin 7.00.50 r higher The Brainlp Outlk Add-In requires a Datarm enabled fr web services. Please cntact yur Datarm Manager if yu have any questins abut this. Manual Brainlp Outlk Add-In 3
2.2 Knwn Restrictins The add-in des nt supprt Micrsft Outlk 2003 running in a Vista envirnment. Length f Email Text: Email text f mre than 2000 characters will be stred as a message bject in the Datarm, but in an abridged versin. Files up t 500MB: The Brainlp Outlk Add-In supprts secure delivery f single dcuments up t 500MB. Autmatic deactivatin f Brainlp Outlk Add-In: Under certain rare circumstances, the Brainlp Outlk Add-In remains deactivated r disappears, even after restarting Micrsft Outlk. If this ccurs, please prceed as fllws: Micrsft Outlk 2003: Select? >..Inf frm the menu. Click n buttn Deactivated Elements. Check whether the entry BrainlpOutlkAddIn is listed. If s, select the entry and click n the buttn Activate. Select Tls >...Optins frm the menu. Select the tab Other and click n Advanced Optins. Then click n COM Add-Ins. Verify whether BrainlpOutlkAddIn is in the list and marked with a green checkmark. If nt, select the checkbx t reactivate it. Cnfirm yur changes by clsing the windw with OK. Cnfirm by clicking OK tw mre times. Nw check whether the buttn Save t Datarm reappears. Exit Micrsft Outlk and restart it. The add-in shuld nw be visible and activated. Micrsft Outlk 2007: Select Tls > Trust Center frm the menu, then chse Add-Ins frm the list f cmpnents n the left. Select COM Add-Ins frm the list n the lwer right hand side and click G. Check whether BrainlpOutlkAddIn is marked with a green checkmark in the list. If nt, click the checkbx t activate it. Cnfirm yur changes by clsing the windw with the OK buttn. Nw verify whether the buttn Save t Datarm reappears. Exit Micrsft Outlk and restart it. The add-in shuld nw be visible and activated. Sending internal links t nn-members f a Datarm If a user selects a destinatin flder that allws external links t be sent, but then selects the type f delivery as Send t Datarm members and adds bth Datarm members and nn members as recipients, the Brainlp Outlk Add-In will nt detect this cnfiguratin errr. The nn-members will get an access denied message when accessing the links. 3. Installatin and Cnfiguratin 3.1 The installatin prgram Please uninstall any previus 2.x versins befre installing this versin! Save the installatin prgram in a lcal temprary flder. Manual Brainlp Outlk Add-In 4
Clse Micrsft Outlk. Please discnnect any mbile devices plugged in t yur PC, as these may be set up t synchrnize autmatically with Outlk and prevent Micrsft Outlk frm clsing dwn, even if it is nt pen n yur desktp. There are tw variants f the installatin prgram, depending n yur versin f Outlk. If yu are nt sure which ne yu have, yu will find the versin number in Help > Abut Micrsft Outlk. If yu use Micrsft Outlk 2003, please use the ba_304_2k3_en.exe file. If yu use Micrsft Outlk 2007, please use the ba_304_2k7_en.exe file. Duble-click the installatin prgram t start it. If a windw with a security warning pens, click n Run t start the Brainlp installatin. If ne f the requirements is nt met (see sectin 2), the installatin prgram will install the missing cmpnents if it can. If nt, it will stp and display an errr message (e.g. Unable t satisfy all prerequisites fr Brainlp Outlk Add-In r Installatin failed because Micrsft Office SP2 is nt installed. ). If a required cmpnent needs installing, an additinal dialg windw may pp up. In this case please cnfirm the installatin request. Once all requirements are met, prceed t the actual installatin as fllws. 1. Welcme t the Brainlp Outlk Add-In Setup Wizard : Ensure that Micrsft Outlk r the prcess utlk.exe is n lnger running. Yu can check this with the Task Manager. Nw select the buttn Next> t start the installatin. 2. Select Installatin Flder : Adjust the fllwing settings as required. When yu have finished, click Next >. The prgram will ask yu t specify the target flder where the prduct will be installed. A default suggestin is prvided. T change this, click Brwse t pen the file explrer and select the flder yu prefer.. In additin, yu can display infrmatin abut hw much disk space is required by selecting Disk Cst. 3. Cnfirm Installatin : When yu have selected all the settings yu want, click n Next> t prceed. By selecting Back> yu can g back t a previus screen in rder t check r change a setting. Clicking n Cancel will stp the installatin prgram. 4. Installing Brainlp Outlk Add-In : This shws that the actual installatin is running. The blue bar indicates the prgress. As sn as the installatin is finished, the Next> buttn will be activated. Click n it t cmplete the prcess. 5. Installatin Cmplete The installatin is finished. Click n Clse t clse the windw. Restart Micrsft Outlk after the installatin f Brainlp Outlk Add-In. The new functins will nly be available nly after a restart. Clsing the Micrsft Outlk windw may nt stp all related prcesses, especially if yu are using a mbile device that synchrnizes with Outlk and it is cnnected t the PC. If the Brainlp buttn des nt appear after exiting and restarting Micrsft Outlk, please lgut and lgin again. If the buttn still des nt appear, cntact Brainlp Supprt. Manual Brainlp Outlk Add-In 5
3.1.1 Additinal cmpnents The installatin prgram will verify that all sftware requirements are met and try t install any missing cmpnents as far as it can. It may install the fllwing cmpnents n yur PC: Micrsft Office Autmatin Micrsft.NET Micrsft Office 2003 PIA (Primary Interp Assemblies) Redistributable Micrsft Visual Studi Tls fr Office Runtime Redistributable 3.2 The Cnfiguratin Wizard When yu start Micrsft Outlk fr the first time after installing the Brainlp Outlk Add-In, a wizard will pp up. The wizard will help yu cnfigure Brainlp Outlk Add-In fr secure delivery. It will guide yu thrugh the fllwing steps: Cnfiguring a cnnectin with a Datarm server Selecting a destinatin flder t be used as a pick-up lcatin fr email attachments Sending a test email in rder t check that the cnfiguratin is wrking crrectly. 4. Cnfiguratin 4.1 Cnfiguring a Datarm server When yu start Micrsft Outlk, the Brainlp Outlk Add-In creates a cnnectin t a Datarm server. If the Datarm server cnnectin has nt yet been cnfigured and secure attachment handling is activated, the cnfiguratin dialg bx will pp up autmatically when yu send an email with an attachment r click n Save t Datarm t stre an email in a Datarm. Create a new server cnfiguratin: Click n Brwse in the ppup dialg bx t send an attachment securely r save an email. Then select the green icn. Mdify a server cnfiguratin: Click n Brwse in the ppup dialg bx t send an attachment securely r save an email. Select the server yu want t mdify. Then right-click n it and select either Mdify Server Cnfiguratin r the icn frm the menu. Yu can change the fllwing settings in the server cnfiguratin dialg bx: Server URL Select a pre-cnfigured server URL r enter a new ne, e.g. https://my.brainlp.net. Lgin Methd Select the lgin methd yu usually use when yu lgin t the Datarm and enter the details as fllws: User name and Passwrd Enter the email address and passwrd yu use t cnnect t the Datarm. Manual Brainlp Outlk Add-In 6
Please nte: If yu authenticate with yur passwrd and yur passwrd is changed, please remember t mdify the server cnfiguratin f the Brainlp Outlk Add-In accrdingly. Certificate Yu can select this alternative if it is activated fr yur target Datarm. Yu will see a list f certificates installed n yur cmputer. Select the ne that is assigned t yur user prfile in the Datarm. Windws-Lgin Yu can select this alternative if it is activated fr yur target Datarm. Delete a server cnfiguratin Click n Brwse in the ppup dialg bx t send an attachment securely r save an email. Select the server yu want t delete. Then right-click n it and chse either Delete Server Cnfiguratin r the icn in the menu. 4.2 The Brainlp Menu Yu can change the fllwing settings in the Brainlp menu item: Enable Brainlp Tlbar Click n this ptin t activate r deactivate it. When it is activated, the Stre in Datarm buttn will be displayed n the tlbar. Enable secure attachment handling Click n this ptin t activate r deactivate it. When it is activated, the Brainlp Outlk Add-In will pp up each time an email with at least ne attachment is sent frm Micrsft Outlk. Filter Cnfiguratin In this dialg bx, yu can fine-tune when the Brainlp Outlk Add-In shuld pp up. Send Lg Files Click n this ptin t initiate the transfer f lg files t yur Outlk Add-In custmer service. 4.2.1 Filter Cnfiguratin When sending an email with attachments, yu can fine-tune hw yu want the Brainlp Outlk Add-In t pp up. T d this, use the tw lists Include fr Secure Delivery and Exclude frm Secure Delivery in the Brainlp > Filter Cnfiguratin dialg bx. If the add-in shuld pp up fr all recipients with a few exceptins: Specify which users the add-in shuld nt pp up fr by adding their email addresses t the list Exclude frm Secure Delivery. Partial addresses are als acceptable. In additin, yu can manage the exceptins t this list in Include fr Secure Delivery. Example: If the list Exclude frm Secure Delivery cntains the string @brainlp.cm, then the add-in will nt pp up if yu send an email with an attachment t mueller@brainlp.cm. If the Include fr Secure Delivery list cntains the string schmidt, the add-in will pp up if yu send an email with attachments t schmidt@brainlp.cm r t schmidt@brainlp.cm and mueller@brainlp.cm. Manual Brainlp Outlk Add-In 7
If the add-in shuld nly pp up fr specific recipients: Leave the Exclude frm Secure Delivery list empty. Specify which users the add-in shuld pp up fr by adding their email addresses t the list Include fr Secure Delivery. Partial addresses are als acceptable. Example: If the list Include fr Secure Delivery cntains the string @brainlp.cm and the Exclude frm Secure Delivery list is empty, the add-in will pp up if yu send an email with attachment t schmidt@brainlp.cm r t schmidt@brainlp.cm and mueller@brainlp.de, but the add-in will nt pp up if yu send an email with an attachment t mueller@brainlp.de. 4.3 Other Add-In Optins Yu will find further ptins by pening the menu Tls > Optins and selecting the tab Brainlp Outlk Add- In. Clse dialg autmatically after 30 secnds If yu activate this ptin, the pp up windw that appears when yu send an email with attachments will clse autmatically if 30 secnds passes with n user interactin. The message will be sent with the default cnfiguratin. This ptin is useful if yu wrk with email rules that frward emails autmatically. Keep server cnnectins alive If yu activate this ptin, the Brainlp Outlk Add-In will maintain a live cnnectin during the whle Micrsft Outlk sessin. As a result, yu nly need t enter the pin nce t access a Datarm with pin prtectin. Cnnectin This sectin defines technical parameters that shuld nly be changed by technically experienced users. Timeut The time-ut parameter specifies the maximum amunt f time a single request frm the add-in t a Datarm server shuld take. When saving large emails t the Datarm, the whle data transfer will be split int smaller packets r requests (see Buffer Size ). Here, the time-ut value refers t each single request and nt t the ttal time fr data transfer. Buffer Size A file will be split and transferred in smaller requests and will be reassembled n the server side. The Buffer Size value specifies the size f the packet fr the file transfer. Prxy aktivieren If yu activate this ptin, the Brainlp Outlk Add-In will access the Datarm server via a prxy server as cnfigured in yur lcal Internet Explrer. Depending n the cnfiguratin, yu may be prmpted fr a user name and passwrd t cnnect with the prxy server. 5. Secure Delivery f Cnfidential Dcuments 5.1 Optins fr Secure Delivery The Brainlp Outlk Add-In enables the secure delivery f cnfidential dcuments by remving any attachments in an email, uplading the attachments int a secure Datarm, and replacing the attachments in the email with links. Prceed as fllws fr securely delivering a dcument: Verify that the ptin Enable secure attachment handling is checked in the Brainlp menu. Manual Brainlp Outlk Add-In 8
Cmpse an email with Micrsft Outlk, add the cnfidential dcuments as attachments and click Send. The Brainlp Outlk Add-In will pp up if yu have cnfigured at least ne server cnnectin and if the recipients are nt blcked by any filter cnfiguratins. Review the fllwing ptins in the pp-up dialg: Nrmal delivery email with attachments If yu select this ptin, the email will be sent as it is, alng with its attachments. Secure delivery send attachments via secure Datarm Pick-up Frm This ptin specifies which Datarm flder the attachments will be upladed t and where the recipients can pick up the dcuments. By default, the mst recently used flder is selected. Yu can change the flder either by picking anther ne frm the list f recent flders r by using the Brwse functin. Pick-up Perid This parameter specifies hw lng the recipients may access the dcuments. The default value is the maximum perid permitted fr external links in the relevant Datarm. Ntificatin f Delivery until If yu select a date fr the ntificatin f delivery, yu will receive an email as sn as all recipients have accessed the dcuments, r when the date has passed withut all recipients having accessed them. The ntificatin f delivery des nt apply t CC recipients. Type f Delivery The type f delivery specifies the type f authenticatin requested by the recipients when they access the dcuments. The chices available depend n the selected pick-up flder. The suggested value is the weakest type f authenticatin available. Frmat f Delivery The chices available depend n the selected pick-up flder. The suggested value is the frmat that prvides the mst dcument prtectin. Original The dcument will be delivered in the same frmat as the email attachment. Brainmark The actual cnfiguratin f the Brainmark prtectin is determined by the security cnfiguratin f the pick-up flder. Fr example, Brainmark prtectin may cnvert the dcument t PDF and assign a watermark t it. Click n OK when yu have finished cnfiguring the ptins. The recipients will receive an email in which the attachments have been replaced by links t the relevant dcuments in the Datarm. These will be frzen, enabling yu t track at any time which versin has been sent and accessed, and by whm. If the pick-up flder already cntains a dcument with the same name, the dcument will nt be created again. If the flder has a dcument with the same name but different cntent, a new versin will be created in the Datarm, assuming yu have the relevant Datarm rights. 5.2 Tracking dcument delivery There are tw methds t track whether r nt yur recipients have read the dcuments yu sent. Using the ptin Ntificatin f Delivery until In the add-in dialg bx, yu can specify a deadline by which all recipients shuld have accessed the Manual Brainlp Outlk Add-In 9
dcuments. Yu will then receive an email ntifying yu that all recipients have accessed the dcuments, r that the deadline has passed withut all recipients having accessed them. Using the Datarm functin Messages > My Outbx The Brainlp Outlk Add-In saves an email attachment as a dcument in the selected pick-up flder in the Datarm. The email text will be saved as a message and assigned t the dcument. The message will then appear in yur utbx in the Datarm. The messages in the utbx are assigned status icns s yu can see at a glance whether the related dcument has been accessed by all the recipients. If there is mre than ne recipient and nt all f them have accessed the dcument, yu can check the status fr each recipient in the message detail view. If the email cntains mre than ne attachment, the resulting dcuments will be summarized int a dcument cllectin and stred alng with the message. 5.3 Cnfiguring a Datarm fr secure delivery The cnfiguratin f the security functins in the pick-up flder determines which security ptins are available in the Brainlp Outlk Add-In dialg. The cnfiguratin is dependent n the security categry assigned t a flder, r n the users datarm rights within a flder. It is recmmended that yu cnfigure different flders t be accessed by the add-in s that their cnfiguratin reflects the typical cmbinatin f security ptins yu want t use fr secure delivery. This tip will help yu save time cnfiguring each secure delivery transactin. The settings include the fllwing: Pick-up Flder If yu want t use a datarm flder fr secure delivery, yu need t have the datarm permissin called create sub-bject at a minimum. Type f Delivery The default value is the ne that requires the weakest frm f authenticatin. The ptins available are influenced by the cnfiguratin f the pick-up flder. Send t Datarm Members If this value is pre-selected fr Type f Delivery, the ability t send dcuments t nn-members f the datarm has been de-activated fr the chsen pick-up flder. If yu select Send t Datarm Members, the recipients must authenticate as members f the datarm befre accessing the dcument link. They must als have access rights t the pick-up flder. Send t External Users (PIN) This type f delivery requires the recipient t enter a ne-time pin number befre accessing the dcument. The ne-time pin is sent t the recipient by email. The dcument histry will recrd the email address f the recipient. Send t External Users Yu can select this type f delivery if yu want t send a dcument t a recipient wh is nt a Datarm user and if yu d nt require a cnfirmatin f the recipient s email address. The histry will recrd the email address f the recipient when he/she accesses the dcument. Frmat f Delivery The frmats available are limited by the settings in the selected pick-up flder. The frmat that prvides the strngest dcument prtectin will be pre-selected autmatically frm all thse available. If the selected pick-up flder allws bth frmats, they can be selected at the same time. Brainmark The type f Brainmark frmat used will be dependent n the Brainmark cnfiguratin f the datarm, Manual Brainlp Outlk Add-In 10
as well as n the security categry selected fr the pick-up flder. Please nte that nly selected frmats can be cnverted t a Brainmark frmat (Wrd, Excel, PwerPint, PDF, XPS, TXT, and the image frmats TIF, JPEG, GIF, BMP, and PNG). 6. String emails in a Datarm The Brainlp Outlk Add-In allws yu t save yur received emails in a secure Datarm. Select the email(s) yu want t save in a Datarm in yur Micrsft Office email flder. Then click the buttn Save t Datarm. An add-in dialg pps up with the fllwing ptins: Pick-up Frm Select the target flder where yu want t stre the selected emails and/r attachments. The mst recently-used flder is selected by default. Yu can change the flder by chsing ne frm the list f recent flders r by using the Brwse functin. Save nly attachments Check this ptin if yu nly want t stre the attachments. Save email as This ptin specifies the frmat used t save the email in the datarm. Select:.msg if yu want t save the email text in native Micrsft Outlk email frmat..html /.rtf /.txt if yu want t save the email text in the frmat that yu use fr editing yur emails in Micrsft Outlk. When yu have finished selecting ptins, click OK. The emails and/r attachments will then be saved as dcuments in the selected target flder. If an email cntains several attachments, a separate flder will be created t summarize the dcuments. The name f the new dcument / flder is generated frm the email subject line and the date it was received. Additinal infrmatin, such as email sender, will be recrded in the prperties descriptin f the new dcuments r flder. Cpyright 2009, Brainlp AG. All rights reserved. All trademarks referred t in this dcument are the prperty f their respective wners. Manual Brainlp Outlk Add-In 11