WatchDox for Windows User Guide Version 3.9.5
Notice Confidentiality This document contains confidential material that is proprietary WatchDox. The information and ideas herein may not be disclosed to any unauthorized individuals or organizations or be used for purposes other than working with WatchDox products. Trademarks WatchDox, the WatchDox logo, and all other trademarked company and product names mentioned in this document are either registered trademarks or trademarks WatchDox Inc. in the U.S. and/or other countries. All other products and/or services are trademarks of their respective companies. Copyright 2013 WatchDox. All rights reserved. No part of this document may be reproduced or distributed in any form or by any means, or stored in a database or retrieval system, without prior written permission of WatchDox Inc. 2013 WatchDox. All rights reserved. 2
Table of Contents 1 What is WatchDox for Windows?... 4 2 Setup and installation... 6 3 Syncing your workspaces...10 4 Accessing and updating files in the WatchDox Folder...12 5 Moving folders and files to the WatchDox Folder...14 6 Sharing workspaces...17 7 Tracking file activity...19 8 Checking sync status...21 9 Pausing sync...22 10 Viewing file details...23 11 Viewing a list of recently updated files...24 12 Syncing new workspaces...25 13 Viewing a list of sync errors...27 14 Re-syncing a workspace...28 15 Deleting workspaces...29 16 Signing out or switching accounts...30 17 Accessing version history and annotations...32 18 Restoring deleted files...34 19 Sending protected files...35 20 Sending file attachments from Outlook...38 21 Managing settings...41 22 Managing permissions for sent documents...43 23 Contacting WatchDox Support...45 2013 WatchDox. All rights reserved. 3
1 What is WatchDox for Windows? Sync and collaborate on WatchDox from your computer With WatchDox for Windows you can easily and intuitively sync and share your documents. In order to sync your documents and collaborate with other users, WatchDox creates a WatchDox Folder on your desktop. The WatchDox Folder contains workspaces that appear as special folders, and that sync with the WatchDox web application. Workspaces are folders that you create or that are shared with you. In addition, if you are a workspace owner, you are assigned a personal workspace when you first sync with the WatchDox web application. Work with the WatchDox Folder and workspaces just as with any folder on your computer. When you save or copy files into a workspace, they are automatically updated on the WatchDox web application and all your other devices that have WatchDox installed. You can also share workspaces with other users. New files and changes you or other users make in a shared workspace will be automatically updated to all the users of this Workspace. In addition, WatchDox has advanced features that allow you to restore changes or recover deleted files, set the role of the users to be a Visitor, who cannot share back any changes to files, or a Contributor, who can share changes. You can also view tracking information of any activities users had with documents in your workspaces. 2013 WatchDox. All rights reserved. 4
View WatchDox secured files in Adobe Reader or MS Office WatchDox for Windows includes plugins for Microsoft Office, Adobe Acrobat (versions 8 thru 11), and Adobe Reader (versions 8 thru 11) that enable you to work with WatchDox controlled documents from within these applications. Send files securely from Microsoft Outlook WatchDox for Windows includes a plugin for Microsoft Outlook that can protect attachments in outgoing emails. When you send an email and choose this option, the plugin replaces the attachments with download links to the file, which is copied and stored encrypted on the WatchDox server. The recipient receives the email with links to the attachments and can access them by clicking on the links. 2013 WatchDox. All rights reserved. 5
2 Setup and installation Download and install WatchDox for Windows, including Sync and the WatchDox plugins for Microsoft Outlook, Microsoft Office, and Adobe. After the installation, WatchDox creates a WatchDox WatchDox Folder in your Windows user profile, a desktop shortcut, and a WatchDox icon in the taskbar, through which you can perform different WatchDox related actions. After installation you are prompted to sign in to WatchDox in one of two methods, as set by your organization. Email sign in and authentication If your organization is configured for email sign in, you are prompted to provide an email address. Enter a user name and an email address. If you are given a value for the Server to use by your WatchDox Organization Administrator, enter this value; otherwise leave it with the preset default value. Click Sign In. An authentication email will be sent to this email address; open this message and click on the link in the message to complete the sign in. If you are already signed in to an account when you setup Sync, you will be asked to confirm the account. Alternatively, you can sign in to a different account. 2013 WatchDox. All rights reserved. 6
A WatchDox account is identified by your email address. If the email address you provide is not known to WatchDox, it will be signed up as a new account. An authentication email is sent to the email address. Click the link in the message to sign in. The Sign in screen changes to indicate the sign in has completed successfully. Click Next to open the WatchDox Folder. 2013 WatchDox. All rights reserved. 7
Sign in by username and password If your organization is configured for sign in by username and password, your browser appears and you are prompted to provide your sign in information (email address and password). Enter them and then click Sign in. Configuring Proxy settings If your network uses a proxy, this will have to be configured. Right-click the WatchDox tray icon, and select Settings. In the Settings dialog box, select the Proxy tab. If you want WatchDox for Windows to automatically detect your proxy settings, select Auto-detect. 2013 WatchDox. All rights reserved. 8
If you want to set specific proxy settings, select Use the following proxy settings and enter the URL of the proxy server. If authentication details are also required for your server, enter these as well, then click Save. If your Windows network settings use an automatic configuration script, you can leave out the proxy details in the above dialog, and they will be set by script. If the credentials are incorrect or missing, you are prompted to enter prompted to enter your credentials: 2013 WatchDox. All rights reserved. 9
3 Syncing your workspaces After signing-in, you are prompted to select workspaces to synchronize to the WatchDox Folder. WatchDox downloads these workspaces and any files they contain into your WatchDox Folder. Workspaces are folders located directly under the WatchDox Folder. All workspaces selected in this window are continuously synced. To manage which workspaces are synced: 1. Right-click the WatchDox icon in the taskbar, and select Manage synced workspaces. A list of workspaces appears. 2. Add or remove workspaces that you want to sync. If you select additional workspaces, WatchDox downloads them into the WatchDox Folder. If you clear a workspace in the list, it is deleted from the WatchDox Folder and is no longer synced. 2013 WatchDox. All rights reserved. 10
Notes: If you have a shared workspace that has the same name as one of your local workspaces, upon sync, the shared workspace is named with the suffix Created By<xxx>. Not all files and folders can be synced with the WatchDox Server. Some file types are not supported, and in addition, your organization administrator may configure settings that prevent some file types from syncing with WatchDox. Hidden files and folders are not synced. If you encounter problems syncing files or folders, contact your administrator. 3. Click Update. 2013 WatchDox. All rights reserved. 11
4 Accessing and updating files in the WatchDox Folder Click the WatchDox shortcut on your desktop to open the WatchDox Folder. You can access your workspaces and any files they contain as you would a regular folder. If you are a workspace owner, a personal workspace named My Workspace is created for you after the first time you sync. Your personal workspace is the default folder for files that you move to the WatchDox Folder using the Move to WatchDox command, and for files that you drag to the WatchDox Folder. Small overlay icons at the bottom left corner of the Workspace, folder, or file icons indicate the status of synchronization. The workspace is synced. The workspace is syncing (files are being downloaded or uploaded). A file under this workspace is open and is therefore locked for updates. If you save files directly into a synced workspace from a 2013 WatchDox. All rights reserved. 12
Microsoft Office application, you need to close the file in this application for WatchDox synchronize the file. A file under this workspace has an error. Note that saving files into a workspace you don t have permissions to will create an error. Once the file is removed, the error overlay will disappear. If there is no overlay icon, it can indicate that there is currently no connection with the WatchDox server, or that the folder has not been synced. If you are adding the folder to WatchDox, you can sync the folder in order to create a workspace on the server. To sync the folder: Right-click the folder and select WatchDox > Sync. 2013 WatchDox. All rights reserved. 13
5 Moving folders and files to the WatchDox Folder Note: You must be a workspace owner to perform this action. Use the WatchDox context menu to move folders and files on the same volume as the WatchDox Folder that you want to sync into the WatchDox Folder in order to streamline your workflow. Moving folders To move the folder and its contents to the WatchDox Folder: Right-click the folder that you want to sync, and select WatchDox > Move to WatchDox. The folder is moved to your WatchDox Folder, and the folder is added and synced. To move the folder and its contents to the WatchDox Folder, and share the workspace with other members: 1. Right-click the folder that you want to sync, and select WatchDox > Move to WatchDox and share. 2013 WatchDox. All rights reserved. 14
Add individual users (by email address), or by distribution list. 2. In the Invite members to Default Contributors group area, specify Contributors, who will be able to create or update files in the workspace. You can choose to add individual users (by email address), or by distribution list. 3. In the Invite members to Default Visitors group area, specify Visitors, who will be able to receive documents but will not be able to share content in the workspace. List them as well by their email addresses, or by distribution list. 4. In the Add a personal message area, enter a personal message if desired. 5. Click Share. The folder is moved to your WatchDox Folder, and your folder is added and synced. When the folder is moved, a confirmation message appears in the Move to WatchDox & Share Workspace dialog. 6. Click Close. 2013 WatchDox. All rights reserved. 15
Moving files Use WatchDox for Windows to upload files of up to 10GB. 1. Right-click the file that you want to sync. 2. In the menu, select WatchDox > Move to WatchDox. The file is moved to your personal folder in the WatchDox Folder, and the folder is synced. 2013 WatchDox. All rights reserved. 16
6 Sharing workspaces You can share a workspace with other users by right-clicking on the workspace folder, selecting WatchDox > Share workspace. Note: This feature is available for workspace administrators only. The Share Workspace dialog box opens. 2013 WatchDox. All rights reserved. 17
In this dialog box, specify Contributors, who will be able to create or update files in the workspace. You can choose to add individual users (by email address), or by distribution list. Specify Visitors, who will be able to receive documents but will not be able to share content in the workspace. List them as well by their email addresses, or by distribution list. Behind the scenes Contributors and Visitors are added respectively to Default Contributors and Default Visitors Workspace groups. These groups have default permissions for the Workspace documents set for them by the administrator. Click Advanced permission management to open workspace Groups tab in the WatchDox Web Application. Manage users and permissions in the WatchDox Web Application. Note: Workspaces are folders located directly under the WatchDox Folder. Workspaces can contain folders, but folders cannot be shared separately. You can copy the link to a synced workspace, folder, or file to share the link with users that have permission to the workspace. To copy the link: 1. Right-click a synced workspace, folder, or file, and select WatchDox > Copy link. A balloon notification appears informing you that a link was copied. Click the balloon to follow the link to the item in the WatchDox Web Application. 2. Paste the link into an email and send the mail. 2013 WatchDox. All rights reserved. 18
7 Tracking file activity Track interaction of users with files in your workspaces. Right-click the file and select WatchDox > Track activity. A web page opens in your browser showing the last activity done by each user on this file along with a map showing where the activities took place according to IP geo location. Click Full Log on this page to view the full list of all the users activities. 2013 WatchDox. All rights reserved. 19
Click the heading of any column to sort the log by that column. Hover your mouse over an activity to view more details. 2013 WatchDox. All rights reserved. 20
8 Checking sync status To view which files are being synced, uploaded or downloaded, right-click the WatchDox icon in the taskbar, and select Sync status. A window opens showing the files waiting to be downloaded or uploaded. 2013 WatchDox. All rights reserved. 21
9 Pausing sync To pause sync between your WatchDox Folder and the WatchDox servers, rightclick the WatchDox icon in the taskbar, and select Pause sync. You can resume sync by repeating this step and selecting Resume sync. 2013 WatchDox. All rights reserved. 22
10 Viewing file details View information about any workspace, folder, or file in your WatchDox Folder. Right-click a workspace, folder, or file, and select Sync details. The item s sync status is shown. 2013 WatchDox. All rights reserved. 23
11 Viewing a list of recently updated files To view a list of the ten most recent files to be updated to your WatchDox folders, right-click the WatchDox icon in the taskbar, and select Recently updated files. The list opens as a submenu. Select a file in this list to open the containing folder in an explorer window with the file selected. 2013 WatchDox. All rights reserved. 24
12 Syncing new workspaces If you are invited to sync a new workspace, a notification appears. You will also see a notification in the Sync context menu: 2013 WatchDox. All rights reserved. 25
If you click on either of these notifications, a dialog box appears, enabling you to sync to the workspace. Note: If you have a shared workspace that has the same name as one of your local workspaces, upon sync, the shared workspace is named with the suffix (Created By<xxx>). 2013 WatchDox. All rights reserved. 26
13 Viewing a list of sync errors To see details of sync errors, right-click the WatchDox icon in the taskbar and select <x> Sync error(s). The WatchDox Sync Errors window appears. Click the file name to locate the file. If available, click the suggested solution to solve the issue. Click to view more information about the error and the suggested solution. 2013 WatchDox. All rights reserved. 27
14 Re-syncing a workspace You can force a workspace to re-sync with the WatchDox server to ensure that the local workspace is up to date. This is useful, for example, if you delete a file from the WatchDox Folder but do not have sufficient rights to remove it from the workspace on the WatchDox server. By re-syncing the workspace, the file is restored to your local WatchDox Folder. 1. Right-click the workspace folder and select WatchDox > Re-sync. A confirmation message appears. 2. Click Yes. The workspace is re-synced. 2013 WatchDox. All rights reserved. 28
15 Deleting workspaces Remove a workspace to delete it from your local WatchDox Folder and the WatchDox server. Right-click the workspace that you want to delete, and select WatchDox > Remove workspace. Note: If you delete a workspace by right-clicking the workspace and selecting Delete, the workspace is removed from your WatchDox Folder, but not from the WatchDox server. This action effectively removes the workspace from the synced workspaces list. To restore the workspace, select the workspace in the Synced Workspaces window. If you delete a folder by right-clicking the folder and selecting Delete, the folder is removed from your WatchDox Folder, but not from the WatchDox server. To restore the folder, re-sync the parent workspace. 2013 WatchDox. All rights reserved. 29
16 Signing out or switching accounts To view the list of accounts that are you are signed in to on your computer, rightclick the WatchDox icon in the taskbar, and select My accounts. The Signed-in accounts area displays a list of email addresses you use to sign in to WatchDox. WatchDox synchronizes one of these accounts files to the WatchDox Folder. You determine this account at setup when you sign in. If files were sent to you through different WatchDox accounts, you will be able to open them if you are signed in to these accounts. You can sign in to additional accounts with Add account. If you wish to sign out from the current account, click Sign out of all accounts. The WatchDox Folder, and all workspaces and files in it, are removed from your desktop. The workspaces and files will remain on the WatchDox server (and can be restored to the desktop WatchDox Folder if you sign in again using this user account). 2013 WatchDox. All rights reserved. 30
To sign in again, right-click the WatchDox icon in the taskbar, and select Sign in. You can sign in as the same user, or a different one. Follow the sign in procedure, as before, and select which workspaces you want to sync to the desktop folder. 2013 WatchDox. All rights reserved. 31
17 Accessing version history and annotations WatchDox maintains a version history for files. When you save changes to a file in a workspace in the WatchDox Folder, WatchDox automatically saves the changes as a new version. To access the version history for a file, right click on the file and select Versions and annotations from the context menu. A page opens in your internet browser, displaying a list of all versions of the document. You can restore an older version or go back to a newer version. The restored version will be synced to all devices and all the users sharing this workspace and file. 2013 WatchDox. All rights reserved. 32
You can also preview a version without restoring it by clicking the magnifying glass icon. In this page you can also view annotations on this file that users have shared with you. 2013 WatchDox. All rights reserved. 33
18 Restoring deleted files Restore deleted files from the WatchDox Web Application. When you delete a file or a folder in a synced workspace, or a workspace itself, it is moved to the Recycle Bin. An icon for the recycle bin can be seen in the browser view of the workspace, under Workspaces. To restore a deleted item, open the browser view of the WatchDox Folder and then click on the Recycle bin icon to open it. Select the item to be restored and then click Restore. To permanently delete the item, click Delete. 2013 WatchDox. All rights reserved. 34
19 Sending protected files Note: You must be a workspace owner or contributor with download original permissions to perform this action. Protect and send a link to any file located in the WatchDox Folder or on your computer to any email address. 1. Right-click the file that you want to send. 2. In the menu, select WatchDox > Send file. 3. In the To box, begin typing recipients email addresses. The WatchDox AutoComplete feature suggests matches as you type. You can choose to add individual users (by email address), distribution list, or an Active Directory group (if your Organization s WatchDox server is connected to an Active Directory server). 4. In the Personal message box, change the subject if desired. 5. In the message box, type a message, if desired. 2013 WatchDox. All rights reserved. 35
6. To set the access permissions for the file you are sending, click Manage recipient permissions. 7. In the Permissions list, select the desired permissions: Note: The permissions available and their defaults depends on what your organization administrator has set for your organization. You can change the default recipient permissions as desired for every file you send. Full access Recipients can download an original or encrypted version, edit, copy-paste, and print. Online view and print Recipients can view files in the online viewer and print. Online view Recipients can view files in the online viewer only. Online view with spotlight Recipients can view files in the online viewer in spotlight view only. In spotlight view, text is visible only in the region of the pointer; the rest of the text is obscured. View only Recipients can view and download an encrypted version. View and print Recipients can view, download an encrypted version, and print. Edit and print Recipients can view, download an encrypted version, edit, and print. 2013 WatchDox. All rights reserved. 36
Tracked full access Recipients can download an encrypted version, edit, copy-paste, and print. 8. In the Watermark list, set whether or not the file is displayed with a watermark. Note: When User permissions is set to Full access, watermarks are only displayed on PDF files. 9. In the File expiration list, set the time when the file will no longer be accessible by the recipients. Select a specific date, a time period from the list, or never. If you select Specific date, choose the desired date from the calendar. 10. In the Grant file access to list, select who can access the file; Everyone, Recipient s email domain, or Recipients only. 11. Click Done to close the Manage recipients permissions window. 12. In the Send a Protected File window, click Send. A confirmation message appears. 13. Click Close. The file is sent. 2013 WatchDox. All rights reserved. 37
20 Sending file attachments from Outlook WatchDox plugin for Microsoft Outlook enables you to send emails and attachments securely directly from Outlook. To send a protected file from Microsoft Outlook: 1. Open a new email and enter a recipient and attach a file. 2. Click Send protected in the Message tab in your mail editor toolbar to send your email securely with the default settings. 3. To customize permissions and security settings for the email, select Set security and send from the dropdown menu to customize permissions and security settings for the current email. 4. To protect the attachment with WatchDox, select Send using WatchDox, and set the desired permissions: Note: The permissions available and their defaults depends on what your organization administrator has set for your organization. You can change the default recipient permissions as desired for every file you send. 2013 WatchDox. All rights reserved. 38
a. In the Permission list, select the desired permissions: Full access Recipients can download an original or encrypted version, edit, copy-paste, and print. Online view and print Recipients can view files in the online viewer and print. Online view Recipients can view files in the online viewer only. Online view with spotlight Recipients can view files in the online viewer in spotlight view only. In spotlight view, text is visible only in the region of the pointer; the rest of the text is obscured. b. In the File access expires list, set the time when the file will no longer be accessible by the recipients. Select a specific date, a time period from the list, or never. If you select Specific date, choose the desired date from the calendar. c. In the Grant file access to list, select who can access the file; Everyone, Recipient s email domain, or Recipients only. d. In the Watermark list, set whether or not the file is displayed with a watermark. Note: When User permissions is set to Full access, watermarks are only displayed on PDF files. 5. To send the file without WatchDox protection, select Send without using WatchDox. 6. To send future attachments without WatchDox protection, select Send attachment without WatchDox protection next time. In subsequent emails, click Send in the email to send any attachments without WatchDox protection. 2013 WatchDox. All rights reserved. 39
7. Click Send. Notes: You can customize permissions and security settings on a per email basis. For future emails, the permissions and settings return to your organization s default settings. The permissions options may vary, depending on how your organization is configured for WatchDox. 2013 WatchDox. All rights reserved. 40
21 Managing settings Enabling plugins Right-click the WatchDox icon in the taskbar, and select Settings. In the Plugins tab, select the plugins that you want to enable, as desired. WatchDox plugin for Microsoft Outlook settings The WatchDox plugin for Microsoft Outlook allows you to easily send secure documents from Microsoft Outlook. To configure the plugin, right-click the 2013 WatchDox. All rights reserved. 41
WatchDox icon in the taskbar, and select Settings from the context menu. A dialog box opens, enabling you to define or change settings. Set when your email should be securely sent via the plugin: On every email with attachments: All emails with attachments will always be sent via the WatchDox plugin for Microsoft Outlook. When sending to external recipients: Only emails to recipients outside the sender s organization domain (e.g., when sending from abc.com to company.com). Any file size above X: Only emails that include attachments greater than a specified size limit. Only when clicking Send protected : Only when the sender clicks Send protected in the Outlook email. 2013 WatchDox. All rights reserved. 42
22 Managing permissions for sent documents The WatchDox Exchange application allows you to manage permissions for your sent documents. This is done from the browser view of the workspace. Select the Sent Items folder (located under Exchange in the navigation tree) to expand it to a list of all sent documents. Select one or more documents and click Permissions. From the context menu that appears, select one of the following: Add Users: Enter email addresses of new recipients, set permissions, and add a personal message to send them with your document. 2013 WatchDox. All rights reserved. 43
Edit Permissions: Change the viewing permissions or expiration date for documents which were sent as Controlled Attachments. Revoke Users: Enter specific email addresses or revoke permissions for all recipients of your Controlled Attachments. 2013 WatchDox. All rights reserved. 44
23 Contacting WatchDox Support If you encounter a problem, you can browse the WatchDox support portal for help, generate log files to send to WatchDox Support, or contact WatchDox support directly by email. To access the WatchDox support portal: Right-click the WatchDox icon in the taskbar, and select Support > Online Support. To generate log files: 1. Right-click the WatchDox icon in the taskbar, and select Support > Generate Logs. 2. Do one of the following: o Click Send to generate the log file and to send an email to WatchDox support. An email opens with a zipped log file attached. o Click Save to generate and save the log file on your computer. 2013 WatchDox. All rights reserved. 45
To send an email to WatchDox Support: 1. Right-click the WatchDox icon in the taskbar, and select Support > Contact Support. An email opens addressed to WatchDox Support. 2. Enter a subject and email contents, and click Send. 2013 WatchDox. All rights reserved. 46