WatchDx Server Administratr's Guide Versin 3.8.5
Cnfidentiality This dcument cntains cnfidential material that is prprietary WatchDx. The infrmatin and ideas herein may nt be disclsed t any unauthrized individuals r rganizatins r be used fr purpses ther than wrking with WatchDx prducts. Trademarks WatchDx, the WatchDx lg, and all ther trademarked cmpany and prduct names mentined in this dcument are either registered trademarks r trademarks WatchDx Inc. in the U.S. and/r ther cuntries. All ther prducts and/r services are trademarks f their respective cmpanies. Cpyright 2013 WatchDx. All rights reserved. N part f this dcument may be reprduced r distributed in any frm r by any means, r stred in a database r retrieval system, withut prir written permissin f WatchDx Inc. 2013 WatchDx. All rights reserved. ii
Table f Cntents 1 Intrductin... 1 2 Getting started... 3 Signing in t WatchDx... 3 Mving between the WatchDx Administratin Cnsle and the Web Applicatin... 6 Intrducing the WatchDx Administratin Cnsle interface... 7 3 Managing resurces - Central Management... 8 Lcating entities in Central Management... 8 Managing users... 9 Managing grups...19 Managing distributin lists...22 Managing wrkspaces...26 Managing dcuments...28 4 Prvisining rles by email dmain... 33 Adding dmain rles...33 Editing dmain rles...34 Remving dmain rles...35 5 Prvisining rles by Active Directry... 36 Wrking with Active Directry...36 Adding Active Directry rles...38 Editing Active Directry rles...39 Deleting Active Directry rles...39 6 Managing user devices... 40 Managing devices...41 Disabling devices...41 Enabling devices...42 Exprting a list f user devices...42 7 Managing blacklists... 43 Blacklisting an email...43 Remving users frm the blacklist...43 Searching the blacklist fr users...44 Imprting a blacklist...44 Exprting the blacklist...45 2013 WatchDx. All rights reserved. iii
8 Generating lgs and reprts... 46 Generating WatchDx Exchange Reprts by sender...46 Generating WatchDx wrkspace activity reprts...48 Generating user activity reprts...50 9 Setting prtectin plicies... 52 Setting wrkspace dcument plicies...52 Setting WatchDx Exchange dcument plicies...53 Setting mbile plicies...54 Setting sync plicies...55 Setting ffline perid...55 Wrking with watermarks...56 10 Cnfiguratin... 60 WatchDx mde cnfiguratin...60 Defining the rganizatin authenticatin methd...61 Cnfiguring WatchDx t wrk with Active Directry...67 Cnfiguring system perfrmance plicies...68 Setting default sharing permissins...70 Setting mbile sharing parameters...71 Defining tags...72 Cnfiguring WatchDx Apps...75 Cnfiguring strage reprt alerts...76 Cnfiguring file retentin plicies...77 11 Custmizing the user interface... 79 Branding the WatchDx Web Applicatin...79 Cnfiguring links...80 2013 WatchDx. All rights reserved. iv
1 Intrductin The WatchDx Administratin Cnsle prvides a means fr rganizatin administratrs t manage yur rganizatin s WatchDx service. The Administratin Cnsle is accessible t fur levels f administratin user. An administratr s ability t perfrm certain actins in the Administratin Cnsle depends n their access level. Fr mre infrmatin n user rles, see Overview f WatchDx user rles (n page 13). Manage yur WatchDx service in the fllwing areas: Management Prvisin users, either thrugh the web cnsle r by imprting a large number f users frm a single CSV file. Assign users with administratin and user rles that cntrl their ability t utilize features within WatchDx. Manage Grups, setting r changing access rights t dcuments in wrkspaces. Create and manage WatchDx Distributin Lists, either thrugh the web cnsle r by imprting a large number f users frm a single CSV file. Create and manage yur rganizatin s wrkspaces. Manage dcuments, setting access permissins fr dcuments in wrkspaces, and exprting lists f dcuments. Prvisin WatchDx rganizatin level rles fr entire email dmains. Prvisin WatchDx rganizatin level rles fr Active Directry grups. Manage users devices disabling r enabling access t yur rganizatin s wrkspaces thrugh WatchDx mbile apps, and listing device details. Exprt Lgs and Reprts Prepare and exprt lgs f user activity in WatchDx Exchange, filtered by Sender. Prepare and exprt lgs f Wrkspace activities. Prepare and exprt lgs f all user activity fr selected users. 2013 WatchDx. All rights reserved. 1
Set Prtectin Plicies Set dcument watermarks. Set plicies fr prtecting dcuments in WatchDx Wrkspaces and Exchange. Set plicies fr mbile devices. Define the ffline access perid f files. Cnfigure parameters Set the Authenticatin methd used fr sign in. Tune system perfrmance fr uplading files. Cnfigure the integratin t Active Directry servers and grups. Set default file sharing permissins fr Wrkspaces and WatchDx Exchange. Set file sharing plicies n mbile devices. Define rganizatin tags that can be applied t files. Cnfigure WatchDx Apps (if enabled). Generate reprts fr strage usage. Set plicies fr retaining files prepared fr nline viewing. Custmize Interface Uplad a brand lg that will appear in the web user interface. Custmize the links in the web user interface that pint t infrmatin such as Supprt, Terms & Cnditins, and s n. 2013 WatchDx. All rights reserved. 2
2 Getting started Signing in t WatchDx The authenticatin methd is determined by yur rganizatin. Sign in using yur email accunt, r by username and passwrd. Signing in using yur email accunt 1. In yur brwser, enter the URL fr the WatchDx Web Applicatin. Fr many users this is www.watchdx.cm/admin. (Watchdx.cm is the clud service URL.) If yur rganizatin uses a virtual appliance t hst the WatchDx service r yur rganizatin has its wn dedicated sub-dmain n the WatchDx clud, the URL will be different (fr example, www.cmpany.watchdx.cm/admin). Yu are prmpted t sign in. If yur rganizatin uses email sign in, yu will see the fllwing screen: 2. Enter yur email address and click Send Authenticatin Email. An email is sent t the email address supplied. 3. Open this email in yur regular email, and click the link cntained in it. 2013 WatchDx. All rights reserved. 3
Yu are signed in, and the main screen f the WatchDx Administratin Cnsle appears. The next time yu brwse t the WatchDx Administratin Cnsle URL, yu are nt prmpted t sign in. Signing in with username and passwrd0. 1. In yur brwser, enter the URL fr the WatchDx Web Applicatin. Fr many users this is www.watchdx.cm/admin. If yur rganizatin uses a virtual appliance t hst the WatchDx service r yur rganizatin has its wn dedicated sub-dmain n the WatchDx clud, the URL will be different (fr example, www.cmpany.watchdx.cm/admin). Yu are prmpted t sign in. If yur rganizatin uses username and passwrd authenticatin, yu will see the fllwing lgin screen: 2. If yu are an existing user: a) Enter yur username (yur email address) and passwrd. b) Click Sign in. 3. If yu are a new user: a) Access the Create accunt tab. 2013 WatchDx. All rights reserved. 4
b) Enter the required infrmatin and click Create accunt. Yu are signed in, and the main screen f the WatchDx Administratin Cnsle appears. Signing in with Active Directry SSO 1. In yur brwser, enter the URL fr the WatchDx Web Applicatin. Fr many users this is www.watchdx.cm/admin. If yur rganizatin uses a virtual appliance t hst the WatchDx service r yur rganizatin has its wn dedicated sub-dmain n the WatchDx clud, the URL will be different (fr example, www.cmpany.watchdx.cm/admin). Yu are prmpted t sign in. If yur rganizatin uses Active Directry Single Sign On, yu are prmpted t sign in t yur rganizatin s netwrk. 2. Enter yur Windws Dmain username and passwrd. Yu are signed in, and the main screen f the WatchDx Administratin Cnsle appears. Signing in with multi-mde authenticatin 1. In yur brwser, enter the URL fr the WatchDx Web Applicatin. Fr many users this is www.watchdx.cm/admin. If yur rganizatin uses a virtual appliance t hst the WatchDx service r yur rganizatin has its wn dedicated sub-dmain n the WatchDx clud, the URL will be different (fr example, www.cmpany.watchdx.cm/admin). Yu are prmpted t sign in. If yur rganizatin uses multi-mde authenticatin, the fllwing screen appears. 2. Enter yur email address. Yu are identified by yur email dmain, and may be asked t enter yur lgin credentials as described in the methds discussed abve. Once authenticated, yu are signed in, and the main screen f the WatchDx Administratin Cnsle appears. 2013 WatchDx. All rights reserved. 5
Switching users 1. Click the arrw next t yur username in the upper right crner f the screen. 2. Select Switch User. 3. Chse a different user r sign up with a new email. 4. Click Switch User. The current user is signed ut, and the new user is signed in. Signing ut f WatchDx 1. Click the arrw next t yur username in the upper right crner f the screen. 2. D ne f the fllwing: Select Lg ff if this ptin is available. Select Switch User, and then click Lg-ff frm this cmputer. Yu are signed ut. Mving between the WatchDx Administratin Cnsle and the Web Applicatin T mve between the WatchDx Administratin Cnsle and the WatchDx Web Applicatin: Click My Dcuments t access the Web Applicatin main screen. Click Administratin t access the WatchDx Administratin Cnsle. 2013 WatchDx. All rights reserved. 6
Intrducing the WatchDx Administratin Cnsle interface The WatchDx Administratin Cnsle interface is split int tw panes: The Admin Categries pane is a menu f all the administratin and cnfiguratin items. The infrmatin pane displays the item selected n the left. 2013 WatchDx. All rights reserved. 7
3 Managing resurces - Central Management Manage users, grups, lists, wrkspaces, and dcuments in the crrespnding tab in the Central Management page. Lcating entities in Central Management 1. In the Admin Categries > Management list, click Central Management. 2. Access the relevant tab. 3. In the search bx, click the arrw and select the entity type. 4. In the search bx, enter the name f the entity that yu want t lcate. The aut-cmplete mechanism is activated as yu type yur entry int the search bx. The search term will be added t the search bx. Fr example, if yu select the Grups tab and a search fr a specific user, the search results display a list f all grups cntaining the user. Cmbine different categries t narrw yur search. 2013 WatchDx. All rights reserved. 8
T display a list f dcuments in a wrkspace fr a specific user: 1. Select the Dcuments tab. 2. Select Users in the search bx drp-dwn list, and enter the user's name in the search bx. 3. Select Wrkspaces in the drp-dwn list and search fr the wrkspace by name in the search bx. A list f all dcuments fr the user in the wrkspace is displayed. 4. Click an item in a list t add it t the search filter. T search fr all wrkspaces used by a specific user: 1. Select the Users tab. Frm the list f users, click n a name. It will be added t the search filter. 2. Select the Wrkspaces tab. The list will shw all wrkspaces fr the selected user. Managing users Assign users with ne r mre WatchDx rles. Add users, designate rles, and manage users in the Admin Categries > Management > Central Management > Users tab. When yu select the tab, a list f all users that have been defined in the rganizatin is shwn. Define users with administrative rles, and set regular users as Exchange users, WatchDx Apps users, and as wrkspace wners and subscribers. 2013 WatchDx. All rights reserved. 9
Nte: Users can als define nn-administrative rles fr users that they share their wrkspaces and dcuments with in the wrkspace Grups tab in the WatchDx Web Applicatin. Nte: In sme cases, users are autmatically assigned certain rles. Fr example, users wh are sent a WatchDx Exchange dcument, r wh are invited by a wrkspace administratr t becme and Administratr r Cntributr, are autmatically added t WatchDx with certain user rles. Administratr and user rles WatchDx users can be assigned ne r mre rles within the WatchDx system. These rles define the user s wrking cntext and the actins that are permitted fr that user. Overview f WatchDx administratr rles Organizatin Administratrs have administrative rights within the rganizatin. Users can be designated with a cmbinatin f administratr rles which enables them all the permissins f all assigned rles. The administratr user rle levels and permissins are as fllws: Super Admin Super Admin users have full rights t manage all users, grups, distributin lists, and wrkspaces in the rganizatin and ther all functins f the Administratin cnsle. Super Administratrs can view all dcuments in any f the rganizatin s wrkspaces. This rle is assigned t a user wh yu entrust all aspects f the WatchDx system. This is an ptinal rle that need nt be assigned. Admin Admin users can access all functins f the Administratin cnsle, and can assign new users t any wrkspace, including new Administratrs. This rle must be assigned t at least ne member f the team t cnfigure and administer the WatchDx instance. 2013 WatchDx. All rights reserved. 10
Administratrs cannt view dcuments in rganizatin wrkspaces unless they are assigned access permissins as a wrkspace user. It is recmmended that Administratrs are a trustwrthy member f the rganizatin because Administratrs are able t add themselves as a member f any wrkspace and therefre gain access t all dcuments. Help Desk Help Desk users have access t the Central Management and Manage Devices mdules f the Management area f the Administratin cnsle. Help Desk users cannt view r access dcuments in any wrkspace in the rganizatin, but can generate Exchange and wrkspace and user activity reprts. This rle is assigned t members f the team wh are respnsible fr prviding help desk supprt t end users. Audit Help Desk Audit Help Desk users can nly view the Central Management mdule f the Management area f the Administratin cnsle, and generate Exchange and wrkspace and user activity reprts. Audit Help Desk users have n ther administrative rights and cannt view dcuments in rganizatin wrkspaces unless they are assigned access permissins as a wrkspace user (see Assigning user rles (n page 13)). This rle is typically assigned t a member f the team wh is respnsible fr generating reprts either fr cmpliance r management reasns. 2013 WatchDx. All rights reserved. 11
WatchDx administratr permissins The table belw summarizes the administratin capabilities f each f the rganizatinal administratr rles described abve. Management Super Admin Admin Help Desk Audit Help Desk Central Management Prvisin Rles Manage Devices Full functinality. Access t Dcuments tab Full functinality Full functinality Full functinality but n access t Dcuments tab Full functinality Full functinality Full functinality but n access t Dcuments tab N access Full functinality View nly. N access t Dcuments tab N access N access Lgs and Reprts Can generate reprts Can generate reprts Can generate reprts Can generate reprts Prtectin Plicies Full functinality Full functinality N access N access Cnfiguratin Full functinality Full functinality N access N access Custmize Interface Full functinality Full functinality N access N access 2013 WatchDx. All rights reserved. 12
Assigning user rles The fllwing table shws what user rles each administratr type can assign: This rle: Can assign the fllwing user rles: Super Admin Administratr rles: All Admin Help Desk Audit Help Desk User rles: All Administratr rles: Admin, Help Desk, Audit Help Desk User rles: Wrkspace Owner, Exchange Sender Administratr rles: Nne User rles: Wrkspace Owner, Exchange Sender Cannt assign any rles. Overview f WatchDx user rles Administratrs can assign nn-administrative user rles t wrkspace and WatchDx Exchange users. These users can access the My Dcuments area f the WatchDx Web Applicatin, but nt the Administratin Cnsle. Yu can assign mre than ne f the fllwing rles per user. Nte: Sme Organizatin Administratr rles are restricted in what rights they can grant t the user rles. Fr mre infrmatin, (see Assigning user rles (n page 13)). Wrkspace Owner Wrkspace Owners can create and delete wrkspaces within their rganizatin. Wrkspace Owners cntrl participatin in their wrkspaces by creating and managing grups and users fr the Wrkspace, in the Grups tab f the wrkspace. Exchange Sender Exchange Senders can use WatchDx Exchange t send dcuments as prtected links. An Exchange Sender des nt need be a member f any particular grup fr any particular wrkspace. This rle can be assigned t a user in additin t the ther user rles. 2013 WatchDx. All rights reserved. 13
Wrkspace Cntributr Wrkspace Cntributrs can create, view, update, and delete dcuments in the wrkspaces they are members f, depending n the access permissins fr wrkspace dcuments that are cntrlled by the Wrkspace Owner r Admin users. Visitr Visitrs can view dcuments in a wrkspace but cannt create r mdify them. A visitr is invited t view dcuments by Wrkspace Owners, Exchange Senders, and Wrkspace Cntributrs. Their access permissins fr dcuments are cntrlled by the user sending them the dcument, r by the Wrkspace Owner r Admin users. Mbile Editr The Mbile Editing rle enables users f Wrkspace Cntributr level t edit their dcuments n their ios r Andrid mbile device using WatchDx Editr. This privilege applies t dcuments shared with the user within their wn rganizatin. If a dcument is shared with the Mbile Editr frm anther rganizatin, the user cannt access the dcument frm their mbile devices unless granted mbile editing permissins frm the ther rganizatin. Nte: The use f this rle must be licensed frm WatchDx. The user must be granted "Original" access permissins t be able t use this functin (fr mre infrmatin, see Managing dcuments (n page 28)). This requirement is fr riginal files nly. WatchDx App User (Micrsft Office) Nte: The apprpriate license must be in place t use this ptin. The WatchDx Apps User (Micrsft Office) rles enable users f Wrkspace Cntributr level t edit their dcuments using Micrsft Office. Nte: The user must be granted "Original" (fr mre infrmatin, see Managing dcuments (n page 28)) access permissins t be able t use this functin. 2013 WatchDx. All rights reserved. 14
When users edit their dcuments using these applicatins, they are cnnected t the ffice applicatin run n a netwrk server using a Remte Desktp sessin initiated frm within the WatchDx Web Applicatin. Adding users 1. In the Admin Categries > Management list, click Central Management. 2. Select the Users tab in the right pane. 3. Click. 4. Enter the User Name and Email address. 5. Specify any email Alias(es), in a cmma-delimited list. 6. D ne f the fllwing: Click t assign all user rles. Use SHIFT+click r CTRL+click select rles and then click t assign the desired rles. 7. Click Add User. A cnfirmatin message cnfirms the peratin. 2013 WatchDx. All rights reserved. 15
Editing users 1. In the Admin Categries > Management list, click Central Management. 2. Select the Users tab in the right pane. 3. Select ne user in the user list. Yu cannt edit multiple users at nce. 4. Click. The user s identifying infrmatin is shwn in the Edit User dialg. Ntes at the bttm f the windw describe the functinal rles currently cnfigured fr this user, including brief explanatins f additinal steps that may be needed t revke any f thse rles, if necessary. 5. Edit the list f email aliases, r assigned rles fr the user, as relevant. 6. Click Save Changes t save the new settings. A cnfirmatin message cnfirms the peratin. Remving users T remve WatchDx users and, ptinally, their dcuments: 1. In the Admin Categries > Management list, click Central Management. 2. Select the Users tab in the right pane. 3. Select ne r mre users in the user list. 2013 WatchDx. All rights reserved. 16
4. Click. 5. Chse ne f the fllwing ptins: Remve the selected user and delete all dcuments he wns in any Wrkspace. r Remve the selected users and transfer all dcuments they wn t anther user (identified by email address). 6. Click Delete Users t delete the selected users. A cnfirmatin message cnfirms the peratin. Imprting users Imprt large numbers f users by imprting yur CSV files. The CSV file clumns shuld be defined s that they crrespnd t the user data fields in the WatchDx Administratin Cnsle (Email, Name, Aliases, Distributin Lists, and Rles). Yu can als create distributin lists using the imprted CSV files. Yu can als add new users r add r update user data by imprting updated CSV files. Hwever, it is nt pssible t delete users by deleting them frm the CSV file and then re-imprting. Users must be deleted frm within the WatchDx Administratin Cnsle. T imprt users frm a CSV file: 1. In the Admin Categries > Management list, click Central Management. 2. Select the Users tab in the right pane. 2013 WatchDx. All rights reserved. 17
3. Click. 4. If yu have already created a CSV file that cntains the new user data, click Brwse t brwse t the CSV data file and select that file. 5. If yu wuld like t create a CSV data file with the new user data, click Get Template t dwnlad a cnvenient CSV file with the clumn headings defined and the table rws blank. 6. Enter the user data in the apprpriate clumns, including the fllwing infrmatin: User email address: The main email address used t identify this user. User name: The user s name. User aliases: Additinal email addresses assciated with this user. User Distributin Lists: Names f all distributin lists fr which this user is a member. User Rles: Enter the names f all rles assigned t this user, accrding t the Rle name in imprt file clumn in the fllwing table: ID Rle name in imprt file Rle, as defined in WatchDx 0 VISITOR Visitr 1 VDR_OWNER Wrkspace Owner 2 ORG_ADMIN Admin 4 SDS_USER Exchange Sender 5 SUPER_ADMIN Super Admin 6 HELP_DESK Help Desk 7 VDR_SUBSCRIBER Wrkspace Cntributr 8 AUDIT_HELP_DESK Audit Help Desk 9 EDIT_APP_MS_OFFICE_USER WatchDx App User (LibreOffice) 10 EDIT_APP_LIBRE_OFFICE_USER WatchDx App User (Micrsft Office) 11 MOBILE_EDITING Mbile Editing 7. Click Imprt t imprt user data frm the CSV file. Open r Save the CSV file, as relevant. 2013 WatchDx. All rights reserved. 18
Exprting users 1. In the Admin Categries > Management list, click Central Management. 2. Select the Users tab in the right pane. 3. Click. The user table is dwnlad as a CSV data file. Managing grups Use the Grups tab t manage WatchDx system grups. Editing grups 1. In the Admin Categries > Management list, click Central Management. 2. Select the Grups tab in the right pane. 3. Lcate the grup that yu want t edit by perfrming a search. Fr mre infrmatin, see Lcating entities in Central Management (n page 8). 4. T add users t the grup: a) Select ne r mre grups. b) Click and chse Add Users frm the drp-dwn list. c) In the Add Users windw, enter the email addresses f new users that yu want t add t the grup and click Add Users. 5. T remve users frm the grup: a) Select ne r mre grups. b) Click and chse Remve Users frm the drp-dwn list. 2013 WatchDx. All rights reserved. 19
c) In the Remve Users windw, select the users yu want t remve frm the grup frm the list f users and click Remve. 6. T edit the grup permissins: a) Select ne r mre grups. b) Click and chse Edit Permissins frm the drp-dwn list. c) In the Edit Permissins windw, make changes t the Grup Name, default, r advanced permissins r users rle. d) Click Save Changes. 2013 WatchDx. All rights reserved. 20
Deleting grups 1. In the Admin Categries > Management list, click Central Management. 2. Select the Grups tab in the right pane. 3. Select ne r mre grups and click. 4. Click Delete t delete the grup(s) frm the wrkspace. Users in these grups will n lnger have access t dcuments in the wrkspace. A cnfirmatin cnfirms the peratin. Messaging a grup 1. In the Admin Categries > Management list, click Central Management. 2. Select the Grups tab in the right pane. 3. Select ne r mre grups. 2013 WatchDx. All rights reserved. 21
4. Click. 5. In the Send Message windw, enter the mail subject and message text. 6. Click Send Message. Exprting grup details 1. In the Admin Categries > Management list, click Central Management. 2. Select the Grups tab in the right pane. 3. Click. The grup table is dwnlad as a CSV data file. Managing distributin lists Distributin lists are lists f users that can be used by administratrs t edit as a grup, r by users t send dcuments t frm WatchDx Exchange. Use the Distributin Lists tab t manage distributin lists. 2013 WatchDx. All rights reserved. 22
Adding distributin lists 1. In the Admin Categries > Management list, click Central Management. 2. Select the Distributin Lists tab in the right pane. 3. Click. 4. In the Name bx, enter the name f the new distributin list. 5. In the Users and distributin lists bx, enter the email addresses f the users and the names f ther distributin lists that are t be defined as members f the new distributin list. Separate email and addresses by cmmas. Nte: Distributin lists can be nested within ther distributin lists. 6. Enter an infrmative descriptin in the Cmment field (ptinal). 7. Click Add Distributin List. A cnfirmatin message cnfirms the peratins and the new distributin entry appears in the list. Editing distributin lists 1. In the Admin Categries > Management list, click Central Management. 2. Select the Distributin Lists tab in the right pane. 3. Lcate the distributin list that yu want t edit by perfrming a search. Fr mre infrmatin, see Lcating entities in Central Management (n page 8). 4. Select ne distributin list frm the list. 5. Click. 2013 WatchDx. All rights reserved. 23
The distributin list infrmatin is listed in the Edit Distributin List windw, including the list name, descriptive cmments, and the cmplete list f member names. 6. Edit the distributin list as desired. 7. Click Set t save the changes. Remving distributin lists 1. In the Admin Categries > Management list, click Central Management. 2. Select the Distributin Lists tab in the right pane. 3. Lcate the distributin list(s) that yu want t remve by perfrming a search. Fr mre infrmatin, see Lcating entities in Central Management (n page 8). 4. Select ne r mre distributin lists. 5. Click. 6. Click Remve t delete the selected distributin lists. 2013 WatchDx. All rights reserved. 24
A cnfirmatin message cnfirms the peratin and the select distributin lists are remved frm the list. Imprting distributin lists Imprt multiple distributin lists by imprting yur CSV files. The CSV file clumns shuld be defined s that they crrespnd t the distributin list data fields in the WatchDx Administratin Cnsle (Distributin List Name, Member Names). Yu can als add new users t a distributin list r add r update user data by imprting updated CSV files. Hwever, it is nt pssible t delete distributin lists by deleting them frm the CSV file and then re-imprting. Distributin lists must be deleted frm within the WatchDx Administratin Cnsle. T imprt distributin lists frm a CSV file: 1. In the Admin Categries > Management list, click Central Management. 2. Select the Distributin Lists tab in the right pane. 3. Click. The Imprt Distributin Lists windw pens. 4. If yu have already created a CSV file that cntains the new distributin list data, click Brwse t brwse t the CSV data file and select that file. 5. If yu wuld like t create a CSV data file with the new distributin list data, click Get Template t dwnlad a cnvenient CSV file with the clumn headings defined and the table rws blank. 6. Enter the user data in the apprpriate clumns, including the fllwing infrmatin: 2013 WatchDx. All rights reserved. 25
Distributin list name: The name f the distributin list. Distributin list members: List f all members f this distributin list. Individual users wh are members f the list are identified by their email address. List members shuld appear ne per line. Distributin lists may als be nested within ther distributin lists; in this case, the distributin list is identified by name 7. Click Imprt t imprt distributin list data frm the CSV file. Exprting distributin lists 1. In the Admin Categries > Management list, click Central Management. 2. Select the Distributin Lists tab in the right pane. 3. Click. The distributin list table is dwnlad as a CSV data file. Managing wrkspaces Use the Wrkspaces tab t manage wrkspaces. Create new wrkspaces, view a list f wrkspaces filtered by wrkspace name, users, grups r distributin lists, and exprt these lists. Creating wrkspaces 1. In the Admin Categries > Management list, click Central Management. 2. Select the Wrkspaces tab in the right pane. 2013 WatchDx. All rights reserved. 26
3. Click. 4. Enter the Name f the new wrkspace. 5. Enter the Descriptin f the wrkspace. 6. Enter the Administratrs email addresses f all the users that yu want t define as administratrs f this wrkspace. 7. Click Create Wrkspace. A cnfirmatin message cnfirms the peratin and the new wrkspace is added t the list. Exprting wrkspaces 1. In the Admin Categries > Management list, click Central Management. 2. Select the Wrkspaces tab in the right pane. 3. Click. The wrkspace table as shwn in the Wrkspaces tab is dwnlad as a CSV data file. 2013 WatchDx. All rights reserved. 27
Managing dcuments Use the Dcuments tab t manage dcuments. This tab is visible nly t Super Administratrs. View a list f all dcuments in wrkspaces yu wn, search fr dcuments by wrkspace, user, grup, r distributin list. Select and dwnlad dcuments, change dcument permissins, delete dcuments, r exprt a list f dcuments. Dwnlading dcuments 1. In the Admin Categries > Management list, click Central Management. 2. Select the Dcuments tab in the right pane. 3. Lcate the dcument that yu want t dwnlad by perfrming a search. Fr mre infrmatin, see Lcating entities in Central Management (n page 8). 4. Select ne r mre dcuments in the list. 5. Click and select either: Dwnlad Original: t dwnlad the riginal (unprtected) dcument Dwnlad Cntrlled: t dwnlad a WatchDx cntrlled dcument 6. Click OK t dwnlad the dcument(s). Giving grups permissins t dcuments 1. In the Admin Categries > Management list, click Central Management. 2. Select the Dcuments tab in the right pane. 3. Select ne r mre dcuments. If necessary, perfrm a search t lcate a dcument. Fr mre infrmatin, see Lcating entities in Central Management (n page 8). 4. Click and select Add Grups frm the drp-dwn list. 2013 WatchDx. All rights reserved. 28
The grups list shws all the grups that exist in the wrkspace where the dcument is lcated. 5. Select the grup(s) frm the left pane t be authrized fr the selected dcuments. 2013 WatchDx. All rights reserved. 29
6. Click Next. Members f the grup will be ntified by email that they nw have permissins t the selected dcument(s). 7. Enter an email subject and message text, and then click Add. The selected grups are given permissins t the dcument, and the message is sent t all grup members. Editing dcument permissins 1. In the Admin Categries > Management list, click Central Management. 2. Select the Dcuments tab in the right pane. 3. Select ne r mre dcuments. If necessary, perfrm a search t lcate a dcument. Fr mre infrmatin, see Lcating entities in Central Management (n page 8). 4. Click and select Edit Grup Permissins frm the drp-dwn list. 5. Select whether t edit all grups r specific grups. 6. Click Next. 7. Make changes t the permissins fr the grup(s), then click Save Changes. 2013 WatchDx. All rights reserved. 30
Revking grup permissins frm a dcument 1. In the Admin Categries > Management list, click Central Management. 2. Select the Dcuments tab in the right pane. 3. Select ne r mre dcuments. If necessary, perfrm a search t lcate a dcument. Fr mre infrmatin, see Lcating entities in Central Management (n page 8). 4. Click and select Revke Grups frm the drp-dwn list. 5. Select the grup(s) frm the left pane t revke frm the selected dcuments, r chse t revke all grups. 6. Click Revke. Deleting dcuments 1. In the Admin Categries > Management list, click Central Management. 2. Select the Dcuments tab in the right pane. 3. Lcate the dcument that yu want t edit permissins fr by perfrming a search. Fr mre infrmatin, see Lcating entities in Central Management (n page 8). 4. Select ne r mre dcuments. 5. Click. 6. In the Nte t recipients bx, enter a message that will be shwn t any user wh tries t access the selected dcument(s) after the dcument is deleted. 2013 WatchDx. All rights reserved. 31
Exprting a list f dcuments 1. In the Admin Categries > Management list, click Central Management. 2. Select the Dcuments tab in the right pane. 3. Click. A brwse windw pens. 4. Brwse t the apprpriate flder and enter the exprt file name. 5. Click OK t create a CSV data file cntaining infrmatin fr all dcuments in the list. The dcument table as shwn in the Dcuments tab is dwnlad as a CSV data file. 2013 WatchDx. All rights reserved. 32
4 Prvisining rles by email dmain Create and mdify dmain rles, and specify a user rle fr a wrkspace fr all users with a specific email dmain, fr example @abc.cm. Adding dmain rles 1. In the Admin Categries > Management list, click Prvisin Rles by Email Dmain. A list f email dmains appears in the right pane. 2. Click. 3. In the Email Dmain bx, enter the dmain name. 2013 WatchDx. All rights reserved. 33
4. In the Rles area, select the rle(s) fr users f this dmain: Visitr Wrkspace wner Exchange user WD Apps Libre Office User WD Apps Micrsft Office User 5. In the If there are existing Users f the same email dmain area, select whether existing users in this dmain will have their user rle changed accrding t the specified rle: Replace their rles with the selected ptins Add the selected rles t their existing rles 6. Click Add. Editing dmain rles 1. In the Admin Categries > Management list, click Prvisin Rles by Email Dmain. 2. Select a dmain frm the list. 3. Click. 2013 WatchDx. All rights reserved. 34
4. Select the user rles that yu want t assign t the dmain as desired: Visitr Wrkspace wner Exchange user WD Apps Libre Office User WD Apps Micrsft Office User 5. In the If there are existing Users f the same email dmain area, edit the ptins fr specifying whether existing users in this dmain will have their user rle changed: Replace their rles with the selected ptins Add the selected rles t their existing rles 6. Click Save Changes. Remving dmain rles 1. In the Admin Categries > Management list, click Prvisin Rles by Email Dmain. 2. Select a dmain frm the list. 3. Click. 4. Select whether t remve all existing rles fr users (except fr Visitr rle), r leave existing rles fr the dmain. Remve all rles except fr Visitr D nt remve their existing rles 5. Click Save Changes. 2013 WatchDx. All rights reserved. 35
5 Prvisining rles by Active Directry Administratrs can assign WatchDx rles t users that belng t Active Directry grups. Wrking with Active Directry WatchDx can be cnfigured t wrk with an Active Directry Single Sign On (SSO) server within an rganizatin s netwrk. In this cnfiguratin, WatchDx users can sign in t the WatchDx server autmatically after they have cnnected t their netwrk using their Windws lgin. In additin, authrized users can create WatchDx grups based n Active Directry grups and send prtected dcuments t Active Directry users. WatchDx can be cnfigured t wrk with Active Directries running n Windws Server 2003 SP2, r later, r n the Dmain Cntrller. Active Directry and WatchDx Wrkspaces (sharing dcuments) WatchDx wrkspace wners and administratrs can define WatchDx grups based n Active Directry Security grups. WatchDx maintains an assciatin between the WatchDx grup and the Active Directry grup. Wrkspace wners can share wrkspaces with Active Directry grups, in the same way they share wrkspaces with WatchDx grups. Permissins can be assigned t these grups in the same way they are assigned t WatchDx grups. When an Active Directry user attempts t access the WatchDx server, t access a wrkspace fr example, WatchDx queries the Active Directry server fr all the Active Directry grups the user is a member f, then checks whether any f these 2013 WatchDx. All rights reserved. 36
(Active Directry) grups are assciated with WatchDx grups that permit the access that the user is attempting. If ne is fund, access is permitted. The user will see, fr example, nly thse wrkspaces r flders that can be seen by the WatchDx grups assciated with Active Directry Security grups fr which the user is a member. T imprve perfrmance, WatchDx caches the query respnse frm Active Directry fr a particular user fr ne hur, s subsequent queries will check the cache first. If the infrmatin is n lnger in the cache, the query will g t the Active Directry server. Metadata abut Active Directry grups, such as name and descriptin, is updated n the assciated WatchDx grups nce per day. Active Directry and WatchDx Exchange (sending prtected dcuments) WatchDx Exchange users can send emails with secured attachments t Active Directry Distributin Grups. They cannt send t Active Directry Security grups r t the Active Directry Dmain Grup (f all users). Permissins fr recipients f emails t access the secure attachments are thse that are explicitly set in the email r the default permissins fr sending emails (fr the sender). WatchDx uses Active Directry, in essence, as an Address Bk t btain the email addresses f all members f the Active Directry Distributin Grup. 2013 WatchDx. All rights reserved. 37
Adding Active Directry rles 1. In the Admin Categries > Management list, click Prvisin Rles by Active Directry. A list f all the Active Directry grups defined fr the rganizatin appears in the right pane. 2. Select the grups frm the list. 3. Click. 4. In the Enter Active Directry Grup Name bx, type the Active Directry Grup name t which the rles will be assigned (suggestins f names are displayed via aut-cmplete). 2013 WatchDx. All rights reserved. 38
5. In the Users' Rles area, select the rles t assign t the grup. Super Admin Help Desk Wrkspace Owner WD Apps Micrsft Office User Admin Help Desk Audit Exchange Sender WD Apps Libre Office User Visitr 6. Click Add Rles t save the rles. Editing Active Directry rles 1. In the Admin Categries > Management list, click Prvisin Rles by Active Directry. 2. Select an Active Directry grup frm the list. 3. Click. 4. In the dialg bx, make desired changes t the rle. 5. Click Save Changes. Deleting Active Directry rles 1. Select the grups frm the list. 2. Click. 3. Click Remve t remve all rles assciated with this Active Directry Grup. This peratin cannt be reversed. 2013 WatchDx. All rights reserved. 39
6 Managing user devices Organizatin Administratrs can manage user devices, listing all devices registered t a specific user and disabling r re-enabling sme r all f thse devices. If a user reprts a lst mbile device, the Administratr can identify that specific device (based n the user s identifying email address, device type, and last activity date) in rder t cmpletely wipe clean all WatchDx cntrlled dcuments cached n that device and disable the device fr dcument access. Dcument wiping is cmpleted the next time that mbile device cnnects t the WatchDx service. When wrking with a Windws PC r a Mac, a disable request simply lgs ff the sessin that is currently active n that cmputer. This is useful, fr example, if a user frgt t lg ff frm a cmputer t which that user n lnger has access. If the user dwnladed WatchDx cntrlled dcuments t that cmputer, the dcuments will nt be wiped clean; hwever, there will be n way t pen r access thse dcuments until an authrized user nce again is signed in n that cmputer. BlackBerries d nt cache cntrlled dcuments. Therefre, they are handled similarly t cmputers and are simply disabled frm further WatchDx access. By default, the WatchDx app n a user s mbile device r PC must call hme (that is, cnnect t the WatchDx service) at least nce every 72 hurs in rder t stay registered and maintain access permissins; therwise the user is nt able t pen any cntrlled dcuments cached n that device. This parameter is cnfigurable, see Setting ffline perid (n page 55). 2013 WatchDx. All rights reserved. 40
Managing devices 1. In the Admin Categries > Management list, click Manage Devices. An empty list f devices that can be cntrlled appears in the right pane. 2. In the Search bx, enter the email address f a specific user. 3. Click the Search icn (r press Enter) t display a list f all devices registered t that user, including the fllwing attributes: Device ID: unique identifier f each user device Type: fr example, ipad, iphne, Blackberry, Windws, r Macs Status: whether the device is enabled r disabled. An empty field indicates that the device is enabled nrmally Last Dcument Activity: fr example, "dwnladed riginal dcument" Last Lcatin: fr example, city and state Last IP: the last IP address f the device Last Activity Date: the mst recent interactin the user had with dcuments under the administratr s cntrl, using this device. Disabling devices 1. In the Admin Categries > Management list, click Manage Devices. 2. Select ne r mre devices frm the list. 3. Click. 4. Click Wipe & Disable in the dialg bx t cnfirm the actin. 2013 WatchDx. All rights reserved. 41
Enabling devices 1. In the Admin Categries > Management list, click Manage Devices. 2. Select ne r mre devices frm the list. 3. Click. 4. Click Enable in the dialg bx t cnfirm the actin. Exprting a list f user devices 1. In the Admin Categries > Management list, click Manage Devices. 2. Select ne r mre devices frm the list. 3. Click. A brwse windw pens. By default, if yu d nt select any devices, the cmplete list is exprted. 4. Open the apprpriate flder and enter the exprt data file name. Nte: Selecting r entering the name f a file that already exists verwrites the previus versin f the file. 5. Click Save t create a CSV data file cntaining status infrmatin fr all devices currently registered t the selected user. 2013 WatchDx. All rights reserved. 42
7 Managing blacklists Create and manage a list f email addresses that are denied access t yur rganizatin's WatchDx accunt. Blacklisting an email 1. In the Admin Categries > Management list, click Blcked Users. 2. Click. 3. Enter the full email address f the user that yu want t blacklist. 4. Click Add. The email is added t the blacklist. The user will have n access t any WatchDx-prtected files in yur rganizatin. Remving users frm the blacklist 1. In the Admin Categries > Management list, click Blcked Users. 2. Select the email address(es) f users that yu want t remve frm the blacklist. 2013 WatchDx. All rights reserved. 43
3. Click. 4. Click Delete. The email is remved frm the blacklist. Searching the blacklist fr users 1. In the Admin Categries > Management list, click Blcked Users. 2. In the Enter user's email bx, enter the full user email and click. The blacklist is filtered t shw nly the requested email. 3. Clear the Enter user's email bx t return t the full blacklist. Imprting a blacklist 1. In the Admin Categries > Management list, click Blcked Users. 2. Click. The Imprt blacklist windw pens. 3. If yu have already created a CSV file that cntains the blacklist, click Chse file t brwse t the CSV data file and select that file. 2013 WatchDx. All rights reserved. 44
4. If yu wuld like t create a CSV data file with the new distributin list data, click Get Template t dwnlad a cnvenient CSV file with the clumn headings defined and the table rws blank. 5. Enter the user data in the apprpriate clumns, including the fllwing infrmatin: Permitted Entity Address: Full email address. Permitted Entity Type: email 6. Click Imprt. The blacklist date is imprted frm the CSV file and the email addresses are added t the blacklist. Exprting the blacklist 1. In the Admin Categries > Management list, click Blcked Users. 2. Click. 3. Click Exprt t dwnlad a CSV data file cntaining the blacklist. 2013 WatchDx. All rights reserved. 45
8 Generating lgs and reprts Generate reprts fr user activity in Exchange, in wrkspaces, r bth in rder t see when files were accessed and dwnladed in WatchDx wrkspaces and sent thrugh WatchDx Exchange. Chse whether yu want t dwnlad the reprt (fr reprts f up t 5000 lines), r email the reprt t yur inbx. Generating WatchDx Exchange Reprts by sender Reprts can be created fr any r all f the users that have been cnfigured as Exchange senders. The generated CSV file prvides a meaningful summary f user Exchange activity, including: Dcument wner name and email address Dcument name User (recipient) name and email address Specific user activity Details abut the activity Date, time, and lcatin f the user activity Name and IP address f the user device Dwnlading r emailing a WatchDx Exchange reprt by date range 1. In the Admin Categries > Lgs and Reprts list, click WatchDx Exchange Reprt by Sender. A list f user email addresses appears in the right pane. Filter the email list t display a single user email address by typing a user name r email in the search bx. 2013 WatchDx. All rights reserved. 46
2. In the Email list, select the user email addresses fr which yu want t generate a WatchDx Exchange reprt. 3. Click. 4. Select Dwnlad by date range r Email by date range. The Select calendar perid dialg bx appears. 5. Select the Start Date and End Date and click Apply. 6. Open r save the reprt. A CSV data file cntaining exprt lg data recrding all WatchDx Exchange user activities fr the selected users in the given date range is dwnladed, r sent by email t yur email address. Dwnlading r emailing a WatchDx Exchange reprt fr all sender activities 1. In the Admin Categries > Lgs and Reprts list, click WatchDx Exchange Reprt by Sender. A list f user email addresses appears in the right pane. 2. In the Email list, select the user email addresses fr which yu want t generate a WatchDx Exchange reprt. 3. Click. 4. Select Dwnlad all activities r Email all activities. 5. Open r save the reprt. The CSV data file cntains exprt lg data recrding all WatchDx Exchange user activities fr the selected users in the given date range and is dwnladed, r sent by email t yur email address. 2013 WatchDx. All rights reserved. 47
Generating WatchDx wrkspace activity reprts Generate a reprt fr all user activity within a selected wrkspace. The CSV file that is generated prvides a meaningful summary f wrkspace activity, including: Wrkspace and flder names Dcument wner name and email address Dcument name Username and email address f the active user wh perfrmed the specified activity within the selected Wrkspace Specific user activity Details with mre infrmatin abut the user activity Date, time, and lcatin f the user activity Name and IP address f the user device Dwnlading r emailing a WatchDx wrkspace activity reprt by date range 1. In the Admin Categries > Lgs and Reprts list, click WatchDx Wrkspace Activity Reprt. A list f wrkspace activity reprts appears in the right pane. Alternatively, yu can filter the reprt list t display a wrkspace by typing a wrkspace name in the search bx. 2. In the WatchDx Wrkspace Activity Reprt list, select the activity reprt yu want t generate. 3. Click. 4. Select Dwnlad by date range r Email by date range. 2013 WatchDx. All rights reserved. 48
The Select calendar perid dialg bx appears. 5. Select the Start Date and End Date and click Apply. 6. Open r save the reprt. A CSV data file cntaining exprt lg data recrding all WatchDx Exchange user activities fr the selected users in the given date range is dwnladed, r sent by email t yur email address. Dwnlading r emailing a WatchDx wrkspace reprt fr all activities 1. In the Admin Categries > Lgs and Reprts list, click WatchDx Wrkspace Activity Reprt. A list f wrkspace activity reprts appears in the right pane. 2. In the WatchDx Wrkspace Activity Reprt list, select the activity reprt yu want t generate. 3. Click. 4. Select Dwnlad all activities r Email all activities. 5. Open r save the reprt. A CSV data file cntaining exprt lg data recrding all user activities within the selected wrkspace is dwnladed, r sent by email t yur email address. 2013 WatchDx. All rights reserved. 49
Generating user activity reprts Generate a reprt fr all WatchDx user activities within yur rganizatin s wrkspaces and dcuments sent via WatchDx Exchange. The CSV file that is generated prvides a meaningful summary f user activity, including: Username and email address Dcument lcatin (Wrkspace name r Exchange actin) Dcument path Dcument name User activity Details with mre infrmatin abut the user activity Date, time, and lcatin f the user activity Name, IP address, and type(windws, ipad/iphne, Blackberry, etc.) f user device Dwnlading r emailing a user activity reprt by date range 1. In the Admin Categries > Lgs and Reprts list, click User Activity Reprt. A list f wrkspace activity reprts appears in the right pane. Alternatively, yu can filter the reprt list t display a wrkspace by typing a wrkspace name in the search bx. 2. In the Email list, select the user email addresses fr which yu want t generate a user activity reprt. 3. Click. 4. Select Dwnlad by date range r Email by date range. 2013 WatchDx. All rights reserved. 50
The Select calendar perid dialg bx appears. 5. Select the desired date range fr the reprt, and click Apply. 6. Open r save the reprt. A CSV data file cntaining exprt lg data recrding all WatchDx Exchange user activities fr the selected users in the given date range is dwnladed, r sent by email t yur email address. Dwnlading r emailing a user activity reprt fr all sender activities 1. In the Admin Categries > Lgs and Reprts list, click User Activity Reprt. A list f wrkspace activity reprts appears in the right pane. 2. In the Email list, select the user email addresses fr which yu want t generate a user activity reprt. 3. Click. 4. Select Dwnlad all activities r Email all activities. 5. Open r save the reprt. A CSV data file cntaining exprt lg data recrding all WatchDx Exchange user activities fr the selected users in the given date range is dwnladed, r sent by email t yur email address. 2013 WatchDx. All rights reserved. 51
9 Setting prtectin plicies Administratrs can cnfigure service security plicies at the rganizatinal level. These are in the Prtectin Plicies grup f the Admin cnsle. Setting wrkspace dcument plicies Define the default set f dcument permissins cnfigured fr wrkspace users. 1. In the Admin Categries > Prtectin Plicies list, click Wrkspace Dcument Plicies. A list f wrkspace dcument plicies appears in the right pane. 2. Select r clear the wrkspace dcument plicies, as applicable. 3. Click Apply t save yur selectins. 4. In the cnfirmatin windw, click Apply t apply these changes. 2013 WatchDx. All rights reserved. 52
Setting WatchDx Exchange dcument plicies Define the default set f dcument permissins cnfigured fr Exchange users. 1. In the Admin Categries > Prtectin Plicies list, click Exchange Dcument Plicies. A list f Exchange dcument plicies appears in the right pane. 2. Select r clear the Exchange dcument plicies, as applicable. 3. Click Apply t save yur selectins. 4. In the cnfirmatin windw, click Apply t apply these changes. 2013 WatchDx. All rights reserved. 53
Setting mbile plicies Nte: This setting is available t Organizatin Administratrs nly. Set which mbile devices users can access their WatchDx files. Disable access t prevent users frm using the WatchDx app t access yur rganizatin s wrkspaces. When disabled, the user can lg in t their WatchDx app, but cannt see any f yur rganizatin s wrkspaces. T set mbile plicies: 1. In the Admin Categries > Prtectin Plicies list, click Mbile Plicies. A list f mbile plicies appears in the right pane. 2. T disable access t WatchDx frm Andrid devices, select Disable access frm Andrid devices. 3. T disable access t WatchDx frm Blackberry devices, select Disable access frm Blackberry devices. 4. T disable access t WatchDx frm iphnes and ipads, select Disable access frm iphne and ipad devices. 5. T disable access t WatchDx frm Windws Mbile devices, select Disable access frm Windws Mbile devices. 6. Click Apply t save the settings. 7. In the cnfirmatin windw, click Apply t apply these changes. 2013 WatchDx. All rights reserved. 54
Setting sync plicies Define the type f files that can r cannt be synced frm the WatchDx fr Windws client t the server. 1. In the Admin Categries > Prtectin Plicies list, click Sync Plicies. A list f sync ptins appears. 2. T allw syncing f specified file types, select Allw syncing f the fllwing file types nly, and in the bx enter the file extensins separated by cmmas. 3. T restrict syncing f specified file types, select Restrict syncing f the fllwing file types nly, and in the bx enter the file extensins separated by cmmas. 4. T restrict the size f the files t sync, select Dn't sync files larger than, and in the bx enter the size in MB. 5. Click Apply t save the settings. 6. In the cnfirmatin windw, click Apply t apply these changes. Setting ffline perid Administratrs can cnfigure the perid f time within which users can have ffline access t files. When the time perid has passed, end user devices must be cnnected t the WatchDx server, s that dcuments n the device remain viewable. The default value is 72 hurs. 2013 WatchDx. All rights reserved. 55
This feature applies t files pened n mbile apps and t files prtected with WatchDx rights management. T set the ffline perid: 1. In the Admin Categries > Prtectin Plicies list, click Offline Perid Cnfiguratin. The Expse cnfiguratin fr ffline perid area appears in the right pane. 2. In the Allw ffline users t access files fr [number f] hurs bx, type the value fr the hurs. 3. Click Apply. 4. In the cnfirmatin windw, click Cntinue t apply the changes. Wrking with watermarks The fllwing sectin describes hw t enable watermarks fr yur rganizatin, and hw users can set dcuments t be shwn with watermarks. In additin, it explains in what circumstances watermarks cannt be shwn. Enabling watermarks Enable watermarks per rganizatin. 1. In the Admin Categries > Prtectin Plicies list, click Watermarks. 2013 WatchDx. All rights reserved. 56
The Watermarks area appears in the right pane. 2. Select ne r mre ptins t set the psitin f the watermark: Apply a Tp Watermark Apply a Bttm Watermark Apply a Diagnal Watermark 3. Fr each watermark, define the watermark: Fnt Size: select Small, Medium, r Large. Clr: select Black, Gray, White, Red, r Blue. Opacity: select the pacity in increments f 10%. Line Cntent: select Date and Time, Viewer s IP address, Viewer s name, Text, Viewer s email. 4. Click Apply t save the settings. 5. In the cnfirmatin windw, click Apply t apply the changes. 2013 WatchDx. All rights reserved. 57
Watermarks are nw set fr the rganizatin. By default, watermarks are nt shwn t users fr any dcuments, unless cnfigured therwise by Wrkspace Administratrs, Cntributrs, and Exchange Senders. Setting watermarks Wrkspace Admins, Cntributrs, and Exchange Senders can determine whether r nt watermarks shuld be displayed in their dcuments fr certain users. In the WatchDx Web Applicatin, create grups f users per wrkspace t manage which users will be able t access dcuments with r withut watermarks. Watermarks are ne f the wrkspace grup permissin settings. Watermarks are set fr a grup in the wrkspace. Users in grups with watermarks enabled will view the dcument with watermarks displayed. T create a grup f users that will view wrkspace dcuments with watermarks: 1. In the WatchDx Web Applicatin, access the Grups tab f a wrkspace. 2. Click Add. 3. Enter the Grup details and click Next. The Add a permitted grup windw pens. 4. In the Default permissins area, click Advanced. 5. Make sure that Watermark is selected. 6. Click Add. The grup is created. Anytime users frm this grup access the wrkspace dcuments, watermarks will be displayed. Users can als add r remve watermarks using the Watermark setting per dcument when sending dcuments via the WatchDx plugin fr Micrsft Outlk. Changing watermarks settings Watermarks settings can be changed when needed simply by editing the grup settings in the WatchDx Web Applicatin. Changes apply t dcuments that are subsequently dwnladed and viewed. 2013 WatchDx. All rights reserved. 58
When watermarks are nt shwn Watermarks are never displayed t users that upladed the riginal dcument, r t users f wrkspace administratr level in the wrkspace where the dc ument is lcated. In additin, there are sme circumstances where watermarks are nt supprted. The fllwing table describes when watermarks will be shwn t users that are designated as watermark-viewers: Micrsft Office dcuments: Viewed in Micrsft Office applicatins: Viewed in WatchDx Online Viewer: Viewed n Mac r ios mbile device: Viewed n Andrid device: PDF dcuments Viewed in PDF viewer: Viewed in WatchDx Online Viewer: Viewed frm Mac r ios mbile device: Watermarks are nt supprted. Watermarks are shwn. Watermarks are shwn as a diagnal nly (even when set t Tp r Bttm, watermarks is autmatically changed t diagnal) Watermarks are nt supprted. Watermarks are shwn. Watermarks are shwn. Watermarks are shwn as a diagnal nly (even when set t Tp r Bttm, watermarks is autmatically changed t diagnal) Viewed frm Andrid device: Watermarks are nt supprted. Nte: Where a user belngs t mre than ne grup, and ne f the grups he is a member f has Watermarks set t Off, the user will nt see watermarks in the dcument. 2013 WatchDx. All rights reserved. 59
10 Cnfiguratin WatchDx mde cnfiguratin Set the WatchDx mde fr yur rganizatin. 1. In the Admin Categries > Cnfiguratin list, click WatchDx Mde Cnfiguratin. The WatchDx Enterprise Mde area appears in the right pane. The WatchDx system supprts different three Enterprise mdes fr user permissins. 2013 WatchDx. All rights reserved. 60
2. Select the Enterprise mde: WatchDx Enterprise Mde: t prvide permissin templates Online View, Online View and Print, and FUll Access t the end users. WatchDx Enterprise ES Mde: t prvide the full range f file cntrls t the end users, including dwnlading riginal, dwnlading cntrlled dcuments, r nline viewing, WatchDx Enterprise ES (Restrict Full Access) Mde: t enfrce WatchDx cntrls n all Micrsft Office and PDF files. If the user is the dcument wner, this is nt applied. 3. Click Apply t save the settings. 4. In the cnfirmatin windw, click Cntinue t cnfirm the selectin. A cnfirmatin message appears indicating that the cnfiguratin was saved successfully. Defining the rganizatin authenticatin methd Set the methd the users in their rganizatin sign in t the WatchDx server and whether users can switch between accunts. 1. In the Admin Categries > Cnfiguratin list, click Authenticatin. The Authenticatin area appears in the right pane. 2. Select Allw user t switch accunts t permit users t sign ut f ne WatchDx accunt and sign in t a different accunt. 2013 WatchDx. All rights reserved. 61
3. Select an authenticatin methd: Email Authenticatin: fr infrmatin, see Abut email authenticatin (n page 62) Username & Passwrd: fr infrmatin, see Abut username and passwrd authenticatin (n page 63) Active Directry: fr infrmatin, see Abut Active Directry authenticatin (n page 65) Nte the availability f this ptin varies per system cnfiguratin. 4. Click Apply t save the settings. 5. In the cnfirmatin windw, click Apply t apply the settings. Abut email authenticatin If yu select Email Authenticatin, users will be prmpted t click a link that is received via an email sent frm WatchDx. End users wh authenticate via this methd are prmpted t enter their email address and t select whether the cmputing device is a trusted Private Device r a Public Device. If the device is designated as a Private Device, the authenticatin tken des nt expire unless the user explicitly signs ut. If the device is designated as a Public Device, the authenticatin tken expires after 5 minutes r if the sessin is clsed. 2013 WatchDx. All rights reserved. 62
Abut username and passwrd authenticatin When yu select Username & Passwrd, the fllwing cnfiguratins are available: Passwrd Plicy enables yu t set the desired passwrd cnfiguratins fr end users. 2013 WatchDx. All rights reserved. 63
Minimum length: sets the minimum number f characters required Maximum length: sets the maximum number f characters required Minimum uppercase character(s): sets the minimum number f uppercase characters (e.g. "T") required Minimum lwercase character(s): sets the minimum number f lwercase characters (e.g. "t") required Minimum numbers: sets the minimum number f numbers (e.g. "8") required Minimum special character(s): sets the minimum number f special characters (e.g. "#") required Number f wrng passwrd entry attempts: sets the number f failed lgin attempts befre the user accunt is lcked ut (the user wuld be able t recver the accunt by answering the Secret Questin they had selected). "Remember me" duratin in days: sets the number f days that the user is lgged int WatchDx thrugh the brwser web interface withut the need t re-enter the passwrd. Nte that this cnfiguratin des nt apply t the WatchDx fr Windws Sync client and the WatchDx Mbile Applicatins. Number f days until passwrd expires: sets the number f days that the passwrd is valid. Secret Questins is a cnfigurable set f questins that the end user can select frm t use fr passwrd recvery r lcked accunt. 2013 WatchDx. All rights reserved. 64
Black List is a cnfigurable list f passwrds that are nt permitted by the rganizatin (fr example, "123456") Nte: The authenticatin settings are cnfigured at the dmain level and will be inherited by all f its sub-dmains. Fr example, the authenticatin setting fr www.cmpany.cm will be inherited by "a.cmpany.cm" and "b.cmpany.cm". This applies t all rganizatins that have a sub-dmain n the WatchDx public clud. Abut Active Directry authenticatin Micrsft Windws credentials can be used by end users t lg int WatchDx. Cnfiguring the WatchDx server t integrate with Active Directry allws Windws credentials t be used during the authenticatin prcess. T perfrm the integratin fr authenticatin with Windws credentials, cntact yur WatchDx Technical Accunt Manager fr help with the cnfiguratin prcess. A Windws Virtual Appliance is implemented within the WatchDx server and this Windws machine is then cnnected t the enterprise s Windws dmain. When a user cnnects t WatchDx (either thrugh the Web Interface, Windws Sync client r Mbile App), and is successful in presenting his stred Windws Dmain Credentials, a Kerbers ticket is generated which allws the user t lg int the WatchDx system. If the user des nt have a stred Windws Credential n the cmputing device, WatchDx prmpts the user with a lgin windw fr the user t enter their Windws Dmain passwrd. 2013 WatchDx. All rights reserved. 65
Abut OAuth integratin with third party prviders WatchDx simplifies user authenticatin while enhancing security thrugh its ability t integrate with the custmer s authenticatin scheme thrugh a single sign-n prcedure. WatchDx s SSO implementatin prvides cntrlled access t all its services, with the custmer maintaining cntrl ver user identity and authenticatin. Custmers wh chse t integrate with WatchDx using the OAuth 2.0 Single Sign On prtcl may als chse t authenticate users thrugh a third-party authenticatin r identity prvider (fr example, 2 Factr Authenticatin, Single Sign On, and s n). T integrate WatchDx t ther third party authenticatin and identity prviders, cntact yur WatchDx Technical Accunt Manager fr help with the cnfiguratin prcess. Abut multi-mde authenticatin Multi-mde authenticatin enables yur rganizatin t use multiple user authenticatin methds based n user email dmain. Yu can assciate each authenticatin methd with ne r mre dmain. Set a default authenticatin methd fr nn-defined dmains. Fr example, yu culd define the fllwing authenticatin plicy fr yur rganizatin and partners: All users accessing yur WatchDx system with a @cmpany.cm email address need t sign in using an Active Directry single sign n authenticatin. All users accessing yur WatchDx system with a @partner.cm email address need t sign using an username and passwrd authenticatin. All ther users accessing yur WatchDx system need t sign using email authenticatin. Fr mre infrmatin n cnfiguring multi-mde authenticatin, refer t the Cnfiguring Multi-Mde Authenticatin Technical Nte. 2013 WatchDx. All rights reserved. 66
Cnfiguring WatchDx t wrk with Active Directry If the WatchDx server will be wrking with an Active Directry server n yur rganizatin s netwrk, set parameters fr cnnectin between these servers. 1. In the Admin Categries > Cnfiguratin list, click Active Directry Cnfiguratin. The Active Directry Cnfiguratin area appears in the right pane. 2. Enable prvisining f Active Directry Users and Grups, and set the fllwing parameters: 2013 WatchDx. All rights reserved. 67
Expse Active Directry WatchDx Users with the fllwing email dmains: set names f dmains f users wh will be able t query the Active Directry. Active Directry Server Address: set up t three IP address(es) f the DNS server f the Active Directry dmain. Prt: set the prt f the Active Directry server. Default value is 389, the LDAP prt. Base DN: set the base Distinguished Name in the Active Directry tree that will be expsed t the WatchDx server (fr example, if nly part f the Active Directry tree will be accessible t the WatchDx server). Username t cnnect t Active Directry: set the username in the Active Directry by which the WatchDx server can cnnect. Passwrd t cnnect t Active Directry: set the passwrd fr the abve user. This is a glbal catalg server: set the server as a glbal catalg server. 3. Click Apply t test the parameters against the server t verify them. 4. Repeat the abve steps fr all cnnectins. There can be multiple cnnectins t the same Active Directry server, but each must be t different parts f the tree. There can als be cnnectins t multiple Active Directry servers. 5. T remve a cnnectin, click Delete in the upper right crner. Cnfiguring system perfrmance plicies Adjust the Cnversin Settings and General Settings t tune system perfrmance. These settings cntrl hw large files are upladed t the WatchDx servers, and the time it takes t uplad them. 1. In the Admin Categries > Cnfiguratin list, click System Perfrmance. 2013 WatchDx. All rights reserved. 68
The System Perfrmance area appears in the right pane. 2. In the Cnversin Settings area, t set when files are ptimized fr display n the web r mbile devices, select ne f the fllwing: Nte: Detailed explanatins are prvided next t each ptin. Cnversin n demand: files are cnverted the first time they are accessed by a user n the web r a mbile device. Priritized mbile cnversin: files are ptimized fr viewing n mbile devices as they are upladed t WatchDx. Priritized mbile and web cnversin: files are cnverted t PDF and SWF frmats fr viewing n the web and n mbile devices as they are upladed t WatchDx. Nte: Fr rganizatins wrking with MbileIrn integratin, set the Cnversin Settings t Priritized mbile cnversin r Priritized mbile and web cnversin nly. 3. In the General Settings area: a. T set the amunt f time WatchDx takes t attempt t cnvert MS Office files t PDF, select Stp the MS Office t PDF cnversin if nt successful within X secnds, and in the bx, type the number f secnds desired. 2013 WatchDx. All rights reserved. 69
b. T set the amunt f time a cnverted file is held in the system, select If a file has nt been viewed, delete the cnverted versin after X days, and in the bx, type the number f days desired. This saves strage space n the WatchDx server. 4. Click Apply. 5. In the cnfirmatin windw, click Apply t apply the changes. Setting default sharing permissins Default sharing permissins can be set fr wrkspaces and WatchDx Exchange users. Wrkspaces that are shared with the quick t use "Invite new members" wrkflw will have t be gruped int either "Default Cntributrs" r "Default Visitrs" wrkspace grups. Members f thse grups utilize the default visitr r cntributr sharing permissins defined by the rganizatin. When users send files via WatchDx Exchange thrugh WatchDx mbile apps, the permissins yu set in the Exchange default sharing permissins area are applied. The available permissins depend n which Enterprise mde has been set (see WatchDx mde cnfiguratin (n page 60)). The permissins in the drp-dwn lists are the permissins templates fr the different users. Fr mre infrmatin n permissins, see Overview f WatchDx user rles (n page 13). T set the default permissins using quick sharing templates: 1. In the Admin Categries > Cnfiguratin list, click Default Sharing Permissins. 2013 WatchDx. All rights reserved. 70
The Default Sharing Templates area appears in the right pane. 2. In the Wrkspace default sharing permissins area, select the permissins fr Visitr and Cntributr frm the relevant drp-dwn lists: User permissins: Full Access, Online View and Print, Online View, and Online View with Sptlight Watermark: On, Off Access Expires: Never, One day... One week...one year 3. In the Exchange default sharing permissins area, select the permissins fr the WatchDx Exchange users frm the relevant drp-dwn lists. An additinal ptin t the abve is available: Grant file access t: Recipients Only, Dmains, Everyne 4. Click Apply. 5. In the cnfirmatin windw, click Apply t apply the changes t the quick sharing templates. Setting mbile sharing parameters Set hw users with WatchDx n their mbile device can share files. 1. In the Admin Categries > Cnfiguratin list, click Mbile Users Sharing Cnfiguratin. 2013 WatchDx. All rights reserved. 71
The Mbile Users Sharing Cnfiguratin area appears in the right pane. 2. Select the relevant ptins: Allw sharing with wrkspace administratrs: allws the user t share with wrkspace administratrs nly Allw sharing with all permitted grups: allws the user t share with all grups that have apprpriate permissins fr the dcuments and anntatins A sub-selectin f this ptin is: Allw selecting single grups frm permitted grups list: allws the user t share with specific grups frm amngst thse permitted Allw sharing with specific email addresses: allws the user t share with specific email recipients by their email address 3. Click Apply. 4. In the cnfirmatin windw, click Apply t apply the changes. Defining tags Administratrs can define tags that can be assciated with files in their rganizatin s wrkspaces. Tags are useful fr help in searching fr files. T here are three types f tags: Text: tags fr which yu can define any text Number: numeric tags Date: date tags Adding a tag 1. In the Admin Categries > Cnfiguratin list, click Tags. 2013 WatchDx. All rights reserved. 72
A list f all tags defined, as well as their type appears in the right pane. 2. Click. 3. Enter a Categry r name fr the tag. 4. Select the Tag Type frm the drp-dwn list: Text Number Date 5. Click Add t save the tag. A cnfirmatin message cnfirms the peratin, and the new tag appears in the list. Editing a tag 1. In the Admin Categries > Cnfiguratin list, click Tags. 2. Select a tag frm the list. 2013 WatchDx. All rights reserved. 73
3. Click. 4. Edit the Categry r name fr the tag. 5. Click Save Changes t save the tag. A cnfirmatin message cnfirms the peratin, and the mdified tag appears in the list. Deleting a tag T delete ne r mre tags: 1. Select the tags frm the list. 2. Click. 3. In the cnfirmatin windw, click Delete t remve the selected tags fields with their assciated tags frm all dcuments and data rms in which they are used. Nte that this peratin cannt be reversed. 2013 WatchDx. All rights reserved. 74
A cnfirmatin message cnfirms the peratin, and the tag(s) are remved frm the list. Cnfiguring WatchDx Apps Users can view and edit Office dcuments in WatchDx Apps. WatchDx Apps are Office applicatins that run n the WatchDx server using a remte desktp sessin. The sessin runs within the WatchDx applicatin. Cnfigure the way WatchDx Apps are used within yur rganizatin. 1. In the Admin Categries > Cnfiguratin list, click Cnfigure Watchdx Apps. The Cnfigure WatchDx Apps area appears in the right pane. 2. Select Enable WatchDx Apps. An Agreement windw pens, prmpting (the Administratr) t cnfirm that the rganizatin has the apprpriate licenses t use Micrsft Remte Desktp Services licenses t run WatchDx Apps. 3. Select I agree t the terms and click Enable. This allws the Administratr t enable the fllwing ptins which allw users in the rganizatin t be WatchDx Apps users: Enable WatchDx Apps (LibreOffice) Rle: use the pen-surce LibreOffice suite t edit dcuments. If this ptin is selected, the Administratr will be requested t cnfirm that the necessary licenses are in place t use LibreOffice, Adbe Reader, and Micrsft Viewer prducts within the rganizatin. If this is cnfirmed, users within the rganizatin can be made WatchDx Apps users, and will use LibreOffice applicatins fr nline editing f ffice dcuments, and Adbe Reader fr PDF files. Enable WatchDx Apps (Micrsft Office) Rle: use Micrsft Office prducts t edit dcuments. If this ptin is selected, the Administratr will 2013 WatchDx. All rights reserved. 75
als be requested t cnfirm that the necessary licenses are in place within the rganizatin. If this is cnfirmed, users within the rganizatin can be made WatchDx Apps users, and will use Micrsft Office applicatins fr nline editing r viewing f ffice dcuments, and Adbe Reader fr PDF files. Enable WD Apps Bradcast: allw users t use the Bradcast ptin while editing dcuments using WatchDx Apps. The Bradcast ptin allws user t share their virtualized applicatin with ther users in a brwser sessin. When a user starts a Bradcast sessin, a URL is generated fr the sessin, which can be shared with ther users. These ther users can pen a brwser windw, frm this URL, and view the dcument and all editing and navigatin actins perfrmed n it by the riginal user in the WatchDx Apps sessin. The riginal user can cntrl the Bradcast sessin frm within the WatchDx Apps sessin, including pausing the bradcast r terminating it. 4. Click Apply. 5. In the cnfirmatin windw, click Apply t apply the changes. Cnfiguring strage reprt alerts Fr cnfiguratins where WatchDx is hsted n a virtual appliance, set an alert t shw when individual users pass a set threshld f the amunt f strage they are using n the appliance. Once passed, the alert is sent daily until the user ges belw the threshld. The alert can be sent t Administratrs and Super Administratrs. 2013 WatchDx. All rights reserved. 76
T set strage reprt cnfiguratin: 1. In the Admin Categries > Cnfiguratin list, click Strage Reprt Cnfiguratin. The Strage Reprt Cnfiguratin area appears in the right pane. 2. In Send strage usage reprts n WatchDx Users wh have used at least X GB f strage, enter the strage utilizatin threshld in GB that will trigger a daily reprt. 3. In Send email alerts t, set which administratrs will receive the reprt. Alerts will be sent, daily, t the designated recipients, nly if the strage utilizatin exceeds the threshld. The reprt will be sent by email, daily, if there are users exceeding the threshld. Super Admins Admins The ptins can be disabled by deselecting the relevant checkbxes. 4. Click Apply. 5. In the cnfirmatin windw, click Apply t apply the changes. 6. Click Generate Reprts Nw t immediately generate and send the reprts. A cnfirmatin message cnfirms the peratin. Cnfiguring file retentin plicies Set plicies cntrlling whether and when t remve lder wrkspaces r files frm the WatchDx server t cnserve strage space. Items that are remved are placed in the Recycle bin, frm where they can be later recvered, if needed, r permanently deleted. 2013 WatchDx. All rights reserved. 77
1. In the Admin Categries > Cnfiguratin list, click File Retentin Cnfiguratin. The File Retentin Cnfiguratin area appears in the right pane. 2. T enable the remval f lder files in Wrkspaces t the Recycle Bin: a. Select Number f days withut any activity (view, dwnlad, uplad) after which a Wrkspace shuld be mved t the Recycle Bin. b. In the bx, set the number f days since the last activity n a file. 3. T enable the remval f lder files in WatchDx Exchange flders t the Recycle Bin: a. Select Number f days withut any activity (view, dwnlad, uplad) after which files stred in Exchange shuld be mved t the Recycle Bin. b. Set the number f days since the last activity n a file. 4. T enable the permanent remval f lder files frm Wrkspaces & Exchange frm the Recycle Bin: a. Select Number f days after which items stred in the Recycle Bin will be permanently deleted frm strage. b. Set the number f days that a file is in the Recycle Bin. 5. Click Apply. 6. In the cnfirmatin windw, click Apply t apply the changes. 2013 WatchDx. All rights reserved. 78
11 Custmizing the user interface Custmize the web applicatin appearance t display yur rganizatin s branding infrmatin and t redirect legal and supprt links t external web pages that yu maintain independently. Nte: These features are relevant nly fr rganizatins utilizing a custmized subdmain within the WatchDx clud r fr rganizatins hsting WatchDx n an n-premise virtual appliance. Branding the WatchDx Web Applicatin If yur rganizatin is wrking within a separate WatchDx subdmain, replace the lg within that sub-dmain with yur wn crprate lg. Nte: If yur rganizatin des nt have its wn WatchDx subdmain, then t implement this feature yu must cntact WatchDx technical supprt t recnfigure the crrespnding WatchDx settings apprpriately. 1. In the Admin Categries > Custmizing Interface list, click Branding. The Branding area appears in the right pane. 2. Click Use default t use the default [WatchDx] icn. 3. Click Use custm icn and Brwse t chse yur custm crprate lg file. A "lg upladed successfully" message appears, cnfirming the lg uplad. a 4. Click Apply. 5. In the cnfirmatin windw, click Save t apply the changes t the lg. 2013 WatchDx. All rights reserved. 79