Workshare Protect Server 3.8. Admin Guide

Transcription

1 Workshare Protect Server 3.8 Admin Guide July 2017

2 Workshare Protect Server 3.8 Admin Guide Table of Contents Chapter 1: Introducing Workshare Protect Server...7 What is Workshare Protect Server?... 8 Workshare Protect Server Functionality... 8 Securing external Workshare Protect Server Routing Agent... 9 Profiles determine cleaning and conversion...9 Additional functionality...10 Web console for configuration...11 Deployment Scenarios System Requirements Hardware...13 Supported operating systems...13 Certified systems...13 Prerequisites...13 Virtual Environments...14 Chapter 2: Setting Up...15 Overview of Installation Configuring Prerequisites Microsoft Windows Server...17 Microsoft SQL Server...18 Creating Users and Security Groups Processor Role...21 Business Role...22 Administrator Role...22 User Role...22 Sample Procedure...23 Installing Workshare Protect Server Installing Workshare Protect Portal

3 Workshare Protect Server 3.8 Admin Guide Confirm IIS SMTP relay entry Configuring Multiple Workshare Protect Server Connections to a Single Database...49 Shutting Down Workshare Protect Server...50 Uninstalling Workshare Protect Server...50 Upgrading Workshare Protect Server...51 Step 1: Backup the Existing Workshare Protect Server Database Step 2: Ensure Install User Requirements Turning on Message Logging Configuring your Corporate Mail Server Microsoft Exchange Setting Permissions on Receive Connector Exchange Microsoft Exchange Setting Permissions on Receive Connector Exchange Setting the Size Limit...78 Protect Server SMTP Service Exchange Hub Transport Exchange Web Services IBM Domino...83 Routing Preserving Workshare Protect X-Header Additional Administrative Tasks Setting Up Synchronization...87 Setting TLS Security...87 Auditing Changes to Workshare Protect Server Configuration...89 Configuring Fail Close...89 Enabling and Disabling Fail Close Fail Close and Bounce Functionality Access to the Workshare Protect Server Web Console Overview of Console Tabs...92 Status Tab

4 Workshare Protect Server 3.8 Admin Guide Reports Tab Messages Tab Profiles Tab Settings Tab Licensing Renewing a License...94 Chapter 3: Configuring Profiles...95 Introducing Profiles No Profile Address Group Precedence Profiles Page...97 Editing Profiles...98 Deleting Profiles...99 Creating Profiles Chapter 4: Configuring Server Settings Overriding Cleaning Settings Configuring Bounce Settings Configuring Cleaning Reports and Storage Configuring Templates Configuring Alert Settings Configuring Sync Settings Configuring Active Directory Cache Settings Configuring how Active Directory groups are selected Protect Portal Configuration Chapter 5: Reviewing Message Logs Introducing Workshare Protect Server Message Logs Viewing s Appendix A.Metadata that can be Cleaned Attachments Bookmarks

5 Workshare Protect Server 3.8 Admin Guide Built-in Properties Comments Content Controls Custom Properties Custom XML Document Properties Document Statistics Document Variables Embedded Objects Endnotes External Links Fast Saves Fields Footers Footnotes Formulas Headers Hidden Columns Hidden Rows Hidden Slides Hidden Text Hidden Worksheets Highlighted Text Hyperlinks Macros Markup Presentation Tags Previous Authors Redacted Text Routing Slip

6 Workshare Protect Server 3.8 Admin Guide Slide Tags Small Text Smart Tags Speaker Notes Template Track Changes Track Change Authors Track Change Timestamps Unused Masters Versions Watermarks White Text Worksheet Properties Appendix B.Metadata Cleaning Metadata Cleaning by Workshare Protect Server Metadata Cleaning by Workshare Protect Client Appendix C.System Status Monitoring Status Appendix D.X-Header Information

7 Introducing Workshare Protect Server Chapter 1: Introducing Workshare Protect Server This chapter introduces Workshare Protect Server, providing an overview of how it works as well as a summary of the key features and benefits. It includes the following sections: What is Workshare Protect Server?, page 8, introduces Workshare Protect Server. Workshare Protect Server Functionality, page 10, describes the different functionality available with Workshare Protect Server. Deployment Scenarios, page 10, describes typical deployments for Workshare Protect Server. System Requirements, page 13, describes the hardware and software specifications for Workshare Protect Server. 7

8 Introducing Workshare Protect Server What is Workshare Protect Server? Workshare Protect Server is a mail gateway that removes metadata from Microsoft Office attachments (Word, Excel and PowerPoint) as well as PDF attachments. It can also automatically convert Microsoft Office attachments to PDF. A web application - the Workshare Protect Server web console is provided to enable administrators to configure which metadata elements to remove and view a history of what was previously removed. Workshare Protect Server provides server-side metadata cleaning and document processing. Workshare Protect Server processes all s passing through the corporate mail server, including those that originate from webmail and mobile mail clients. In all corporate scenarios, all is always routed through the corporate server - and consequently Protect Server - ensuring complete protection. By locating this processing effort on the server, send performance on the originating device is not impacted, and users are not affected. Workshare Protect Server Functionality Workshare Protect Server provides the following functionality. Securing external Workshare Protect Server processes s leaving an organization according to the profile (policy) applied to the . This processing could be cleaning the attachments by removing metadata from them or converting the attachments to PDF, or both. Where s are sent to both internal and external recipients and the Workshare Protect Server Routing Agent is not installed, the internal recipient will receive the unprocessed document and the external recipient will receive a processed version. When the Workshare Protect Server Routing Agent is installed, both internal recipients and external recipients will receive a processed version. Workshare Protect Server processes Microsoft Office and PDF attachments. The following file formats can be processed: File format Cleans Converts to PDF or PDF/A Microsoft Word 97 or later (DOC, DOT, DOCX, DOTX, DOCM, DOTM) Microsoft Excel 97 or later (XLS, XLT, XLSX, XLTX) Microsoft PowerPoint 97 or later (PPT, POT, PPTX, POTX) 8

9 Introducing Workshare Protect Server File format Cleans Converts to PDF or PDF/A RTF Word 2003 XML Open Document Text (both ODT 1.1 and 1.2 are cleaned, but files saved in ODT 1.1) PDF Workshare Protect Server processes the following types of attachments: Password-protected attachments (when the Workshare Protect Portal is installed) Note: Workshare Protect Server does not process password-protected PowerPoint files. The contents of archive (ZIP) attachments Attachments of embedded s. Attachments to Meeting Requests and other Microsoft Exchange-specific features, such as polls and forms. Note: Workshare Protect Server does not process digitally signed documents or corrupt documents and does not check the attachments of digitally signed s. Workshare Protect Server Routing Agent With the installation of the Workshare Protect Server Routing Agent, Workshare Protect Server cleans attachments of s that are sent to both internal and external recipients. When an has a relevant attachment and includes both external and internal recipients, the Workshare Protect Server Routing Agent will ensure that both the internal recipient and the external recipient will receive a version cleaned of metadata. Profiles determine cleaning and conversion Profiles specify what metadata to remove from an attachment and whether to convert the attachment to PDF. Every profile has an address and this is how Workshare Protect Server determines which profile to apply to any given . When a sender adds the address of a profile as a recipient in an then this profile will be used to process the . 9

10 Introducing Workshare Protect Server When a sender does not specify a profile address in an , the following occurs: If you have enabled the Active Directory cache feature, then Workshare Protect Server will look to see what AD group the sender belongs to and apply whichever profile you have defined for that group. If no profile has been defined for the group, then Workshare Protect Server will apply whichever profile you defined as the Default profile. If you have NOT enabled the Active Directory cache feature, then Workshare Protect Server will apply whichever profile you have defined as the Default profile. If the sender specifies more than one profile address in an then Workshare Protect Server will apply whichever profile you have defined as the Fallback profile. Users allocated an Administrator Role can create and manage multiple metadata cleaning/pdf conversion profiles. Note: Users allocated a Business or User Role can only view profiles. They cannot create new profiles or modify or delete existing profiles. Additional functionality Additional functionality can be configured on the Workshare Protect Server web console. Clean reports for senders Senders receive a clean receipt with a Clean Report PDF attached providing details of the exact metadata cleaned from the document. The clean receipt can also include the original and the processed attachments. Administrators configure clean receipts on the Workshare Protect Server web console. Bouncing s Workshare Protect Server can be configured to prevent s with attachments that include comments or track changes or that cannot be processed from being delivered. There are several reasons why Workshare Protect Server may not be able to process an attachment. For example, the attachment may be corrupt or digitally signed. When Workshare Protect Server is configured this way, it bounces the back to the sender with a non-delivery report. Administrators configure which s to bounce on the Workshare Protect Server web console. Preview functionality for senders Workshare Protect Server provides previews of the cleaned/converted attachments to the sender. The sender can request a preview of what the processed attachments will look like before sending them to the recipients. This is done by sending an to a profile address only. Workshare Protect Server will treat such an as a preview request and send the processed attachments back to the sender. 10

11 Introducing Workshare Protect Server Synchronization You can configure synchronization so that where any attachment is processed by Workshare Protect Server, the original copy of the found in the sender s Sent Items folder will be updated with the processed attachments. This update occurs for destined for external recipients only as well as s destined for both internal and external recipients. Additionally, to ensure that internal recipients always have access to the same version of attachments that are received by external recipients, where s are sent internally and externally, the internal recipients can receive a clean receipt with the processed attachment included. Web console for configuration The functionality available in the Workshare Protect Server web console depends on the type of user: Users allocated an Administrator Role can do the following: View information about the performance and current health of Workshare Protect Server. For example, whether Workshare Protect Server services are up and running, whether the database is connected, whether the Workshare Protect Server license is expired and details of any s queued on Workshare Protect Server. Search through all s processed by Workshare Protect Server. Configure profiles. Specify Workshare Protect Server configuration settings, such as whether clean reports should be sent, how to override cleaning settings as well as configuring alert settings and templates. Users allocated a Business Role can do the following: Access detailed statistics on the activities of Workshare Protect Server. For example, how many s were processed using each profile and how many s were processed in Microsoft Word format. Search through and view s that they themselves have sent through Workshare Protect Server. They cannot search or view s sent by other users. View profiles configured for Workshare Protect Server. They cannot create new profiles or modify or delete existing profiles. Users allocated a User Role can do the following: Search through and view s that they themselves have sent through Workshare Protect Server. They cannot search or view s sent by other users. View profiles configured for Workshare Protect Server. They cannot create new profiles or modify or delete existing profiles. Note: Roles are allocated during installation. 11

12 Introducing Workshare Protect Server Deployment Scenarios Workshare Protect Server will typically be deployed as follows within an organization. This diagram shows Workshare Protect Server delivering to a third party gateway but Workshare Protect Server can also do final delivery. In brief, the flow is as follows: 1. sent to the corporate mail server. 2. If the recipient is external to the organization, the corporate mail server relays the to Workshare Protect Server. Workshare Protect Server removes metadata from any attachments and converts to PDF according to profile. Note: Optionally, Workshare Protect Server can send a clean receipt to the sender of the via the corporate mail server to confirm processing. 3. Workshare Protect Server delivers the to a third-party mail gateway (such as POSTINI, MimeCast or MessageLabs) which will deliver the . Note: Optionally, Workshare Protect Server can do final delivery of the . 12

13 Introducing Workshare Protect Server System Requirements Workshare Protect Server is designed to run on both entry level and enterprise scale servers. Recommended specifications are given below: Hardware CPU 64-bit architecture-based computer with Intel or AMD processor Memory 8GB RAM (12GB RAM for Windows Server 2012) Storage Networking 1GB free disk space for installation Gigabit Ethernet Controller Supported operating systems Microsoft Windows Server 2012 R2 Standard/Datacenter x64 Edition (recommended) Microsoft Windows Server 2012 Standard/Datacenter x64 Edition Microsoft Windows Server 2008 R2 Standard x64 Edition Note: It is recommended that you upgrade the server to the latest service pack. Certified systems Workshare Protect Server is certified with Microsoft Exchange 2010, 2013 and Prerequisites The following software must be installed prior to the installation of Workshare Protect Server. The first three are installed automatically by running the scripts provided by Workshare, described in Configuring Prerequisites. Application Server and Web Server (IIS) Roles configured on Microsoft Windows Server. Microsoft IIS (Internet Information Services) 7.5, 8.0 or 8.5 with virtual SMTP service installed Microsoft Message Queue Microsoft SQL Server 2012, 2014 or 2016 with Full Text Search Note: Only Microsoft SQL Server Express Advanced editions have Full Text Search while SQL Express editions do not. 13

14 Introducing Workshare Protect Server Note: If Workshare Protect Server is to be configured to run in with a remote SQL database, ensure that both machines (Workshare Protect Server and Microsoft SQL Server) are on the same domain and that the credentials used to configure SQL are sufficient to authenticate against the domain controller. The following software is required but if it has not been pre-installed, it will be installed during the installation of Workshare Protect Server by the Workshare.ProtectServer.InstallWizard.exe. Microsoft.NET Framework or higher Application Initialization 1.0 for IIS 7.5 (if Windows Server 2008 environment) Windows Installer for Server 2008 (x64/x86) Windows Visual C SP1 Redistributable Package (x86/x64) Windows Visual C SP1 Redistributable Package (x86/x64) Microsoft SQL Server Compact 4.0 (x86/x64) Virtual Environments Workshare Protect Server is supported in virtual environments. Workshare makes extensive use of virtual environments in the testing, development and support of Workshare Protect Server. Workshare is not aware of any issues with Workshare Protect Server running in a virtual environment. 14

15 Setting Up Chapter 2: Setting Up This chapter describes how to configure your system to work with Workshare Protect Server. It includes the following sections: Configuring Prerequisites, page 16, describes how Microsoft IIS, Microsoft Message Queue and Microsoft SQL Server should be configured to work with Workshare Protect Server. Creating Users and Security Groups, page 21, describes the security roles implemented in Workshare Protect Server. Installing Workshare Protect Server, page 26, describes how to install Workshare Protect Server using the install wizard. Turning on Message Logging, page 52, describes how to turn on logging of messages for the Windows SMTP service. Configuring your Corporate Mail Server, page 52, describes how to configure your Microsoft Exchange/IBM Domino server to route mail through Workshare Protect Server. Additional Administrative Tasks, page 87, describes other configuration tasks you may need to complete, such as configuring the Windows SMTP Service maximum message size. Access to the Workshare Protect Server Web Console, page 90, describes how to access the Workshare Protect Server web console where you configure what metadata should be removed from attachments as well as other useful configuration settings, such as whether clean reports should be sent. Licensing, page 93, describes how to license Workshare Protect Server. 15

16 Setting Up Overview of Installation This chapter details the steps required to set up and install Workshare Protect Server in your environment. In brief: 16

17 Setting Up Configuring Prerequisites This section describes how Microsoft Windows Server and Microsoft SQL Server should be configured to work with Workshare Protect Server. Microsoft Windows Server By running the scripts, described below, the following prerequisites are installed automatically: Application Server and Web Server (IIS) Roles configured on Microsoft Windows Server. Microsoft IIS (Internet Information Services) 7.5, 8.0 or 8.5 with virtual SMTP service installed Microsoft Message Queue The following steps must be performed as a user with local administrator access. Install the prerequisites as follows: 1. Select the script most appropriate to your environment. For Windows 2012/2012 R2 use install-ps-prerequisites-win2012.ps1 For Windows 2008 R2 use install-ps-prerequisites-win2008r2.ps1 These scripts can be downloaded from the Workshare knowledge base Protect-Server Admin-Guide 2. Copy the script to your Workshare Protect Server machine. 3. Click Start. 4. Type command. 5. Right-click Command Prompt and select Run as administrator. 6. Run the command below (assuming you copied the script to ExecutionPolicy Unrestricted Command C:\psinstall\install-ps-prerequisites-win2012.ps1 Note: The script can take some time to run. 17

18 Setting Up Microsoft SQL Server This section provides an example installation of Microsoft SQL Server. It uses Microsoft SQL Server To install Microsoft SQL Server: 1. Download and run the SQL 2008 Express with Advanced Services from: FEA /SQLServer2016-SSEI-Expr.exe. 2. In the SQL Server Installation Centre, select Installation in the left pane. 3. Select New SQL Server stand-alone installation or add features to an existing installation in the right pane. 4. Assuming the Setup Support Tests all pass, select OK to continue the installation. 5. In the Product Key page, click Next. 6. Accept the license terms and click Next. 18

19 Setting Up 7. In the Setup Support Files page, click Install. The Setup Support Rules tests will run. 8. Assuming all tests pass (or only produce a warning), click Next to continue the installation. 19

20 Setting Up 9. In the Feature Selection page, select the options as shown above and click Next. 10. Do not make any changes in the Instance Configuration page. Click Next. 11. Review the Disk Space Requirements page and click Next. 20

21 Setting Up 12.In the Server Configuration page, specify the local administrator and enter the appropriate password. Leave the other settings unchanged and click Next. 13. In the Database Engine Configuration page, select Mixed Mode and enter and confirm the system account password. 14. In the Specify SQL Server Administrators area, select Add Current User and click Next. 15. Do not make any changes in the Error and Usage Reporting page. Click Next. 16. Assuming the Installation Rules tests pass (or are skipped), click Next. 17. In the Ready to Install page, click Install. 18. In the Installation Progress page, click Next. 19. In the Installation Complete page, click Close. Creating Users and Security Groups Workshare Protect Server implements the following security roles: Processor Role Business Role Administrator Role User Role Before starting the installation, you must prepare a list of users and security groups that will be assigned during installation. A sample procedure is shown on page 23. Notes: The Security Group Name can be specified using the NetBIOS domain format or fully qualified name. For example, if the fully qualified domain name is test.net and the group is protectserver, then the group must be specified as test\protectserver or protectserver@test.net. If a user changes user groups (Roles), you must wait 20 minutes for IIS to recycle the app pool to clear out the caches credentials that IIS has kept. Processor Role This role will allow the audit service to write results of the inspecting and/or cleaning of s to the database. 21

22 Setting Up It will also retrieve the latest versions of profiles that will be used to control the inspecting and/or cleaning of s. These profiles will synchronize on a regular basis. The synchronization is every one minute or when the profile service receives an instruction from the web site to synchronize the profile cache. If the database is local to the Workshare Protect Server installation then the Processor Role can be the Local System account. If the database is remote then the Processor Role needs to be a Windows domain account. This account does not need to be special, just to be able to log on to the machine where Workshare Protect Server is installed. This user needs the Log on as a Service privilege on the machine that the Protect Server Audit/Profile Services will run on. The installer will automatically assign this privilege to the user. Note: It is recommended that a new user account is created for the Processor Role and this user has the password never expired option selected and the User must change password at next logon option NOT selected. Business Role This role will allow all business users to view reports, any results details, the profile used against the results and the current profiles in use. If the user is part of the Windows domain then they will be able to view and search their own results. The Business Role has to be assigned a Windows domain security group. Administrator Role This role will allow administrators to monitor system status, add, edit or remove existing profiles as well as configure settings, such as bounce, alert and override settings. The administrator user will be able to search any results. If the user is part of the Windows domain then they will be able to see their own results as well. The Administrator Role has to be assigned a Windows domain security group. User Role This role will allow users to view the current profiles in use. If the user is part of the Windows domain then they will be able to view and search their own results. The User Role has to be assigned a Windows domain security group. 22

23 Setting Up Sample Procedure The following procedure describes how to create users, then create a security group and add the users as members. This group can then be assigned during the installation of Workshare Protect Server. To create a user: 1. Open Active Directory Users & Computers. 2. Right-click the Users OU and select New and then User. 23

24 Setting Up 3. Enter a name for your user and a logon name. Click Next. 4. Enter the password for the user and select that the password never expires. Click Next. 5. Click Finish. Now create a group. 24

25 Setting Up To create a group: 1. Open Active Directory Users & Computers. 2. Right-click the Users OU and select New and then Group. 3. Enter a name for your group, such as PS Users and select Global as the Group scope and Security as the Group type. 4. Click OK. 5. Double-click the newly created group. The group Properties dialog is displayed. 25

26 Setting Up 6. Select the Members tab and click Add. 7. Search for the users you want to be User Role users and add them to the group. Installing Workshare Protect Server This section describes how to install Workshare Protect Server in the simplest state a final delivery Protect Server with SQL, SMTP and the Workshare Protect Server configured on a single machine. In order for Workshare Protect Server to remove metadata from attachments, your corporate mail server (or servers) should be modified to send s to the Workshare Protect Server for relay or to perform final delivery. The Workshare Protect Server leverages the Windows SMTP server to process s. The Windows SMTP server receives s which are then processed by the Workshare Protect Server. After processing by Workshare Protect Server, the Windows SMTP server will deliver the or forward to it to the next server (relay). In both cases you need to set up the Workshare Protect Server to accept incoming from your corporate mail servers. You do this during the installation process. 26

27 Setting Up The following procedure includes the Workshare Protect Portal in the installation so that Workshare Protect Server will be able to process password-protected documents. The Workshare Protect Portal provides a separate website for senders to log in and provide passwords. You can install the portal at any time Workshare Protect Server knows when it is installed, and when it is not. There is no configuration required on the Protect Server side. Note: The Protect Portal is optional. If you do not want password-protected attachments to be cleaned or converted to PDF, don t install it. If you do install it and you would like it to be accessible to users outside your firewall, you will need to allow access to the Protect Portal through your firewall. In Microsoft Windows Server 2008 environments, the web server and application server roles must be configured (through the powershell scripts in Configuring Prerequisites) before Workshare Protect Server can be installed. Before starting the installation, refer to Creating Users and Security Groups and prepare a list of users and security groups that will be assigned during installation. To install Workshare Protect Server: 1. Download and run Workshare.ProtectServer.InstallWizard.exe. 27

28 Setting Up 2. Click Next to show the prerequisites that need to be installed with Workshare Protect Server. 3. Ensure the Workshare Protect Server checkbox is selected (it should be by default). If you want Workshare Protect Server to process password-protected documents, you must also select to install the Workshare Protect Portal. Any required prerequisites are listed. Click Next. Note: The Protect Portal is new for the 3.8 release. The installation follows automatically after the Protect Server installation and is described in Installing Workshare Protect Portal. 4. If prompted to download components from the internet, select Yes. The required prerequisites will be downloaded and installed. 28

29 Setting Up 5. Once the prerequisites are installed, the Workshare Protect Server install begins and the Welcome page is displayed. 29

30 Setting Up 6. Click Next. 30

31 Setting Up 7. Agree to the terms in the EULA and click Next. The Required server roles and features page is displayed. 8. Click Validate and wait until all features are validated. 31

32 Setting Up 9. Click Next. The Protect Server Processor Role page is displayed. 10. Enter a domain user and password for this role. Tip! It is recommended that you create a new user for the Processor Role as this account will have read/write access to the Workshare Protect Server database. 32

33 Setting Up 11. Click Next. The Protect Server Web Site Roles page is displayed. 12. Specify the security group for the Administrator Role and Business Role. You must enter domain security groups and the domain has to be specified as well, for example, wsdemo\protectserveradministrator. 33

34 Setting Up 13. Click Next. The Protect Server User Role page is displayed. 14. Specify the security group for the User Role. You must enter a domain security group and the domain has to be specified as well, for example, wsdemo\protectserveruser. 34

35 Setting Up 15. Click Next. The Database configuration page is displayed. 16. In the Database Server Name field, enter the name of the SQL server. A hostname may be used or an instance name, for example (local)\sqlexpress. Note: If your SQL server is not using the default port (1433), please specify the port number after the name in the Database Server Name field using the following format: <server name>,<port number>. 17. In the Database Name field, enter the name of the database to be created, for example, ProtectServerData. It is recommended not to mix numbers and characters in the database name. 18. In the User Name and Password fields, enter the user credentials required to access the database. It is recommended to leave these fields blank and use the trusted connection. Note: It is recommended that the user installing Workshare Protect Server is not a member of any other security groups. This is because if one of the other security groups is dropped for any reason, the installer user will not be able to access the database. When the installer user attempts to access the SQL database, the SQL database will authenticate the user against all the security groups to which the user belongs. If there is even one authentication failure, then access is denied. 35

36 Setting Up 19. Click Next. The SQL Database Validation page is displayed. 20. Click Test Database. Note: You can click the Review link to get more information about any of the tests. The Next button is only enabled when the tests are passed. 36

37 Setting Up 21. Click Next. The delivery settings page is displayed. 22. In the Hostname of the corporate server field, enter the name of the mail server forwarding to Workshare Protect Server. You can enter an IP address or fully qualified domain name (FQDN). 23. If required, in the Smart host field, enter the name of a final delivery server. Leave this field blank if Workshare Protect Server is to do final delivery. 24. In the address to send notifications from field, enter a valid address to be used for sending out alerts and clean receipts. Ensure that your corporate server can receive and deliver s from this address and will not label it as spam. 37

38 Setting Up 25. Click Next. The Protect Server API page is displayed. 26. If required, select to install the Workshare Protect Server API and sample application. 38

39 Setting Up 27. Click Next. The Ready to Install page is displayed. 28. Click Next. Workshare Protect Server is installed. Once installation is complete, the Workshare Protect Portal installation begins (see following section). 39

40 Setting Up Installing Workshare Protect Portal When you select to install the Workshare Protect Portal, the installation wizard automatically begins once Protect Server is installed. Once the Installation Wizard has loaded, the screen below is displayed, providing an opportunity to import an answer file from a previous installation. 40

41 Setting Up 1. Click Install. 2. Specify your database settings here. Use ProtectPortalData as the catalog name. If Collation is left blank, the default database collation is used. 3. Enter the logon credentials for the database administrator. This user should have sysadmin rights. These credentials are used during install ony. If the database administrator is an SQL user: Select Use SQL Server Authentication. Enter the user name in the text box to the right of the \ symbol. Enter the user password in the Password field. If the database administrator is a Windows user: Select Use Windows Authentication. Enter the domain name of the user in the text box between User ID and \. Enter the user name in the text box to the right of the \ symbol Enter the user password in the Password field. Note: It is necessary to enter the windows credentials even if you are currently logged in as this user. 41

42 Setting Up 4. Enter the logon credentials for the processor user. For security reasons, the processor user must not be the same user as the administrator user. If the processor user is an SQL user: Select Use SQL Server Authentication. Enter the user name in the text box to the right of the \ symbol. Enter the user password in the password field. Note: If this user doesn t presently exist, the user is created and given the minimum required permissions to access the Protect Server database only. If the processor user is a Windows user: Select Use Windows Authentication. Enter the domain name of the user in the text box between User ID and \. Enter the user name in the text box to the right of the \ symbol. The processor user must be a pre-existing Windows user. If the user does not presently have permissions on the SQL Database, a logon will be created and the user shall be given the minimum required permissions to access the Protect Server database only. 5. Click Next. 42

43 Setting Up 6. The Protect Portal uses the local SMTP server to send out notification s and must be given any relevant authentication details. If you have configured the local SMTP server to require TLS encryption, select Use TLS for connections to Protect Server. See Setting TLS Security for more details. If you have configured a username and password for the SMTPSVC service, you may provide these here. The settings you have set here may be changed post installation by editing a configuration file. Refer to Protect Portal Configuration. 7. Click Next. When an attachment is password-protected, the sender will receive an notification alerting them that their has not been sent and providing a link to a form where they can enter the password. This page is where you configure that template. 8. In the Sender field, enter the display name for the sender of the notification In the Sender Address field, enter the address of the sender of the notification . 43

44 Setting Up 10. In the Protect Portal Url field, enter the URL assigned to Protect Server, if there is one. The link presented to the sender in the notification will be [protectportalurl]/protect-portal/ For example, if was set as the URL, the link presented to the sender will be Notes: Any URL specified must be https. If the Protect Portal Url field is left blank, the fully qualified domain name of the machine is used. To employ load balancing/high availability, administrators can set this URL to a virtual address. 11. In the Organization field, specify the company name. This will be included in the form displayed to the sender, for example, [organization] is using Workshare Protect Server to secure your s 12. Click Next. All s awaiting input (passwords) from the senders are stored locally on the Protect Server as encrypted files. The Retention Settings specified how and where these s are stored. 44

45 Setting Up 13.In the File Location field, select an existing folder or create a new one to store the s being held for processing. Each Protect Portal instance should point to the same location. A network file store is recommended. 14.By default, all files being held are deleted after 60 minutes. You can configure this as low as 5 minutes, or as high as 5 days (7,200 minutes). 15. Enter the encryption key used across throughout your installation of Protect Server. The files being stored are encrypted using an encryption key and this key needs to be generated for encryption to work. For a set up with multiple Protect Servers with Protect Portal, this encryption key needs to be generated for the first installation and then reused for all subsequent Protect Servers. If the answer file is used in Step 1, then there is no additional need to remember or store this encryption key. 16. Click Next. 17. Click Validate in the Settings Validation page. 45

46 Setting Up 18. Once all the settings are validated, click Next. The Protect Portal is installed. 19. Once the installation is complete, you can display and save an answer file containing the answers provided during this installation. Clicking on the link will open an Explorer window at the location of the file. In case you are setting up multiple Protect Servers, this answer file can be used in step 1 during set up for subsequent installations. 46

47 Setting Up 20. Click Exit. 21. Click Finish. Workshare Protect Server and the Protect Portal are now installed. The Workshare Protect Server web console is now also available. See Access to the Workshare Protect Server Web Console, page 91. Confirm IIS SMTP relay entry The portal installation will add to the allowed relay server list. This allows Workshare Protect Server to relay s to itself when dealing with password-protected s. Confirm that has been added. 47

48 Setting Up To check the relay server list: 1. Open IIS Manager. 2. Right click the SMTP Virtual Server you want to check the relay entry for and select Properties. 3. Select the Access tab. 48

49 Setting Up 4. Click Relay. 5. If X does not appear in the list, click Add to add it. Configuring Multiple Workshare Protect Server Connections to a Single Database In order to have multiple Workshare Protect Servers pointing to the same SQL server, run the installation on each server that will host Workshare Protect Server. Select the same settings each time. The installation will not update the database server unless there were any changes to the security roles. 49

50 Setting Up Shutting Down Workshare Protect Server Workshare Protect Server may be started and shut down in the standard way (provided the services are configured correctly) in Windows Services, as follows: Required Services Workshare Protect Server Active Directory Cache Service Workshare Protect Server License Service Workshare Protect Server Audit Service Workshare Protect Server Health Service Workshare Protect Server Profile Service Workshare Protect Server Mail Updater Service IIS Admin Service Simple Mail Transfer Protocol (SMTP) SQL Server (MSSQLSERVER) SQL Full-text Filter Daemon Launcher (MSSQLSERVER)* Service (recommended startup type ) Required - Automatic (Delayed Start) Required - Automatic (Delayed Start) Required - Automatic (Delayed Start) Required - Automatic (Delayed Start) Required - Automatic (Delayed Start) Required - Automatic (Delayed Start) Required (Automatic) Required (Automatic) Required (Automatic) Required (Automatic) Note: *The Full Text search functionality of Workshare Protect Server requires that the SQL Full-text Filter Daemon Launcher (MSSQLSERVER) service is running. This is disabled by default. Note: After install the Workshare services all have a startup type of Automatic but after a reboot the startup type becomes Automatic (Delayed Start). Uninstalling Workshare Protect Server The uninstalling of Workshare Protect Server will not automatically remove the SQL database so data is still available. When uninstalling Workshare Protect Server, ensure you complete the following steps: Drop the Workshare Protect Server database. Delete the Profiles and ADCache folders which can be found in C:\Users\<processor role>\appdata\local\workshare\protect Server\[version]. Drop the Workshare Protect Server User Group login. Drop the SMTP login if it is the hidden machine account. (This is when Workshare Protect Server is installed on a different server then SQL.) 50

51 Setting Up Change SMTP login default database to master if user is NT AUTHORITY\SYSTEM. (This is when Workshare Protect Server is installed on the same server as SQL.) These steps must be completed otherwise any follow on installations may fail. The main reason is that the default database assigned no longer exists. Note: The installer user should NOT belong to the Workshare Protect Server User security group. The reason is that if the installer user is not explicitly added to the SQL database, but uses one of the security groups for example Administrators, and the Workshare Protect Server User security group is Domain Users (not recommended). Then when the installer logs in they are authenticated against both groups to make sure they are allowed access. If the database that the Domain Users has set as default is dropped then when the installer user logs in, it will fail, because the Domain Users default database no longer exists, even if the Administrators does. A security failure will always trump a success. The installer user may still be able to connect if the default database is explicitly set in the connection. Upgrading Workshare Protect Server The latest version of Workshare Protect Server supports upgrades from previous versions back to Protect Server 3.2. The upgrade process is automatic and running the new Workshare Protect Server installation file will automatically uninstall the previous installation before running the new Protect Server installer. The uninstall will preserve the Workshare Protect Server database and once the new Protect Server installer runs it will upgrade the existing database preserving all data therein. The following steps should be taken prior to the upgrade process. Step 1: Backup the Existing Workshare Protect Server Database It is recommended that you perform the backup at the latest possible time before the upgrade procedure. Step 2: Ensure Install User Requirements For the upgrade/install, the install user will need to be logged into the Protect Server box as a DOMAIN user who: Is a local administrator on the box (in order to execute the installation itself) Is a user on the MSSQL server hosting the Workshare Protect Server database with the sysadmin role 51

52 Setting Up Turning on Message Logging In order to properly diagnose errors with messages processed by the Workshare Protect Server, logging of messages must be turned on for the Windows SMTP service. This serves the same purpose as the Message Tracking feature of Microsoft Exchange and IBM Lotus Domino and allows you to track the processing of a message with greater granularity. To enable the access log for a Windows SMTP Virtual Server 1. Open IIS Manager. 2. Right click the SMTP Virtual Server you want to enable an access log for and select Properties. 3. Check the Enable logging checkbox, and make sure W3C Extended Log File Format is selected from the Active log format dropdown list. 52

53 Setting Up 4. Click the Properties button. 5. Select an appropriate log schedule. 6. Select the Advanced tab. 53

54 Setting Up 7. Make sure the following checkboxes are selected: Date Time Client IP Address User Name Service Name Server Name Server IP Address Server Port Method URI Query Protocol Status Protocol Substatus Win32 Status Bytes Sent Bytes Received Time Taken 8. Click OK and then OK again to save the settings. The output of the log file will be in the C:\WINDOWS\system32\LogFiles\SMTPSVC* folder, and will look like the following: The log entries above are for a single mail passing through the product. The first 6 entries indicate the reception of the from the mail server or client mailer, and list the MAIL FROM and RCPT TO commands. The following entries indicate the delivery of the mail to the downstream mail server (in this case, final delivery was performed, so there are entries for submission to both the wsdev.net and workshare.com mail servers). 54

55 Setting Up Configuring your Corporate Mail Server After installing Workshare Protect Server, you must configure your corporate mail server to relay mail to Workshare Protect Server. You must also allow Workshare Protect Server to send s back through your server. This section describes how to configure Microsoft Exchange and IBM Domino. Workshare Protect Server has been certified against Microsoft Exchange 2010 SP3 to Microsoft Exchange 2013 SP1 as well as Microsoft Exchange 2016 (RTM and CU4). You should not configure an intermediate SMTP relay between Microsoft Exchange server and Workshare Protect Server. Microsoft Exchange 2016 The following procedure uses Microsoft Exchange Note: A sample procedure using Microsoft Exchange 2010 SP3 is on page 55. To configure Microsoft Exchange 2016: 1. Log in to the Exchange admin center at 2. In the left panel, select Mail Flow. 3. Select Send Connectors across the top. 55

56 Setting Up 4. Click the add button. 5. In the Name field, enter a name for the connector, for example, ProtectServer. 6. Leave the type as Custom. 7. Click Next. 56

57 Setting Up 8. Select the Route mail through the smart hosts radio button and click the add button. 9. Enter the IP address or fully qualified domain name of Workshare Protect Server. 57

58 Setting Up 10. Click Save. The smart host is added to the list. 58

59 Setting Up 11. Click Next. 12. By default, Workshare Protect Server does not use authentication so there is no need to change the settings. However, if you set up authentication of Workshare Protect Server, you will need to configure authentication settings. 13. Click Next. 59

60 Setting Up 14. Click the add button. 15. In the Address field, enter * so that all addresses are routed through Workshare Protect Server. 60

61 Setting Up 16.Click Save and click Next. 17.Select the server and click OK. 18. Click Finish. A new send connector is created and a confirmation message is displayed. All mail from this Microsoft Exchange server will now be routed through Workshare Protect Server. 61

62 Setting Up Setting Permissions on Receive Connector Exchange 2016 In order to allow Workshare Protect Server to send s back through Microsoft Exchange, you must create a new receive connector for Workshare Protect Server and specify access permissions. To set permissions: 1. Log in to the Exchange admin center at 2. In the left panel, select Mail Flow. 3. Select Receive Connectors across the top. 4. Click the add button. 5. In the Name field, enter a name for the connector. 6. Leave the role as Hub Transport and the type as Custom. 62

63 Setting Up 7. Click Next. 8. Select any existing entries in the table and click the delete button. 63

64 Setting Up 9. Click the add button. 10. Enter the IP address of Workshare Protect Server. 11. Click Save. 64

65 Setting Up 12. Click Next. 13. Select any existing entries in the table and click the delete button. 14. Click the add button. 15.Enter the IP address of Workshare Protect Server. 16.Click Save. 65

66 Setting Up 17.Click Finish. 18. In the list of receive connectors, double-click the new receive connector you have just created. 19. Select Security on the left. 20. Make sure the Anonymous users checkbox in the Permissions groups area is selected. 21. Click Save. Microsoft Exchange 2010 The following procedure shows how to configure Microsoft Exchange 2010 SP3 to route mail through Workshare Protect Server. To configure Microsoft Exchange: 1. Launch the Exchange Management Console. 2. In the left panel, select Organization Configuration and then Hub Transport. 3. Select the Send Connectors tab. 66

67 Setting Up 4. In the Actions panel on the right, click New Send Connector. The New SMTP Send Connector is launched with the Introduction page displayed. 5. In the Name field, enter a name for the connector, for example, ProtectServer. 6. Click Next. The Address space page is displayed. 67

68 Setting Up 7. Click Add. The SMTP Address Space dialog is displayed. 8. In the Address field, enter * so that all addresses are routed through Workshare Protect Server. 68

69 Setting Up 9. Click OK and click Next. The Network settings page is displayed. 69

70 Setting Up 10. Select the Route mail through the following smart hosts radio button and click Add. The Add smart host dialog is displayed. 11.Select the IP Address radio button and enter the IP address of Workshare Protect Server. 70

71 Setting Up 12.Click OK and click Next. The Configure smart host authentication settings page is displayed. 71

72 Setting Up 13. By default, Workshare Protect Server does not use authentication so there is no need to change the settings. However, if you set up authentication of Workshare Protect Server, you will need to configure authentication settings. Click Next. The Source Server page is displayed. 72

73 Setting Up 14.Leave the default settings and click Next. A summary of your settings is displayed. 15.Click New. A new Send Connector is created and a confirmation message is displayed. 16. Click Finish. The new Send Connector is displayed in the Send Connectors tab. All mail from this Microsoft Exchange server will now be routed through Workshare Protect Server. 73

74 Setting Up Setting Permissions on Receive Connector Exchange 2010 In order to allow Workshare Protect Server to send s back through Microsoft Exchange, you must create a new receive connector for Workshare Protect Server and specify access permissions. To set permissions: 1. Launch the Exchange Management Console. 2. In the left panel, select Server Configuration and then Hub Transport. 3. Right-click in the Receive Connectors tab and select New Receive Connector. 4. Enter a name for the connector. 74

75 Setting Up 5. Click Next. 6. Select any existing entries in the table and click the delete button. 7. Click Add. 75

76 Setting Up 8. Enter the IP address of Workshare Protect Server. 9. Click OK. 10. Click Next. 11. Select any existing entries in the table and click the delete button. 12. Click Add. 13.Enter the IP address of Workshare Protect Server. 14.Click OK. 15.Click Next. 76

77 Setting Up 16. Click New. 17. Click Finish. 18. In the Receive Connectors tab, right-click the new receive connector you have just created and select Properties. 19. Select the Permission Groups tab. 20. Select the Anonymous users checkbox. 21. Click OK. 77

78 Setting Up Setting the Size Limit All external mail, whether it comes from a protected sender or not, will be routed through Workshare Protect Server. To prevent large s from bouncing, you'll need to ensure the size limit is the same in these places: Protect Server SMTP service Exchange Hub Transport Exchange Web Services Protect Server SMTP Service For each Protect Server: 1. Open Internet Information Services (IIS) Manager. 2. Right-click SMTP Server and select Properties. The SMTP Server Properties dialog is displayed. 3. Select the Messages tab. 4. In the Limit message size to (KB): field, enter the maximum message size. Workshare recommends you set this value to be about 33% larger than what is set on your corporate system. This is to account for the difference in size between MAPI and MIME. To find out more, see Microsoft's support site: 78

79 Setting Up 5. In the Limit session size to (KB): field, enter the maximum session size. Exchange Hub Transport If you re using Exchange 2016/2013, for each Hub Transport: 1. Log in to the Exchange admin center at 2. In the left panel, select Mail Flow. 3. Select Send Connectors across the top. 4. Click the more icon and select Organizational transport settings. 5. Set the Maximum send message size (MB) for the organization and click save. 79

80 Setting Up 6. In the list of send connectors, double-click each relevant send connector and set the Maximum send message size (MB). For more information about the Hub Transport in Exchange 2016/2013, see Microsoft's support site: 29.aspx 80

81 Setting Up If you re using Exchange 2010, for each Hub Transport: 1. Open the Exchange Management Console. 2. Expand Organization Configuration. 3. Click Hub Transport. 4. Select the Global Settings tab. 5. Double-click Transport Settings. The Transport Setting Properties dialog is displayed. 81

82 Setting Up 6. In the Maximum send size field, enter a number the same size or smaller than the one you set for the SMTP server's message size. We recommend this value to be about 33% smaller than the SMTP's server message size. For more information about the Hub Transport in Exchange 2010, see Microsoft's support site: 82

83 Setting Up Exchange Web Services You only need to modify this if you're using the synchronization feature. 1. On your CAS server, go to C:\Program Files\Microsoft\Exchange Server\ ClientAccess\exchweb\ews. 2. Open web.config with a text editor (e.g. Notepad). 3. Change the value of maxrequestlength to reflect the message size you want in kilobytes. 4. Save the file. 5. Go to C:\Program Files\Microsoft\Exchange Server\ClientAccess\owa. 6. Repeat steps 2-4 to change the maxrequestlength. 7. Once both files have been edited, open a command prompt and run the commands below. You'll need to replace [size in Bytes!] with the actual number of bytes based on the settings you chose for the web.config files. cd \Windows\System32\inetsrv appcmd set config "Default Web Site/ews" -section:requestfiltering -requestlimits.maxallowedcontentlength:[size in Bytes!] appcmd set config "Default Web Site/owa" -section:requestfiltering -requestlimits.maxallowedcontentlength:[size in Bytes!] iisreset IBM Domino As well as configuring your IBM Domino server to relay mail to Workshare Protect Server, you must also configure it to retain the X-headers added by the Workshare Protect client. Routing You must configure your IBM Domino server to route mail through Workshare Protect Server. The following procedure uses IBM Domino 8.0 as an example. To configure IBM Domino to relay: 1. Launch Domino Administrator and log in using your normal credentials. 2. Select the Domain tab and then the Configuration tab. 3. In the left panel, select Server and then Current Server Document. 83

84 Setting Up 4. In the Basics tab on the right, ensure that SMTP listener task is enabled. If it is not, double-click SMTP listener task and select Enabled from the dropdown list. Click Save and Close. 5. In the left panel, select Server and then Configurations. 6. Double-click *-[All Servers] on the right to display the configuration settings for All Servers. 84

85 Setting Up 7. Select the Router/SMTP tab. 8. Double-click the Relay host for messages leaving the local internet domain parameter and enter the IP address (in square parentheses) of Workshare Protect Server. 9. Click Save and Close. All mail from this IBM Domino server will now be routed through Workshare Protect Server. 85

86 Setting Up Preserving Workshare Protect X-Header The Workshare Protect client adds an X-header as a custom tag into s during processing. By default, the IBM Domino server removes that X-header when sending the . Therefore, Workshare Protect Server does not know if the Workshare Protect client has already processed an or not. You must configure your IBM Domino server to preserve the custom tag. By default, the IBM Domino server will convert external s from the native Notes rich text format to MIME for SMTP relay. To retain the custom X-header, you must set the advanced outbound MIME options on the IBM Domino server. To configure IBM Domino to retain X-headers: 1. In Domino Administrator, select the Configuration tab and expand the Messaging section. 2. Click Configurations. 3. Select the Configuration Settings document for the mail server or servers you want to administer, and click Edit Configuration. 4. Select the MIME - Advanced - Advanced Outbound Message Options tab. 5. In the Always send the following Notes items in headers field, add WorkshareProtect-DSP to the list. Note: IBM Domino appends X- to the property; therefore the tag that we create on the client is WorkshareProtect-DSP. 6. Click Save & Close. For more info, refer to: index.jsp?topic=/com.ibm.help.domino.admin.doc/doc/h_setting_advanced_outb OUND_MIME_OPTIONS_OVER.html 86

87 Setting Up Additional Administrative Tasks This section describes other configuration tasks you may need to complete. These are not mandatory tasks it depends on your system configuration. Setting Up Synchronization If you want to use the synchronization functionality provided by Workshare Protect Server where the Sent Items folder is updated with the processed attachments, you need to set up a user with special impersonation rights. In order to create an impersonation user, run the script InstallProtectImpersonator User.ps1 in the Exchange PowerShell console. This script can be downloaded from the following link on the Workshare Knowledge Base. Download the.ps1 file and run /InstallProtectImpersonatorUser.ps1 -Domain <domain> -Username <logonname> -Password <password> This will create an impersonation user account for Exchange environments with the name "Workshare Protect Exchange User". Setting TLS Security In cases where Workshare Protect Server acts as a relay server (rather than a final delivery server) and your final delivery server requires TLS encryption, use the following procedure to set TLS encryption for outbound SMTP traffic from Workshare Protect Server. To set the TLS security for outbound traffic from Workshare Protect Server: 1. In Internet Information Services 6.0 Manager, right click SMTP Server and select Properties. The SMTP Server Properties dialog is displayed. 87

88 Setting Up 2. Select the Delivery tab. 3. Click Outbound Security. 88

89 Setting Up 4. Select Basic authentication and enter your user name and password for access to your mail gateway. 5. Select the TLS encryption checkbox. 6. Click OK and click OK again. Auditing Changes to Workshare Protect Server Configuration If you want to monitor configuration changes on Workshare Protect Server and to view who made any changes in the Event Viewer, you must edit the following elements in the logging.config file: <add switchvalue="off" name="audit"> <allevents switchvalue="off" name="all Events"> Change Off to All. By default, the logging.config file is located on Workshare Protect Server at C:\Program Data\Workshare\Protect Server\ \Configuration (Windows 2008) Configuring Fail Close Workshare Protect Server will reject inbound SMTP traffic (fail close) in the event of a system or software failure or if one of the key performance indicators exceeds the specified threshold value. In the event of a failure in Workshare Protect Server, remedial action from a system administrator will usually be required to resolve the problem. If the threshold for any of the key performance indicators is exceeded, Workshare Protect Server will resume normal operation once the key performance indicators have dropped below the configured threshold. Enabling and Disabling Fail Close Fail close is enabled by default and controlled from the metadata.config file (C:\Users\All Users\Workshare\Protect Server\[version]\Configuration\metadata.config). The following default threshold settings are specified and they can be adjusted as required. Option Name in metadata.config Value Notes IncomingQueueMessageThreshold Fail close triggered if more than s exist in incoming SMTP queue IncomingQueueDiskThreshold Fail close triggered if free disk space falls below 1GB 89

90 Setting Up Option Name in metadata.config Value Notes DeliveryQueueMessageThreshold Fail close triggered if more than s exist in outgoing SMTP queue DeliveryQueueDiskThreshold Fail close triggered if free disk space falls below 1GB TemporaryFolderDiskThreshold 0 Fail close triggered if free disk space falls below 0GB To disable fail close set all the following options in the metadata.config file to false. Optionally a subset of the key performance indicators can be monitored. <FailClosedOnLicenseProblem>false</FailClosedOnLicenseProblem> <FailClosedOnDatabaseError>false</FailClosedOnDatabaseError> <FailClosedBelowIncomingQueueMessageThreshold>false</FailClosedBelowIncom ingqueuemessagethreshold> <FailClosedBelowDeliveryQueueMessageThreshold>false</FailClosedBelowDeliv eryqueuemessagethreshold> <FailClosedBelowDiskThreshold>false</FailClosedBelowDiskThreshold> Fail close cannot be disabled in the event of a system/software failure. The Workshare Protect Health Service is responsible for monitoring the status of the Workshare Protect Server and any of the following failures will result in fail close being triggered: Expired License Invalid License Failure of the Windows Service Workshare Protect Service License Service Failure of the Windows Service Workshare Protect Server Health Service Failure of the Windows Service Workshare Protect Profile Service Note: In the event of an SQL connection issue when fail close is enabled, it is likely that the automatic alert will not be generated. Fail Close and Bounce Functionality If the Workshare Protect Server bounce functionality is enabled and fail close is enabled, any routed to the Workshare Protect Server in a fail close state will be automatically rejected and routed by the corporate mail server to the configured backup server. No bounce will be triggered. 90

91 Setting Up If the Workshare Protect Server bounce functionality is enabled and fail close is disabled, any routed to the Workshare Protect Server in a fail close state will be bounced back to the sender. Warning! This may lead to significant load on the corporate mail server. If the Workshare Protect Server bounce functionality is disabled and fail close is disabled, any routed to the Workshare Protect Server in a fail close state will pass through unprocessed. Access to the Workshare Protect Server Web Console Using the Workshare Protect Server web console, you configure what metadata should be removed from attachments as well as other useful configuration settings, such as licensing and whether clean reports should be sent. The Workshare Protect Server web console supports the following browsers: Microsoft Internet Explorer Mozilla Firefox Google Chrome To access the Workshare Protect Server web console: 1. Open a web browser and enter to Workshare Protect Server website] in the address bar. Generally this will be in the format name>.<domain>/protect. The login page is displayed. 2. Enter your login credentials and click OK. The Messages page of the Workshare Protect Server web console is displayed. 91

92 Setting Up Overview of Console Tabs The availability of tabs in the Workshare Protect Server web console depends on the type of user accessing the console. During installation, Active Directory user groups are assigned to the Workshare Protect Server Roles and tab access in the Workshare Protect Server web console is determined according to the Role you have. The Workshare Protect Server Roles are as follows: Administrator Role users can access all tabs of the Workshare Protect Server web console except for the Reports tab, so they can configure profiles and other Workshare Protect Server settings, view system status information and search through all s sent through Workshare Protect Server. Business Role users can access all tabs of the Workshare Protect Server web console except for the Status and Settings tabs, so they can search through s that they themselves have sent through Workshare Protect Server, view statistics about the metadata cleaned by Workshare Protect Server and view profiles configured on Workshare Protect Server. They cannot search or view s sent by other users and they cannot create new profiles or modify or delete existing profiles. User Role users can only access the Messages and Profiles tabs of the Workshare Protect Server web console, so they can search through and view s that they themselves have sent through Workshare Protect Server and view profiles configured on Workshare Protect Server. They cannot search or view s sent by other users and they cannot create new profiles or modify or delete existing profiles. Status Tab Administrator Role users can view the Status tab. This tab provides information about the performance and current health of Workshare Protect Server. For example, the Status tab shows whether Workshare Protect Server services are up and running, whether the database is connected, whether the Workshare Protect Server license is expired and details of any s queued on Workshare Protect Server. Reports Tab Business Role users can view the Reports tab. This tab provides more detailed statistics on the activities of Workshare Protect Server. For example, how many s were processed using each profile and how many s were processed in Microsoft Word format. 92

93 Setting Up Messages Tab All Role users can view the Messages tab. However, the functionality differs, as follows: Administrator Role users can search through all s sent through Workshare Protect Server. Business and User Role users can only search through and view s that they themselves have sent through Workshare Protect Server. They cannot search or view s sent by other users. Profiles Tab All Role users can view the view the Profiles tab. This tab provides access to the profiles configured on Workshare Protect Server. Administrator Role users can add new profiles and edit or delete existing profiles, however Business and User Role users can only view existing profiles. Settings Tab Administrator Role users can view the Settings tab. This tab provides access to Workshare Protect Server configuration settings such as whether clean reports should be sent, how to override cleaning settings as well as configuring alert settings and templates. Licensing After install, you must license Workshare Protect Server. Until you enter a valid license, Workshare Protect Server will not clean any s - they will simply be forwarded to your configured smart host or delivered to the recipients. Licensing is done using a.lic file. To license Workshare Protect Server: 1. Log into the Workshare Protect Server web console (as an Administrator Role user). 2. Select Settings. 93

94 Setting Up 3. Select Licensing. The status of your current license is displayed in the Current License field. 4. Click Choose File and browse to the location of your saved license file. 5. Click Open. 6. Click Upload License File. The file is uploaded, a message is displayed across the top of the screen and the status changed accordingly. Renewing a License When you renew your Workshare Protect Server license, you will need to upload a new license file via the Workshare Protect Server web console in order to reflect the new subscription period. If the existing license expires and a new license file is not uploaded then s will either pass through unprocessed or bounce back to the sender according to the Fail Close and Bounce configuration (outlined on page 90). If you have not received an updated license file and need one, please contact the Workshare support team. To renew your Workshare Protect Server license: 1. Log into the Workshare Protect Server web console (as an Administrator Role user). 2. Select Settings and then Licensing. 3. Click Browse and browse to the location of your saved new license file. 4. Click Open. 5. Click Upload License File. The new file is uploaded. 94

95 Configuring Profiles Chapter 3: Configuring Profiles This chapter describes profiles and how they are used in Workshare Protect Server. It includes the following sections: Introducing Profiles, page 96, describes profiles and how they work in Workshare Protect Server Creating Profiles, page 99, describes how to create profiles and specify what type of metadata should be cleaned from attachments and whether they should be converted to PDF. This functionality is available for Administrator Role users. Business and User Role users can view profiles only. 95

96 Configuring Profiles Introducing Profiles A profile is a collection of metadata and PDF conversion settings a set of instructions to Workshare Protect Server as to what metadata to remove from an attachment and whether to convert the attachment to PDF. Metadata settings and PDF instructions are specified per file type Microsoft Word documents, Excel spreadsheets and PowerPoint presentations as well as PDF files. So for example, a profile could specify that comments and hidden text should be removed from Microsoft Word attachments and the document should be converted to PDF and only hidden worksheets should be removed from Microsoft Excel attachments and they should not be converted to PDF. Every profile has an address and this is how Workshare Protect Server determines which profile to apply to any given . When a user adds the address of a profile as a recipient in an then this profile will be used to process the . When two or more addresses of profiles are specified as recipients in an , then whichever profile has been defined as the Fallback profile will be applied. When Workshare Protect Server Client is installed, the user can select the profile to apply from the Protect Profile dialog when sending an . Refer to the Workshare Protect Server Client Admin Guide. This dialog can also be displayed when Workshare Professional or Protect is installed and can be configured to list server profiles. Refer to the Workshare Configuration Options guide. No Profile Address When no address of a profile has been specified as a recipient in an and you have enabled the Active Directory cache feature, then Workshare Protect Server will look to see what AD group the sender belongs to and apply whichever profile you have defined for that group. If no profile has been defined for the group, then Workshare Protect Server will apply whichever profile you defined as the Default profile. When a sender does not specify a profile address in an and you have NOT enabled the Active Directory cache feature, then Workshare Protect Server will apply whichever profile you have defined as the Default profile. Group Precedence When you have enabled the Active Directory cache feature and you indicate in each profile which AD group the profile will apply to, there may be conflict situations and Workshare Protect Server will apply profiles according to the following criteria: When a sender belongs to a group and also a subgroup within that group, for example Sales and Sales > UK Sales, Workshare Protect Server would apply the profile defined for Sales > UK Sales because it is more specific. 96

97 Configuring Profiles When a sender belongs to more than one group of the same organizational specificity, for example, Sales and Marketing, Workshare Protect Server would apply the profile defined for Marketing based on alphabetical order. When a user belongs to multiple hierarchical groups, for example, Sales > UK >London and Sales>America, Workshare Protect Server would apply the profile defined for Sales > UK >London because it is more specific. Note: These criteria assume profiles have been defined for each group in each case. Where no profile is defined for a particular group, there is no conflict. Using the Workshare Protect Server web console, you can create new profiles, edit existing profiles and delete profiles. Profiles are listed in the Profiles page. Note: The cleaning override address will always take precedence over any profile address. So when the cleaning override address is specified, even if a profile address is also specified, Workshare Protect Server will always skip processing. Profiles Page The Profiles page in the Workshare Protect Server web console is where you can view the profiles configured on Workshare Protect Server. From here, Administrator Role users can create new profiles, edit existing profiles and delete profiles. To display the Profiles page: 1. Log into the Workshare Protect Server web console (as an Administrator Role user). 2. Select Profiles. 97

98 Configuring Profiles The Profiles page provides a list of profiles configured on Workshare Protect Server. The following information is provided: D F Profile Name Address Active Directory groups DOC XLS PPT PDF A checkmark in the D column indicates which profile is the Default profile - when no profile address is specified as a recipient in an , the Default profile is applied. A checkmark in the F column indicates which profile is the Fallback profile - when two or more profile addresses are specified as recipients in an , the Fallback profile is applied. The name specified for the profile. The address of the profile. This is how Workshare Protect Server determines which profile to apply to any given . When a user adds the address of a profile as a recipient in an then this profile will be used to process the . The number of Active Directory groups assigned to the profile. When no profile address is specified as a recipient, this is how Workshare Protect Server determines which profile to apply. Workshare Protect Server will look to see what AD group the sender belongs to and apply whichever profile has been defined for that group. A checkmark in the DOC column indicates that the profile is configured to process Microsoft Word documents. This could be removing metadata or converting the document to PDF or both. A checkmark in the XLS column indicates that the profile is configured to process Microsoft Excel spreadsheets. This could be removing metadata or converting the spreadsheet to PDF or both. A checkmark in the PPT column indicates that the profile is configured to process Microsoft PowerPoint presentations. This could be removing metadata or converting the presentation to PDF or both. A checkmark in the PDF column indicates that the profile is configured to process PDF files. This could be removing metadata or applying security to the PDF or both. From the Profiles page, an Administrator Role user can click Create to create a new profile (refer to Creating Profiles, page 99) or click a profile name to view the properties of that profile. Using the menu on the left, you can view the settings specified for the selected profile with regard to documents, spreadsheets, presentations and PDF files. Editing Profiles To edit a profile, click Edit and make changes as required. 98

99 Configuring Profiles Deleting Profiles To delete a profile, click Delete - you are prompted to confirm the deletion. If there is only a single profile defined, it cannot be deleted. There must always be a default profile and you cannot delete the default profile without first specifying another profile as the default. Creating Profiles An Administrator Role user can create new profiles. Note: It can take up to a minute for new profiles and changes to existing profiles to take effect. When creating profiles, you activate metadata cleaning and select cleaning settings for Microsoft Office (Word, Excel and PowerPoint) and PDF file types individually. You also activate PDF conversion for Microsoft Office file types individually. In this way, you could create a profile, for example, that cleaned metadata from Microsoft Word documents but not from Microsoft Excel or PowerPoint files, or that cleaned comments from Microsoft Word documents and cleaned hidden worksheets, columns and rows from Microsoft Excel spreadsheets, or that converted Microsoft Word and Excel files to PDF but not Microsoft PowerPoint presentations. Users determine what profile is applied to an by specifying the profile address in the Cc field. If a profile address is specified: Workshare Protect Server applies that profile. If no profile address is specified: Workshare Protect Server checks to see what Active Directory group the sender belongs to and then checks to see which profile that Active Directory group has been assigned to. If the Active Directory group is not assigned to any profile, Workshare Protect Server will apply the Default profile. If the sender belongs to more than one AD group, Workshare Protect Server will apply the profile assigned to the more specific group. For example, the sender belongs to Sales and also to the sub-group within Sales called Sales UK. Workshare Protect Server will apply the profile assigned to the more specific Sales UK. If the sender belongs to two equal groups (at the same depth in the AD hierarchy), for example Sales UK and Sales EMEA, Workshare Protect Server will apply the profile assigned to the highest group in ascending alphabetical order, namely Sales EMEA. If more than one profile address is specified: Workshare Protect Server applies the profile that is defined as the Fallback profile. 99

100 Configuring Profiles To create a new profile: 1. Log into the Workshare Protect Server web console (as an Administrator Role user). 2. Select Profiles. 3. Click Create. 4. In the General page, complete the general parameters for the profile as follows: Name Description Address The Name of the profile appears in notifications indicating which profile was used to process an . The Description of a profile can be used to describe its purpose and provide any additional information of value to administrators. The Address of a profile determines when the profile will be applied. When a user adds this address as a recipient in an (in the Cc.. field or the To.. field) then this profile will be used to process the . Warning: The user should not add the profile address to the Bcc.. field. Note: It is recommended to use an external domain (may be fictional) for the profile address as it has to be seen as an external address by Microsoft Exchange in order for the preview functionality to work. It is further recommended to add the profile address as an SMTP contact so that it is automatically synchronized between Microsoft Exchange and a user s global address book. Default Fallback When Default is selected, this profile will be used if no profile address is specified as a recipient in an . When Fallback is selected, this profile will be used when two or more profile addresses are specified as recipients in an

101 Configuring Profiles Active Directory Group Select or specify the Active Directory group to assign to the profile. You may have a tree structure where you can select a group or a text area where you can enter the name of the group. Refer to Configuring how Active Directory groups are selected. You can select multiple groups if required. Workshare Protect Server will check which AD group the sender belongs to and apply the profile defined for that group. Note: If Configure Active Directory Cache settings is displayed, you must click this link and configure the AD cache settings in order to be able to select an AD group. Refer to Configuring Active Directory Cache Settings, page Click Create Profile. The profile is created. Now you can activate metadata cleaning and select cleaning settings as well as activate PDF conversion for each file type individually. 6. Select Documents. Note: To see the Microsoft Word formats that Workshare Protect Server can process and clean, click Supported Formats. 7. Select the Process Metadata checkbox to activate metadata cleaning for attachments in Microsoft Word formats. 101

102 Configuring Profiles 8. Click Metadata to be processed. A list of metadata that can be cleaned from Microsoft Word attachments is displayed. 9. Select which metadata you want to be cleaned from Microsoft Word attachments by selecting the checkbox to the left of the metadata name. Refer to Appendix A: Metadata That Can Be Cleaned, for a brief description of each type of metadata. 10. When selecting the following metadata elements, you can click the icon to further configure how Workshare Protect Server should deal with the metadata: Bookmarks: Specify exactly what bookmarks should be removed or preserved. Built-in Properties: Specify whether individual properties, such as Author and Category, will be removed, preserved or replaced. Custom Document Properties: Specify individual custom properties and whether they will be removed, preserved or replaced. Note: When checking out docx/xlsx/pptx files from Microsoft SharePoint, custom properties _CheckOutSrcUrl and ContentTypeId are added to the files. Workshare Protect Server will remove these if configured to clean custom properties. If you want to preserve these custom properties, you must specify them. Document Statistics: Specify whether individual properties, such as Created time and Last Printed time, will be removed, preserved or replaced. Document Variables: Specify individual document variables and whether they will be removed, preserved or replaced. Embedded Objects: Specify whether embedded objects, linked objects displayed as icons and linked objects displayed as images should be left alone or converted to images. Fields: Specify whether individual fields, such as Form Fields and Formulas, will be converted to text or left alone. Redacted Text: Specify whether to remove or scramble text redacted text of a specific intensity. Note: Removing the redacted text removes it from the document whilst scrambling it, replaces the text with (thus preserving document layout). Small Text: Specify the text size for small text. By default, text smaller than 5 pts is removed. Smart Tags: Specify how Workshare Protect Server will deal with smart tags. White Text: Specify the intensity for white text. Note: Some elements of metadata will always be removed from attachment(s). Click the arrow to the left of Metadata to be removed and cannot be preserved to see what metadata is always removed. 102

103 Configuring Profiles 11. Select the Convert attachments that are documents to PDF checkbox to activate automatic PDF conversion for attachments in Microsoft Word formats. 12. From the Format dropdown list, select whether you want conversion to PDF or PDF/A files. 13. Click Advanced Options to display the advanced options for PDF conversion. 14. Select from the following settings as required: Compress Text Embed True Type Fonts Bookmark Outline Level Expanded Outline Level Headings Outline Level When Compress Text is selected, all text and line art is compressed. This method results in no loss of detail or quality. When Embed True Type Fonts is selected, a copy of the font used in the attachment is saved inside the PDF file. Bookmarks are automatically created in the PDF file based on the bookmarks in the attachment. The Bookmark Outline Level specifies the level in the PDF file bookmark outline at which to display the bookmarks. Select from 0 to 9. When 0 is selected, no bookmarks are created; when 1 is selected, bookmarks are created and displayed in the outline at level 1; and so on. The Expanded Outline Level determines how expanded the bookmark outline will be when the PDF file is opened. Select from 0 to 9. When 0 is selected, the bookmarks are completely collapsed; when 3 is selected, the bookmarks are expanded three levels; and so on. Bookmarks are automatically created in the PDF file based on the headings in the attachment. The Headings Outline Level specifies the level of heading to use for the bookmarks. Select from 0 to 9. When 0 is selected, no bookmarks are created; when 1 is selected, only heading 1 s are converted to bookmarks; and so on. 103

104 Configuring Profiles Image Quality The Image Quality determines the clarity of images in the PDF. For example: Image Quality = None Image Quality = Maximum 15. Click Security Options to display the security options for PDF conversion. 16. Select Apply security to converted document and select from the following security settings as required: Allow Assembly When Allow Assembly is selected, users can insert, delete, and rotate pages, and create bookmarks and thumbnails in the PDF file. 104

105 Configuring Profiles Allow Copy Allow Fill In Allow Annotations Allow Content Modifications Allow Screen Readers Allow Printing Open Password Permission Password Print Quality Restrictions 17. Select Spreadsheets in the left menu. When Allow Copy is selected, users can copy from the PDF file. When Allow Fill In is selected, users can sign and fill in forms, but not create them in the PDF file. When Allow Annotations is selected, users can annotate the PDF file using tools from the Commenting toolbar, such as text notes, highlights, lines and circles. When Allow Content Modifications is selected, users can edit the PDF file including modification of text, graphics and pages. When Allow Screen Readers is selected, visually impaired users can read the PDF with screen readers. When Allow Printing is selected, users can print the PDF file. When an Open Password is specified, users must enter that password before they can open the PDF file. When a Permission Password is specified, users must enter that password before they can set or change any security options in the PDF file. The Print Quality Restrictions determines the availability and quality of printing. The options are as follows: none: Prevents users from printing the PDF file. low resolution: Users can print at up to 150dpi resolution. Printing can be slower because each page is printed as a bitmap image. high resolution: Users can print at any resolution, enabling high quality vector output on Postscript and other printers that support advanced high quality printing features. 18. Repeat steps 7 to 16 to select metadata removal for Microsoft Excel attachments and whether to convert such attachments to PDF. Note: For Microsoft Excel attachments, there is no Format selection and no Advanced Options in the PDF Conversion area. 19. Select Presentations in the left menu. 105

106 Configuring Profiles 20. Repeat steps 7 to 16 to select metadata removal for Microsoft PowerPoint attachments and whether to convert such attachments to PDF. 21. Select PDF in the left menu. 22. Select the Process Metadata checkbox to activate metadata cleaning for PDF attachments. 23. Click Metadata to be processed. A list of metadata that can be cleaned from PDF attachments is displayed 24. Select which metadata you want to be cleaned from PDF attachments by selecting the checkbox to the left of the metadata name. Refer to Appendix A: Metadata That Can Be Cleaned, for a brief description of each type of metadata. 25. Click Security Options to display the security options for the PDF attachment. 26. Select Apply security to converted document and select from the security settings as required. Refer to step 16 for a description of the security settings. 27. When you have made the required selections, click Save Profile. The settings are saved into the profile and the profile is displayed in the list of profiles on the Profiles page. 106

107 Configuring Server Settings Chapter 4: Configuring Server Settings This chapter describes how to specify configuration settings such as whether clean reports should be sent, how to override cleaning settings as well as configuring alert settings and templates. This configuration is performed from the Workshare Protect Server web console. This chapter includes the following sections: Overriding Cleaning Settings, page 108, describes how to configure Workshare Protect Server to skip cleaning of a particular and also to skip cleaning of s that have been processed by the Workshare Protect client. Configuring Bounce Settings, page 110, describes how to configure Workshare Protect Server to bounce s that cannot be processed. Configuring Cleaning Reports and Storage, page 113, describes how to configure Workshare Protect Server to send reports to senders each time one of their s is cleaned. Configuring Templates, page 114, describes how to configure the templates for system messages sent when an has been cleaned or if there has been a failure to clean an . Configuring Alert Settings, page 116, describes how to configure addresses to enable Workshare Protect Server to send clean reports as well as other notification s. Configuring Sync Settings, page 117, describes how to configure synchronization so that for any attachment that is processed by Workshare Protect Server, the original copy of the found in the sender s Sent Items folder will be updated with the processed attachments. Configuring Active Directory Cache Settings, page 117, describes how to configure Workshare Protect Server to work with Active Directory groups. This functionality is available for Administrator Role users only. Note: The user experience of the Workshare Protect Server configuration options pages is improved if javascript is enabled in your browser. 107

108 Configuring Server Settings Overriding Cleaning Settings Workshare Protect Server can be configured to skip cleaning of a particular and also to skip cleaning of s that have been processed by the Workshare Protect client or by Payne Metadata Assistant. To override cleaning settings: 1. Log into the Workshare Protect Server web console, as an Administrator Role user. 2. Select Settings. 3. Select Override. 108

109 Configuring Server Settings 4. In the Processing Override Address field, enter an address that can be used to bypass the cleaning action on the server. The sender can add this address to the recipient list (To or Cc fields) of an and the attachments will not be cleaned. Note: This address can be fictional or real. If real, then you will need to monitor the account. Once Workshare Protect Server has detected the override address in an , the attachments of the are not cleaned and the override address is removed. Note: When s include a digital signature, Workshare Protect Server does not remove the override address. 5. In the Client Message Processing area, select how to handle s sent from computers with the Workshare Protect client or Payne Metadata Assistant installed: Skip processing on messages processed by Workshare Protect Client: Workshare Protect Server will not clean s that have already been cleaned by the Workshare Protect client. Skip processing on messages processed by Payne Metadata Assistant: Workshare Protect Server will not clean s that have already been cleaned by Payne Metadata Assistant. 6. When EMM routes filed internal-only s through Workshare Protect Server, Workshare Protect Server processes them. To prevent this, you can use either the Workshare Protect Server Routing Agent or Recipient Override. To use recipient override, in the Recipient Override area, add the EMM address pattern that will trigger Workshare Protect Server to skip processing. Note: It is not recommended to use Recipient Override and the Workshare Protect Server Routing Agent together. 7. The Protected Senders area is for testing purposes only. You can enter an address or address pattern and Workshare Protect Server will ONLY process s from that specified address. 8. Click Save Changes. The settings are saved and a message is displayed across the top of the screen. 109

110 Configuring Server Settings Configuring Bounce Settings Workshare Protect Server can be configured to bounce s in the following circumstances: s with attachments that include comments or track changes: When attachments contain comments or track changes, Workshare Protect Server can bounce the back to the sender with a non-delivery report. This is to encourage users to carefully consider files with comments or track changes before sending them externally. Once a sender receives such an back, they may decide to send it again specifying a clean profile or they may decide that the track changes or comments should remain and specify the override profile. s with attachments that cannot be processed: When Workshare Protect Server cannot process an attachment, it can bounce the back to the sender with a non-delivery report. There are several reasons why Workshare Protect Server may not be able to process an attachment. For example, the attachment may be corrupt or digitally signed. You can configure the content of the non-delivery report that Workshare Protect Server sends according to the reason for non-delivery. Note: To enable non-delivery reports to be sent to senders, ensure that a valid address is specified in the Alerts settings (see page 116). When bounce has not been configured, s with attachments that include comments or track changes or s with attachments that cannot be processed will be sent without processing. You can select to notify the sender in these circumstances. To configure bounce settings: 1. Log into the Workshare Protect Server web console, as an Administrator Role user. 2. Select Settings. 110

111 Configuring Server Settings 3. Select Bounce. 111

112 Configuring Server Settings 4. Select the Bounce s according to the individual bounce selections below checkbox to enable Workshare Protect Server to stop delivery of s that include attachments with comments/track changes or that it cannot clean/convert according to your selections in this page. 5. Select the Notify sender for the bounce scenarios that are not selected checkbox to enable Workshare Protect Server to send notifications to senders when bounce is not selected and s that include attachments with comments/track changes or that it cannot clean/convert have been delivered. 6. In the Subject field, edit the text that will appear in the Subject line of the nondelivery . This is the sent to the sender informing them that their has not been sent. 7. In the Message field, edit the text that will appear in the non-delivery . This should explain to the sender that their has not been sent. 8. In the Attachments with Metadata area, select whether Workshare Protect Server should bounce s with attachments that include comments or track changes. Select the Bounce All checkbox to bounce s with any attachment containing comments or track changes or select individual file types. 9. In the Description of problem field, edit the brief description if required. 10.In the Recommended course of action field, edit the description of what the sender could do to remedy the problem so that their may be resent and successfully processed by Workshare Protect Server. 11.In the Processing Failure Categories area, you can configure how Workshare Protect Server deals with the following specific types of attachments/ s that it cannot process: Corrupt attachment Digitally signed attachment Digitally signed Document format not supported Password protected or encrypted attachment Note: If The Workshare Protect Portal is installed, then password-protected Word, Excel, PDF and zip files can be processed by Workshare Protect Server. However, password-protected PowerPoint files cannot be processed. Processing error, for example, when s are stuck in a queue awaiting final delivery 112

113 Configuring Server Settings For each type of attachment/ , configure the following as required: Bounce Attach original message to bounce message Description of problem Recommended course of action Select to enable Workshare Protect Server to bounce s with attachments of this type. Select and Workshare Protect Server will include the original when sending the non-delivery to the sender. Edit the brief description of the problem. Edit the description of what the sender could do to remedy the problem so that their may be resent and successfully processed by Workshare Protect Server. Note: Remember that for any scenarios you don t select, the will be delivered. You can notify the user of this by selecting the Notify sender for the bounce scenarios that are not selected checkbox. 12.Click Save Changes. The settings are saved and a message is displayed across the top of the screen. Configuring Cleaning Reports and Storage Workshare Protect Server can be configured to send reports to senders each time one of their s is processed. The report (or processing receipt) details the metadata that was removed from each attachment and whether attachments were converted to PDF. The processing receipt can also be accompanied by a copy of the processed message. In addition, you can configure Workshare Protect Server to store all processed s in the database. To configure processing receipts and storage: 1. Log into the Workshare Protect Server web console, as an Administrator Role user. 2. Select Settings. 113

114 Configuring Server Settings 3. Select Receipts. 4. Select the Send processing receipt checkbox to enable processing receipts to be sent to senders each time an they send is processed by Workshare Protect Server. To enable processing receipts to be sent to senders, ensure that a valid address is specified in the Alerts settings (see page 116). 5. Select the Include processed message in the receipt checkbox to enable copies of the processed and its attachments to be sent to senders with the processing receipt. To enable copies of s and their attachments to be sent to senders, ensure that a valid address is specified in the Alerts settings (see page 116). Note: If neither checkbox is selected, no is sent to senders notifying them that their s have been processed. 6. Select the Store a copy of the processed message in the database checkbox to enable copies of the processed and its attachments to be saved in the database. 7. Click Save Changes. The settings are saved and a message is displayed across the top of the screen. Configuring Templates You can configure the templates for system messages sent when an has been cleaned or if there has been a failure to clean an or when a preview request is sent. To configure templates: 1. Log into the Workshare Protect Server web console, as an Administrator Role user. 2. Select Settings. 114

115 Configuring Server Settings 3. Select Templates. 4. Edit the Cleaned template as required. The Cleaned is sent when metadata is detected and cleaned from attachments. To enable clean reports to be sent to senders each time an they send is cleaned by Workshare Protect Server, ensure that the Send processing receipt checkbox is selected in the Receipts settings (see page 113). 5. Edit the Clean Failed - Sent template as required. The Clean Failed - Sent is sent when metadata is detected but Workshare Protect Server is unable to clean the attachment and the is sent uncleaned. Note: Customize each template as required. You can include the following variables in the messages: [#subject#] = Original Subject, [#recipients#] = Original Recipients, [#date#] = Date/Time Sent 6. Edit the Preview message template as required. The Preview message is sent when the sender has requested a preview of what the processed attachments will look like before sending them to recipients. This is done by sending an to a profile address only. Workshare Protect Server will treat such an as a preview request and send the processed attachments back to the sender with a Preview message

116 Configuring Server Settings 7. Click Save Changes. The settings are saved and a message is displayed across the top of the screen. Configuring Alert Settings A valid address and display name must be specified in Alert Settings in order for Workshare Protect Server to send s to senders, such as clean reports, copies of s and their attachments, copies of processed s, non-delivery reports and preview s. To configure alert settings: 1. Log into the Workshare Protect Server web console, as an Administrator Role user. 2. Select Settings. 3. Select Alerts. 4. In the address field, enter a valid address to ensure clean notification s are delivered. This address is the sender of clean receipt s and other notification s. 5. In the Display name field, enter a display name for this address. 6. Click Save Changes. The settings are saved and a message is displayed across the top of the screen. 116

117 Configuring Server Settings Configuring Sync Settings The Mail Updater settings enable you to configure synchronization in the following ways: When attachments are processed by Workshare Protect Server, the original copy of the found in the sender s Sent Items folder will be updated with the processed attachments. To ensure that internal recipients always have access to the same version of attachments that are received by external recipients, where s are sent internally and externally, the internal recipients will receive a clean receipt with the processed attachment included. To configure mail updater settings: 1. Log into the Workshare Protect Server web console, as an Administrator Role user. 2. Select Settings. 117

118 Configuring Server Settings 3. Select Mail Updater. 4. Complete the fields as follows: Enable update of sender s sent items with processed attachments Max time in Retry Queue (seconds) Exchange Web Services Url Select to enable Workshare Protect Server to synchronize s in the Sent folder with the processed attachments actually sent. Where synchronization initially fails, specify the maximum amount of time before Workshare Protect Server will stop attempting to synchronize. Enter the URL of Exchange Web Services. 118

119 Configuring Server Settings Exchange Version Impersonation User Impersonation Password Cleaned Mail Prefix User Subject Select your Exchange version. The logon name of the impersonation user (described in Setting Up Synchronization, page 87) The logon password of the impersonation user. The prefix to add to an in the Sent items folder once it has been synchronized. 5. If you want internal recipients to receive a clean receipt with the processed attachment included, select the Forward a cleaned copy of to internal recipients checkbox and you MUST then specify the internal domain (domains) in the Internal domains area. To enable processing receipts to be sent to senders, ensure that a valid address is specified in the Alerts settings (see page 116). 6. Enter a test address in the Test Account field to check if the specified impersonation user can actually impersonate a user. 7. Click Test connection. If the specified impersonation user is successful, a confirmation message is displayed. 8. Click Save Changes. Configuring Active Directory Cache Settings In order for Workshare Protect Server to identify which Active Directory groups senders belong to, and then apply the profile which has been defined for that group, you must specify the Active Directory Cache settings. Workshare Protect Server can then regularly scan your Active Directory and cache the domain structure locally. To configure Active Directory cache settings: 1. Log into the Workshare Protect Server web console, as an Administrator Role user. 2. Select Settings. 119

120 Configuring Server Settings 3. Select AD Cache. 4. Select the Enable Active Directory-based default profile selection checkbox to enable group selection when creating profiles. 5. Enter the credentials of a domain user to enable Workshare Protect Server to have read access to the domain controller s global catalog. 6. Click Save Changes. 7. Select the Manual Refresh Only radio button and click Refresh Now. Workshare Protect Server checks Active Directory for groups and caches them locally to disk. 8. In order to set up an automatic refresh of the Active Directory groups, select the Cron Schedule radio button and specify a Cron expression. For example, ? * SUN * means that Workshare Protect Server checks Active Directory for groups every Sunday at 4.30am. Note: For further explanation of Cron schedule syntax, you can refer to crontriggers.html. 9. Click Save Changes. The settings are saved and a message is displayed across the top of the screen. 120

121 Configuring Server Settings Configuring how Active Directory groups are selected When selecting an Active Directory group to assign to a profile, you can select a group from a tree structure (default) or simply enter a group name into a text field. The default way to select Active Directory groups using a tree is a user friendly approach but, if the tree is complex, it can take a long time to download the tree into the UI. The alternative is a text field where you can manually specify the distinguished name for the Active Directory group. You can switch between these different ways of selecting AD groups using the SimpleAdCacheUI property in the web.config file (C:\Program Files\Workshare\Protect Server\Dashboard\web.config). Set SimpleADCacheUI tofalse: AD groups shown in a tree structure. Set SimpleADCacheUI totrue: Text field displayed for adding groups. Protect Portal Configuration The Workshare Protect Portal can be configured by modifying properties in the web.config file (C:\Program Files\Workshare\ProtectPortal\Web\web.config). The following table describes the properties that may be changed. Property NotificationSender NotificationSenderAddress ExpiryMinutes Description Sender s display name for notifications sent by Protect Portal. Sender s address for notifications sent by Protect Portal. Expiry time of links sent by Protect Portal. After this time, s are deleted. Senders must resend their

122 Configuring Server Settings Property DatabaseExpiryDays BaseUrl SmtpSsl SmtpHost SmtpPort SmtpUser SmtpPassword FileStorageLocation ServerUuid TempStorePassphrase TempStoreExpiryMinutes ProtectApiBaseUrl Organization DemoMode Description Number of days to retain metadata. (This is used to inform senders about the state of their after their links have expired.) URL to use in notification links. Leave blank to use the fully qualified domain name of this machine. Used to configure TLS connections to Protect Server. True/False. Hostname of Protect Server machine. Port of Protect Server machine. SMTP user for Protect Server SMTP service. SMTP password for Protect Server SMTP service. File path to store delayed s. Internal use only. Do not modify. Passphrase for temporary password data. Expiry time for temporary password. URL to Protect Server. This is used to store passwords temporarily. Data is sent and stored encrypted. The name of your organization to reference within notification s. Internal use only. Do not modify. 122

123 Reviewing Message Logs Chapter 5: Reviewing Message Logs This chapter describes the message logs provided by Workshare Protect Server. It includes the following sections: Introducing Workshare Protect Server Message Logs, page 124, introduces the message logs produced by Workshare Protect Server. Viewing s, page 124, describes how to search through the s processed by Workshare Protect Server. This functionality is available for all Role users. However, the functionality differs, as follows: Administrator Role users can search through all s processed by Workshare Protect Server. Business and User Role users can only search through and view s that they themselves have sent through Workshare Protect Server. They cannot search or view s sent by other users. 123

124 Reviewing Message Logs Introducing Workshare Protect Server Message Logs Message logs provide information about all the s processed by Workshare Protect Server. The message logs can be searched and accessed through the Messages tab of the Workshare Protect Server web console. Viewing s The Messages tab is available to all Role users. However, Administrator Role users can search through all s processed by Workshare Protect Server whereas Business and User Role users can only search through and view s that they themselves have sent through Workshare Protect Server. They cannot search or view s sent by other users. To search message logs: 1. Log into the Workshare Protect Server web console. 2. Select Messages. 3. In the Search field, enter your search criteria. Workshare Protect Server searches for the keyword(s) in the senders/recipients names, subject, attachment names and metadata item name. Note: Use double quotes ( ) around attachment names and sender/recipients in order for the search not to break up the terms between periods (.) or sign. 4. Enter a date range if required. 5. Administrator Role users can select the Search my messages only checkbox to restrict the search to their own s. Business and User Role users can only view and search their own s. 124

125 Reviewing Message Logs 6. Click Search. The s that have passed through Workshare Protect Server and match your search criteria are displayed. Tip! To display all s that have passed through Workshare Protect Server, leave the Search field blank and click Search. For each , the following information is provided: Date From Recipients Subject Sent Item Status The date the was sent. The address of the sender of the . The address(es) of the recipient(s) of the . The subject matter of the , as entered in the Subject field. The synchronization status. The status can be: Updated: in Sent items updated with processed . Pending: Waiting to update in Sent items with processed . Error: Pending Retry: Error when trying to update in Sent items with processed , waiting to retry update. Failed (receipt sent): Failed to update in Sent items with processed , clean receipt sent to sender. Failed ( copied): Failed to update in Sent items with processed , a copy of the processed added to Sent items folder. Failed: Failed to update in Sent items with processed . N/A: Synchronization not enabled. 125

126 Reviewing Message Logs Click the Subject of an to display further details. For example: You can now see which profile was applied to the attachment and if you have configured Workshare Protect Server to store a copy of the cleaned message in the database, you can also download the processed attachment if required. Click the profile link to view the properties of the profile in the Profiles tab of the Workshare Protect Server web console. 126

127 Metadata that can be Cleaned Appendix A. Metadata that can be Cleaned This appendix provides a brief description of the different types of metadata that Workshare Protect Server can clean from attachment(s). 127

128 Metadata that can be Cleaned Attachments Select this option to remove attachments from a PDF file. Description Risk Applies to PDF attachments are separate files contained within the PDF document. Metadata and sensitive data may be included in files attached within the PDF. PDF. Bookmarks Select this option to remove bookmarks or text contained within bookmarks from a document. Description Risk Applies to Bookmarks are used to aid document navigation and automation. Users can create bookmarks that link to a particular section of text or act as placeholders for data populated during document automation, which involve third-party macros. Bookmarks may also be placeholders for paragraphs, which can be freely edited during production. The names of hidden bookmarks can reveal the context of information contained within the document. Bookmarks are also a consequence of form fields, so even after form fields are removed, it is still possible to identify the data of the form fields through the bookmarks that are left behind when they are unlinked. All versions of Microsoft Word (97 and above) and PDF. 128

129 Metadata that can be Cleaned Built-in Properties Select this option to remove built-in properties from a document. Description Risk Applies to Built-in properties are details about a file that help identify it, including its title, subject, author, manager, company, category, keywords, comments, and hyperlink base. The names of authors and the name of the company can display sensitive information about your corporation or customers. It is possible that if a document has been sent outside your firewall, the author name and company name contained in the built-in properties could be a name other than your own. In addition, if documents are re-purposed or used as a template for a new document, information that is specific to a previous client or the client's name can be stored as hidden information within the new document. All versions of Microsoft Office (97 and above). Comments Select this item to remove comments from a document. Description Risk Applies to Comments are notes and suggestions that are added to a document via the comment feature to aid collaborative online review. Comments can display sensitive information about your corporation or customers and can result in embarrassing situations where external parties are able to view proprietary information. All versions of Microsoft Office (97 and above). 129

130 Metadata that can be Cleaned Content Controls Select this item to remove all content controls from a document. Description Risk Applies to Content controls are used in structured documents to control how the layout, behavior, and properties (for example) of pre-defined document elements. Content controls can be used, for example, to make boilerplate text in a pre-defined disclaimer element unalterable by users. Like custom XML, content controls can reveal sensitive information about a document, your corporation or its customers including links to network servers and database records. Content controls may describe the snippets of text contained therein and may provide context to a reader (for example, a document version number). Microsoft Word 2007 (DOCX files). Custom Properties Select this option to remove custom properties from a document. Description Risk Applies to Custom properties are those you define. You can assign a text, time, or numeric value to custom properties, or assign them the values "yes" or "no." You can also choose from a list of suggested names or define your own. You can optionally link custom document properties to specific items in your file, or a bookmark. For example in a contract form created in Word, you can create a custom file property that is linked to a form field that contains the contract s expiry date. Then you can search for all contract files with expiry dates earlier than a date you specify. Custom Properties are generally specific to an organization; they may include a document number, matter or case number, personal information, or variables used in payment calculations, for example, rate per hour. They may also contain information that links the document to a DMS, CRM, or matter management system. All versions of Microsoft Office (97 and above). 130

131 Metadata that can be Cleaned Custom XML Workshare Protect Server removes all custom XML from a document. Note: You cannot configure this option. Description Risk Applies to XML support lets you add structured-data elements to documents, thereby expediting automation and enabling interaction with other business applications that use structured data. Custom XML can reveal sensitive information about a document, your corporation or its customers. Microsoft Word 2007 (DOC and DOCX files). Document Properties Select this option to remove standard properties from a PDF file. Description Risk Applies to Standard properties are details about a file that help identify it, including its title, subject, author, manager, company, category, keywords, comments, and hyperlink base. The names of authors and the name of the company can display sensitive information about your corporation or customers. It is possible that if a PDF has been sent outside your firewall, the author name and company name contained in the standard properties could be a name other than your own. In addition, if files are re-purposed or used as a template for a new file, information that is specific to a previous client or the client's name can be stored as hidden information within the new file. PDF. 131

132 Metadata that can be Cleaned Document Statistics Select this option to remove document statistics from a document. Description Risk Applies to Document statistics include information on when the document was created, when it was modified, when it was accessed, and when it was printed. In addition, document statistics display the name of the person it was last saved by, the revision number, and the total editing time. Other statistics include number of pagers, paragraphs, lines, words, and characters. Document statistics can create embarrassing situations when the hours billed do not match the total editing time. In addition, the "last saved by" metadata shows the last person who edited the document. This can be risky if it is discovered that the person whose rate and time is billed out is different from the person who actually worked on the document. All versions of Microsoft Office (97 and above). Document Variables Select this option to remove document variables from a document. Description Risk Applies to Document variables are values stored in Microsoft Word documents that are used by either field codes or macros. These variables may contain confidential information such as company names, client-specific information or information that links the document to a DMS or CRM system. Even if field codes and macros are removed, the variables used may remain in the document. All versions of Microsoft Word (97 and above). 132

133 Metadata that can be Cleaned Embedded Objects Select this option to convert embedded or linked objects (such as spreadsheets contained within or linked to a Word document) to images. Description Risk Applies to These objects may appear either as another document nested within the body of a Word document, or as a connection to another document. An embedded object is information contained in a source file and inserted into a destination file. Once embedded, the object becomes part of the destination file and any changes you make to the embedded object are reflected in the destination file. A linked object is an object that is created in a source file and inserted into a destination file, while maintaining a connection between the two files. The linked object in the destination file can be updated when the source file is updated. Embedded objects can include proprietary information about your corporation or its customers. Note: When you activate an embedded object in a document, only part of the embedded object is displayed within the document; the object may contain additional information that does not appear. If you want a document to contain only a rendering of the embedded object and not the actual contents, cut the object and then use Paste Special on the Edit menu to paste the object into the document using a Metafile format. After you do this, you can no longer edit the embedded object; however, it will not contain any metadata. All versions of Microsoft Word and Excel (97 and above). Endnotes Select this option to remove endnotes from a document. Description Risk Applies to Endnotes are text inserted at the end of a document. While not typically considered metadata, endnotes may contain sensitive information such as instructions to users for completing a form. All versions of Microsoft Word (97 and above). 133

134 Metadata that can be Cleaned External Links Select this item to convert external links in cells in an Excel spreadsheet to text. Description Risk Applies to External links are links from cells to another file. For example: Link to a cell in another Microsoft Excel worksheet; named link to a named reference in another worksheet; link to another worksheet; OLE link that inserts another document as an icon; or OLE link that inserts another document as text. Links can maintain a link to a file that corporations may not wish to disclose such as files on a computer's local file system, on a corporation's internal file share, or on an intranet. All versions of Microsoft Excel. Fast Saves Workshare Protect Server removes previous iterations of the document created via a fast save. Note: You cannot configure this option. Description Risk Applies to Fast saves is an option in Microsoft Word 2003 (SP2 and earlier) that saves only the changes made to a document at the end of the document. The deleted content is not overwritten in the document and can be viewed when saving the document as recovered text. Disabling fast saves and saving the document will perform a full save, overwriting previously removed content from the document so that the deleted content can no longer be read as recovered text. Like other metadata, changes saved during a fast save can expose sensitive information to external parties when viewed using a text or hex-editor. Deleted text can still exist in the electronic file. Microsoft Word 97 through to 2003 SP2 (DOC files only). 134

135 Metadata that can be Cleaned Fields Select this option to convert fields in a document to text. Description Risk Applies to Word uses field codes as placeholders for dynamic data which it updates automatically when you perform routine tasks. For example, when you insert a page number, when you insert a document building block such as a cover page, or when you create a table of contents. You can also manually insert fields to automate aspects of your document, such as merging data from a data source or performing calculations. In Microsoft Office Word 2007, there is little need to insert fields manually, because built-in commands and content controls provide most of the capabilities that fields provided for many versions of Word. Footers Select this item to remove footers from a document. Left unaltered, field codes that reference built-in or custom properties may be exposed. Field codes can be visible to anyone reading your document, a risk if the information you place in field codes is information that you want kept private. All versions of Microsoft Word (97 and above). Description Risk Applies to Footers are areas at the bottom of some or all pages in a document. Footers can contain text deemed to be metadata, such as the author, document number, case or matter information, whether it s confidential, a draft document or not. Footers can also contain information that may not be considered metadata, such as page numbers, document title and so on. Custom footers can contain descriptions such as filename, path, the date and time the document was modified or other information used to track a file. Unfortunately, users often overlook footers when preparing a document for distribution. Failure to remove this information can expose confidential information. All versions of Microsoft Word and Excel (97 and above). 135

136 Metadata that can be Cleaned Footnotes Select this item to remove footnotes from a document. Description Risk Applies to Footnotes are commonly used to annotate text in the body of a document. They appear on the same page as the referenced text. Formulas While not typically considered metadata, footnotes may contain instructions about how to complete parts of the document. Select this item to convert formulas in a document to text. All versions of Microsoft Word (97 and above). Description Risk Applies to Formulas are equations used to calculate values. Headers Left unaltered, formula codes that reference sensitive information or other workbooks may be exposed. Select this item to remove headers from a document. All versions of Microsoft Excel (97 and above). Description Risk Applies to Headers are areas at the top of some or all pages in a document. Headers can contain text deemed to be metadata, such as the author, document number, case or matter information, whether it s confidential, a draft document or not. Headers can also contain information that may not be considered metadata, such as page numbers, document title and so on. Custom headers can contain descriptions such as filename, path, the date and time the document was modified or other information used to track a file. Unfortunately, users often overlook headers when preparing a document for distribution. Failure to remove this information can expose confidential information. All versions of Microsoft Word and Excel (97 and above). 136

137 Metadata that can be Cleaned Hidden Columns Select this item to remove hidden columns from a spreadsheet. Description Risk Applies to Hidden columns are columns that have been formatted as hidden. Hidden columns can contain confidential information and can potentially be viewed by third parties. All versions of Microsoft Excel (97 and above). Hidden Rows Select this item to remove hidden rows from a spreadsheet. Description Risk Applies to Hidden rows are rows that have been formatted as hidden. Hidden rows can contain confidential information and can potentially be viewed by third parties. All versions of Microsoft Excel (97 and above). Hidden Slides Select this item to remove hidden slides from a presentation. Description Risk Applies to Hidden slides are slides that have been formatted as hidden. Hidden slides can contain confidential information and can potentially be viewed by third parties. All versions of Microsoft PowerPoint (97 and above). Hidden Text Select this item to remove hidden text from a document. Description Risk Applies to Hidden text is text that has been formatted as hidden. Unless specifically selected to be viewed in Microsoft Word, hidden text is not displayed within the document. Depending on the settings in Word, hidden text may be printed. Hidden text can contain notes and instructions that are particular to a document. As hidden information that is not cleaned, the hidden text can potentially be viewed by third parties. All versions of Microsoft Word (97 and above). 137

138 Metadata that can be Cleaned Hidden Worksheets Select this item to remove hidden worksheets from a spreadsheet. Description Risk Applies to Hidden worksheets are worksheets that have been formatted as hidden. Hidden worksheets can contain confidential information and can potentially be viewed by third parties. All versions of Microsoft Excel (97 and above). Highlighted Text Select this item to remove highlighted text from a document. Description Risk Applies to Users use highlighting in the same way they use comments or to draw attention to some text in the body of a document. This is especially useful in collaborative efforts; one user might highlight a passage of text indicating to others that he or she needs more input, for example. Highlighted text may contain notes and sensitive information. All versions of Microsoft Word (97 and above). 138

139 Metadata that can be Cleaned Hyperlinks Select this item to remove hyperlinks from a document. The linked text is preserved but the associated hyperlinks are removed. Description Risk Applies to Hyperlinks can be used to link to confidential documents, addresses, file shares, or intranet addresses. Note: Custom hyperlinks are distinct from systemgenerated hyperlinks used to build and maintain a document's table of contents, index, and table of authorities. Hyperlinks can maintain a link to a site that corporations may not wish to disclose such as files on a computer's local file system, on a corporation's internal file share, or on an intranet. All versions of Microsoft Word and Excel (97 and above). Macros Select this item to remove Visual Basic macros from the document. This feature is not intended as virus protection, but rather to protect any confidential information, intellectual property, or formulas included in the macros. Description Risk Applies to Word users can automate repeated tasks using macros. A macro is a series of commands and instructions that are grouped together as a single command to accomplish a task automatically. Macros can be set for templates that may have some amount of prepopulated data. There may be a time when the information contained in these templates should not be seen by external audiences. In another situation, macros may contain information about internal databases, file shares, document management or CRM systems, or information stored on an intranet. Lastly, macros are often quite complex and, if developed in-house, may represent the company's intellectual property. If macros are included in the document, the information is freely shared with outside parties. All versions of Microsoft Office (97 and above) DOC and DOCM files only - not supported in RTF or XML files. 139

140 Metadata that can be Cleaned Markup Select this option to remove markup from a PDF file. Description Risk Applies to Markup is a tool used to make comments and annotations to PDF documents. The annotations may contain sensitive data. PDF. Presentation Tags Select this option to remove presentation tags from a presentation. Description Risk Applies to Presentation tags are a feature of Microsoft PowerPoint (accessed using VBA) that allows custom information to be associated with objects in the presentation. The tags may contain sensitive data. Microsoft PowerPoint (97 and above). Previous Authors Workshare Protect Server removes information about previous authors from a document. Note: You cannot configure this option. Description Risk Applies to Previous author information is information about all authors who have previously saved the document as well as save locations. The names of authors can display sensitive information about your corporation or customers. All versions of Microsoft Word (97 and above). 140

141 Metadata that can be Cleaned Redacted Text Select this option to remove or scramble redacted text. Removing the redacted text removes it from the document whilst scrambling it, replaces the text with (thus preserving spreadsheet layout). Redacted text is any non-white text that has a matching background thus making the text illegible, for example, black on black. Description Risk Applies to Redacted text is where the font and background color are the same or nearly the same. When the font and background color match exactly, the text is invisible when the document is viewed or printed. Backgrounds include highlighting; as well as text, cell, and textbox shading. Depending on its content, redacted text can be very damaging. Redacted text may contain private information about clients as well proprietary information about your corporation. All versions of Microsoft Word and Excel (97 and above). Routing Slip Workshare Protect Server removes the routing slip from a document. Note: You cannot configure this option. Description Risk Applies to Routing slips are used to create a distribution list of reviewers in a particular order. Routing slips are manually created by adding in recipients' addresses. When a file is routed, its routing slip is sent as an attachment. Routing slips reveal the names of the people that the document was sent to for review. This may be information that should stay confidential rather than distributed externally. An example of how this information can be used is when addresses are put in the routing slips. If this document is then published to the Internet, the address can be displayed for all to see. This also deletes any envelope information, such as recipients, subject, and introduction, which are used when sending to a mail recipient. Microsoft Word and Excel 97 through to 2003 SP2 (DOC/XLS files only). 141

142 Metadata that can be Cleaned Slide Tags Select this option to remove slide tags from a presentation. Description Risk Applies to Slide tags are a feature of Microsoft PowerPoint (accessed using VBA) that allows custom information to be associated with objects in the presentation. The tags may contain sensitive data. Microsoft PowerPoint (97 and above). Small Text Select this option to remove small text from a document. Description Risk Applies to Any text block contained in a document that is smaller than 5 points (i.e. 4pts and less) is considered small text. The text is so small that it will not be visible when viewed or printed and can be used to hide information in a document. Small text is often used for instructions users must follow when completing the document. Such instructions may be proprietary and contain sensitive information. All versions of Microsoft Office (97 and above). Smart Tags Select this option to remove smart tags from a document. Description Risk Applies to Smart tags are used to identify and provide context for particular text in a document (such as a person s name), and to allow users to perform certain actions when they select the text. Depending on the smart tag functions you use, they may embed extra hidden information in your document such as a confidential telephone number or contact. Microsoft Word XP and above. 142

143 Metadata that can be Cleaned Speaker Notes Select this item to remove speaker notes from a presentation. Description Risk Applies to Speaker notes are notes added to presentation slides as a reference for the presenter. They are an area of a presentation or slide that is hidden during the presentation and is reserved for notes for the speaker. Speaker notes can include important key points to cover during a presentation. This information may be confidential or sensitive information about your corporation or customers. All versions of Microsoft PowerPoint (97 and above). Template Select this item to reset the document template to the default template. Automatic style updating is disabled before the template is removed. Therefore the formatting and styles in your document will not be affected by removing the attached template. Description Risk Applies to Microsoft Word ships with templates for many common business documents. NORMAL.DOT is the default template for Word 97 through Word 2003 and NORMAL.DOTX is the default template for Word The attached template contains the fully qualified path of the template that was used to create the document. It may contain a server name or user name that you do not want to expose to outside parties. All versions of Microsoft Office (97 and above). Track Changes Select this item to accept all changes made to a document and turn off change tracking in the processed document. Description Risk Applies to As with comments, users often enable change tracking to capture successive edits made to a collaborative document. Changes that are not accepted still remain with the document, even though they appear to be invisible. These changes can easily be displayed by turning on the "Show markup view." This can result in embarrassing situations where external parties are able to view proprietary information. All versions of Microsoft Word and Excel (97 and above). 143

144 Metadata that can be Cleaned Track Change Authors Select this item to leave track changes in a document but remove the change author information in the processed document. Description Risk Applies to The track change author is the user who makes changes to a document. The names of authors can display sensitive information about your corporation or customers. All versions of Microsoft Word (97 and above). Track Change Timestamps Select this item to leave track changes in a document but remove the timestamp of the tracked change in the processed document. Description Risk Applies to The track change timestamp is the time the change was made to a document. The timestamps can display sensitive information about your corporation. All versions of Microsoft Word (97 and above). Unused Masters Select this item to remove unused masters from a presentation. Description Risk Applies to Unused masters are unused master slides. The unused masters may contain sensitive data. All versions of Microsoft PowerPoint (97 and above). 144

145 Metadata that can be Cleaned Versions Workshare Protect Server removes the version number from a document and turns off auto-versioning. Note: You cannot configure this option. Description Risk Applies to Some versions of Microsoft Word record the number of times a document has been versioned over its lifetime. This function enables Microsoft Word to save prior versions of a document as a part of the electronic file. If unaltered, a document s recipient can access any of the previous versions that have been saved and see how the document was changed over time. This metadata, while useful in some instances, can disclose sensitive information. Microsoft Word 97 to 2003 (DOC files only). Watermarks Select this item to remove a watermark from a document. Description Risk Applies to Watermarks are often used internally to designate the state of a document, such as Draft. Because watermarks are configurable, they can contain sensitive information about your corporation or its customers. All versions of Microsoft Word (97 and above). White Text Select this item to remove white text from a document. White text is white text on a white background. Description Risk Applies to White text is text formatted as white on a background that is formatted as white. White text is text has been formatted with a font color of white and has no background color. Depending on its content, white text can be very damaging. White text may contain private information about clients as well proprietary information about your corporation. All versions of Microsoft Word and Excel (97 and above). 145

146 Metadata that can be Cleaned Worksheet Properties Select this option to remove worksheet properties from a spreadsheet. Description Risk Applies to Worksheet properties are details about a spreadsheet that help identify it. They are added using VBA. Properties can display sensitive information about your corporation or customers. In addition, if spreadsheets are re-purposed or used as a template for a new spreadsheet, information that is specific to a previous client can be stored as hidden information within the new spreadsheet. All versions of Microsoft Excel (97 and above). 146

147 Metadata Cleaning Appendix B. Metadata Cleaning This appendix provides information on the metadata that can be cleaned by Workshare Protect Server as well as by Workshare Protect Client. 147

148 Metadata Cleaning Metadata Cleaning by Workshare Protect Server The following table indicates what types of metadata Workshare Protect Server can clean from different file formats. The following symbols are used: Metadata that can be cleaned Metadata that is not preserved, meaning it is always removed Metadata that cannot be cleaned empty Metadata is not found in this file format Hidden data doc docx rtf xml 2007 xls xlsx ppt pptx pdf Attachments Bookmarks Built-in properties Comments Content controls Custom properties Custom XML Document properties Document statistics Document variables Embedded objects Endnotes External links Fast saves 148

149 Metadata Cleaning Hidden data doc docx rtf xml 2007 xls xlsx ppt pptx pdf Fields Footers Footnotes Formulas Headers Hidden columns Hidden rows Hidden slides Hidden text Hidden worksheets Highlighted text Hyperlinks Ink annotations Macros Markup Presentation tags Previous authors Redacted text docm xlsm pptm Routing slip Slide tags Small text Smart tags Speaker notes 149

150 Metadata Cleaning Hidden data doc docx rtf xml 2007 xls xlsx ppt pptx pdf Attached templates Track changes Track change authors Track change timestamps Unused masters Versions Watermarks White text Worksheet properties XML comments Metadata Cleaning by Workshare Protect Client The following table indicates what types of metadata the Workshare Protect Client cleans from different file formats. The following symbols are used: Metadata that can be cleaned Metadata that cannot be cleaned Metadata is not found in this file format Hidden data doc docx rtf xml 2007 xls xlsx ppt pptx pdf Attachments Bookmarks Built-in properties 150

151 Metadata Cleaning Hidden data doc docx rtf xml 2007 xls xlsx ppt pptx pdf Comments Content controls Custom properties Custom XML Document properties Document statistics Document variables Embedded objects Endnotes Fast saves Fields Footers Footnotes Formulas Headers Hidden columns Hidden rows Hidden slides Hidden text Hidden worksheets Highlighted text Hyperlinks Ink annotations 151

152 Metadata Cleaning Hidden data doc docx rtf xml 2007 xls xlsx ppt pptx pdf Macros docm xlsm pptm Markup Presentation tags Previous authors Redacted text Routing slip Slide tags Small text Smart tags Speaker notes Attached templates Track changes Unused masters Versions Watermarks White text Worksheet properties XML comments 152

153 System Status Appendix C. System Status This appendix provides information on monitoring the system status of Workshare Protect Server. This functionality is available for Administrator Role users only. 153

154 System Status Monitoring Status The performance and current health of Workshare Protect Server is shown in the Status tab of the Workshare Protect Server web console. For example, the Status tab shows whether Workshare Protect Server services are up and running, whether the database is connected, whether the Workshare Protect Server license is expired and details of any s queued on Workshare Protect Server. To monitor system status: 1. Log into the Workshare Protect Server web console (as an Administrator Role user). 2. Select Status. 154