Windows user guide for version 3.3

Transcription

1 1 Windows user guide for version 3.3

2 2 Contents 1. Installation How to install BABEL on your Windows desktop Getting started First run Password setup Key import Registering to a server Automatic key transfer Using BABEL Conversations screen Contacts screen Message drafts Flags Settings Notifications Locking BABEL Keyboard shortcuts Messages Conversation detail windows Sending a new message Forwarding a message Attachments Settings General settings Messages settings Security settings Blocked contacts About Backing up or moving BABEL BABEL backup Restoring BABEL from backup...22

3 Moving BABEL Uninstalling BABEL...24

4 4 1. Installation BABEL Business Edition is enterprise software for encrypted communication. This user guide contains information on how to install, set-up and use BABEL Business Edition How to install BABEL on your Windows desktop To begin installation, launch your BABEL.msi installer package. A simple installation wizard will guide you through the process. Read the BABEL Business Edition Licence Agreement. Accept it by clicking the corresponding checkbox. Click the Install button. Wait for the installation to run its course. Click the Finish button. You have now successfully installed the BABEL Desktop Client. A shortcut icon has been created on your desktop and in your start menu.

5 Getting started 5 2. Getting started 2.1. First run When you fi rst run BABEL, the registration wizard is displayed Password setup The fi rst thing you need to do is set up the PASSWORD for accessing BABEL. You can change your PASSWORD later (see 5.1 Changing the PASSWORD). Fill in the two fi elds with your password and click Continue Key import If you do not have other devices registered to a server you want to connect to, simply click the Continue button and proceed with a new key. In order to have multiple devices registered to the same BABEL server, you need to import your key to the BABEL application. There are two ways to do that. The fi rst one is to use the automatic key transfer feature. You will be presented with an option to do that after the third step of the registration process. For more about automatic key transfer process please see chapter 2.5. The second way is to export a key from your ios or Android mobile device. The key is in a password protected fi le, generated when exporting the key on your mobile device. The password to open this fi le is shown on its screen after exporting. Copy this fi le to your Windows desktop and write down your password.

6 6 To import your key to your desktop client, follow these steps: Check the import checkbox Enter the path to the key file or indicate its location using the Browse button Fill in the password you were given when exporting the key Confirm by clicking Continue You can now connect the desktop client to your existing contact with other devices on a server. Password settings Key import 2.4. Registering to a server To start using the BABEL desktop client, you have to sign in to your company server. You can only be signed in to one server at a time. You will receive a PDF registration document containing your OTP credentials from your BABEL BE administrator. On the screenshot below, you can see what information is included in the PDF document. To sign in with your OTP to your company server, fi ll in these fi elds (you will fi nd all of these in your PDF document): Server domain the address of the server you are connecting to Port the port number on which the server is running its message protocol OTP password your one time password for registering a device Confi rm the registration by clicking on the Register button.

7 Getting started 7 If you already have one or more devices connected to the server and you want to add a new device to your contact, you will be presented with the automatic key transfer option. You can perform a key transfer manually beforehand. For more on how to perform a key transfer manually, please see chapter 2.3 Key import. Server data PDF registration document example The description of the automatic key transfer process follows Automatic key transfer If you have already registered other devices, you are presented with two options after the last step of the registration process either you can overwrite your current key, which means disconnecting and invalidating all of your current devices (if you want to use them again, you will have to completely reinstall BABEL BE) or pairing the new device with your currently registered ones. To start the pairing process, click on the Next button. A window with the passkey is displayed. The Key transfer confi rmation screen is shown at the same time on your currently registered devices and in the lower part of the dialog you are informed about what devices are ready. If BABEL cannot fi nd any devices or your other devices do not show the confi rmation screen, make sure your other registered devices are online and BABEL is running in the foreground and then click the Retry button.

8 8 Initiating the transfer process Passkey to enter Confirming the key transfer When you have initiated the key transfer from your new device and your already connected windows device received a key transfer request, it will display the key transfer confi rm screen. You need to transcribe the numbers from the new device into the cells on the already registered device. Confi rm your input by pressing the OK button. If there are no errors, the key transfer is completed; your new device will be registered and signed in to the server under your contact. Key transfer confirm screen Entered passkey

9 Using BABEL 9 3. Using BABEL BABEL must be running in order to send and receive encrypted messages. BABEL is able to send messages asynchronously, regardless of the connection status of the recipient. If the recipient is offline, messages are stored on the BABEL server and delivered when they come online. You must unlock BABEL with your PASSWORD to be able send messages or to decrypt and read received messages. BABEL will prompt you to enter your PASSWORD when it launches. Located at the top of the BABEL window is your picture and your contact information the name of your contact and the name of the server you are connected to. The coloured dot in the lower right corner of your picture is the status indicator. Green means that BABEL is online, yellow means that BABEL is connecting to the server at the moment and red means you re offline. Tabs located below your contact information allow you to switch between Conversations, Contacts, Drafts screens and Flags. On the bottom of the window there is an action bar. The rightmost button (with the bubble icon) is the New conversation button. When it is clicked, a new conversation window appears. The Lock button is an easy way to lock the BABEL app with your PASSWORD. The leftmost icon (the cogwheel) is the Settings button which, when clicked, displays the Settings window Conversations screen Here you can see the list of conversations you have already started (empty on the fi rst run). Each entry includes the name and photo (if available) of the recipient(s), the date and time of the last message, the conversation subject and a preview of the beginning of the latest message.

10 Contacts screen The main part of the Contacts screen is the Contact list. It shows all of the contacts from your address book on the BABEL server you are connected to. The contacts are sorted alphabetically. You can quickly search in you contact list by typing into the search bar located above the contacts. A message window with a new conversation with the selected contact is opened by double-clicking on the contact. Contacts screen Conversations screen Adding contacts to your address book If you can t fi nd people you want to communicate in your local contact list, you can try searching for them on the server. You can add new people to your address book by clicking on the Add contact button. On the top of the add contact screen is a search box. By typing in a name and confi rming it by clicking on the search button (magnifying glass icon) or just pressing the Enter key you can search for new contacts. Depending on the server settings either the whole display name of the contact you are looking for or just its part need to be entered. You can add any contact from the displayed list to your address book by clicking the corresponding plus button.

11 Using BABEL 11 Add contacts button Adding new contacts 3.3. Message drafts If you compose a message and don t send it right away, it is saved in form of a draft. Drafts are displayed in the last tab of the main window in the same way as conversations. You can have multiple drafts for one conversation. If you click on a draft belonging to a conversation, BABEL switches to the corresponding conversation s detail window. Contents of the draft are then displayed into their respective fi elds. You can then edit the draft and send it or save it again for later use Flags Flags are informative messages containing information about uncommon events that occurred in the BABEL application. You can access fl ags by clicking on the fl ag icon in the upper right corner of the main window. A list of fl ags will be shown. They can be read and deleted independently. If there are any fl ags present, a number will be displayed next to the fl ag icon informing you how many fl ags there are.

12 Settings The Settings screen is displayed after clicking on the leftmost icon (the cogwheel) in the main window bottom action bar. For more information about settings, please see chapter 5 Settings Notifications The application is capable of displaying notifi cations. When you receive a message, you will be informed of it by a notifi cation with the sender s basic information Locking BABEL The Lock button allows you to protect your messages by locking the application. When locked, BABEL requires the PASSWORD to unlock and to continue working with the application and its contents. You can set BABEL to auto-lock when the user is inactive for a specifi ed amount of time and also to lock when Windows is locked. Both these settings can be found in the Settings window on the Security tab.

13 Using BABEL Keyboard shortcut s You can use keyboard shortcuts for the most frequently used actions in the application. You can use the following in the Conversation detail screen: Ctrl + F add attachment to message Ctrl + L lock the application Ctrl + S save draft Ctrl + D open auto-delete menu Ctrl + T add new recipient Note: You can use Ctrl + L to lock the application anywhere except the Settings window.

14 14 4. Messages By double clicking any of the conversations in the Conversations window, you open the simple conversation detail window. It is designed as a quick and comfortable way to reply to incoming messages. It does not allow setting any advanced parameters of the messages. To change the simple conversation detail window into the extended conversation detail window click on the pencil icon in the lower left corner of the window. In the extended conversation detail window you can add or remove recipients, change the conversation subject, add attachments or set an auto-delete timer for the message. Conversations window Simple conversation detail window Extended conversation detail window 4.1. Conversation detail windows The simple conversation detail window consists of several parts conversation detail, messages and the new messages fi eld. If there is more than one recipient in the conversation, a little black down arrow is displayed below the conversation detail. By clicking it you expand the conversation detail area to display the whole recipients list. In the upper right corner there is the delete conversation button (the trash bin icon), which deletes the entire conversation. You can also right-click on the conversation in the Conversations window and select Delete.

15 Messages 15 Note: When deleting a conversation all saved drafts for that conversation are deleted as well. In the simple conversation details window there is the area where you write your message and the buttons the pencil icon is for changing the window to the extended conversation detail and the triangular arrow is to the right to send the message (the Send button). The extended conversation detail window brings in additional options. You can edit the list of recipients add new ones or remove existing ones by clicking the X on their nameplates. The conversation subject can be changed in the next fi eld. Icons in the lower left corner are for adding attachments (paperclip icon) and for setting the auto-delete timer (clock icon). Auto-delete is a function that allows you to set a time period after which the message is deleted from the recipient s device. The timer begins to count down when the recipient reads the message Sending a new messag e BABEL enables you to send encrypted messages to any recipient in your contact list. To do so, follow the instructions below. Click the New message button on the main window action bar or double click a contact in the Contacts window to open a new conversation window. Fill in the recipients, the conversation subject (optional) and the text of the message. Click the Send button or use the keyboard shortcut Ctrl + Enter to send the message. Note: You cannot send an empty message but a message with an attachment without text can be sent Forwarding a message Forwarding messages in BABEL is really simple. Drag any message from a conversation detail window and drop it onto the same or any other conversation detail window. The content of the message, including all attachments, is automatically added to the new message and you can send it right away. Note: You have to drag messages by their bubble, not their text. Drag will not work if the message text is clicked.

16 Attachments Sending an attachment There are two ways to add an attachment to your message. The attachment button (paperclip icon) is below the area for writing a message. Clicking it opens a fi le browser for you to choose a fi le to attach. The chat window also supports Drag & Drop, therefore you can just drag a fi le into the chat window and BABEL will attach it to the message. Multiple fi les can be dropped at the same time. Drag & Drop for folders is not supported. A sent attachment will display the progress of uploading to the server. Attachments remain on the server only until the recipients download it to their device. Uploading can be paused or stopped with the corresponding buttons on the attachment in the sent message. The maximum attachment size and time it can stay on the server if not retrieved by the recipients is set by the server administrator Receiving attachments When you receive an attachment, you can download it to your desktop by clicking the download button shown in the attachment detail. Downloading can be paused or stopped by the corresponding buttons on the attachment. This stores the encrypted attachment in the application s storage folder. The download button is then replaced by the save button. When clicked on, the button opens an explorer window, in which you indicate where and under what name this attachment will be saved. The attachment is then decrypted and saved to the location of your choice. BABEL contains an internal file viewer for displaying certain types of attachments without them leaving the secure BABEL storage. In the current version, most image formats are supported as well as text documents (.txt files). To open an attachment in the internal viewer, click the paper clip icon. Note: Any files displayed in the BABEL attachment viewer remain protected, encrypted by your PASSWORD. Use the BABEL attachment viewer when it s possible and keep your data safe!

17 Settings Settings To access the Settings screen, click on the leftmost icon (the cogwheel) in the main window bottom action bar. This screen allows you to make changes to your settings and preferences. The Settings screen is divided into fi ve tabs; detailed information for each of them follows General settings Here you can select the display language of your BABEL desktop client. In the current version the supported languages are English and Czech. When you try to close (click the cross in the upper right corner) BABEL for the fi rst time, it will ask you what you want to do and allows you to set it as default behaviour. The second option allows you to change the set behaviour. The Device name specifi es the name of the desktop client. By default the name of your workstation is set, but you are free to change it. This name is used when you own multiple devices connected to the same BABEL contact. When sending messages from one of the devices, others will display the sent message as well and the name of the device from which the message was sent in message details.

18 Delete account Delete account is an option to delete all your conversations and your server registration and to return BABEL to its fi rst launch state. From there continue from 2.3 Key import. You need to enter your PASSWORD and press the Delete account button. An alert will ask you for confi rmation. Note: This process will delete all your messages, attachments, contacts, keys and your server registration. The only thing that remains is your PASSWORD Reset data from server This button forces complete synchronization with the server for all the contacts. Note: Please, use this button if BABEL behaves oddly before contacting the BABEL support. Chances are it will fix your issue Manual synchronization Th e Manual synchronization button allows you to manually trigger synchronization with the server. This serves to update contact information from the server. This is done automatically every time BABEL is launched Messages settings

19 Settings Message expiration The undelivered message expiration option specifi es the amount of time, during which BABEL will try to deliver your message. The timer starts counting the moment you send the message Send message shortcut BABEL allows you to choose between two modes of sending messages. Send by Enter after pressing the Enter key the message will be send. Ctrl+Enter creates a new line in message text Send by Ctrl+Enter pressing the Enter inserts a new line into the message text, the message is sent using the Ctrl+Enter combination Note: Key combination Shift+Enter can be used to insert new line independently of this setting Notification settings By switching the button off you can completely disable the windows notifi cations. Windows notifi - cations are displayed in the upper right corner of your screen when a message is received Security settings

20 Changing the password In th e settings, you have an option to change the PASSWORD used to unlock BABEL upon application start or when you lock it manually. Simply fi ll in your current PASSWORD and then the new PASS- WORD twice below it for validation. To confi rm the change, press the Change button BABEL lock settings To increase safety of your data you can set BABEL to auto-lock. When locked, BABEL continues to receive messages and show incoming message notifi cations, but you need to unlock BABEL with your PASSWORD to access the conversations. The fi rst option allows you to enable a time-based auto-lock. BABEL will lock itself if the user is inactive for a specifi ed amount of time. The second option will ensure that BABEL locks itself when you lock your workstation (Winkey+L shortcut). Note: It s easy to forget to manually lock BABEL. We advise you to keep both auto-lock options active. Keep your data safe! 5.4. Blocked contacts Here you can see a list of all contacts you have blocked so far. You can unblock any contact by right-clicking on the contact and selecting Unblock. Once you unblock a contact, it will be once again displayed in your contact list and you will be able to send messages to and receive messages from that contact.

21 Settings About Here you can fi nd detailed information about the client you re currently running and its version. You can also fi nd basic information about the server you are connected to and a list of used libraries with their licences.

22 22 6. Backing up or moving BABEL 6.1. BABEL backup To back up the BABEL data you need to shut down the BABEL application. Then locate the BABEL storage folder. The location is %USERPROFILE%\AppData\Roaming\BabelBE\ where %USERPROFILE% is a system defi ned variable. It usually is C:\Users\[your username]\ To create a backup, create an archive of the BabelBE folder. Note: Your PASSWORD, registration to server, all conversations and messages in them will be backed up Restoring BABEL from backup Extract the backed up fi les into the BABEL storage location.

23 Backing up or moving BABEL Moving BABEL If you want to move your BABEL application to a new computer, fi rst make a backup of BABEL fi les on the old computer. Install BABEL on the new computer. Extract the backed up fi les from the old BABEL into the new BABEL storage folder. Note: You MUST NOT run the original and the new copy of BABEL at the same time.

24 24 7. Uninstalling BABEL Uninstalling BABEL will remove your current installation, but will keep your messages and registration intact. You can access these messages when you install BABEL again. If you want to remove your messages and registration information, see Resetting BABEL. Open Programs and Features by clicking the Start button, clicking Control Panel, clicking Programs, and then clicking Programs and Features. Select BABEL, and then click Uninstall. Click Next Click Remove