Cryptshare for Outlook Installation Guide

Transcription

1 Cryptshare for Outlook Installation Guide V1.6.2 Befine Solutions AG Werthmannstr Freiburg i. Br. Germany Web: Tel.: Fax:

2 1 Table of Contents 1 Table of Contents 2 2 Check installation pre-requisites Installing Cryptshare for Outlook Language Packages on the Cryptshare System Working with Cryptshare for Outlook on Windows Installing the Cryptshare for Outlook Plug-In Installation using the.exe File Installation using the.msi (Windows Installer) file Configuring the Plug-In for first-time use Configuring via the user interface (single user installation) Configuring using configuration files (roll-out) Overview of the Cryptshare configuration files Updating from previous versions (before V1.4.0) Using the Admin Configuration File "CS4OutlookAdminConfig.xml" Structure Rolling out the plug-in without using an Admin Configuration File Attribute userenabled Settings in the User Configuration File CS4OutlookUserConfig.xml Managing the User Configuration Complete overview of the parameters in the configuration files Admin Config File CS4OutlookAdminConfig.xml User Configuration File CS4OutlookUserConfig.xml User Preferences File CS4OutlookUserPref.xml Using a self-signed SSL certificate on your Cryptshare Server 26 6 Troubleshooting Contacting Support Error Log CS4OutlookError.txt Trace Log CS4OutlookTrace.txt Paths and filenames Common issues The messages sent from Cryptshare for Outlook are empty or do not contain a notification text block....31

3 6.2.2 The download link is invalid, mostly when sending without setting a password. 31 3/32

4 2 Check installation pre-requisites 1. Please ensure you are using a Cryptshare System of the version or later. Version details can be found in the footer of the Cryptshare user web interface of your Cryptshare System. Please note that the scope of functionality and the way to configure certain parameters are depending on the version of the Cryptshare Server the Plug-In communicates with. From Cryptshare Version on, some parameters are no longer controlled using the XML configuration files but are depending on the Cryptshare Server Policy. 2. Please ensure you are using an MS Outlook 2003, 2007, 2010 or 2013 client. The 32bit and 64bit versions are supported. Please ensure that you are running the installer which is correct for your Outlook system. 3. Please ensure you have sufficient rights to install new software on your system. 4. Please ensure you have installed the Cryptshare for Outlook language packages on your system. Installation instructions can be found in chapter 2.1 Installing Cryptshare for Outlook Language Packages on the Cryptshare System. 5. Please ensure the license key on your Cryptshare system is set to allow Cryptshare for Outlook communication. You can check your license key in the Cryptshare Web Administration Interface on the tab "License". To open the Web Administration Interface of your Cryptshare System, use the URL of your Cryptshare System followed by the specification for port 8080, e.g. Log on as Administrator. 6. If you are using Cryptshare for Outlook 2003, please take note of the following limitations: a. Office 2003 PIAs The add-in needs the Office 2003 Primary Interop Assemblies (PIAs) to be installed in the Global Assembly Cache of the client. These modules were not default installation features when Office 2003 was released in Please check your Microsoft Office 2003 installation by clicking on "Change" in the Windows Control Panel (Add/Remove programs or "Software", or open "appwiz.cpl" from a administrative command prompt). Check the "Choose advanced customization of applications" option and click "Next". Select the feature "Microsoft Outlook -.NET programmability support", if it is not installed, and update your installation. We assume that Service Pack 3 for Office 2003 is installed. b..net framework 3.5 SP1 The.net framework must be updated to runtime version 3.5 with SP1. We recommend that you install the latest service packs and updates. NOTE: The setup neither checks for the PIAs or the framework version. Often, an error 1001 is raised just before finishing the setup if the requirements are not met. c. Outlook: Disabled Word as editor By default Word is used as editor in Outlook While in newer versions of 4/32

5 Outlook the integration with Word is seamless, in Outlook 2003 it often poses problems. Currently an exception is raised in Cryptshare for Outlook 2003, if Word is used as -Editor. Please disable this setting: in Outlook, select "Tools, Options, Mail format" und uncheck the option "Use Microsoft Word as editor". 2.1 Installing Cryptshare for Outlook Language Packages on the Cryptshare System. Cryptshare for Outlook uses language packs stored on the Cryptshare Server to generate notifications and text blocks. These language packs are not available by default, but need to be uploaded to the Cryptshare Server before using Cryptshare for Outlook. They are independent from the Cryptshare Server language packs for the web frontend. Even if you have installed a language pack for a certain language for the Cryptshare web frontend, you will still need to install a language pack for Cryptshare for Outlook for the same language to offer this language in Cryptshare for Outlook. Please note: If there are no Cryptshare for Outlook language packs installed on your Cryptshare Server, the Outlook Plug-Ins will log errors in CS4OutlookError.txt but not show them in the user interface. Also, the messages sent by Cryptshare for Outlook will lack the informational text blocks. Installing the language packs will resolve this issue. To install the language packs, please proceed as follows: 1. Download the Cryptshare for Outlook language packs from the client area of our website or ask your reseller. 2. Open the Web Administration Interface of your Cryptshare System. By default you can access the Admin Interface using the URL of your Cryptshare System followed by the specification for port 8080, e.g. Log on as Administrator. 3. In the Web Admin Interface, open the tab "Languages". 4. Import the "Cryptshare for Outlook Language Pack" file(s) you want to use by selecting each file individually and clicking on "Accept". 2.2 Working with Cryptshare for Outlook on Windows 8 To work with Cryptshare for Outlook on Windows 8 the.net Framework Support 3.5 needs to be activated. To enable this feature, please follow the instructions below: a. Navigate to the Windows 8 Control Panel b. Click Programs and Features c. Click Turn Windows features on or off d. Activate.NET Framework 3.5 (includes.net 2.0 and 3.0) e. Confirm After activating the feature you can install the Cryptshare for Outlook Plug-In as described in section 3 Installing the Cryptshare for Outlook Plug-In. Please note: If there is no.net Framework 5/32

6 Support activated the installation process will be cancelled with the following error message: Error 1001 InstallUtilLib.dll: Unknown error 6/32

7 3 Installing the Cryptshare for Outlook Plug-In Cryptshare for Outlook is available as.exe and.msi installer. The installation using the.exe file is recommended for installations performed on the local machine by the individual user. For roll-outs through the administrator we recommend the use of the.msi file. 3.1 Installation using the.exe File 1. Please close all MS Outlook windows before installing the plug-in. 2. Save the file "Cryptshare for Outlook.exe" (file name may differ) on your hard disk. 3. Important! Right-Click on the file "Cryptshare for Outlook.exe" and choose "Run as Administrator" 4. If you get a security warning, click on "Run" 5. In the following screen, click on "Next" 6. Accept the license terms and click Next. 7/32

8 7. Confirm the directory suggested by the install routing or select another directory to install to. 8. Click "Next" to confirm the installation 9. Cryptshare for Outlook will now be installed. When finished, click "Close" to complete the installation. Cryptshare for Outlook is now installed on your PC. During the process, the subdirectory "\befine Solutions AG\Cryptshare for Outlook" has been created in your program files directory. You can now start your MS Outlook client again. 8/32

9 3.2 Installation using the.msi (Windows Installer) file. For larger roll-outs, we provide an.msi (Windows Installer) file in addition to the.exe file. Details about the msiexec command can be found in your MS Windows manuals. Please refer to the documentation of your software distribution tool for details about how to roll-out MSI files in your infrastructure. In addition to rolling out the Cryptshare for Outlook Plug-in in your infrastructure, we recommend you create an Admin Config File for Cryptshare for Outlook and roll it out to all computers together with the software so that you can pre-set all important settings for your users. Please find details in the following chapter 9/32

10 4 Configuring the Plug-In for first-time use. Before you can use the plug-in, you have to apply settings and provide some information. There are different ways to do this. You can install the Cryptshare for Outlook plug-in first and then configure the plug-in via the user interface. This is the best approach for single user installations or for users with a deeper understanding of the product. If you want to roll-out Cryptshare across your entire company, you can install the plug-in preconfigured. This approach enables the administrator to also disable user access to some settings to avoid users from changing the configuration. Please find details in chapter 4.2 Configuring using configuration files (roll-out). Please note: If the Cryptshare for Outlook plug-in is working with a Cryptshare prior to version server in the background, the settings can only be made as static settings via the configuration files. When the plug-in is working with a Cryptshare Server or higher in the background, some settings are controlled dynamically by the Cryptshare Policy depending of the sender and recipient combination of each individual transfer. This is described accordingly below. 4.1 Configuring via the user interface (single user installation) This method is recommended especially for stand-alone installations, test installations or installations for users with a deeper understanding of the solution. Please refer to the Cryptshare for Outlook user guide to configure the plug-in via the user frontend. 4.2 Configuring using configuration files (roll-out) Overview of the Cryptshare configuration files Cryptshare for Outlook has three configuration files, which are described in the following overview. Please note that the "\AppData" or "\Application Data" which is in the user profile of MS Windows may be defined as a hidden directory and you first need to adjust the settings of Windows Explorer to make the directory visible. Filename Path Description CS4OutlookAdminSettings.xml, in the following Admin Config File Subdirectory befine Solutions AG\Cryptshare for Outlook in the program directory 10/32 In this file, the administrator can define standards for the behavior and appearance of the application. These settings can be rolled out to all client computers. At the start of the plug-in, they are taken over into the User Configuration File of the current user. It is also possible to lock individual

11 CS4OutlookUserConfig.xml, in the following User Configuration File CS4OutlookUserPref.xml, in the following User Preferences File. Windows Vista and newer: subdirectory \AppData\Roaming\befine Solutions AG\Cryptshare for Outlook in the user profile. Windows XP: subdirectory \Anwendungsdaten\befine Solutions AG\Cryptshare for Outlook in the user profile. Subdirectory \AppData\Roaming\befine Solutions AG\Cryptshare for Outlook in the user profile. settings for the user which will make the options invisible to the user, or gray them out. Furthermore, you can always change the administrative settings and deciding whether you want to overwrite any changes that the user may have made to the configuration. For an overview of the possibilities in using this file for central management of settings, see chapter 4.3 Using the Admin Configuration File "CS4OutlookAdminConfig.xml" For a complete description of all options, see chapter Admin Config File CS4OutlookAdminConfig.xml As you can grant users the right to modify certain settings by themself, user-specific configuration settings are stored in this file. The file is created when the plug-ins starts for the first time. It takes the settings from the Admin Configuration File CS4OutlookAdminSettings.xml, or - if that file does not exist will be set up with default values pre-defined by the manufacturer. If the user has rights to change settings, these changed settings are saved in this file during the runtime of the plug-in. A complete description of all the settings in this file, see chapter User Configuration File CS4OutlookUserConfig.xml This file stores user-specific data which are not affected by the administrative pre-sets (such as name and phone 11/32

12 Windows XP: Subdirectory \Anwendungsdaten\befine Solutions AG\Cryptshare for Outlook in the user profile. number of the user) as well as last used preferences for future use (for example the last used language for notification of the recipient). For a complete overview of all the settings in this file, see chapter User Preferences File CS4OutlookUserPref.xml Updating from previous versions (before V1.4.0) In previous versions, all settings are stored in only one file called "CS4OutlookSettings.xml" that was stored in the user profile. The settings of this file will be automatically migrated into the new "CS4OutlookUserPref.xml" when upgrading to Cryptshare for Outlook V1.4.0 or higher. The old settings file is renamed into CS4OutlookSettings.xml.old during the process. This old file is no longer needed and can be deleted if necessary. A manual transfer of settings is not required. 4.3 Using the Admin Configuration File "CS4OutlookAdminConfig.xml" To roll out or update application settings for Cryptshare for Outlook to the client computers of the users, this file can be created manually and distributed by a script or a software distribution. It is no longer necessary to work with the files in the application folder in the user profiles because new or changed administrative settings are either taken from the Admin Config File into the User Config File or applied directly from the Admin Config File when starting the plug-in Structure To facilitate the handling of the admin configuration file a sample file is located in the program directory of the Cryptshare for Outlook plug-in named "Sample-CS4OutlookAdminConfig.xml". This sample file can be used to derive an Admin Configuration File for your business. IMPORTANT: Ensure you change the file name in CS4OutlookAdminConfig.xml, or create a copy of it with this name! The default settings in this file are not configuration recommendations, but are rather intended to illustrate the use and syntax of the admin configuration file. Ensure you have checked and adjusted all the settings before rolling out an Admin Configuration File derived from the Sample Admin Configuration File. The Admin Configuration File consists of two sections that control different areas of application: configuration. Here, those application settings are controlled which influence the operation and behavior of the application. These include for example, the URL, the proxy configuration, settings like "use password" or "save attachments" together with the associated thresholds. 12/32

13 The values in this section are transmitted into the user configuration file at the start of the plug-in. To control this process in time the node "configuration" contains the attribute "validfrom". The settings will only be applied to the User Configuration File after the point in time specified. uiconfiguration. In this section those settings are made which have influence on the appearance of the application, e.g. show or hide the Cryptshare-Ribbons or define the label text of the Cryptshare buttons. All values in this section are read from the Admin Configuration File each time the plug-in starts and are therefore not transferred to the User Configuration File. Key: 1. Node configuration 2. Node uiconfiguration 3. Attribute validfrom Rolling out the plug-in without using an Admin Configuration File The CS4OutlookAdminConfig.xml file can be distributed together with the plug-in to roll out administrative requirements to all workplaces. However, this is optional. If no prepared Admin Configuration File is distributed, manufacturer-defined defaults are written into the user 13/32

14 configuration file during Outlook startup. This applies only for settings that cannot be influenced by the user himself on the application user interface. For a full list of parameters that can be set by the user, see chapter 4.4 Complete overview of the parameters in the configuration files The same applies to running a standalone installation using the.exe file. This means the user must first configure all visible parameters in the "Cryptshare settings" dialogue manually in order to use Cryptshare (e.g. Cryptshare Sever URL) Attribute userenabled Using the attribute "userenabled", the administrator can allow or deny a user-side to change certain settings. If a change is prevented, the appropriate setting is disabled in the user interface either being grayed our or invisible, dependent on the individual parameter. In the overview of the configuration settings in chapter 4.4, you can see which settings can be influenced by the attribute "userenabled" and how it affects the user interface. When updating the Admin Configuration File CS4OutlookAdminConfig.xml only those values which have an attribute userenabled=false are overwritten in the User Configuration File during the startup of the plug-in.. Values that have the attribute userenabled = true, remain unchanged. A change of the attribute userenabled from true to false or from false to true is always transmitted to the User Configuration File. Also, if you change the attribute from true to false during an update, the corresponding value will be overwritten at the same time Settings in the User Configuration File CS4OutlookUserConfig.xml The configuration settings made by the administrator in the Admin Config File are compared and eventually applied to the User Config File CS4OutlookUserConfig.xml (which is stored in the user's Cryptshare application folder in the user profile) during the startup of the plug-in. This transfer is necessary because there are settings that the user can change if they are not blocked by the administrator. These settings have to be stored per user. This file contains only the settings that are included in the "configuration" branch of the admin configuration file. The settings for the appearance of the user interface (branch "uiconfiguration") are always administratively set and cannot be changed by the user. 14/32

15 If the User Configuration File "CS4OutlookUserConfig.xml" does not exist during the start-up of the plug-in, it is created and the current settings from the admin configuration file "CS4OutlookAdminConfig.xml" are applied. The date stamp will also be transferred. If the user configuration file "CS4OutlookUserConfig.xml" already exists during the start-up of the plug-in, the dates of the Admin Configuration File and the User Configuration File are compared. If the date in the admin configuration file is newer, all settings in the User Configuration File are overwritten that have the attribute userenabled=false according to the Admin Config File to be be applied Managing the User Configuration The User Configuration File will be created or updated during the start-up of the plug-in following the rules described below Creating the User Configuration File Case Behaviour Admin Config File does not exist. User Config File is created. Values in the User Config User Config File does not exist. File that cannot be influenced in the user interface will be populated with default values set by the manufacturer. All values that are editable in the user interface are left blank so the user can set these values himself (e.g. "URL"). The validfrom-date in the User Config File ist set to T00:00:00. 15/32

16 Case Admin Config File exists. User Config File does not exist. Behaviour User Config File is created with the values defined in the Admin Config File Changing the Admin Config File Case validfrom-date in the Admin Config File is identical with validfrom-date in the User config File validfrom-date of the Admin Cnofig File is newer than the validfrom-date in the User Config File Behaviour User Config File is not update. To apply changed values in the Admin Config File to the User Config File, it is necessary to set a newer validfrom-date. If you need to run multiple updates on the same day, a time stamp can be used in the validfrom-attribute as an option. If no time is set, the time 00:00:00 is used internally. All values in the User Config File will be updated with values from the Admin Config File except where the attribute userenabled is true in the Admin Config File. settings nodes. Admin Config File does not contain a validfrom date or validfrom date is invalid. are applied. The date will be set to As a result, no update takes place. 4.4 Complete overview of the parameters in the configuration files Admin Config File CS4OutlookAdminConfig.xml Section configuration The settings in this section control the operation and behavior of the application. The values in this section may be transmitted into the user configuration file at the start of the plug-in. Therefore the file "CS4OutlookUserConfig.xml" contains identical settings. (see Section "User configuration file CS4OutlookUserConfig.xml". Value validfrom Potential issues in the Admin Config File Case Behaviour Admin Config File exists, but is faulty (structure not okay, e.g. missing XML- An error is displayed when starting the plug-in. Changed values are not transferred. Tags) Admin Config File contains a settings node with incorrect id attribute Nodes with incorrect id attributes are ignored. Only settings with correct attributes are applied. Admin Config File does not contain all Non-existing settings are ignored. All existing settings userenabled Description Date in ISO format, e.g Optionally a time can be added to the date, e.g T14:15 16/32

17 url verification_mode Specifies the date after which the settings of the Admin Config File should be transferred to the User Config File. If the tha date of the Admin Config File is younger than the date of the User Config File, the settings are transferred. In this case, the date will also be taken over into the User Config File. URL of the Cryptshare Server to be used (may start with or If the attributte userenabled is set to true the user can edit the Cryptshare Server URL. If false, the control element is grayed out. Possible values are manual, adaptive or auto. Manual: The verification has to be done manually. Users have to open the Cryptshare Settings dialogue and click on Request Verification Code. Cryptshare will send a verification code by which has to be copied & pasted into the corresponding field in the Cryptshare Settings. Adaptive: The verification is done automatically. If the automatic verification fails, the verification code can be entered manually. The automatic verification takes place when the Cryptshare for Outlook plug-in is used for the first time. If a "New mail" is opened and the button "Send with Cryptshare" is clicked, a verification is requested automatically, and the inbox and junk mail folder are monitored for an incoming code. During this process, the user will see a message that Cryptshare is being prepared for use. As soon as the code is received, it is processed automatically and the control elements in the Cryptshare sidebar will become available. If the automatic processing fails or if the e- mail does not arrive within the period defined by the parameter verificationtimespan, the user is prompted to look for the incoming verification and copy & paste code manually into a field offered in the Cryptshare sidebar. This mode is recommended and the default mode of Cryptshare for Outlook. Auto: The verification is performed automatically only as described in Section "Adaptive". However if automatic verification fails, the user is asked to contact 17/32

18 verification_timespan the administrator. There is also the possibility to set the verification code via the Cryptshare Settings dialogue. This value defines how long (in seconds) Cryptshare for Outlook will wait for an incoming verification code before the verification attempt will be regarded as failure. Per default (i.e. if no value is present or the value is 0) the plug-in will wait for 15 seconds. You can define a different value (higher or lower) in seconds that reflects the delivery time in your IT infrastructure. attmtmode_keepcopy x true oder false. Here you can define whether the plugin by default saves copies of sent s including the files in the "Sent Items" folder (true) or, removes the files from the sent s and replaces them by filenames (false). attmtmode_limitforprompt attmtmode_limitforremove If the attribute userenabled is true, the user can change this setting. If userenabled is false, the control element is hidden. <size in MB> If the total message size exceeds this threshold but is still under the value defined in parameter attmtmode_limitforremove a warning will be displayed. The user can decide if he wants to save his message including the attachments or with file names instead of attachments only. <size in MB> If the total message size exceeds this threshold, the message will be saved in the sent items folder only with a list of file names instead of attachments. This only applies if the system is set to keep messages in the sent items folder at all. proxy_url x The URL of the proxy server that the plug-in should use to connect to the Cryptshare Server, e.g. intranet.proxy If userenabled is true the user can edit the proxy server URL. If unserenabled is false, the control element is grayed out. proxy_port x The port of the proxy server that the plug-in should use to connect to the Cryptshare Server, e.g If userenabled is true the user can edit the port number. If unserenabled is false, the control element is grayed out. proxy_checked x true or false. Defines whether (true) or not (false) a proxy server should be used by the plug-in to connect to the Cryptshare Server. 18/32

19 If userenabled is true, the user can change this setting. If set to false, the control element is grayed out. transfer_usepassword x In combination with a Cryptshare Server prior to version : true or false. Specifies if a password has to be set by the sender to protect the transfer (true) or not (false). If userenabled is true, users can decide if they want to use a password. If false, the setting is mandatory and the control element is grayed out. In combination with a Cryptshare Server V or higher: This parameter is irrelevant when working with a Cryptshare Server V or higher in the background. The password options available to the user as well as the qualitative requirements for the passwords are controlled by the Cryptshare Server Policy and are dynamically checked and applied for each transfer individually, based on the sender/recipient combination. transfer_mailwithattachments x true or false. Defines if the complete message including the attachments is converted to a.eml file and sent via Cryptshare (true) or if only the file attachments are detached and sent via Cryptshare (false). notification_position If userenabled is true, the user can change this setting. If false the control element is grayed out. top or bottom. Defines whether the text block inserted into the message by Cryptshare for Outlook in case of sending attachments only is inserted on top or below the message composed by the sender. The default setting is top. Please note: In Cryptshare for Outlook versions prior to this version the texts have always been appended at the very end of the message, even in case of forwarded or replied-to messages. If you want to keep this setting, set the option to "bottom" Section uiconfiguration In this section, optional settings for the appearance of the application user interface can made. If you do not want to change the appearance of the application, you can omit this section of your admin config file completely. It is also possible to omit some values if you do not want to change, in which case the default labels and texts of the plug-in are used. 19/32

20 All values in this section are read from the Admin Config File each time the plug-in starts and are therefore not transmitted into the User Configuration File. Please use the following special XML syntax as illustrated below![cdata [display text]] for text labels! This is necessary to be able to use XML-relevant characters in the label text. Example: <setting id="inspector_btnsend_caption_activate"> <![CDATA [Encrypt attachments]]> </ setting> Value explorer_cmdbar_visible explorer_ribbon_group_visible inspector_btnsend_caption_activate inspector_btnsend_caption_deactivate inspector_btnsend_tooltip_activate inspector_btnsend_tooltip_deactivate Description true or false. This setting only affects Outlook 2003 or 2007 clients. If false the command bar Cryptshare Settings is hidden in the main screen. true or false. This setting only affects Outlook 2010 and 2013 clients. If false the Cryptshare ribbon group will be hidden from the Start -tab of the Explorer ribbon. Label of the Cryptshare button when the is not in Cryptshare mode, i.e. if the Cryptshare Button has not been activated. The label placed here will replace the standard label Send with Cryptshare. Label of the Cryptshare button when the message is in Cryptshare mode, i.e. if the Cryptshare button has been activated. The label placed here will replace the standard label Deactivate Cryptshare Transfer. Text for the Tooltip of the button Send with Cryptshare when the is not in Cryptshare mode, i.e. if the button has not been activated. Text for the Tooltip of the button Deactivate Cryptshare Transfer when the message is in Cryptshare mode, i.e. if the button has been activated User Configuration File CS4OutlookUserConfig.xml The settings in this section control the operation and behavior of the application. All values in this section are compared to the "configuration" section of the Admin Config File at the start of the plugin and possibly transferred to the User Config File (see chapter Section configuration ). Settings that have the attribute userenabled = true can be changed by the user via the user interface. Only settings with unserenabled = false in the Admin Config File will be written into the User Config File. Value userenabled Description 20/32

21 validfrom url verification_mode Date in ISO format, e.g Optionally a time can be added to the date, e.g T14:15 Shows the validfrom-date of the last Admin Config File that has updated the settings in the User Config File. URL of the Cryptshare Server to be used (may start with or If the attributte userenabled is set to true the user can edit the Cryptshare Server URL. If false, the control element is grayed out. Possible values are manual, adaptive or auto. Manual: The verification has to be done manually. Users have to open the Cryptshare Settings dialogue and click on Request Verification Code. Cryptshare will send a verification code by which has to be copied & pasted into the corresponding field in the Cryptshare Settings. Adaptive: The verification is done automatically. If the automatic verification fails, the verification code can be entered manually. The automatic verification takes place when the Cryptshare for Outlook plug-in is used for the first time. If a "New mail" is opened and the button "Send with Cryptshare" is clicked, a verification is requested automatically, and the inbox and junk mail folder are monitored for an incoming code. During this process, the user will see a message that Cryptshare is being prepared for use. As soon as the code is received, it is processed automatically and the control elements in the Cryptshare sidebar will become available. If the automatic processing fails or if the e- mail does not arrive within the period defined by the parameter verificationtimespan, the user is prompted to look for the incoming verification and copy & paste code manually into a field offered in the Cryptshare sidebar. This mode is recommended and the default mode of Cryptshare for Outlook. Auto: The verification is performed automatically only as described in Section "Adaptive". However if automatic verification fails, the user is asked to contact the administrator. There is also the possibility to set 21/32

22 the verification code via the Cryptshare Settings dialogue. verification_timespan This value defines how long (in seconds) Cryptshare for Outlook will wait for an incoming verification code before the verification attempt will be regarded as failure. Per default (i.e. if no value is present or the value is 0) the plug-in will wait for 15 seconds. You can define a different value (higher or lower) in seconds that reflects the delivery time in your IT infrastructure. attmtmode_keepcopy x true oder false. Here you can define whether the plugin by default saves copies of sent s including the files in the "Sent Items" folder (true) or, removes the files from the sent s and replaces them by filenames (false). attmtmode_limitforprompt attmtmode_limitforremove If the attribute userenabled is true, the user can change this setting. If userenabled is false, the control element is hidden. <size in MB> If the total message size exceeds this threshold but is still under the value defined in parameter attmtmode_limitforremove a warning will be displayed. The user can decide if he wants to save his message including the attachments or with file names instead of attachments only. <size in MB> If the total message size exceeds this threshold, the message will be saved in the sent items folder only with a list of file names instead of attachments. This only applies if the system is set to keep messages in the sent items folder at all. proxy_url x The URL of the proxy server that the plug-in should use to connect to the Cryptshare Server, e.g. intranet.proxy If userenabled is true the user can edit the proxy server URL. If unserenabled is false, the control element is grayed out. proxy_port x The port of the proxy server that the plug-in should use to connect to the Cryptshare Server, e.g If userenabled is true the user can edit the port number. If unserenabled is false, the control element is grayed out. proxy_checked x true or false. Defines whether (true) or not (false) a proxy server should be used by the plug-in to connect to the Cryptshare Server. If userenabled is true, the user can change this setting. If set to false, the control element is grayed out. 22/32

23 transfer_usepassword x In combination with a Cryptshare Server prior to V : true or false. Specifies if a password has to be set by the sender to protect the transfer (true) or not (false). If userenabled is true, users can decide if they want to use a password. If false, the setting is mandatory and the control element is grayed out. In combination with a Cryptshare Server V or higher: This parameter is irrelevant when working with a Cryptshare Server V or higher in the background. The password options available to the user as well as the qualitative requirements for the passwords are controlled by the Cryptshare Server Policy and are dynamically checked and applied for each transfer individually, based on the sender/recipient combination. transfer_mailwithattachments x true or false. Defines if the complete message including the attachments is converted to a.eml file and sent via Cryptshare (true) or if only the file attachments are detached and sent via Cryptshare (false). notification_position If userenabled is true, the user can change this setting. If false the control element is grayed out. top or bottom. Defines whether the text block inserted into the message by Cryptshare for Outlook in case of sending attachments only is inserted on top or below the message composed by the sender. The default setting is top. Please note: In Cryptshare for Outlook versions prior to this version the texts have always been appended at the very end of the message, even in case of forwarded or replied-to messages. If you want to keep this setting, set the option to "bottom" User Preferences File CS4OutlookUserPref.xml Value name phone transferexposefilename Description Name of the user Telephone number of the user In combination with a Cryptshare Server prior to V : 23/32

24 true or false. Specifies if the option Show filenames in notifications is activated (true) or deactivated (false) by default. In combination with a Cryptshare Server V or higher: transferinformaboutdownload hidemsgboxinfoattachfile This parameter is irrelevant when working with a Cryptshare Server V or higher in the background. This option is controlled by the Cryptshare Server Policy and is dynamically checked and applied for each transfer individually, based on the sender/recipient combination. true or false. Specifies if the option I want to be informed about downloads is activated (true) or deactivated (false) by default true or false. Specifies if an informational message about the availability of the Cryptshare for Outlook plug-in will be shown when clicking on the paperclip icon in Outlook (false) or if this message will be hidden (true). notificationlanguageid transferlanguageid verification ISO language code for the language the user last set for the option I want to be informed about downloads in this language:. For example: en for English. ISO language code for the option recipient language. Before the first transfer has been made by the user, there is no value set in this XML tag and Cryptshare for Outlook will suggest the language of the Outlook installation. Once the user has made a choice, this choice will be stored in this XML tag. Verification code. Please note: this field cannot be prepopulated as the verification code is user specific and can only be crated during runtime. The value shown here is for display purposes only. The verification code will be stored 24/32

25 transfermanagercloseoncompletion proxy_validation_checked proxy_username proxy_password in the file client.store in the same directory where you can find CS4OutlookSettings.XML. Please note that the verification in Cryptshare for Outlook is not related the verification in the Cryptshare web frontend in any way which will be stored as a cookie in the browser. true oder false. Defines if the option Close automatically when all transfers are complete is active (true) or inactive (false). true or false. Defines if the proxy login details will be used for communication with the Cryptshare Server (true) or not (false). Username for proxy server login. The username is stored encrypted in the file CS4OutlookKey.store in the Cryptshare for Outlook-Directory in the user profile. Password for proxy server login. The password is stored encrypted in the file CS4OutlookKey.store in the Cryptshare for Outlook directory in the user profile. 25/32

26 5 Using a self-signed SSL certificate on your Cryptshare Server You can use a self-signed SSL certificate on your Cryptshare server instead of a commercial SSLcertificate. This can be appropriate e.g. if you are running a trial installation of Cryptshare or have not implemented a commercial certificate yet. To allow Cryptshare for Outlook to connect to the Cryptshare Server successfully your self-signed certificate must be added manually to the certificate store and must be thereby declared as trustworthy. If you skip this step Cryptshare for Outlook will not be able to connect to the Cryptshare server. 1. Open Internet Explorer with the Run as administrator option and go to the base URL of your Cryptshare server. Use https as protocol. Make sure you explicitly choose the option Run as administrator when starting Internet Explorer! 2. You will get an error message stating that there is a problem with the certificate. 3. Choose Continue to this website 26/32

27 4. Click on the Certificate bar next to the URL bar Click on Install Certificate 27/32

28 5. Choose Place all certificates in the following store and select your self-signed certificate. 6. Now choose Trusted Root Certification Authorities. 7. Accept the addition of the new certificate when prompted. 28/32

29 6 Troubleshooting 6.1 Contacting Support If you experience any problems and need to get in touch with Cryptshare support, we need as much information as possible about the issue to help you in the most effective way. Please contact us using the address or The following information will be required: 1. The MS Outlook version you are using (2003, 2007 or 2010) 2. The bitness of the MS Outlook version you are using (32 or 64 bit) 3. The operating system your MS Outlook runs on 4. The version of the Cryptshare for Outlook Plug-In you are using. You can see the version in the "Cryptshare Settings" dialogue when you click on "Version info". 5. The files CS4OutlookError.txt and CS4OutlookTrace.txt if available (see below) Error Log CS4OutlookError.txt It is helpful for us if you can send the file CS4OutlookError.txt from the directory "<user>\appdata\roaming\befine Solutions AG\Cryptshare for Outlook". In this file all errors get recorded by the Plug-In Trace Log CS4OutlookTrace.txt In addition you can set Cryptshare for Outlook into a trace mode where all activity gets recorded. This is the most valuable source of information to us. To activate the trace mode, simply create an empty text file called CS4OutlookTrace.txt in the directory "<user>\appdata\roaming\befine Solutions AG\Cryptshare for Outlook" and restart MS Outlook. If the Cryptshare for Outlook plug-in detects the existence of this file, it will start logging trace information into this file. Entries older than 48 hours will automatically be deleted from the file to keep it small in size. To deactivate the trace mode again, simply delete the file. If you can reproduce your issue with Cryptshare for Outlook, please activate the trace mode, reproduce the problem and send us the file so we get a clear image about what has happened that caused the issue Paths and filenames Path and contents of the Cryptshare for Outlook folder in the user profile The path of the Cryptshare for Outlook folder in the user profile is: 29/32

30 Operating Reference Subdirectory System Directory Windows XP User Profile \Anwendungsdaten\befine Solutions AG\Cryptshare for Outlook Windows Vista Windows 7 User Profile \AppData\Roaming\befine Solutions AG\Cryptshare for Outlook Please note that the subdirectory may be set as hidden directory in MS Windows and needs to be made visible before you can open the path mentioned above. The directory contains the following files: Filename client.store CS4OutlookKey.store CS4OutlookUserConfig.xml CS4OutlookUserPref.xml CS4OutlookSettings.xml.old CS4OutlookError.txt CS4OutlookTrace.txt Description contains the user identification and verification data (created by CS4dotnet.dll) Key file for securely storing proxy login name and password. This file is created automatically by the plugin using Windows login information. User Configuration File User Preferences File (optional) old CS4Outlook settings after they have been migrated from an earlier version to Cryptshare or higher Log-file for error information (created automatically in case of an error) Program-Trace (needs to be created manually as an empty.txt file and will then be filled with trace information by the plug-in during runtime) Path and contents of the Cryptshare for Outlook folder in the Program Directory Operating Reference Subdirectory System Directory Windows XP Windows Vista Windows 7 Program Directory \befine Solutions AG\Cryptshare for Outlook Apart from the program files, the following files are found in this directry: Filename Description CS4OutlookAdminConfig.xml Admin Config File. For details see chapter Overview of the Cryptshare configuration files Sample-CS4OutlookAdminConfig.xml Sample Admin Config File. This file explains the syntax and functions of the CS4OutlookAdminConfig.xml. For details see chapter /32

31 6.2 Common issues The messages sent from Cryptshare for Outlook are empty or do not contain a notification text block. Cryptshare for Outlook uses language packs installed on the Cryptshare Server to generate the text blocks that are used for notifications. Cryptshare 2 servers are shipped without pre-installed language packs for Cryptshare for Outlook. Cryptshare 3 servers are shipped with pre-installed language packs for Cryptshare for Outlook in English and German. You can download the language packs for Cryptshare for Outlook from the Login area of our website using your customer login. If you do not have a login yet, you can created a login there. Once you have downloaded your language pack, upload it via the web admin frontend of your Cryptshare Server The download link is invalid, mostly when sending without setting a password. This may happen with Outlook installations that send messages in the plain text format. The lines of plain text messages are automatically wrapped after a configurable number of characters. The download link consists of the URL of your Cryptshare Server + transfer ID + password (if you use the option to not set a password). This may lead to the total length of the download link exceeding the maximum line length set up in Outlook so that the line is wrapped and the recipient will only send a part of the link to his browser when clicking on it. To fix this issue, you can either Use another send format than plain text (e.g. html or Rich Text) Use a shorter URL for your Cryptshare Server Configure Outlook to wrap the line after a higher number of characters when sending plain text messages (see screenshot) 31/32

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