Collaboration & Enterprise Protection. KODO Server Manual. Version 3.4

Transcription

1 Collaboration & Enterprise Protection KODO Server Manual Version 3.4

2 Contents 1. About System requirements Operating System Hardware Organisations Main Administrator Organisation Administrator Organisation Operator Management portal Dashboard Main server instance setting General Settings - General Tab Mail Server Settings - Tab Connecting backup server - IBM Spectrum Protect Tab License Management - KODO License Tab System Logs Tab Billing Data Settings Organisation management Audit log Organisation Administration General Tab LDAP Tab Users List of users Adding User View and User Edit Deleting User Groups

3 7.6. Group list Adding group Editing group Deleting group Devices List of devices Preview and Editing Devices Edit Device Deleting Device Device Backup Wipeout - Deleting Data Locking Device Distribution of Current Packages for Clients KODO Desktop Sessions Sessions list Canceling session Restart session Clients Deployment Global Installer Mobile Clients Desktop Clients Software Deployment Sharing Data List of All Shares Creating a new data sharing Sharing user data by uploading files Data Security Policies List of policies Policy details

4 12.3. Windows Tab Tab ios, Windows Phone Tab - Mobile Systems Policy Include backup settings and Exclude Backup Settings Configuration Editing Policy Adding new policy Wipeout Wipeout - Secure Data Erase Wipeouts List Directory Contacts Contact list Adding a local contact Edit and Delete contacts Organisation Administrators - Administrators Roles List of administrators Adding users managing organisation Internal database backup of KODO System Internal database backup Changing time for the internal database backup Internal database play Internal database backup and Spectrum Protect KODO for desktop Hardware and system requirements Application Rules Backup medium Policies Data deduplication Synchornisation

5 25. Data Compression Installation Modes Installation Trial expiration KODO for Desktop - mykodo View of folders shared by others users Change of mykodo local path Data Recovery KODO window for Desktop General Tab Devices Tab Policy Tab Tray Messages Endpoint users mail protection Uninstallation Technical Support Department Kodo for mobile Hardware and system requirements Installation Installation on Android Installation on ios Logging in - first steps Domain user Local user First backup Signing an existing user In case of connection loss Working in the background and continue interrupted operations Kodo Main Menu

6 42.1. Settings Data migration from other mobile devices Data migration on the newly added device Manual Migrate Data mykodo - containerization MyKODO for Android - adding files mykodo for Android - operations on folders and files SHARE - sharing a folder with other users MyKODO for Android - operations Moving files/folders Shares Devices Contacts Search Backup First backup Backup on demand Auto-backup and Push Notifications Backup & Restore Restore All Restore Selected Restore selected Choosing destination folder (Android) Choosing backup version file

7 1. About Storware is a unique project with the goal to implement security on workstations, laptops and mobile devices both in small and large enterprises. We aim to provide customers with the security of their data at all levels of the infrastructure. Working with IBM Software Spectrum Protect (TSM), KODO is one of the leading solutions of backup systems. Integration with IBM Tivoli Storage Manager strongly enhanced IBM Tivoli Storage portfolio and fills the gap of endpoint protection. By supporting multiple platforms such as Windows, MacOS, Google Android, Apple ios, or Windows Phone, it puts Storware KODO as a market leader. KODO is a platform that provides the protection both for workstations, laptops, tablets, mobile devices and smartphones. It ensures not only continued protection of key corporate data, but also sharing and migrating data to a new device. 7

8 KODO functionalities: Unified management system Integration with LDAP/Active Directory Deployment using magic link Transparent to the operating system during the backup process Tracking changes and file versions Protection of electronic mail (Microsoft Outlook and IBM Notes) Data deduplication and compression The ability to recover data from a particular point in time The ability to locally store changes to protected files in case of connection loss Integration with IBM Spectrum Protect Scalability of an Enterprise (1000+ protected endpoints) Protection of private mobile devices (Android, ios, Windows Phone) Sharing files using Pro-Active method (ios, Android, Windows Phone) Data protection between secure platforms Data protection policy 8

9 2. System requirements 2.1. Operating System Windows 2008 R2 Windows 2012 Windows 2012 R2 RedHat 7 CentOS Hardware Hardware requirements can vary greatly depending on the size of the protected data volume and number of devices. Requirements should be consulted with Storware Support Department. Minimum hardware requirements: Processor RAM Disk space 4 core Minimum 4GB 3GB free space on :\ patrition 2GB free temporary space 3. Organisations KODO system consists of two basic modules: Administrator module Organisation module KODO system allows to create independent organisations within one server. Each organisation is a separate and independent unit. Administrator module is responsible for the basic system configuration, connection between the server backup provider and creation of new organisations. Organisation module allows to create multiple logical units, where every single one is a separate logical instance of KODO logical system. 9

10 KODO system consists of three authorisation levels: Main Administrator Organisation Administrator Organisation Operator 3.1. Main Administrator Main Administrator is the highest level of the authorisation. Logging on to this account allows you to configure aspects such as: Basic system settings Mail server settings Uploading installation packages KODO client IBM Spectrum Protect backup settings License settings Creating new organisations 3.2. Organisation Administrator Organisation administrator is responsible for configuring the aspects of security and data exchange within an organisational unit. Logging on to this account allows you to configure aspects such as: Creating / synchronising users Creating security policies Data sharing within the organisation Creating / synchronising your contact list Adding new administrators / operators of the unit 3.3. Organisation Operator The operator of the organisation is the lowest level of authorisation. Logged user is allowed to view the configuration and statistics of the unit, having no authority to make any changes in the system. 10

11 4. Management portal KODO solution includes the intuitive and modern portal to manage the whole system. KODO Portal is a combination of modern technology, several years of experience, modern design which makes KODO system easy, pleasant and efficient to use. Management Portal is installed with the KODO system. Portal is based on the web, use it by using any modern web browser Dashboard Dashboard is the welcome screen of KODO system. It shows the main features, diagnostic and statistical data of the running instance of KODO operating system. Visibility of some of the elements may vary depending on the account level authorisation. 1. Active sessions 2. Number of performed backups 3. Number of plays 4. Number of migration 5. Number of data with time and date 11

12 6. Number of backup data 7. Server activity from the last 4 hours 8. Server activity from the last 12 hours 9. Server activity from the last 24 hours Dashboard is divided into sections to enable easy and quick use for the user: 1. Number of devices protected (in %) 2. Number of unprotected devices (no backup of 24 hours or more) 3. Number of registered devices 4. Devices waiting for activation 5. Protected devices 6. Number of devices smartphones / tablets 7. Number of devices such as PCs / laptops 12

13 Available sections: Kodo devices percentage of the number of devices with the status of "Protected" where the backup has been made within the last 24 hours Activity current data indicating the server activity Data collection (24h) the amount of protected and restored data in the past 24 hours Users information number of KODO users divided into local users and users retrieved from the LDAP server and blocked accounts Devices information number of devices using the KODO system, including mobile and desktop devices Total Data data collected by the KODO system Data statistic statistical data size and files number corresponded to one device Mobile devices i Desktop devices graphs showing the distribution of equipment in relation to operating systems Server information about the KODO server: continuous operation time, license information and number of devices that can be connected to the system 1. Number of users registered in the KODO system 2. Number of blocked users 3. LDAP users 4. Users added manually 13

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15 4.2. Main server instance setting At the top of the console you will find buttons, such as: 1. Search 2. Settings 15

16 3. After clicking there are several information that appear: the information about the last successful login to the KODO server, the last mistaken attempt to login and IP addresses from which the failed attempt login took place. 4. Link to Storware website 5. Redirecting to technical support 4.3. General Settings - General Tab General tab allows you to set basic KODO system options (Error! Source not found.) It consists of the following components: 1. Deployment server name KODO server address (domain name or address), the address of the server is used to build links sent from the KODO server. If the server service is available, the address of the server must be available at this network. 2. Allowed IP adresses for KodoAdmin list of IP addresses from which it is possible to login to the administration console to the account of the system administrator. You can enter multiple addresses separated by a comma Changes made to the settings will be saved in the system after clicking "Save changes" 4.4. Mail Server Settings - Tab The Tab allows you to set the mail server to send s from the KODO system. 16

17 It consists of the following components: 1. address the address from which the message will be sent Domain Active Directory domain to which the user is used for authentication on the mail server (if used) 2. Login user name for authentication on the mail server 3. Server address - address of the mail server 4. Port mail server listening port 5. Use SSL the ability to set an encrypted connection between the server and the KODO server 6. Require Authentication - requiring authentication on the mail server 7. Password user password for authentication on the mail server 4.5. Connecting backup server - IBM Spectrum Protect Tab The "IBM Spectrum Protect" allows us to configure the connection to the IBM SP, which serves as a storage system for backup performed on the devices. The correct configuration will automatically connect to the server backup, which will be confirmed by status Connected. 17

18 It consists of the following components: 1. Server connection status status of the connection to the IBM Spectrum Protected 2. Server address - address of the IBM Spectrum Protect 3. Port transfers data to IBM Spectrum Protect 4. Administrative Port connects to the IBM Spectrum Prote 5. Nodename protects data from mobile devices 6. Use SSL forces KODO clients to communicate with server backup using SSL 7. SSL Certificate allows you to upload a server certificate - IBM Spectrum Protect. NOTE: Before configuring the SSL connection make sure your server IBM SPECTRUM PROTECT is properly configured 8. Password 4.6. License Management - KODO License Tab The Kodo License Tab allows you to enter a license key for the KODO system. After putting the correct key the status "Valid" appears which allows the use of the system. 18

19 It consists of the following components: 1. Your license key key license assigned to the KODO server 2. Your license is now license status and information about the support expiration date 3. Device in your license - number of devices available under license 4. Your client ID customer identification number of the KODO system 5. Your client hash string identifying the KODO server 6. Your license number field to enter a license key 4.7. System Logs Tab The Logs Tab is used to pull server logs and the KODO application itself. 19

20 It consists of the following components: Maximum numer of files maximum log files number Log level level of login information. It can be changed only after contacting the technical support Max file size (MB) maximum file size in megabytes This information can also be seen from the server logs: The log file can be downloaded using the menu "Action" 4.8. Billing Data Settings Billing Data Settings Tab allows you to configure the retention time of billing data storage. The "Retention time" field indicates time (days) of billing data storage. 20

21 The current version and installing new client packages In order to go to the KODO management client system package select "Deployment Packages" from the main menu which is used to upload the latest version of the application. 1. Upload Package - open Explorer window where you find and select the file you want to load to the console 2. Platform - information about the platform, which is intended for a package 3. Version - numerical version of the KODO agent 4. Current - allows you to choose which KODO version is a production version of the entire system Delete Package - lets you remove unwanted console, and previously loaded packages Administrative users Management In order to go to the KODO management client system package select "Administrator" from the main menu. The view is divided into two tabs "Administrators" - a list of members of the organisation and "KODO Administrators" - a list of the main system administrators. It only allows the administrator to create a new password or delete it: The icon in the "Action" menu allows to: - create password and send it to a given administrator - delete administrator 21

22 4.9. Organisation management In order to go to the KODO management client system package select "Organisations from the main menu. The view displays a list of organisations in the system and it also allows you to add a new organisation and manage existing ones. In order to create a new organisation, please click the "+ Add Organisation" and fill out the required fields: 1. Organization name organisation name Licensed Devices number of the license devices - entering "0" assigns unlimited number of licenses Licensed Users number of user licenses - entering "0" assigns unlimited number of licenses 2. Username Administrator s username 3. First name Administrator s name 4. Last name Administrator s surname 5. Administrator s 6. Phone Administrator s phone 22

23 In order to manage the organisation, select the appropriate icon from the "Action" menu accessible from the main view of the organisation: - Organisation blockage - Organisation edit - - Organisation removal 5. Audit log Audit log contains informations about actions taken by system or organization administrators. The view is dependent what kind of administrative account is logged to system. In order to go to audit log view, click Audit Log options from the menu. Audit log view contains time filter that allow administrator to select log display date interval, search bar that wlll allow search by keywords and table with log content. The log table consists of the following components: 1. Date date and time information was writen 2. Users username whose message concerns 3. IP ip address used to take an action 4. Messeges information about taken action 5. Details detailed information about taken action, if exist 6. Object Type type of the object on which action was taken 7. Object Name name of the object and id number of the object on which action was taken 6. Organisation Administration 6.1. General Tab "General" tab allows you to set the general server options (Pic. 6): 1. Refresh dashboard data every (sec) number of seconds that you refreshed KODO dashboard 2. Send report every (days) frequency of performance summary reports 3. Send reports to (comma separated s) s to whom the report is sent to. s are separated by commas 23

24 4. Send report time exact time of sending the report Changes made to the settings will be saved in the system after clicking "Save changes LDAP Tab The "LDAP" allows us to configure the synchronisation of users from the LDAP server. Correct configuration results in synchronisation of users on the LDAP server with KODO system. It allows you to synchronise the users which require the ability to log in to the system as from the KODO customer level as well as the users who are to be imported into the system from directory contact. Fill out the required fields in the appropriate section to synchronise users from the system. 1. Server address address of the LDAP server 2. Login user s name used to log on to the LDAP server 3. Search allows to synchronise Active Directory users using filters 4. Group filter allows to synchronise Active Directory users using filters LDAP Auto Synchronization frequency - time in minutes at which the KODO system will connect to the LDAP server in order to synchronise users. 24

25 7. Users 7.1. List of users After selecting from the Management Portal "Users" we are moved to the list of users registered in the KODO system. Registered users can connect to the system and perform the backup of their devices User list appears in the form of a table consisting the following: 1. The first field is a check box that allows to select all or multiple users 2. Name indicating the user name to identify the user in the system 3. is used to log in to the KODO system and to send you an containing a link to install KODO software on user s device 4. Group name of the group to which the user belongs 5. Devices number of devices the user is connected to the system 6. Source two values "LOCAL" or "LDAP" depending on whether the user has been added manually by the system administrator (the value "LOCAL") or added through integration with LDAP server (the value of "LDAP). 7. Policy name of the policy assigned to the user which defines the backup making process 8. Status identifies the current status of the user which is presented using graphical icons. The field status can be displayed as following: a. Active b. Locked c. Pending for activation 25

26 9. Action with drop-down menu allowing you to perform operations on a particular user. The first part allows you to switch between the users and groups list. There are some options added as follows: a. Add local user b. Add Group c. LDAP Sync d. Refresh 1. Select All 2. The drop-down tab allows you to choose the agent s KODO platform and send packages to selected people 3. Lock 4. Unlock 26

27 1. Searching for users 2. You get access to filters, allowing users to search the database for: a. Groups b. Policies 7.2. Adding User c. Status (lock/unlock) d. Sources (LDAP/ local user) Adding users can be done in two ways, by synchronising the system with LDAP and by defining the local user by the administrator. Synchronise users from the LDAP server once a day according to your server KODO. Manual synchronisation is done by clicking the "LDAP sync" on the main Users screen. To add a local user to the system, select "Add local user" in the main Users view list. Selecting the option results in transferring to a view of adding a user, where the system administrator must fill in the required data and then accept the data using the "Add user". It consists of the following: 1. Username ( ) 2. First and last name 3. Company role 4. Phone number 5. Policy 6. Group 7. Password 8. Confirm password 27

28 In addition, there is a "Generate password option where the user's password is created in accordance with the principles described in the policy and the ability to preview your search query by checking the "Show password" View and User Edit Preview of user data is done by clicking on its name from the user list or from the Action" menu list by selecting Details" 28

29 It allows the user to preview data that has been entered by the administrator when creating an account or data that has been downloaded from the LDAP server during users synchronisation. It is also possible to switch to a view of the devices assigned to that user. The default view only allows to show the user the option to edit. To edit please select the green icon "Edit". To delete please select the red button "Delete". An additional feature is to block the access to log on to KODO software. 29

30 7.4. Deleting User Removing a user can be done by selecting "Delete" from the Action menu in the main user view or from the view of user data by clicking the "Delete". NOTE: deleting the user from the system will also remove the device, and all the secured data Groups Kodo allows you to create user groups. When creating groups, the administrator selects a default policy that will be applied among the users within this group. Groups view is available when selecting Users from the main menu Management Portal in the tab Groups" 30

31 7.6. Group list Basic group list view is displayed in tabular form showing all created groups in the KODO system. The table consists the following: Name Policy Users Actions 7.7. Adding group There are two fields that have to be filled: Group name Policy In order to add group to the system the user must click Add Group 7.8. Editing group Edit the group is possible when you select "Edit" from the Group List "Action" menu. When editing a group, you can change the name and default policy. Changing the names or the policy will affect all the users who belong to the group Deleting group Deleting group is possible after selecting "Delete" from the Group List "Action" menu. Deleting the group will cause in changing policies for users belonging to that group. 8. Devices 8.1. List of devices After selecting Device from the Management Portal menu we are moved to the list of devices registered in the system. Registered and activated device can perform a backup using the KODO system. 31

32 It consists of a table with all the devices that are in the system. The first field is a check box that allows to select all or multiple users. the following filed have to be filled by the administrator 1. Name 2. User 3. Type 4. Platform 5. App V. 6. Last Backup 7. Policy 8. Status a graphical representation of the status of the device with the following values: a. Unprotected last backup more than 24 hours b. Protected last backup within 24 hours c. Locked d. Pending Activation the device has been created in the system but is awaiting activation. KODO system will be available once activation is completed. 9. Action allows the user to perform operations on a particular device. 32

33 8.2. Preview and Editing Devices Preview device data is done by clicking on its name from the user list or from the Action" menu list by selecting "Details". Preview lets the user see the information about the device that uses the KODO system. The first part consists of basic information of the device protected by the KODO system. 1. Platform information on the platform 2. Status - status of the device a. Unprotected last backup more than 24 hours b. Protected last backup within 24 hours c. Locked device is locked and cannot use the KODO system d. Pending Activation the device has been created in the system but is awaiting activation. KODO system will be available once activation is completed. 3. Policy data protection policy 4. Protected size of data, data deduplication and the number of protected files from the device The next part of view is divided into three tabs: Tab "Device Information" contains detailed information about the device. It consists of the following information: 1. Kodo Application version 2. Manufacturer 3. Model - 4. Device ID 5. IMEI 6. Operation system 7. Owner 33

34 Tab "Location information" allows you to find out where the device was located during the last backup. The data are collected automatically if the device has the information about geolocation. Tab "Protected files" allows you to load a list of files that have been protected on the device. From here you can also delete object like files or folder from client backup. To perform this action select objects you would like to delete and click DELETE FROM BACKUP button. 34

35 8.3. Edit Device You can edit device by clicking the "Edit" from the details view or from the "Action" menu by selecting Edit". Edit the device allows you to change the name under which the product is displayed in the KODO system, and allows you to set the following parameters: Allow policy modifications by user First backup completed Locked Active Keep last backup locally The changes must be saved by clicking the "Save changes" 35

36 8.4. Deleting Device Deleting device from the KODO system is done by clicking the "Delete" from the details view of the device or from the Action menu list by selecting "Delete device" Deleting device will delete all of its backup from KODO system Device Backup Backup is performed according to the settings of policy, which is assigned to the device. Forcing a backup is possible by using the "Backup" located in the "Action" menu in the main list or from the details view of the device. 36

37 Backup only applies to devices with KODO for Mobile software installed. Devices that use the software for KODO Desktop are protected continuously, according to the assigned policy Wipeout - Deleting Data The KODO system is able to delete all of the data stored on the device (ie. Wipeout) is an option especially useful in case of loss. Deleting data is done using the "Wipeout" located in the "Action" menu in the main list or from the details view of the device Locking Device Locking device disables to log into the KODO system. Blocked device cannot use any of the functionalities of the system. It is found under Lock" option located in the "Action" menu in the main list or from the details view of the device. 37

38 8.8. Distribution of Current Packages for Clients KODO Desktop Loaded packages with the latest versions of KODO for desktop can be sent to users by using the "Upgrade". 1. From the list of available devices, select users, who need to be updated. Red colour announces the outdated version of KODO for desktop). 2. Then click on Upgrade Another way to update the agents KODO for desktop is to find a device with an outdated version of the agent, and then: 1. Clicking Action button 38

39 2. Selecting from the drop down menu "Upgrade" In both cases the administrator receives information: Within 10 minutes, you will be informed about the possibility of installing the current KODO. 9. Sessions 9.1. Sessions list After selecting "Sessions" from the Management Portal we are moved to the list of active sessions connected to the KODO server. 39

40 The default view shows only active sessions. It is possible to switch the view to show all the sessions, which were updated within 24 hours. To do so click Last 24. It consists of the following information: 1. The first field is a check box that allows to select all or multiple users 2. The second field is a description of a session - name of the session, , device id, user name, device model Status Finished In progress Interrupted Files Data 9.2. Canceling session It is possible to cancel or to stop an active session. In order to cancel session, select it in the list and then click the CANCEL" button Restart session In case when the session stops responding, you can restart it. In order to restart session, select it in the list of active sessions and then click the RESTART" button. 40

41 10. Clients Deployment Management Portal allows the user to send a special containing instructions and a link to the KODO software installer. Links sent in messages are so called "Magic links", containing stitched in token that configures the KODO client. The token contains following information: KODO server address username data to authenticate in the KODO server Global Installer Management Portal allows the administrator to download the installation version of KODO software. Global installer has in itself stitched server KODO address. 41

42 After selecting from the main menu Management Portal "Deployments" we are moved to the list with all the sent mails. The option "Global Download Installer" allows the user to download the appropriate version of the KODO software, for further distribution Mobile Clients In the case of mobile devices, the link contained in the is a link directing to the appropriate store, depending on the platform used by the device user. The message also contains a special link (magic link). The link includes a special token, which will be used for configuration of the application. Sending is done from the user view in the main panel. In the "Action" menu the user selects the "Deploy Mobile Kodo. 42

43 10.3. Desktop Clients In the case of devices such as desktop, instructions and a link sent in an is a link to the KODO software, which the user can download and install on his station. Link sent in this way is personalised for each user. The copy of KODO software has already a server address and user name in it. After installation, the software is only required to enter your password. Sending is done from the user view. In order to do so go to the Action" menu and select the "Deploy Desktop Kodo Software Deployment After selecting from the main menu Management Portal "Deployment" the user is moved to the list sent to all the users that contain a link to the KODO software installation. It consists of the following information: 1. First field describes to whom and what version was sent to a client 2. Dates describes the date of sending the (SENT ON) and the validity of the link contained in the message (EXPIRES) 3. Status determines whether the user has installed everything using the link contained in the . The field status can have the following values: a. Sent "- the message was sent b. "Confirmed" - KODO client has downloaded and installed everything successfully from the link contained in the 43

44 4. Actions actions include the "Download" which allow the administrator to download customised installation package (if the user still has the status sent ) 5. The "Expire token" allows you to shorten the validity of the activation link. 11. Sharing Data KODO enables secure data sharing between users of the system. Shared data is displayed on the device in "My KODO". Data sharing is done by adding a new shared resource ("Share") to the KODO system. It is determined with system, data and specific users the data are about to shared with. After selecting "Shares" from the main menu we are moved to the list, which contains a list of data shares and allows you to create a new sharing. The administrator can share information with other users by using some other protected KODO device such as desktop or by uploading the selected file or files to the KODO server List of All Shares Share" main view consists of a table where all the available data are listed. 44

45 The table consists of the following information: Name list of uploaded and shared files Folders number of shared folders within the resource o Users - number of users to whom the resource is shared with. It displays a preview of the user list using the resource o Group group number that data are shared with Created creation date of the resource Modified modification date of the resource o Actions field for performing a fast action, 3 graphic icons represent: edit and delete resource Creating a new data sharing Creating a new data sharing is possible after clicking "Add share", which is visible in Shares in the main view. "Share name allows you to choose the name under which it will be shown in the system. The remaining part of the view is divided into two tabs: 1. Shared files allows you to upload to the KODO server files which are to be shared 2. Shared device folders allows you to share files from the device protected by the KODO system 45

46 11.3. Sharing user data by uploading files From the "Shared files" tab select "Upload files" and then select the file which is to be sent to the server. "Users & Groups" allows you to define which users and groups you want to share the data with After entering a user name or group, select it from the available list and click Add" Sharing user data from secured device Shared device folders tab allows you to share data with devices such as desktop, which is protected by the KODO system. It consists of the following information: Resource owner choice of the user whose data you want to share 46

47 Device user device, from which data will be shared List of paths "Path" is a list of folders you want to share. The folder can be shared with other subfolders that are in it. To add a new folder (by selecting the user and the device), click "Add Folder". New field will be added to the folder and it will allow you to add a new track. If you want the folder to share its subfolders, click - using the "". By clicking "Add folder" a new field for selecting the next folders appears. 47

48 "Users & Groups" allows you to define which users and groups you want to share the data with After entering a user name or group, select it from the available list and click Add 12. Data Security Policies Policies allow the user to set a data security policy. Policy determines how the KODO system behaves and what should secure List of policies After selecting the "Policies" from the main Management Portal the user is moved to the list of created policies. 48

49 The first part is "Default Policy. It shows KODO default system policy. The default policy is a global policy, it will be used if the user or device is not assigned to any other policy. The second part are Policies. It shows another policies created in the system. It consists of the following information: 1. Policy name 2. Users count 3. Data created 4. Created by 5. Date modified 6. Modified by 7. Action Policy details Detailed policy view is available by clicking its name or by selecting "Details" from the drop down menu in Actions".Detailed policy view consists of tabs defining behaviour in securing individual applications or operating systems. 49

50 General tab defines the general principles that describe the policy. The first of the available options in the General tab - "Set as default policy" determines whether the policy is to be the default or global policy. There can be only one default policy. The second option allows you to specify whether the user has the right to modify the policy settings by himself. "Password settings" refers to the requirements the password ought to have. It consists of the following information: 1. Minimal password length minimum number of characters that the password must contain. Entering the digit 0 means that the requirements are not met. 2. Require upper case later 3. Require both letters and numbers 4. Require special characters 50

51 Mobile settings allow you to configure the following information: Allow backups only over WiFi allows mobile clients to perform backups using WiFi only Require PIN authentication forces the client to set the PIN number to log in to the application Maximum session time determines the maximum time session on the mobile client mobile. Re-login must be done after the action mykodo" allows you to configure the behaviour of my KODO container. MyKODO is an online container and it consists of the following options: 1. mykodo enabled determines whether the user in a given policy can benefit from the mykodo container 2. File link expiration determines the maximum lifetime of the shared link Require password for link forces the user to set a password to access the shared file 3. Allow sharing folders allows to share folders to other users within my KODO container 4. Allow sharing files via filelink allows users to share files from the mykodo container mykodo through links 51

52 "Risk notification settings sets up a change in the status as Unprotected after a specified time for mobile devices and desktop. The time interval is determined based on the number of days that have passed since last backup performance. 1. Send notification for unprotected desktops allows to send information about changing the status of desktops Show as desktop Unprotected after allows to see the time interval of desktop after a specified time Send notification for unprotected mobiles allows to send information about changing the status of mobile devices 2. Show as mobile Unprotected after allows to see the time interval of mobile devices after a specified time Windows Tab Windows Tab determines the rules of desktop device (workstation, laptop) running on Windows and using the KODO system for Desktop. 52

53 The tab consists of the following information: Backup settings Include backup settings Exclude backup settings The area "Backup settings" consists of the following options: 1. Deduplication enable or disable data deduplication before sending it to the server backup 2. Compression enable or disable data compression before sending it to the server backup 3. Max sessions maximum number of sessions 4. Max file size [MB] - maximum file size, in MB 5. Total Data Warning Threshold [%] - specifies the percentage of the total space on the server backup 6. Total data quota [GB] - maximum size of data that can be protected by the user. 7. Kodo temporary folder path to the folder that will be used to store local copies of protected data before sending it to the server backup. The path should be universal for all users assigned to the policy (default is C: \ KodoTemp). 8. Deduplication cache path path to the folder used as cache during the process of data de-duplication (default is C: \ DedupCache) 9. "Deduplication cache size [MB] - maximum size that can reach the cache folder for the deduplication process [MB] 53

54 In "Include Backup settings" - you can specify which folders should be protected. By clicking "Add include directory" will add a new line to the protected folder list consisting the following information: Directory Extensions Retention In Directory special character can be used ""*", replacing the drive letter that is to be protected. It will result in protection of all local drives of the device. It is also possible to use "\... \", which replaces zero or more directories. This record is used when you want to protect all subdirectories in the specified path. Eg.: C:\Work\ will protect all the files in the Work folder on the C drive, but does not take into account the subdirectories 54

55 On the other hand: C:\Work\...\ - will protect the entire contents of the Work folder, along with subdirectories The "Extensions" specify which file extensions should be secured in the path. The special character "*" is allowed in this field and replaces any string of characters. Eg.: *.* will result in the protection of all files in a given path On the other hand: *.doc will protect only files with the extension.doc (Microsoft Word) "Exclude backup settings" is used to add paths and file extensions that are meant to be excluded from the protection. By clicking "Add exclude directory" will add a new line to the list of protected folders, consisting the following information: 1. Directory 2. Extensions In"Directory" a special character may be used "*", replacing the drive letter that should be protected. It will result in protection of all the local drives of the device. It is also possible to use the recording "\... \", which replaces zero or more directories. This record is used when you want to protect all subdirectories in the specified path. Eg.: C:\Work\ this record will skip the protection of files located directly in the Work folder, files in subdirectories will not be considered On the other hand: C:\Work\...\ - will result in omitting all of the files from Work folder and all subdirectories 55

56 "Extensions" specify which file extensions should be ignored in the process of protection on the specific path. The special character "*" is allowed in this field that can replace any string of characters. Eg.: *.* will result in the protection of all files in a given path On the other hand: *.tmp will inform us that in the given path only files with extension tmp are protected Tab The KODO enables secure s located on workstations. The view is divided into two areas: Clients allows you to choose which type of can be protected: 1. Microsoft Outlook 2. IBM Notes Frequency allows you to choose how often you want to perform the backup. 56

57 The first parameter is the specific time when backup occurs. Another parameters refer to days when the process is about to run. Possible settings are: Daily First day of the month Last day of the month Selected day of the month Others contain following information: Copy files to temporary folder before sending 13. ios, Windows Phone Tab - Mobile Systems Policy "Android", "ios" and "Windows phone" tabs allow you to determine what data should be protected from individual systems. Depending on the capabilities of the operating system, the possibility of backup may vary. Mobile systems policy can determine which parts of the system and user data are to be protected. Elements of the policy are: Contacts allows you to enable or disable contacts protection Files allows you to enable or disable files protection Calendars - allows you to enable or disable calendars protection 57

58 Galleries - allows you to enable or disable file gallery protection Pictures - allows you to enable or disable image files gallery protection Movies - allows you to enable or disable film gallery protection SD cards - allows you to enable or disable the SD card protection Filter for SD cards the option is available only if the protection of SD cards is enabled. It also allows to apply data filters protection on the data stored on the SD card. Not everything has to be backuped. You can exclude the files with its extension separated by comma. Large files - allows to exclude larger files than specified by the administrator Include backup settings and Exclude Backup Settings Configuration When adding or editing a policy lists that define what data should be included or excluded from the backup you can use the predefined templates - "Template". 58

59 Template which is specifying the path of the protected folder: Other templates are: Template s name KODO System końcowy User Profile %userprofile% The folder path where you store the user s profile Desktop %userprofile%\desktop The folder path where you store the data on the user s desktop My Documents %userprofile%\documents The folder path where the data is stored in the folder My documents All Disk *:\ Specifies the data on local drives Username %username% In addition to secure data stored in path subdirectories, use the "Include subdirectories", which adds to the end of the path "\... \" (detailed "\... \" is contained in section 11.4) 59

60 Template defining extensions: Templates: Name Extension MS Office documents Video Music *.doc,*.docx,*.xlsx,*.xls,*.ppt,*.pptx,*.dot,*.docm,*.xlt,*.xlm,*.xlsm,*.xltx,*.xlsb,*.xla,*.xlam,*.xlw,*.pot,*.pps,*.pptm,*.potx,*.potm,*.p pam,*.ppsx,*.ppsm,*.sldx,*.sldm,*.pdf *.flv,*.h264,*.hdmov,*.mkv,*.mp4,*.mpe,*.mpeg,*.mpeg1,*.mpeg4,*.mpg,*.mpg2,*.xvid,*.wmv *.mp3,*.flac,*.m4a,*.m4p,*.wav,*.wma Photo *.jpeg,*.jpg,*.tga,*.psd,*.bmp,*.gif,*.png,*.raw Deleting a single Include / Exclude from policy is done by using a button located in the "Actions". 60

61 13.2. Editing Policy Editing Policy may occur in two ways, with the main view of available policies (Policies) - choosing from Actions" menu "Edit" or from the policies details view - by clicking the "Edit" Adding new policy Adding new policy is possible when you click "Add policy", which is visible in the main Policies" view. 14. Wipeout KODO system allows you to delete data from the mobile device. This functionality is particularly useful in emergency situations, such as: loss or theft of the device. 61

62 14.1. Wipeout - Secure Data Erase Erasing the device is performed using the "Wipeout" located in the "Action" menu or from the details view of the device Wipeouts List After selecting "Wipeouts" from the Management Portal the user is moved to a list that includes all tasks of data wiping, along with additional information. It consists of the following information: 1. Device 2. User 3. Platform 4. Device ID 5. Start date 6. Started by 7. Status 62

63 15. Directory Contacts After selecting "Contacts" from the main menu we are moved to directory of registered users. All the information is synchronised to the KODO application for mobile devices. All the contacts are synchronised with the LDAP server or added by the administrator Contact list Users list consists of the following information: 1. Name indicates the user name and identifies the user in the system 2. Department user s business department 3. Title user s business title 4. Source user s source of origin (LOCAL / LDAP) Action action menu allows to: edit user s data user removal Adding a local contact To add a local contact click "Add Contact" and fill in the appropriate information: 1. First name contact s name 2. Last name contact s surname 3. Title - contact s title 4. Manager contact s manager 5. Company company s name 6. Office name - contact s office name 7. Department department s name 63

64 8. contact s 9. Phone contact s phone 10. Home phone numer contact s home phone number 11. Mobile phone numer contact s cellphone number 12. Street address company s address 13. City company s city 14. Postal company s postal code 15. State company s state 16. Country company s country Edit and Delete contacts Editing and deleting contacts is possible by using icons from the "Action" menu. 16. Organisation Administrators - Administrators After selecting the "Administrators" from the main menu we are moved to the main view of the administrator s management. 64

65 16.1. Roles Each organisation has two managing user roles: Administrator administrator with full privileges Oper allows access to data in read mode only List of administrators List of administrations consists of the following information: 1. Username - administrator s name 2. Organsation - administrator s organisation 3. Role administrator s role (Admin/Oper) administrator s 5. Phone - administrator s phone 6. Last login last log in to the system 7. Action action menu allows to: - enter a new password - edit data - administrator removal Adding users managing organisation To add a user - administrator or operator, click "Add Administrator" and fill in the appropriate information: 1. Username administrator s username 2. administrator s 3. First name administrator s name 4. Last name administrator s last name 5. Phone numer administrator s phone 65

66 6. Role administrator s role (Admin/Oper) 7. Password administrator s password 8. Confirm Password confirming administrator s password "Show password switch allows you to see given password Adding a new account is confirmed by "Add administrator." 17. Internal database backup of KODO System As an internal database KODO uses MySQL software. The internal database contains KODO s metadata and it is essential for the proper system functioning Internal database backup Internal database backup is performed every day at 3:00 a.m. by the default policy Changing time for the internal database backup Time of making backup can be changed by reconfiguring the CRON system service. In order to do this you need to: 1. Log on to the system with root privileges 2. Enter the command: crontab -e 66

67 3. Find the line responsible for the execution of the script: 4. Change the time according to the configuration of the CRON system Each line in the CRON file configuration consists of 6 columns: 1st column (0-59) - minutes 2nd column (0-23) - hour 3rd column (0-31) - day of the month 4th column (0-12) - month (0 and 1 is January) 5th column (0-7) - day of the week (0 and 7 it is Sunday) 6th column specifies the command that should be executed for each row An asterisk "*" means the entire range of the possible range. Same ranges in the first five columns can be represented in different ways. More details will be found under the command man 5 crontab Internal database play Playing internal database can only be carried out by the KODO technical support team Internal database backup and Spectrum Protect Backing KODO database server and DB2 database Spectrum Protect (TSM) server should be correlated in time. It is due to the use of the KODO Protect Spectrum server as a data repository. Large spread of time between performing internal database backups can result in no access to certain objects protected by KODO system, stored in the Spectrum Protect repository. 67

68 KODO for Desktop Client 18. KODO for desktop KODO for desktop is a next-generation solution, using Continuous Data Protection (CDP) for endpoint users with Windows and MacOS. KODO is a comprehensive protection of any information and is able to provide the most optimal and secure access to corporate/private data. Endpoint Protection has become an essential element not only for employees but also for those managing the enterprise in order to protect sensitive and critical data of the organisation. KODO for desktop has critical and unique features that correspond to issues tackled in any organisation: Continous data protection (CDP) Incremental backup Versioning protected objects Protection of electronic mail (Outlook, Lotus Notes, and open source), archives located on workstations / laptops Self-Restore - intuitive data restore Remote wipeout - deleting data from lost / stolen equipment and full data restoration on new device Data availability anywhere/anytime Ability to recover data from a particular point in time Privacy Policy, integration with IBM Spectrum Protect. 19. Hardware and system requirements Minimum requirements for KODO for desktop: 2 GB RAM dual-core processor Windows 7 (32 or 64 bit) 1 GB free disk space NET Framework

69 20. Application Rules Storware KODO for Desktop uses the architecture Client / IBM Spectrum Protect. Workstations, laptops communicate directly with IBM SP using an internal/external network with secure VPN connection. KODO for desktop constantly observes changes on the file (CDP protection). New data go directly to the server using the SP API. 21. Backup medium An access to the Internet is needed to perform a backup. 22. Policies We protect full content of folders and specified file extensions, for example: documents such as MS Office, Adobe, pictures, s etc. We recommend doing backup on the daily basis. In the Windows tab you will find the following information: Backup settings Include backup settings settings of the files that are to be protected Exclude backup settings settings of the files that are to excluded "Include backup settings" specifies which folders should be protected. Clicking "Add include directory" will add a new line to the list of protected folders. "Exclude backup settings adds paths and file extensions which are to be excluded from the protection. Clicking "Add exclude directory" will add a new line to the list of protected folders. The policy can be edited anytime. Client stations will receive a notice about a policy change up to 2 minutes after clicking "Save policy. The user will be informed about the backup start. 69

70 The user will be informed once the backup is finished 23. Data deduplication Data deduplication is a specific methodology of reducing storage needs by eliminating redundant data. Client-side data deduplication is a data deduplication technique always used on the Storware KODO for desktop client to remove redundant data during backup processing, before the data is transferred to the server. Using client-side data deduplication you can reduce the amount of data sent over a LAN or WAN. You can disable / enable data deduplication by editing it in "Policies" - Windows Tab". 24. Synchornisation Synchronisation compares files in different locations in order to check whether they are still compatible with each other or have been changed. As a result new files are synchronised automatically. Incase there is no access to SP server, all the files will be stored in the local cache. Once connection is back, all changes made since the last time will be synchronised. 25. Data Compression Data compression involves encoding information using fewer bits than the original representation. Compression allows an optimal use of available disk and network resources. It can be disabled / enabled in the menu Policies" - Windows Tab. 26. Installation Modes In the case of desktop devices, administrator can choose different options: 1. Magic link sent in an is a link to the KODO software, which the user can download and install on your station. The installer is personalised for each user containing stitched in token that configures the KODO client. After installation the password is required. 70

71 2. User receives an with installation package with stitched server address. The user is asked to fill out the user field and enter the password or domain assigned by the administrator. Management Portal allows the administrator to download the installation version of KODO software, which does not have any information about the server, user and.exe / msi. After downloading and installing KODO, user must be registered by entering the server address, user name and password assigned by the administrator There is also another way of installation. First downloading installation package.msi and open it through Active Directory and global GPO. Sending is done through the www. console In USERS" the user must select the "Deploy Desktop Kodo" or view user details. In case described in sub-paragraph c" in the "Deployment" when the user clicks "Download Global Installer" we have the opportunity to choose and download the 32 and 64 bit version installer. 71

72 27. Installation Download an installation file and then run KodoInstaller.exe,. Double-click it and a window displays a question: "Do you want to install the KODO? To proceed click YES". After installation the process of securing the files in the selected locations will begin. The user will be asked to enter the following information (everything varies on the installer version): 1. user name and password, then click log in 2. just password The activation process is completed. 72

73 28. Trial expiration When the KODO trial will expire user will be logged out from the application and will be not able to login again. The KODO client wll show the information that organization is not in active state. When the trial will expire the KODO client is not able to perform backup and restore. After login to portal administrator will be able to perform upgrade license action. 29. KODO for Desktop - mykodo THE USER RECEIVES A MYKODO CONTAINER FOR KODO FOR DESKTOP. ACCESS TO MYKODO CAN BE OBTAINED BY CLICKING ON "FILE EXPLORER". IF YOU HAVE A MOBILE DEVICE AND A DESKTOP ALL KINDS OF CHANGES IN MYKODO CONTAINER WILL BE REFLECTED ON THE SMARTPHONE AND DESKTOP AT THE SAME TIME. 30. View of folders shared by others users Resources shared by other users are available in left panel of Windows File Explorer under mykodo icon. Click on mykodo icon, and next click Share folder icon. Any file uploaded to this folder will be available for other users as well. 73

74 31. Change of mykodo local path All files that are synchronized with mykodo are also stored locally. To change path login to administrative portal and change data protection policy according to your requirements. 32. Data Recovery To restore data, right click on the file you want to restore, then KODO open select the correct version. 74

75 33. KODO window for Desktop To open the KODO for Desktop, right-click anywhere and select KODO Play or by clicking "KODO" bar tray. The main KODO menu appears with the following tabs: 1. General 2. Devices 3. Policy General Tab In General Tab you will find the following information: 1. Policy name which is assigned to the user 2. Information on the possibility of modifying the policy (available in policy settings) 3. Summary information about the backup (available space, amount of data, exceeding the threshold of "quotas", the size of "quotas" [determined by the administrator]) 4. Deduplication 75

76 33.2. Devices Tab KODO connects to the IBM Spectrum Protect (TSM) server, displays the last active versions of backuped files. Deleted files are marked in red. 76

77 In the upper part in "Timeline" we can select the time period from which we want to restore the files In the upper right corner you can search for a backup file by name By clicking on the clock icon will be displayed next to the file name, all of the archived versions Select the file or collection of files you were looking for and the recovery process will run after pressing the button. We have 3 options to choose: Original location restores to the original location, overwriting the file Desktop restores data on the user's desktop. Another location restore data to a designated location 77

78 After selecting a location, click play, and files will be restored Policy Tab The Policy Tab provides information on the location and on the file extensions that are covered or excluded by the backup. The policy can be modified by the user if the administrator has given his consent. In that case the user has the following options: 1. "Add Folder" (intuitive tree selection) 2. Reflected selected location 3. View selected file extensions 4. "Exclude folder" (intuitive tree selection) 5. Reflect the selected location 6. View selected file extensions 7. "Restore" - cancel changes 8. "Save" - save changes 78

79 Additionally in the Policy" tab it is possible to select applications which will be protected by KODO: 1. My Documents" - all the files in that folder will be backuped 2. Office" - only the Office" files will be backuped 3. Desktop" - all files on the "Desktop" will be backuped 4. Mail" - protects archives Microsoft Outlook, IBM Lotus and Domino 5. Photos" - protects files: bmp, gif, jpeg, jpg, png, etc., Across the PC / laptop 6. Music," music files at any location 7. Videos" - secures videos: avi, flv, h264, hdmov, mkv, mp4, etc. at any location 79

80 34. Tray Messages 1. Total Data Quota [GB] - in Windows" tab, the user can determine the maximum size of backuped files on KODO server expressed in GB. 2. Total Data Warning Threshold in % - in Windows" tab, we can determine the cut-off point and the user will receive a warning: "Soon you exceed the limit of the available space on the server. When the limit is exceeded, the service is stopped. Contact your administrator. 35. Endpoint users mail protection KODO for desktop has a built-in backup for endpoint users. We protect Microsoft Outlook and IBM Notes. The correct installation and configuration is required. 80

81 In Policies tab we can define: Mails that will be backuped. What time and on what days the backup with clients extensions.pst or.nsf files will take place. Additionally, the user has the possibility to decide whether the backup is to be performed the first or last day of the month. He can also choose the number of days in a month, during which archiving process will run. 81

82 The last point on this tab determines whether the files can to copied to a temporary folder before sending them to a backup server. 36. Uninstallation In order to properly delete KODO for desktop, follow these steps: 1. In "Control Panel go to "Programs and Features" or, depending on the version of Windows, Add / Remove Programs", then click KODO" and uninstall. A dialog box appears with the question: "Are you sure you want to uninstall Kodo?", click on YES" Remove the folder "Storware" on workstation from the location: C:\ ProgramData\Storware* 2. *NOTE - Program Data is a hidden folder 37. Technical Support Department In case of any system failures contact: Mobile Phone: support@storware.eu (in polish) Problem report should contain the following information: 1. Identification of the purchaser 2. Description of the problem 3. Identification of a person with a telephone number and 4. Logs with screenshots where the problem occurred 5. Service Contact: support@storware.eu 82

83 KODO Mobile Client 38. Kodo for mobile KODO for mobile allows secure access and data storage from mobile devices - smartphones with Android 4.0, Windows Phone 8 and ios, protecting them in case of lost or stolen mobile device. Functionalities of the application are: Data backup - sending a copy of selected data to KODO servers Restore data - restore user data to the mobile device. Sharing data - access to protected data from any mobile device Depending on the operating system (Android, Windows Phone 8, ios) in order to install the client application on the mobile device runs in a different way. The application is meant to run all the time, in background, performing automatic backup (it is assumed that the device has internet connection via Wifi or 3G). Memory management, and other running application can unexpectedly close the KODO for mobile. The user will be logged on automatically later on. 39. Hardware and system requirements KODO for mobile is available on: Windows Phone 8 + Windows Mobile Android ios Installation Installation on Android You can install the application from Google Play Store website: The application can be installed from the installation file with the extension.apk. The mobile device has to be connected to the computer and should copy the file (internal memory or memory card). Then, in the mobile device using the file manager application (or similar), go to the folder containing the file and click it. The installation screen appears asking you to confirm "Next", "Next," and "Install". Note: installing applications from the APK file requires you to set the device so it allows to install the application outside PlayStore. To set this go to the Security" tab and then select the "checkbox" next to "Unknown sources. 83

84 40.2. Installation on ios You can install the application by downloading it from App Store. Application: Storware Kodo 41. Logging in - first steps Domain user In order to use the application, the user must be logged in, activated and perform the first full backup. In order to do this, run the application, click "LOGIN" and then in the "Server" enter the server address of your organisation. In the field "Username" enter the user name as' domain \ username ". In the" Password "enter the password, which is used as the password for and click "CONFIRM". If the server at that address does not start or the address is incorrect, the user will see a message. After completing the login, the application will return to the home screen and display a message saying that the account must be activated. Until the full activation you will not be able to use it and the buttons on the main screen will remain inactive. 84

85 Once activated the user will get a message to start the first backup. Files will be protected in accordance with current policy set by the administrator Local user In order to use the application, the user must be logged in, activated and perform the first full backup. In order to do this, run the application, click "LOGIN" and then in the "Server" enter the server address of your organisation. In the field "Username" enter the user name as' domain \ username ". In the" Password "enter the password, which is used as the password for and click "CONFIRM". If the server at that address does not start or the address is incorrect, the user will see a message. After completing the registration, the application will return to the home screen and display a message saying that the account must be activated*. Until the full activation you will not be able to use it and the buttons on the main screen will remain inactive. *activation is done by the administrator Once activated the user will get a message to start the first backup. Files will be protected in accordance with current policy set by the administrator. There is an option to use the PIN code every time when logging in First backup Depending on whether the device is using Wifi network or 3G, the first mandatory backup will begin. The user can receive a message that the account has been activated, but the "First Backup" will be launched when the user is in the WiFi range. Until that time, the buttons remain inactive. Once the "First Backup is completed the message appears and the buttons are unlocked. 85

86 If you break the login process, the application will redo it at the next startup. In order to facilitate logging into the application, you can assign a PIN code to the application. After the first login you will receive a notification asking if you want to set the pin. You can also do it manually: Settings Security PIN Start-up and Auto-login If the device is registered the user will automatically be logged in with a user name and password, which are stored in the application settings. In this case, the application start displaying a login screen for a moment and then it goes to the main screen automatically. If the application cannot connect to the server (no Internet connection or server is down), it will remain on the login screen. In this case, after the restoration of the connection the user must manually enter a password and click Login. The auto-login works as long as the data phone settings are not cleared (available on Android phones). 86

87 41.4. Signing an existing user Signing an existing user and taking phone When you first start the application and log in, the user data and server are stored and you are logging in via auto-login (for security reasons, however, the user must enter the password / PIN every time you want to open the application). To avoid auto-login and manually type in the name, password and server address, you must reinstall the application (alternatively in Android phone settings there is an option to clear application data). To log on to previously registered account, select "I have account on the "Top View and then enter your user name, password, and server address. If the name, address or password are incorrect, a message appears. One device can be active to only one user at a time. This means that when the device is used previously by another user and someone else is trying to log in or register, message appears saying that it is impossible. Previous user must first be deactivated. One user may have several devices: he can log in using his and define password on other devices. Each pair of user-device must be activated by the administrator In case of connection loss In case of connection loss to the server (by turning off Wifi, 3G or the server), the application will display the appropriate message and try to reconnect. On Android devices No network message is shown. In case of stopping or restarting the application with no Internet connection the app will display the login screen and the message of the inability to connect to the server. Windows Phone devices and ios will have displayed a message about the connection loss. The application will display a message about reestablishing a connection if the connection was lost during backup or restore. After three attempts, the application displays the login screen. If you run the application with no Internet connection, the app will display the login screen and the message of the inability to connect to the server, as well as on Android system. When the connection is lost during backup or restore, the application will ask whether to complete the operation or not. Connection loss error will also appear while changing Wi-Fi to 3G and vice versa. NOTE: The internet connection loss can be caused by turning screensaver on, lock screen, long period of inactivity or when switching to battery-saving mode. Wifi connection may not work well when there is poor signal quality, although the top bar icons will show a Wifi (it happens on ios; Android displays a message "avoid poor Internet connection"). 87

88 41.6. Working in the background and continue interrupted operations Android allows running applications in the background, maintain a connection to the server and transfer files. It means that on Android devices backup and restore can be completed even if the user turns the screen off, exits application by pressing the power button, home or moves to another application. On Windows Phone and ios devices save-screen, moving to a lock screen or to any other application interrupt ongoing operations. In this case, after restarting the application a message will appear asking whether you want to finish the interrupted activity or not. 42. Kodo Main Menu 1. Settings 2. User profile view 3. mykodo containers view 4. Shares - shared resources 5. Devices - assigned user devices 6. Favorites - folders/files shortcuts 7. Contacts - employees contact 8. Search - searching for files 9. Backup & Restore - protection and data recovery 10.Protection device status 88

89 42.1. Settings In "Settings" you can change the parameters of the application: Security" - enable / disable logging into an application using the pin code / changing a present code. When the option is disabled, logging on to the KODO is able after entering the password. "KODO Server" - KODO server address information, along with the ability to change the addressing server. "Backup policy" - the user can change the settings in your backup policy. The policies described in chapter 11, section 1 (if the administrator has allowed you to edit the policy). "About" - information about the installed KODO version Data migration from other mobile devices KODO application automatically detects mobile devices associated with the same user account. 89

90 You can easily migrate data between different systems Data migration on the newly added device If the user already has a phone and wants to log on to the new phone with the same operating system, you will be asked: "Adding Devices with [operating system]. Do you want to migrate all data from previous Device?" "Yes" - opens migration, and all mobile devices with the same operating system will be displayed (different version as well). You will be able to choose the device you want to migrate data from. After selecting all the files are downloaded and migration option will act as a "Restore All." When the user clicks "No", the application returns to the main screen. 90

91 NOTE - Please note that this type of migration applies only to devices with the same operating system. Migrating data with another operating system will be described in the following paragraphs Manual Migrate Data If you want to migrate data from your phone later on, you will be able to enter the phone settings (the icon "Settings") and select the "Migration". After entering your password appears the list of devices which you can migrate data from. After selecting a device Caution! message appears. This action is final and cannot be undone." After clicking "Yes" migration starts automatically. 43. mykodo - containerization mykodo is encrypted part of the KODO for Mobile, where you can store your files. MyKODO for Android By clicking on the tab "mykodo" in the main menu you get the access to the mykodo container. 44. MyKODO for Android - adding files In the mykodo main screen by clicking the icon "plus" you can choose: A. Create Folder - allows you to create a folder and select its name B. Add from Photo Library - adding photos 91

92 C. Add from Camera - access to the smartphone/tablet camera D. Add file - adding any file from smartphone resources Option A" - opens window where you enter the name for the new folder 92

93 Option "B" takes the user to the photo gallery, where he gets the opportunity to select the file to be added to mykodo. The green status bar informs the user about the progress of the file loading into the container. Option C gives you the opportunity to take a photo and add it to the container. Take the picture By selecting "CHANGE" we have the opportunity to take a new picture. By clicking OK you go to mykodo main menu where the image is saved Option D adding any file from the device memory After clicking on the file, it is added to mykodo. The progress bar informs us about the progress Another way to add documents to mykodo option is file sharing. 1. Choose files you want to be added to mykodo 2. Click on share symbol 3. Choose KODO application from the list 93

94 4. In my KODI we can save the file by clicking ADD or choose one of the available folders 5. In order to create a new folder and put there the file / files, click the icon "Folder". The application asks for the name of the new folder. 6. Additionally mykodo proposes to create a local version of the offline file which can be accessed without an Internet connection. 45. mykodo for Android - operations on folders and files Selecting the arrow symbol next to the file / folder, opens a drop-down menu. A. Create an offline copy, which will be available also with no access to the Internet B. Delete the file C. Move the file to another folder D. Rename E. Display available version of the file F. Adding to the Favorites G. Share file via link 94

95 Option B - file removal Choosing "YES" you will remove the file from mykodo Option C - transfers the file to another location Selecting the MOVE option you can: 1 - select a new folder, name it and put it in a file 2 - select an existing folder, click "DONE" to change the location of the file 95

96 Option D" - name change Choosing the option to change the name the box is displayed, after the introduction of the new name, click "OK" Option "E" - available file version Option F - add file to "Favorites" so that we can quickly find the file After selecting the file or folder to the Favorites" the icon appears with the heart". Option G - file sharing via s in the form of links When you select "FILE SHARE VIA LINK" application will generate a link. The user can specify the validity time of the link. 96

97 If the policy requires a security password link, set and confirm the password. Eg. Send link by , when you select the recipient or more recipients, enter the subject of the message and send a message. In the case of folders in mykodo by clicking on the arrow symbol we have the following options: A - DELETE - remove a folder and all its contents B - transfer folder to a designated location (another folder) C - RENAME - rename the folder D - ADD TO FAVOURITES - add to the favorite folder E - SHARE - share files with other users 46. SHARE - sharing a folder with other users By clicking "Share" a list of all the users, that the folder will be shared with, will be displayed. Select users you want to share the files with and click SHARE 97

98 At any time we can remove the user from the list, and thus cease to share a folder with him. Click the triangular button next to "SHARE" folder and choose "Edit Share". Then, while holding your finger on a user icon trash" displays. When you click on the icon, the user will be removed from the list. Click SAVE to confirm. 98

99 At any time you can stop sharing a folder. Both their own and shared by another user. If you own a folder, click the triangular button next to the folder, then click "EDIT SHARE". After opening the window, click on "UNSHARE". KODO displays a message that sharing your folder is completed. If you wish to end sharing f folder, which was made available to us, click the triangular button next to the folder from another user, then select "DELETE". The folder will be removed from the mykodo container. In mykodo there are icons relating to shared folders: A - shared folder from another user / users B - shared folder by another user with the information who made it available At any time the user KODO can add folders and files to folders shared with others or shared folders. You do not have to create a new "share" to make a new folder or files. 99

100 47. MyKODO for Android - operations To delete multiple files or folders in mykodo, you should: 1. Hold file / folder for more than 2 seconds 2. Mark the selected files / folders 3. Click the trash icon 4. The "SELECT ALL" option allows you to select all available files and folders or the "deselect all" lets you deselect all 100

101 48. Moving files/folders A similar situation occurs when you want to move a larger number of files or folders. Mark the selected files/folders, and then click the 'Arrow' icon. When choosing a location, click DONE". 49. Shares There are two types of shared resources: resources shared in the form of a location on the device resources shared in the form of files The "A" and "B" options allow for additional actions on files: A. Display available version of the file B. Save the file to the container mykodo C. Adding to the Favorite D. Saving a file to the smartphone internal memory E. Choosing an external application to share files, eg. , Bluetooth 101

102 50. Devices This button allows you to browse and migrate backups from other systems (eg. Windows KODO), stored on the Storware server. 102

103 If another mobile device is on the list, it is possible to migrate data from the selected device. Favorites The view with shortcuts to folders and files. 51. Contacts In the main menu KODO after clicking on the CONTACTS, the list of employees contacts is displayed. After clicking on the user, the following details are published: Mobile phone number Company name Office name Manager Office address By using the "ARROW" it is possible to save a contact to the memory of the smartphone / tablet, etc. 52. Search Search resources on devices 103

104 53. Backup Depending on the operating system the following data are backedup: Android - Contacts, calendars and all the files (of any type) from internal memory and memory cards Windows Phone 8 - Contacts, films, photos from album 'From camera' and 'Recorded photos and all the folders after connecting the device to the computer ios - Contacts, calendars, reminders lists, photos and videos from the "Camera Roll" and "My stream of images" (if icloud is on) NOTE: the photos in new albums are the copies from Camera Roll Backup is always done to new data and data that have changed - the new version is backed up with a precise date and time. If previously backuped data are removed by the user, then the information about the removal will be saved in the Storware database (data marked as deleted are restored by selecting Restore Selected not Restore All. The user can view the data that have been backuped by selecting Restore Selected. 104

105 Types of backups: first backup backup on demand auto-backup remote backup First backup The first backup is always started, provided that the user has been activated and the device uses a Wifi connection. After successful completion of the first backup system displays the message used Backup on demand Backup on demand can be run at any time by a registered and activated user, provided that the first backup has been made. In order to do this, open the app, log in, click "Backup on Demand. A message will appear after completing the operation Auto-backup and Push Notifications Auto Backup is based on the configuration in the Admin Panel. It sends a backup request at certain times of the day to all the devices which have the application installed. The request will be sent only to the user-device pair, that has been activated, has the same 'First Backup' flag and has a valid pushtoken (stored in the database after registration). Depending on a mobile device system, auto-backup request can be done in different ways. On Android devices, auto-backup can be initiated without user intervention, provided that the application is not deliberately stopped in the system settings (deleting the app from the running applications list does not give the effect - the backup will be able to start). What is more, the auto-backup can be made only without using the application at this specific moment. If currently there is a backup or the user is viewing a list of files to restore (or was looking and then put an application to the background), the auto-backup will not start. On ios devices, auto-backup will be activated only if the application is currently running in the foreground. Additional requirements are the same as for Android. If the application does not run in the foreground, the backup cannot start automatically, unless the user intervention. In this case, the device will send a "Push Notification", where the user must confirm to start the backup. 105

106 NOTE: The notification can be closed and deleted from the list by the user without switching on the application and performing a backup. There is no certainty that the backup will be completed, if the application does not run in the foreground. NOTE: Push Notifications alerts have no guarantee on delivering messages to the mobile device. It all depends on APNs servers, Wi-Fi configuration (blocking selected ports) and on whether the device is turned on and what kind of settings it has. On Windows Phone 8, auto-backups and notifications work exactly the same as on the ios platform - backup starts automatically only if the application is running in the foreground. Otherwise, you will receive a notification. Additional requirements are the same as for Android. 54. Backup & Restore Restore All Restore All option allows you to restore data backup. Data are restored in the last backuped version, if the last backup in the database has not been marked as deleted (backup was made but then removed and rebackuped again on the same device). The data are restored to their original location. The data are omitted if they still exist in the original location and have not been modified since the last backup. In this case we are not dealing with "conflict" as it is described below. Restore works differently on individual systems, due to the limitations of the platform. The external applications in Windows Phone are not able to remove or modify existing files to your phone. For this reason, in case of "conflict" (an attempt to restore an older version of a photo or a contact to a location containing a newer version of the same name but different contents), the application will restore the previous version (adding a date), without displaying a message with options to overwrite, adding a timestamp or cancel. 106

107 Android allows you to overwrite existing files. In case of "conflict" while restoring data using the Restore All, the changed files will be overwritten by the old ones. The application does not display a message with options to over-write, adding a timestamp or cancel. In case of deleting data from the phone before making a restore, Restore All will restore them. You should bear in mind that restored photos, contacts and calendars, they all depend on the system - Windows Phone, Android or ios - may have the same or different names and ID (invisible to the user of the phone) than originally backuped. So if a user repeatedly uses the function Restore All, the data can be reproduced in the device. As the situation is not considered as "conflict" the data will be restored without asking to overwrite Restore Selected Restore Selected option allows, like Restore All, backup restore data, but it offers more possibilities, as will be described in the following sections of this chapter. In contrast to Restore All, Selected Restore option in case of "conflict" allows to decide how to solve this. Some of the choices are: Overwrite Save with current date and time Cancel perform for all items option NOTE: as mentioned before, Windows Phone 8 does not allow overwriting files. For this reason, the user can choose Save with current date, Cancel and perform for all items. 107

108 54.3. Restore selected After selecting Restore selected on the main screen, and entering the correct password, the user can view the data being backed up and select specific elements that wants to be restored from the server to the mobile device. Individual files, contacts, or all contacts or files can be restored. To restore the selected contacts you should: Select "Restore selected" in the "Backup and Restore" click the Contacts' icon select the CheckBoxes click the download icon at the bottom of the screen The restore of calendars and files is done the similar way. The icons of files image also are displayed as thumbnail images contained in the files Choosing destination folder (Android) On Android devices, you can determine whether the files will be restored to its original location, or to another location on the memory card or on phone s internal memory. Choosing location applies only to files and folders, it is not possible to indicate the destination of your contacts and calendars. To restore the selected file or folder to another location you have to: 1. select PLAY on the main screen 2. enter the password and click Next 3. click the folder icon next to the "Files" and locate the directory structure of a file or folder to restore 108