Information classification: Internal BRAINLOOP SECURE CONNECTOR FOR MICROSOFT OFFICE 4.7 Installation and Setup Guide Copyright Brainloop AG, 2004-2018. All rights reserved. All trademarks referred to in this document are the property of their respective owners.
CONTENTS 1. Introduction... 4 2. Install Brainloop Secure Connector for Microsoft Office on a Client Computer... 5 2.1. Overview... 5 2.2. Installation Checklist... 5 2.3. Before You Install... 6 2.3.1. Check the Prerequisites... 6 2.3.2. Uninstall Previous Versions of the Brainloop Outlook Add-in 3.x... 7 2.3.3. Download the Installation Package for Brainloop Secure Connector for Microsoft Office... 7 2.4. Install Brainloop Secure Connector for Microsoft Office... 7 2.4.1. Standard Installation... 7 2.4.2. Installation Using Advanced Installation Options... 8 2.4.3. Silent Installation... 8 2.4.3.1. Silent Installation: Installable Features... 9 2.4.3.2. Silent Installation: Syntax in the DOS Command Line... 9 2.4.3.3. Silent Installation: Optional Parameters... 10 2.4.3.4. Command Syntax for Typical Scenarios... 13 2.4.3.5. Step-by-Step Procedure for the Silent Installation of Brainloop Secure Connector for Microsoft Office 14 2.4.3.6. Technical Processes during and after an MSI Installation... 14 3. Configure Brainloop Secure Connector for Microsoft Outlook... 16 3.1. Configure Dataroom Servers... 16 3.2. Adjust the General Settings for Brainloop Secure Connector for Microsoft Outlook... 17 3.2.1. Adjust the Language Setting... 17 3.2.2. Adjust the Email Options... 17 3.2.3. Adjust the Protected Message Options... 18 3.2.4. Adjust the Document Upload Options... 18 3.2.5. Adjust the Document Download Options... 18 3.2.6. Adjust the Debug options / Send a Log File to Support... 19 3.2.6.1. Locate Other Log Files for Support... 19 3.3. Adjust the Attachment Handling Settings for Brainloop Secure Connector... 20 3.3.1. Adjust the Settings to Convert Attachments into Links... 20 3.3.2. Adjust the Auto-Upload and Link Insertion Setting... 20 2 of 33 Information classification: Internal
3.4. Adjust the Server Settings for Brainloop Secure Connector for Microsoft Outlook... 21 3.4.1. Add Dataroom Servers... 21 3.4.2. Change Dataroom Servers... 22 3.4.3. Remove Dataroom Servers... 22 3.4.4. Adjust the Proxy Server Settings... 23 3.5. Adjust the Sync Settings for Collaboration Items for Brainloop Secure Connector... 23 3.5.1. Adjust the Sync Settings for Dataroom Collaboration Items... 24 3.5.2. Adjust the Sync Settings for Dataroom Calendar Events... 24 3.5.3. Adjust the Sync Settings for Dataroom Tasks... 24 3.6. Check for Updates... 25 3.6.1. Automatic Update of Brainloop Secure Connector for Microsoft Outlook... 25 3.6.1.1. Adjust the Automatic Update Settings... 25 3.6.2. Manual Update of Brainloop Secure Connector for Microsoft Outlook... 25 4. Configure Brainloop Secure Connector for Microsoft Excel, Word, or PowerPoint... 27 4.1. Configure Dataroom Servers... 27 4.2. Adjust the General Settings for Brainloop Secure Connector... 27 4.2.1. Adjust the Download Options for Excel, Word, or PowerPoint Documents... 28 4.3. Check for Updates... 29 4.3.1. Automatic Update of Brainloop Secure Connector... 29 4.3.1.1. Adjust the Automatic Update Settings... 29 4.3.2. Manual Update of Brainloop Secure Connector... 30 5. Frequently Asked Questions... 31 5.1. What is the difference between the "Brainloop Secure Connector for Microsoft Office.exe" and the "Brainloop Secure Connector for Microsoft Office.msi" installers?... 31 5.2. What is contained in the installation package?... 31 5.3. What do I do if the installation has failed for some reason?... 31 5.4. What can I do if Brainloop Secure Connector for Microsoft Office is deactivated accidentally or does not show up after the installation?... 32 5.5. AVG Virus Protection prevents Installation and Reports an "Identity Protection" Problem. How can I still install? 32 5.6. Brainloop Secure Connector does not install with Microsoft Office 2007... 33 3 of 33 Information classification: Internal
1. Introduction Brainloop Secure Connector for Microsoft Office is a client-based software program that seamlessly integrates Microsoft Outlook, Excel, Word, and PowerPoint with Brainloop Secure Dataroom. The service provided by Brainloop Secure Connector for Microsoft Outlook goes far beyond a very comfortable way of sending emails and email attachments securely as document links. It allows the user to navigate in, upload to and download from a Dataroom. Brainloop Secure Connectors for Microsoft Excel, Word, and PowerPoint are fully integrated Excel, Word, and PowerPoint add-in clients that allow Dataroom users to download their Microsoft Office documents from their Datarooms into Excel, Word, or PowerPoint, respectively. Users can then edit their documents in the respective Microsoft Office application and can easily re-upload the updated documents to the Dataroom. Brainloop Secure Connectors for Microsoft Excel, Word, and PowerPoint also allow for using the Dataroom Check-out and Check-in functions for documents, and for creating tasks on Microsoft Office documents. The present installation guide is intended for system administrators or others who install and configure Brainloop Secure Connector for Microsoft Office on a client computer. 4 of 33 Information classification: Internal
2. Install Brainloop Secure Connector for Microsoft Office on a Client Computer 2.1. OVERVIEW To help you with the installation process, we suggest that you print out the installation checklist below on installing so that you can refer to it as you move through the installation process. The installation of Brainloop Secure Connector for Microsoft Office on a client computer is done through an installer executable file named Brainloop Secure Connector for Microsoft Office.exe, which can be downloaded from the Brainloop download site (see section 2.3.3). The executable file is a full installation package that contains all required software components. The installation of Brainloop Secure Connector for Microsoft Office is easy. For questions and troubleshooting, see section 5 Frequently Asked Questions as of page 31. 2.2. INSTALLATION CHECKLIST Before you start to install Brainloop Secure Connector for Microsoft Office, review the following task checklist. > Read section 2.3 Before You Install, and follow the instructions in that section to ensure that your computer is set up properly for the installation, that is: Check the minimum system requirements necessary to install Brainloop Secure Connector for Microsoft Office. Download the installation package for Brainloop Secure Connector for Microsoft Office from our download site. The executable file is a full installation package that contains all required software components. Save this file to a location on your computer where you can find it, e.g. your desktop. > Run the installer executable to install the software on your computer. > Once you have installed the software, proceed to section 3 Configure Brainloop Secure Connector for Microsoft Outlook, page 16. 5 of 33 Information classification: Internal
2.3. BEFORE YOU INSTALL 2.3.1. CHECK THE PREREQUISITES Brainloop Secure Connector for Microsoft Office requires the following prerequisites: > Permission to install software on the respective client computer: Users must have the permission to install software on their client computers or an administrative user must install the software for the user on their client computer. > Client computer with one of these supported operating systems: Windows 10 (32-bit and 64-bit), Windows Server 2012 R2 (32-bit and 64-bit) Windows 8.1 (32-bit and 64-bit), Windows Server 2012 (32-bit and 64-bit) Windows 7 (32-bit and 64-bit), Windows Server 2008 R2 (32-bit and 64-bit) > Client computer with one of these Microsoft Office suites including Microsoft Outlook, Excel, Word, and PowerPoint: Microsoft Office 2007 SP3 (32-bit only) see Frequently Asked Questions, page 33 Microsoft Office 2010 (32-bit only) Microsoft Office 2013 (32-bit only) Microsoft Office 2016 (32-bit only) > Client computer with these software components: Note that all required software components are included in the installation package (executable file), and therefore do not need to be installed separately. These components are: Microsoft.Net 4.5.2 Framework or newer Microsoft Visual Studio 2010 Tools for Office Runtime (x86) for 32-bit systems Microsoft Visual Studio 2010 Tools for Office Runtime (x64) for 64-bit systems Microsoft Visual C++ 2012 Redistributable (x86) 11.0.610.30 Optional: Microsoft Visual C++ 2012 Redistributable (x64) 11.0.610.30 > Brainloop Secure Dataroom: Version 8.20.031 or newer for authentication to a Dataroom through input of the username (email address) and password Version 8.20.601 or newer for authentication to a Dataroom through SAML Version 8.30.701 or newer for authentication to a Dataroom through SAML protocol 2.0 Each Dataroom that you want to work with must have web services (API Access) enabled. Please contact your Dataroom (Center) Manager if you have any questions about this. 6 of 33 Information classification: Internal
2.3.2. UNINSTALL PREVIOUS VERSIONS OF THE BRAINLOOP OUTLOOK ADD-IN 3.X If you have been using a previous 3.x version of the Brainloop Outlook Add-in, you have to uninstall this version first. 1. Click the Windows Start button. 2. Point to Control Panel and select Programs and Features. 3. Right-click the Brainloop Outlook Add-in program, and click Uninstall. 2.3.3. DOWNLOAD THE INSTALLATION PACKAGE FOR BRAINLOOP SECURE CONNECTOR FOR MICROSOFT OFFICE The installation of Brainloop Secure Connector for Microsoft Office on a client computer is done through an executable file named Brainloop Secure Connector for Microsoft Office.exe, which can be downloaded from the Brainloop download site. The executable file is a full installation package that contains all required software components. > Click here to download the latest EXE installer file. > Save this file to a place where you can find it, e.g. on your Windows Desktop. 2.4. INSTALL BRAINLOOP SECURE CONNECTOR FOR MICROSOFT OFFICE 2.4.1. STANDARD INSTALLATION 1. Close all Microsoft Office applications. 2. Double-click the Brainloop Secure Connector for Microsoft Office.exe installation file. The welcome screen of the Installation Wizard for Brainloop Secure Connector for Microsoft Office is displayed. 3. Click Install to start the installation process. 4. Accept the Brainloop License Agreement and click Install. Note: If you only want to install individual modules of Brainloop Secure Connector, see section 2.4.2 for Advanced Installation Options, page 8. Brainloop Secure Connector for Microsoft Office is installed on the given computer. 5. Once the installation is complete click Finish to exit the Installation Wizard. 6. Finally, click Close. Brainloop Secure Connector for Microsoft Office is installed on the respective client computer. Proceed to section 3.1 Configure Dataroom Servers, page 16. 7 of 33 Information classification: Internal
2.4.2. INSTALLATION USING ADVANCED INSTALLATION OPTIONS If required, you can also only install individual modules of Brainloop Secure Connector for Microsoft Office. 1. Close all Microsoft Office programs. 2. Double-click the Brainloop Secure Connector for Microsoft Office.exe installation file. The welcome screen of the Installation Wizard for Brainloop Secure Connector for Microsoft Office is displayed. 3. Click Install to start the installation process. 4. Accept the Brainloop License Agreement and click the Advanced button. 5. Accept the default destination folder, or change to the desired folder and then click Next. 6. In the Product Features dialog, select the features you want to install by clicking on the down arrow. 7. By default, all features are activated in the Product Features dialog. If you want to exclude one or more of the available Brainloop Secure Connector features, however, deselect the feature by selecting the Entire feature will be unavailable option from the corresponding drop-down list: Important note: Do not select the options Entire feature will be installed on local hard drive or Feature will be installed when required. 8. Click Install and the selected Brainloop Secure Connector features are now being installed on the given computer. 9. Once the installation is complete click Finish to exit the Installation Wizard. 10. Finally, click Close. Brainloop Secure Connector for Microsoft Office is now installed on the respective client computer. Proceed to section 3.1 Configure Dataroom Servers, page 16. 2.4.3. SILENT INSTALLATION Brainloop Secure Connector for Microsoft Office can also be installed using the silent installation option via the command line and MSIEXEC. This installation method is particularly useful if you plan enterprisewide rollouts. It offers distinct management advantages because the configuration settings of the Brainloop Secure Connector installations can be managed centrally via an XML file for default settings (see Technical Processes during and after an MSI Installation). You can either install all of the components of Brainloop Secure Connector or only the features you require, and you can pre-configure most options centrally so that the individual users don t have to configure their Brainloop Secure Connector themselves. Please note that you have to use the Brainloop Secure Connector for Microsoft Office.msi installation file for doing so (see also Frequently Asked Questions on page 31). Please also note that you have to install the required software components manually first (see Check the Prerequisites on page 6). Click here to download the latest MSI installer file. 8 of 33 Information classification: Internal
The following chapters provide information on the installable features, syntax in the command line, optional parameters, scenarios, a step-by-step description of the installation procedure, and technical background information. Important note: With older Microsoft Office products, such as Microsoft Office 2007, problems might occur during installation of Brainloop Secure Connector. If you encounter such problems, please contact Brainloop Support to get assistance. 2.4.3.1. SILENT INSTALLATION: INSTALLABLE FEATURES The Brainloop Secure Connector for Microsoft Office.msi installer supports installing individual features via the command line. Currently, the features to choose from are: > Brainloop_Excel_Addin > Brainloop_Word_Addin > Brainloop_PowerPoint_Addin > Brainloop_Outlook_Addin Note: The fifth feature SharedElements must always be installed. 2.4.3.2. SILENT INSTALLATION: SYNTAX IN THE DOS COMMAND LINE Use the following syntax to install or configure the Brainloop Secure Connector for Microsoft Office.msi installer from the current folder: msiexec /i Package ADDLOCAL=InstallableFeatures /Parameters Explanation of msiexec and available parameters: Msiexec Windows installer program that interprets packages and installs products /i This parameter installs or configures a product Package Specifies the path and name of the Windows Installer package file Note: If the path to the.msi file or the name of the.msi file contains any blank spaces, enclose the path in quotation marks to indicate that the whole path is a single parameter. You can use quotation marks, even if there are no blank spaces. ADDLOCAL= /Parameters This parameter must be used when only part of the package is installed in order to specify the features to be installed (see chapter Installable Features on page 9), separated by commas. You can use a number of parameters for the installation (see chapter Optional Parameters on page 10). Remarks > Windows Installer command-line options are not case-sensitive. > Optional parameters can be used in addition to configure default settings for the Secure Connector. 9 of 33 Information classification: Internal
For further information on msiexec, please refer to the Microsoft Windows Server Support page http://technet.microsoft.com/en-us/library/cc759262(v=ws.10).aspx 2.4.3.3. SILENT INSTALLATION: OPTIONAL PARAMETERS During the installation of Brainloop Secure Connector for Microsoft Office via MSIEXEC at the command line, a number of parameters can be specified. Most of the configuration settings that are available in the graphical user interface can also be configured via command line parameters. There are even some command line parameters available for settings that cannot be specified in the graphical user interface. Please note that parameter names must be entered in uppercase letters. Spaces are not permitted between the parameter name, equals sign and value, i.e. the correct syntax is PARAMETER=Value. Values that contain spaces must be enclosed in double quotes. During an MSIEXEC installation, these parameter settings are collected and written into an XML file called BSCDefaultSettings.xml. This XML file is used to import the default settings into the Brainloop Secure Connector as soon as an individual user starts to use it. For detailed technical information, see Technical Processes during and after MSI Installation. The following tables list some important parameters that can be set for MSIEXEC, explain their meaning, list possible values, give a syntax example and specify their representation in the XML file BSCDefaultSettings.xml. For a full list of all parameters, please refer to Appendix A: Parameters for MSIEXEC and their representation in BSCDefaultSettings.xml. Server Settings Parameter UI Option Equivalent: Function: Possible Values: Default Value: MSIEXEC Example: XML Representation: Parameter Values in XML File: DEFAULTSERVER Change Settings > Servers > Add > Configure Servers Creates a default server connection to a Brainloop Dataroom server. The username is automatically recognized. (URL of Brainloop Dataroom server, e.g. https://my.brainloop.net/) NULL, empty (not specified) DEFAULTSERVER="https://my.brainloop.net" DefaultServer (URL of Brainloop Dataroom server, e.g. https://my.brainloop.net/) Value Type: String Parameter UI Option Equivalent: Function: Possible Values: DEFAULTSERVERMODE Change Settings > Servers > Add > Configure Servers Determines the authentication mode for the default server. UserNamePassword, Certificate, Saml 10 of 33 Information classification: Internal
Default Value: MSIEXEC Example: XML Representation: Parameter Values in XML File: UserNamePassword (if DEFAULTSERVER is specified) DEFAULTSERVERMODE="UserNamePassword" DefaultServerMode UsernamePassword, Certificate, Saml Value Type: String or Enum Alternative Notation for Parameter Values in MSIEXEC and XML File: UsernamePassword = 1, Certificate = 2, Saml = 3 Parameter UI Option Equivalent: Function: Possible Values: Default Value: MSIEXEC Example: XML Representation: Parameter Values in XML File: Value Type: String KNOWNSERVERS Change Settings > Servers > Add > Configure Servers Comma-separated list of the servers used to populate the drop-down list of connections when creating a new server connection in Configure Servers. (URLs of Brainloop Dataroom servers, e.g. https://my.brainloop.ch/, https://my.brainloop.co.uk/) https://my.brainloop.net, https://my.brainloop.at, https://my.brainloop.ch, https://my.brainloop.co.uk, https://my.brainloop.fr, https://my.brainloop.info, https://my.brainloop.lu KNOWNSERVERS="https://my.brainloop.net, https://my.brainloop.ch, https://my.brainloop.us" KnownServers (URLs of Brainloop Dataroom servers, e.g. https://my.brainloop.ch/, https://my.brainloop.co.uk/) Parameter UI Option Equivalent: Function: Possible Values: Default Value: PROXYMODE Change Settings > Servers > Proxy Options Enables the usage of a proxy server and supports company rollouts in proxy server environments. (Proxy settings as defined in the Internet Options of the web browser.) None = No proxy Server is used. System = Use proxy settings as currently configured in the system. Manual = Use manual proxy settings, i.e. add the proxy settings manually (including address, port, authentication, etc.) None 11 of 33 Information classification: Internal
MSIEXEC Example: XML Representation: Parameter Values in XML File: Value Type: String or Enum Alternative Notation for Parameter Values in MSIEXEC and XML File: PROXYMODE="Manual" WebProxyMode None, System, Manual None = 1, System = 2, Manual = 3 General Settings Parameter UI Option Equivalent: Function: Possible Values: Default Value: Example: XML Representation: Parameter Values in XML File: Value Type: String or Enum Alternative Notation for Parameter Values in MSIEXEC and XML File: DOWNLOADPATH Change Settings > General > Download Options > Ask me where to save each file before downloading (or) Save file in Temp folder (or) Save file to This parameter specifies which Download Option is selected. AskForLocation, Temp, Setting Temp DOWNLOADPATH= AskForLocation SaveToLocation AskForLocation, Temp, Setting AskForLocation = 1, Temp = 2, Setting = 3 Parameter UI Option Equivalent: Function: Possible Values: Default Value: Example: XML Representation: Parameter Values in XML File: Value Type: String or Enum DOWNLOADPATHCOSTUMSETTING Change Settings > General > Download Options > Setting for Save file to This parameter specifies where downloaded files are saved to when DOWNLOADPATH= Setting was specified. For the default setting, this parameter is left empty. (Specify a path for saved downloaded files) NULL, empty DOWNLOADPATHCOSTUMSETTING= C:\myDownloads SaveToLocation (Specify a path for saved downloaded files) 12 of 33 Information classification: Internal
2.4.3.4. COMMAND SYNTAX FOR TYPICAL SCENARIOS Scenario 1: Silent installation of the complete Brainloop Secure Connector for Microsoft Office package without status bar display This example installs the complete Brainloop Secure Connector for Microsoft Office package silently (parameter /quiet) from the current directory, without status bar display (parameter /qn) and without restart after the installation (parameter /norestart): msiexec /i "BSCO.msi" /quiet /qn /norestart Scenario 2: Silent installation of Brainloop Secure Connector for Microsoft for Outlook and Word with status bar display This example installs Brainloop Secure Connector for Microsoft Outlook and Microsoft Word but NOT for Excel and PowerPoint silently (parameter /quiet) from the current directory, with status bar display (parameter /qb) and without restart after the installation (parameter /norestart): msiexec /i "BSCO.msi" ADDLOCAL=SharedElements,Brainloop_Outlook_Addin,Brainloop_Word_Addin /quiet /qn /norestart Scenario 3: Silent installation of the complete Brainloop Secure Connector for Microsoft Office package with setting for default server and default authentication mode to username and password This example installs the complete Brainloop Secure Connector for Microsoft Office package silently (parameter /quiet) from the current directory without status bar display (parameter /qn), without restart after the installation (parameter /norestart), setting the default server to "https://my.brainloop.net" (parameter DEFAULTSERVER) and setting the default authentication method to username and password (parameter DEFAULTSERVERMODE). msiexec /i "BSCO.msi" DEFAULTSERVER="https://my.brainloop.net" DEFAULTSERVERMODE="UserNamePassword" /quiet /qn /norestart Scenario 4: Installation of the complete Brainloop Secure Connector for Microsoft Office in a PROXY environment and using the system s proxy settings Use the PROXYMODE parameter if you need to install/access the Dataroom server via a proxy server as configured in your local Internet Explorer. Our example installs the complete Brainloop Secure Connector for the Microsoft Office package in a proxy environment with the default proxy settings of the system. msiexec /i "BSCO.msi" PROXYMODE=System Example of an MSIEXEC command and the corresponding XML settings file containing proxy settings MSIEXEC command: 13 of 33 Information classification: Internal
msiexec /i "BSCO.msi" PROXYMODE="Manual" PROXYADDRESS="192.1.2.3" PROXYPORT=8080 PROXYUSECREDENTIALS="True" PROXYUSERNAME="myself" PROXYPASSWORD="top secret" XML settings file BSCDefaultSettings.xml : <?xml version="1.0" encoding="utf-8" standalone="yes"?> <DefaultSettings> <WebProxyMode>Manual</WebProxyMode> <WebProxyAddress>192.1.2.3</WebProxyAddress> <WebProxyPort>8080</WebProxyPort> <UseWebProxyCredentials>True</UseWebProxyCredentials> <WebProxyUsername>myself</WebProxyUsername> <WebProxyUserpassword>top secrect</webproxyuserpassword> <!-- will be ignored since 4.6.1 --> </DefaultSettings> 2.4.3.5. STEP-BY-STEP PROCEDURE FOR THE SILENT INSTALLATION OF BRAINLOOP SECURE CONNECTOR FOR MICROSOFT OFFICE To install the Brainloop Secure Connector for Microsoft Office.msi silently: 1. Open the Command Prompt. Note: You have to be logged in as Administrator or start the Command Prompt in Administrator mode as follows: Click the Windows Start button, click All Programs, and then click Accessories. Right-click Command prompt, and then click Run as administrator. If the User Account Control dialog box is displayed, confirm that the action it displays is what you want, and then click Continue. 2. Type the necessary command, as detailed in the Command Syntax for Typical Scenarios on pages 13ff, into the command line and press Enter. The installation is performed silently. 3. Close the Command Prompt. 2.4.3.6. TECHNICAL PROCESSES DURING AND AFTER AN MSI INSTALLATION During any MSI installation no matter whether it is performed by simply running the MSI locally or by running MSIEXEC with parameters at the command prompt the configuration parameter settings are written to an XML file called BSCDefaultSettings.xml. By default, this XML file is placed in a user-independent location on the target computer under %AllUsersProfile% (typically C:\ProgramData\Brainloop\BSCDefaultSettings.xml). If this file is not available, for any reason, it can be created manually and placed in this location (see Command Syntax 14 of 33 Information classification: Internal
for Typical Scenarios, last example for XML settings file BSCDefaultSettings.xml or ask Brainloop support for a sample file). When an individual user starts the Brainloop Secure Connector for the first time, this file is read, and its default configuration settings are taken over into the user-specific configuration of the Brainloop Secure Connector. The user-specific configuration (possibly further refined by the user) is encrypted and saved in a user-specific database in the user s own %AppData% or %LocalAppData% directory (typically C:\Users\ USERNAME \AppData\Local\, depending on the setting). As part of this encryption and save operation, an MD5 hash is calculated for the content of the BSCDefaultSettings.xml file that has just been used as basis for the user-specific configuration, and this hash value is also stored in the userspecific database in the user s %AppData% or %LocalAppData% directory. When the user starts the Brainloop Secure Connector the next time indeed at any subsequent start of the Brainloop Secure Connector, a new hash is calculated for the BSCDefaultSettings.xml file, and this new hash is compared with the hash that was previously saved in the user-specific database in the %AppData% or %LocalAppData% directory. If the two hash values differ, this indicates that the BSCDefaultSettings.xml file has been changed, and the configuration parameter settings from BSCDefaultSettings.xml are again taken over to the user-specific configuration. The new user-specific configuration is then again encrypted and saved in database in %AppData% or %LocalAppData% directory. Also, the newly calculated hash for the changed content of the BSCDefaultSettings.xml is saved there to serve as basis for comparison at the next start of Brainloop Secure Connector. This process enables administrators to manage and change the configuration settings for the Brainloop Secure Connector by simply changing the BSCDefaultSettings.xml. If administrators want to enforce a (re-)reading and a (re-)import of an otherwise unchanged BSCDefaultSettings.xml file, they can simply add an empty line at the end of it. This leads to a changed hash value that causes the instances of Brainloop Secure Connector to (re-)load the configuration settings from the XML file at their next startup. The default storage location for BSCDefaultSettingsl.xml can be changed. If you would like to use a different storage location for BSCDefaultSettings.xml, please ask your Brainloop Customer Care contact for assistance. 15 of 33 Information classification: Internal
3. Configure Brainloop Secure Connector for Microsoft Outlook Brainloop Secure Connector for Microsoft Outlook is installed with certain default settings, like upload and download behavior for documents, attachment handling and sync settings for Dataroom collaboration items. These default settings can be adjusted by the system administrator and the user at any time. Read the following sections for details on how to customize these settings. 3.1. CONFIGURE DATAROOM SERVERS After the installation of Secure Connector open Microsoft Outlook to configure the connections to the servers on which your Datarooms are installed. 1. Open Microsoft Outlook. A Welcome to email is displayed which leads you through the first configuration steps required. 2. Click the Configure Servers button to the right of this email. The Configure Servers dialog window is displayed. 3. Open the Brainloop Server URL drop-down list, and select a Dataroom server, or type the server s URL into the field. Note: The most common Dataroom servers (.NET,.US and.ch) can be selected from the list; other URLs must be entered manually into the field. a) To authenticate with your email address and password: In the Username & Password tab, enter your Username (your email address you defined during your first registration to the Dataroom server) and your Password. b) To authenticate with your Dataroom certificate: Open the Certificate tab. Click the Select Certificate button, and select the appropriate certificate from the list. Certificate details are then shown in the respective fields. c) To authenticate with your SAML login: Open the SAML tab. Enter your Username (your email address you defined during your first registration to the Dataroom server). 4. Click OK to save your settings. Once the connection to the given Dataroom server has been established a corresponding message is displayed. 5. Click OK to confirm this message. The Change Settings dialog window is displayed with the Servers pane open by default. 16 of 33 Information classification: Internal
6. You can Add Dataroom Servers, see page 21, or adjust the general settings for Brainloop Secure Connector, see pages 17ff. 7. Click OK to close this dialog window. Back in the Welcome email, you see a list of your Datarooms in the Browse tab. You can now adjust the default language, email settings, upload and download behavior, attachment handling and collaboration settings to your needs. 3.2. ADJUST THE GENERAL SETTINGS FOR BRAINLOOP SECURE CONNECTOR FOR MICROSOFT OUTLOOK To customize the default language, email settings, and document upload and download behavior to your needs: 1. Open Microsoft Outlook. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. The Change Settings dialog window is displayed with the General pane open by default. 4. Proceed to the next section to adjust the email options to your needs. 3.2.1. ADJUST THE LANGUAGE SETTING In the Change Settings dialog window, verify and if necessary adjust the user interface Language to your needs. 1. Open the Language drop-down list and choose your preferred language, i.e. English, German, French, Italian, Portuguese, or Spanish. 2. Click OK. 3. Exit and restart Microsoft Outlook for the new language to take effect. 3.2.2. ADJUST THE EMAIL OPTIONS In the Change Settings dialog window, verify and if necessary adjust the following email options to your needs. 1. Use the Dataroom's email security settings as the default: This option is activated by default to ensure that document links attached to an email are sent in accordance with the Dataroom s security setting, i.e. the Email Encryption setting. Every email is additionally sent as a Protected Message. If you do not want to use this function, deactivate it. Users can then decide individually for each email whether they want to protect it or not. 2. Prefer the "Maximum (Dataroom members)" security level when sending emails to Dataroom members: 17 of 33 Information classification: Internal
This option is activated by default to ensure that emails with document links sent to Dataroom members are sent using the highest security level, i.e. Maximum (Dataroom members). This security level is then automatically selected in the Security Options tab. If you do not want to use this function, deactivate it. Users can then decide individually, and in accordance with the Dataroom s settings which security level they want to use. 3. Always show the Brainloop Secure Mail Assistant when creating a new email This option is deactivated by default. Activate this option, if you want the Brainloop Secure Mail Assistant pane to be displayed every time you create a new email. 4. Convert email format from plain text to HTML and add signature: This option is activated by default to ensure that emails sent through a program other than Microsoft Outlook, e.g. through the Windows Explorer s Send to Mail Recipient option, are switched from text only to HTML, and have the user s default signature added. If you do not want to use this function by default, deactivate it. 3.2.3. ADJUST THE PROTECTED MESSAGE OPTIONS In the Change Settings dialog window, verify and if necessary adjust the following option to your needs. 1. Transfer protected messages to this Dataroom: Click Browse to define the Dataroom into which protected messages are to be transferred. If you do not define a Dataroom here, users are asked to select a Dataroom when they send a protected message the first time. Afterwards that Dataroom is saved as the default Dataroom and can be changed in the Security Options. 3.2.4. ADJUST THE DOCUMENT UPLOAD OPTIONS In the Change Settings dialog window, verify and if necessary adjust the following upload option to your needs. 1. Prevent upload of duplicates: This option is activated by default to ensure that no document duplicates are uploaded to a Dataroom. If you do not want to use this function, deactivate it. 3.2.5. ADJUST THE DOCUMENT DOWNLOAD OPTIONS In the Change Settings dialog window, verify and if necessary adjust the following download options to your needs. 1. Save file in temp folder: This option is activated by default. With this option, each downloaded document is saved to the system s Temp directory (C:\Users\PC\AppData\Local\Temp). 2. Ask me where to save each file before downloading: 18 of 33 Information classification: Internal
Activate this option, if a user should be asked to specify a download location each time they download a document from a Dataroom. 3. Save file to: Activate this option and click Browse to define the file path to which each downloaded document is saved to. 3.2.6. ADJUST THE DEBUG OPTIONS / SEND A LOG FILE TO SUPPORT From the Change Settings dialog window, you can send a log file to a predefined email address. If you want to report a problem or an error that occurred within Brainloop Secure Connector, click the Send Log File button. Debug information is sent to the support email address defined in the respective brainloopoffice.sdf settings file. Confirm the displayed message by clicking OK. Tip: If you have a problem with the operation of Brainloop Secure Connector, activate the Detailed log file option and click OK. This activates verbose logging, which ensures that every detail is logged and stored in the log file. Next, repeat the previous steps. When you are done, go back to the General Settings and click the Send Log File button. 3.2.6.1. LOCATE OTHER LOG FILES FOR SUPPORT If there is a recurring problem with the operation of Brainloop Secure Connector, you may need to send more than today s log file to support. The regular Brainloop log files are located in the user s local App directory. Access to this directory is available quickly from C: using the %LocalAppData% environmental variable. For instance: C:\Users\{USERNAME}\AppData\Local\Brainloop\BSC\Logs (English and Default) C:\Benutzer\{USERNAME}\AppData\Local\Brainloop\BSC\Logs (Example with German OS) Each session (i.e. start of an office application) creates a separate log file using the following format: {OfficeApplication} {yyyy-mm-dd} {HHmmss} #{number).log I.e. product name + date (in year-month-day) + time in (HoursMinutesSeconds) + #sequential number.log For instance: Outlook 2017-07-05 185901 #001.log The sequential number starts with 001. If a log file that records the session reaches the maximum number of permitted lines, a new log file numbered sequentially is created (i.e. 001, 002, etc.). 19 of 33 Information classification: Internal
3.3. ADJUST THE ATTACHMENT HANDLING SETTINGS FOR BRAINLOOP SECURE CONNECTOR To customize the default attachment handling settings when sending emails to your needs: 1. Open Microsoft Outlook. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. The Change Settings dialog window is displayed. 4. Click the Attachments tab. 5. This opens the Attachments pane, where you can adjust the attachment handling settings to your needs. 3.3.1. ADJUST THE SETTINGS TO CONVERT ATTACHMENTS INTO LINKS In the Change Settings dialog window, verify and if necessary adjust the following settings to convert email attachments into links to your needs. 1. Convert email attachments into links On email send: This option is activated by default to ensure that a user can define their preferred attachment stripping options in the Add Attachments dialog window when adding an attachment from outside Microsoft Outlook, e.g. from Windows Explorer to an email. If you do not want to use this function, deactivate it. 2. Convert email attachments into links On send from other Brainloop Secure Connector applications: This option is activated by default to ensure that an attachment is inserted as a secure link automatically when being sent from another Brainloop Secure Connector application, like Microsoft Excel, for example. If you do not want to use this function, deactivate it. 3. Convert email attachments into links On attachment add: This option is activated by default to ensure that a user can define their preferred attachment stripping options in the Add Attachments dialog window when adding an attachment to an email via Copy and Paste. If you do not want to use this function, deactivate it. 3.3.2. ADJUST THE AUTO-UPLOAD AND LINK INSERTION SETTING In the Change Settings dialog window, verify and if necessary adjust the following auto-upload and link insertion setting to your needs. 1. Auto-upload documents and insert links: This option is deactivated by default to ensure that a user can define their preferred Dataroom folder in the Add Attachments dialog window each time they add a local document to an email. 20 of 33 Information classification: Internal
Activate this option, if you want to upload each document added to an email to the last-used Dataroom folder and to insert a document link in the email at the cursor position automatically. 3.4. ADJUST THE SERVER SETTINGS FOR BRAINLOOP SECURE CONNECTOR FOR MICROSOFT OUTLOOK To add further Dataroom servers, change or remove existing ones, and to set certain proxy server options for Brainloop Secure Connector: 1. Open Microsoft Outlook. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. The Change Settings dialog window is displayed. 4. Click the Servers tab. 5. Proceed to the next sections to adjust the server settings to your needs. 3.4.1. ADD DATAROOM SERVERS In the Change Settings dialog window, add further Dataroom servers to be available in Brainloop Secure Connector for Microsoft Windows. 1. In the Servers section, click Add. The Configure Server dialog window is displayed. 2. To add a Dataroom server, proceed TO section 3 Configure Brainloop Secure Connector for Microsoft Outlook, page 16. 3. Click OK to save your settings. Once the connection to the given Dataroom server has been established a corresponding message is displayed. 4. Confirm this message by clicking OK. 5. Click OK to close the Change Settings dialog window. 21 of 33 Information classification: Internal
3.4.2. CHANGE DATAROOM SERVERS In the Change Settings dialog window, change the existing Dataroom servers to be available in Brainloop Secure Connector for Microsoft Windows. 1. Select a server from the Servers list. 2. Click Change. 3. Make your changes in the Configure Servers dialog window as described in section 3 Configure Brainloop Secure Connector for Microsoft Outlook, page 16. 4. Click OK to save your settings. 5. Click OK to close the Change Settings dialog window. 3.4.3. REMOVE DATAROOM SERVERS In the Change Settings dialog window, remove those Dataroom servers that are no longer needed in Brainloop Secure Connector for Microsoft Windows. 1. Select a server from the Servers list. 2. Click Remove. The selected server is removed from the list of configured servers immediately. 3. Click OK to close the Change Settings dialog window. 22 of 33 Information classification: Internal
3.4.4. ADJUST THE PROXY SERVER SETTINGS In the Change Settings dialog window, verify and, if necessary, adjust the default proxy server settings to your needs. 1. No proxy server: Activate this option, if you do not want to access the Dataroom server via a proxy server. 2. Use system proxy settings: Activate this option, if you want to access the Dataroom server via a proxy server as configured in your local Internet Explorer. Depending on the configuration, you may be prompted for a username and password to connect with the proxy server. 3. Use manual proxy settings: Activate this option, if you want to define a different proxy server than the one that is already configured in your system. To do so, enter the address and port of the proxy server in the corresponding fields. Proxy authentication required? Activate this option, if an authentication is required to connect with the proxy server and enter the corresponding username and password. 3.5. ADJUST THE SYNC SETTINGS FOR COLLABORATION ITEMS FOR BRAINLOOP SECURE CONNECTOR To customize the default sync settings for Dataroom collaboration items, i.e. Dataroom calendar events and tasks to your needs: 1. Open Microsoft Outlook. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. The Change Settings dialog window is displayed. 4. Click the Collaboration tab. 5. Proceed to the next sections to adjust the sync settings for Dataroom collaboration items to your needs. 23 of 33 Information classification: Internal
3.5.1. ADJUST THE SYNC SETTINGS FOR DATAROOM COLLABORATION ITEMS In the Change Settings dialog window, verify and if necessary adjust the following sync settings for collaboration items to your needs. 1. Synchronize every n minutes: The default time period after which calendar events and tasks are retrieved from a Dataroom server and synced with Microsoft Outlook is set to 20 minutes. If you want to change this time period overwrite the default value with your own, or use the Arrow Up or Down buttons. 2. Synchronize period (n days): The default time period within which calendar events and tasks are retrieved from a Dataroom is set to 30 days. If you want to change this time period overwrite the default value with your own, or use the Arrow Up or Down buttons. Once the specified period has expired, collaboration items from the Dataroom server are no longer synced with Microsoft Outlook. 3. Only synchronize Datarooms I have visited: This option is activated by default to ensure that only collaboration items of Datarooms that you have visited are synced with Microsoft Outlook. If you do not want to use this function by default, deactivate it. 3.5.2. ADJUST THE SYNC SETTINGS FOR DATAROOM CALENDAR EVENTS In the Change Settings dialog window, verify and if necessary adjust the following sync settings for Dataroom calendar events to your needs. 1. Display all Dataroom events in Outlook: Activate this option to ensure that events from the Dataroom calendar are synced with the Microsoft Outlook calendar. If you do not want to use this function leave it deactivated. 2. Only display my events: Activate this option to ensure that only your Dataroom calendar events are synced with Microsoft Outlook. If you do not want to use this function, deactivate it. 3.5.3. ADJUST THE SYNC SETTINGS FOR DATAROOM TASKS In the Change Settings dialog window, verify and if necessary adjust the following sync settings for Dataroom tasks to your needs. 1. Display all Dataroom tasks in Outlook: Activate this option to ensure that tasks from the Dataroom are synced with the Microsoft Outlook tasks. If you do not want to use this function, leave it deactivated. 24 of 33 Information classification: Internal
2. Only display my tasks: Activate this option to ensure that only your Dataroom tasks are synced with Microsoft Outlook. If you do not want to use this function, deactivate it. 3.6. CHECK FOR UPDATES 3.6.1. AUTOMATIC UPDATE OF BRAINLOOP SECURE CONNECTOR FOR MICROSOFT OUTLOOK Brainloop Secure Connector for Microsoft Office is configured such that it automatically checks for updates every seven days by default. CAUTION: Please note that an update of Brainloop Secure Connector for Microsoft Office requires local administrator rights on the respective client computer. If users do not have administrator rights on the client computers, make sure you deactivate the Automatically check for updates every n days option. 3.6.1.1. ADJUST THE AUTOMATIC UPDATE SETTINGS 3. Open Microsoft Outlook. 4. Open the Home tab. 5. Click the Dataroom button and select Settings. The Change Settings dialog window is displayed. 6. Click the About tab. 7. In the Change Settings dialog window, verify and if necessary adjust the Automatically check for updates every n days option to your needs. This option is activated by default. The default time period after which Brainloop Secure Connector automatically checks for an update is set to 7 days. If you want to change this time period overwrite the default value with your own, or use the Arrow Up or Down buttons. If you do not want to use this auto-update function or if users do not administrator rights on the client computers deactivate it. 8. Click OK to close this dialog window. 3.6.2. MANUAL UPDATE OF BRAINLOOP SECURE CONNECTOR FOR MICROSOFT OUTLOOK 1. Open Microsoft Outlook. 1. Open the Home tab. 2. Click the Dataroom button and select Settings. The Change Settings dialog window is displayed. 3. Click the About tab. 25 of 33 Information classification: Internal
4. Click the Check for Updates Now button. If updates are available, the Software Update window is displayed. The Change Log browser contains the changes that were made to the last versions of Brainloop Secure Connector. To update to the latest version, click Update and follow the instructions in the update wizard. 5. To skip the latest version, click Skip this version. 6. If no updates are available, confirm the displayed message by clicking OK. 26 of 33 Information classification: Internal
4. Configure Brainloop Secure Connector for Microsoft Excel, Word, or PowerPoint Brainloop Secure Connector for Microsoft Excel, Word, and PowerPoint is installed with certain default settings, like download behavior for documents. These default settings can be adjusted by the system administrator and the user at any time. Read the following sections for details on how to customize these settings. 4.1. CONFIGURE DATAROOM SERVERS If you have already configured your Dataroom servers in the Secure Connector for Microsoft Outlook, these servers are also available in the other Microsoft Office applications installed on your computer. If you have not configured any Dataroom servers at all, proceed as follows: 1. Open Microsoft Excel, Word, or PowerPoint. 2. In the Home tab, click the Dataroom button and select Settings. The Change Settings dialog window is displayed. 3. Click the Servers tab. 4. Proceed as described in section 3.1 Configure Dataroom Servers, page 16. 4.2. ADJUST THE GENERAL SETTINGS FOR BRAINLOOP SECURE CONNECTOR To customize the default download behavior settings for Microsoft Excel, Word, or PowerPoint documents to your needs: 1. Open Microsoft Excel, Word, or PowerPoint. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. The Change Settings dialog window is displayed with the General pane open by default. 4. Proceed to the next section to adjust the settings to your needs. 27 of 33 Information classification: Internal
4.2.1. ADJUST THE DOWNLOAD OPTIONS FOR EXCEL, WORD, OR POWERPOINT DOCUMENTS In the Change Settings dialog window, verify and if necessary adjust the following download options for Excel, Word, or PowerPoint documents to your needs. 1. Save file in temp folder (delete file on close): This option is activated by default. With this option, each downloaded Microsoft Office document is saved to the system s Temp directory (C:\Users\PC\AppData\Local\Temp). When the document is closed it is removed from the Temp directory. 2. Ask me where to save each file before downloading: Activate this option if a user should be asked to specify a download location each time they download a Microsoft Office document from a Dataroom. 3. Save file to: Activate this option and click Browse to define the file path to which each downloaded Microsoft Office document is saved to. 4. Embed Dataroom information in documents: This option is activated by default. With this option, information from the Brainloop Dataroom is embedded in the document s properties. 28 of 33 Information classification: Internal