Electronic Version Switch Administration Panel- Quick Start Guide Contents Contents... 1 Installing Switch to User s Machines... 2 Adding Organizational Units... 3 Inviting Users... 4 Egress Switch Administration Panel User Guide Inviting Multiple Users... 5 Updating User Data... 5 User Password Retrieval... 6 Administration Password Retrieval... 6 Setting a New Password Explicitly... 7 Roles and Permissions... 8-9 Contact us... 9 Important Note: Egress Switch is a security product. While every precaution is made to ensure the highest level of security and integrity of data at all times you should be extra vigilant for suspicious activity and never write down or share your Switch ID credentials with anyone. Switch Administration Panel User Guide - Contents Switch Administration Panel User Guide - Contents 1
Getting Started Getting your users set up and ready to use Switch is a quick and simple process. The following guide will show you how to download Switch onto their machines and subsequently manage your Switch business account. Follow the installation using the Next button, you will be asked to read and accept the Egress license agreement, and then select an installation folder. Installing Switch Client to Your User s Machines Open your web browser and navigate to http://www.egress.com/ switch-client-apps/ Click on the grey button labelled Download Note: You will then be asked if you wish to install the Switch Outlook Add-in. If you use Outlook, it is advisable you install the add-in since it will allow you to encrypt and decrypt emails within Outlook. Important Note: For detailed client installation documentation including silent deployment please see http://www.egress.com/ product-documentation/ Switch Administration Panel User Guide Installing Switch to User s Machines Switch Administration Panel User Guide Installing Switch to User s Machines 2
Business Structure - Adding Organizational Units It is possible to create a business structure within your Switch Business account. This is a useful way to manage your users. It is also possible to add a new unit under a recently created Organizational Unit as seen below. Login with your Switch ID and password at https:// switch.egress.com Click New Organizational Unit. Name the organizational unit and then give it a directory location. The new unit will always appear under the location you selected. Switch Administration Panel User Guide - Adding Organizational Units Switch Administration Panel User Guide - Adding Organizational Units 3
Inviting a User to Your Business Account Login with your Switch ID and password at https:// switch.egress.com Click Invite Users, this can be found on the left-hand side of your administration panel. Now click Invite Single User. Click the link inside the user s email and ask them to complete the information as below. Enter the information as appropriate. Required fields are marked with a *. Ensure you leave the password fields blank if you want your colleagues to set their own password. Note: You can also invite the user to a directory location you created previously if you wish. Select from the drop down menu available. Switch Administration Panel User Guide Inviting Users Switch Administration Panel User Guide Inviting Users 4
Inviting Multiple Users to Your Business Account User Management - Updating User Data Navigate back to Step 2 on the previous page and click Invite Multiple Users. Login with your Switch ID and password at https:// switch.egress.com Click User Management, this can be found on the left-hand side of your administration panel. Click on the name of the user account you wish to edit. It will open a new window and you can change the details here as shown below. From here you can enter all of your business user s at once. Ensure you enter the values separated by a comma. You can also import your user list from a.csv file. Again, make sure this is separated to the format you specify in the first drop down menu, by default this is set to: first name, middle name, last name, email address Note: First name, last name and email address is required. If the user does not have a middle name please leave this blank, but comma separated, i.e. Joe,, Smith, joesmith@mycompany.com. You can export this information directly from Active Directory Users and Computers. Switch Administration Panel User Guide Inviting Users Switch Administration Panel User Guide Updating User Data 5
User Password Retrieval If a user in your business account has forgotten their password, they can recover it themselves providing they can answer the security questions they set when they registered. Navigate to https://switch.egress.com and click Forgot Your Password. Administration Password Retrieval If the user does not remember their security questions you have the power to reset their security questions and password! Navigate to User Management and click a user account. Click the Password tab and tick Reset user security questions to a secret code and send password reset email. Once they have entered their Switch ID they will receive an email. Ask them to open it and click the link within. They can enter their security answers and set a new password. You will be redirected back to the User Management screen, with a secret code displayed for the account you just reset. Switch Administration Panel User Guide - Password Retrieval Processes Switch Administration Panel User Guide - Password Retrieval Processes 6
Administration Password Retrieval Explicitly Set New Password Ask the user to check their inbox and follow the link within. It will take them to the web page as seen below: You can also change the user s password explicitly. However, resetting their security questions and password is advisable as seen in the previous steps. Navigate to User Management, click the user s name and click the Password tab. Simply enter matching passwords and click Save. Note: The user will need the secret code which was generated in step 2. If you didn t note it down this is not a problem! Navigate back to User Management and click on the user who received the email. Click the Password tab and it is displayed there. Switch Administration Panel User Guide - Password Retrieval Processes Switch Administration Panel User Guide - Password Retrieval Processes 7
User Management Roles and Permissions You can assign various roles to users in your business account. Login with your Switch ID and password at https:// switch.egress.com Click User Management from the left-hand panel and then click a user in the business account. User Management Roles and Permissions Roles can be defined as follows: Disabled: The user will not be able to sign in to Switch and does not use one of your licenses. Limited Users: Can access existing packages but is unable to create new packages. Limited users will not require a license. Author: Your standard user. Can access existing packages and create new packages. Auditor: Can see other users within your business account and look at the packages they have created. Power User: Can see other users within your business account and modify the packages they have created. For example they could revoke a package sent by another user. Administrator: Unrestricted access. Switch Administration Panel User Guide - Roles & Permissions Switch Administration Panel User Guide - Roles & Permissions 8
User Management Roles and Permissions You can also grant/deny users additional privileges. Navigate to User Management and click on the user you wish to assign privileges. User Management Roles and Permissions Permissions can be defined as follows: Can Reset Passwords: The user will have the power to reset user s security questions and password as seen on page 6. Can Invite New Users: The user is able to invite new user s into your business account as seen on pages 4 and 5. Can Access Billing Information: User will be able to access payment plans, increase the number of licenses users or choose a different payment plan. Activating Advanced Features Egress Switch offers many more features which are not currently activated with free accounts. To activate the following features please visit us here: http:// www.egress.com/contact-us-form/ Full email message body encryption Automatic email content inspection Customisable security policies Centralised auditing & user management Integration into existing FTP(s) / HTTP(s) / Cloud servers Hosted cloud storage Customisable email headers Technical Support Assign privileges by ticking the relevant boxes at the bottom of the form and then clicking Save. Should you encounter any problems with Egress Switch or have any technical questions please contact your Egress representative or contact the Egress support department at http://www.egress.com/support/ Switch Administration Panel User Guide - Roles & Permissions Switch Administration Panel User Guide - Roles & Permissions 9