ShareSync Admin Guide ShareSync is an enterprise-class file backup and share service. It combines data protection with file sharing and collaboration in a single solution, which is both easy to use and manage. For more information on end-user facing features of ShareSync, download Windows and Mac User Guides. This guide provides detailed information for administrators to set up and manage their ShareSync environment. It is organized into ten main steps: 1. Enable ShareSync for End-Users Enable ShareSync for users 2. Configure Storage Packages Choose and manage the right storage packages 3. Deploy Desktop and Mobile Clients Learn how to install and configure clients 4. Educate your End Users Learn how to quickly train end-users on ShareSync 5. Start Backing up Learn how to set up file backup for your end users 6. Start Sharing Learn how to set up file sharing for your company 7. Real-time collaboration with Microsoft Office Online Learn how to enable real-time file co-editing for your users 8. Advanced Desktop Client Features Learn about adv. Win/Mac client features 9. Security, Visibility & Control Learn about all the Admin & Security features 10. File Server Sync Learn about the File Server Sync app best practices
ENABLE SHARESYNC FOR END-USERS Create ShareSync Users You can enable ShareSync for existing users through Admin Control Panel. Navigate to the ShareSync tab in the Admin Control Panel. You can enable ShareSync for specific users by ticking individual checkboxes or for all your users at once by selecting the check box on top of the ShareSync column. You can also create new users from this page and provision ShareSync for them. ShareSync Admin Guide 1
NOTE: If you are enabling ShareSync for many users or you simply want to keep the user identities in the Admin Control Panel in sync with your on-prem Domain Controller, you can accomplish this using our AD Sync tool, DirectoryLink. For more information, view this Knowledge Base Article. IMPORTANT: DirectoryLink can be used to sync Users and Distribution Lists to a ShareSync account on any plan that includes Microsoft Exchange and DirectoryLink. Distribution Lists are automatically mapped to ShareSync sharing groups. External Users If your users need to collaborate on shared content with external collaborators in either an ongoing or project basis, they can invite external collaborators to a share using the ShareSync Sharing dialog. For more information about external ShareSync users, you can view this Knowledge Base Article. Each new ShareSync user will receive an email containing useful tips on how to get started. CONFIGURE SHARESYNC STORAGE PACKAGES Different service plans are configured with different amounts of included ShareSync storage. However, you can manage and modify your storage package settings at any time through the Admin Control Panel. To choose a storage package, navigate to the Storage Management tab and choose the desired package from the drop-down list. IMPORTANT: ShareSync Storage package is applied to all ShareSync users on your account. ShareSync Admin Guide 2
For more information on selecting storage packages, please see this Knowledge Base article. Storage pooling ShareSync storage is pooled for all users on your account, allowing you to maximize your storage quota and eliminate the complexity of managing user-specific quotas. Total storage available for your account will be calculated as follows: Overage # of enabled ShareSync users x GBs in storage package = total available storage pool For example, if you have 10 users configured on the 10 GB package, the total pool of storage available is 100 GB. This is also known as your account quota. Once the account quota is surpassed, the system will notify you and - if no action is taken the system will automatically increase your storage quota by 1 GB/user, ensuring that end-users can continue to collaborate. We will continue to automatically increase your overage as your usage increases. If you wish to decrease the amount of storage you are using, you can see the storage management tips in the next section. You can also upgrade to a larger storage package using the storage package selection workflow described previously. Managing storage The storage management tab provides a summary view your current account-level storage quota and the amount of storage your users are using. You can also see the amount of storage an individual user is storing in ShareSync in the Manage & Restore user list. ShareSync Admin Guide 3
You can optimize your storage in the following ways: 1. Changing the retention policy for file versions & deleted items o The default setting is to retain them forever o If you change these settings, it is highly recommended not to set them lower than 1 year, in order to prevent accidental data loss 2. Establishing business processes if there are types of files you do not wish employees to store in ShareSync (i.e. personal videos or photos). You can get a detailed view of the ShareSync events in any user s folder through the Audit Log. More information about this feature as well as managing retention policies is included later in this guide. Ingest Data You can migrate your company s data to ShareSync in several different ways. The most optimal approach will depend on the amount of data, network bandwidth, source platform, etc. The Onboarding team can help you determine the most efficient data migration method based on your requirements and environment. Please contact the Onboarding team before starting your migration. ShareSync Admin Guide 4
Note: If you are attempting to migrate a large amount of data from an existing service using the file server sync or desktop clients, please consider the following limits: Windows File Server Sync Client: You can sync up to 1000,000 files per client. Windows Desktop Client: You can sync up to 500,000 files per client. Mac Desktop Client: You can sync up to 150,000 files per client. DEPLOY DESKTOP CLIENTS Desktop client installation can be accomplished in two ways: Manual Installation (Windows, Mac) Mass Installation (Windows Only) Desktop client download links are available below as well as in the Admin Control Panel and ShareSync Web App. o Windows Desktop Client (7, 8, 10) o Mac Desktop Client (Yosemite, El Capitan, Sierra) Client installation requires Administrative privileges. For more information about the client installation, read the Knowledge Base articles for either Windows installation or Mac installation. Mass Client Deployment If you wish to perform a mass deployment of the Windows desktop client for all your users, we have developed a logon script. Details are available in our Knowledge Base article on Mass Client Deployment. Enable Outlook and Office plugins Both Outlook and Office plugins are automatically installed as part of the Windows desktop installation. These integrations will allow users to easily share and manage files directly from Outlook or Office. ShareSync Admin Guide 5
For more information on the plugins, please see the Knowledge Base articles for the Outlook plugin or the Office plugin. Deploy Mobile Apps ShareSync mobile applications are available for ios, Android, BlackBerry, and Windows 8 Mobile. With mobile apps installed on smartphones and tablets, users will be able to access, edit, and share their ShareSync content wherever they go. Mobile apps are available in the respective app stores. Download links for mobile apps are also included in the system-generated end user Welcome email and available in the ShareSync Web app. Here are some other alternatives for deploying mobile apps. ShareSync Admin Guide 6
Email Links Send your users and email and instruct them to open the email on their mobile device. Copy and paste the links below: ios: https://itunes.apple.com/us/app/sharesync/id636558394?ls=1&mt=8 Android: https://play.google.com/store/apps/details?id=net.serverdata.sharesync.ui BlackBerry: http://appworld.blackberry.com/webstore/content/32537889 Windows 8 Mobile: http://www.windowsphone.com/enus/store/app/sharesync/f53618c0-d93b-46fd-9fd2-9f68762b70cd Mass Deployment If your organization has a Mobile Device Management (MDM) solution, MDM can be used to provision ShareSync mobile apps on mass. Automatic Client Updates Windows & Mac Desktop Clients Updates to Windows and Mac desktop clients are performed automatically. Windows users may be prompted to restart Windows Explorer after an update. You will be notified about each new ShareSync release, before auto-updates are pushed down to users machines. Mobile apps Mobile apps are updated through the standard update process via the mobile devices app store. EDUCATE END USERS ShareSync is designed to be easy-to-use and intuitive. However, we ve created several resources that will help end users quickly learn about ShareSync s many features. Get Started portal for End-users End-user training materials and videos are available here: http://howto.sharesync.com ShareSync Admin Guide 7
User Guides Share Get Started guides for Windows and Mac with your end-users. Product tours Product tours are shown to users the first time they login to ShareSync on the desktop, mobile devices, or on ShareSync web. Tours are also shown to users in Outlook and Office the first time those applications are opened after plugin installation. START BACKING UP Configure Folder Selection Backup Policy ShareSync Desktop clients for Mac and Windows can be configured to back up My ShareSync, Desktop, Documents, Downloads, Music, Pictures, and Videos folders in real time. Admins can configure a Folder Selection policy in the Backup Policies menu in the Admin Control Panel. The backup policy specifies which folders on users devices will be backed up. ShareSync Admin Guide 8
The policy is pushed down to all corporate computers belonging to subscribing users. Personal and External user s desktop will not receive the policy and will only sync the My ShareSync folder. End-user Override User override is enabled by default, allowing users to update local backup settings as long as their desktop is marked as Corporate. This policy is recommended if different users require different backup policies. When user override is disabled, corporate desktops will receive a persistent admin backup policy which end-users will not be able to change. Personal and External user desktops are always limited to only syncing My ShareSync folder. ShareSync Admin Guide 9
Configure Device Categories Administrators can designate a desktop as Corporate or Personal and set different backup policies for each profile. End-users can also designate their desktops as personal or corporate during the client installation process. ShareSync Admin Guide 10
Personal and External user desktops only sync My ShareSync folder (and ignore the aforementioned Folder Selection policy) Corporate desktops follow the aforementioned Folder Selection policy. Configure File Type Exclusions Backup Policy Certain file types are not suitable for real-time backup because they are very large, frequently change, and typically do not need to be backed up. Here are some exclusions configured by default: Outlook files Virtual machines (vmdk, vhd, etc.) QuickBooks/Sage (However, users can point QuickBooks/Sage backups to a ShareSync folder) Logs Databases ShareSync automatically excludes temporary files Configure Folder Path Exclusions Backup Policy As mentioned above, certain file types and folder paths do not need to be backed up. Folder Path Exclusions allow Admins to configure folders which are to be excluded from backup. Here are some exclusions configured by default: Documents/Microsoft User Data ShareSync Admin Guide 11
Documents/Custom Office Templates Documents/Virtual Machines Documents/Virtual Machines.localized Documents/Parallels This feature also allows file type exclusions to be applied only to certain folders in cases where the file type should generally be backed up (i.e. it should not be entered in the list of file type exclusions) but should not be backed up within a particular folder path. Why should I exclude Outlook files from Backup? Outlook clients are typically set up in Cached mode and set to keep a subset of email in the local outlook file. Mail to keep offline is usually set to 12 months or less to ensure good Outlook performance. Therefore, there is little use in continuously syncing Outlook files which contain a small subset of one s mailbox contents. PSTs also change very frequently and would continuously sync. Outlook Backup should be used to seamlessly back up and retain PST files instead. Outlook for Mac sometimes stores the Outlook file in the Documents folder, which will be commonly set to sync in the Admin Backup policy. As a result, this issue is more likely to occur on the Mac platform. How do I back up QuickBooks and Sage files? QuickBooks and Sage files are flat-file databases which change frequently, and thus not a good fit for real-time backup. These file types are excluded by default on ShareSync because they would be constantly syncing. ShareSync Admin Guide 12
However, QuickBooks and Sage applications have a built-in backup mechanism that allows users to take a consistent snapshot of their database files and automatically save it in any folder being synced by ShareSync. Please see follow these links for KB articles outlining the backup procedure: QuickBooks and Sage. How do I back up Browser Bookmarks? All modern browsers (Chrome, Firefox, Edge) have a built-in Bookmark backup that allows users to access their Bookmarks from anywhere. It is a far more user-friendly option for Browser Bookmark backup. How do I back up folder paths outside of user profile? We do not support custom path backup. However, we are suggesting that reliable and manageable backup is achieved through the right mix of product and process. Otherwise: Users may save files in new locations (not covered by backup) every day Auditing their PC for new locations every month is not practical You are never sure if you are backing everything up We recommend the following best practices: 1. Share a company-wide backup policy that says The following locations My ShareSync, Desktop, Documents, etc. are being backed up in real-time on your computers. Files placed elsewhere will not be protected. 2. Configure a persistent policy that captures those locations for all end-users 3. Review the weekly Backup status email sent by ShareSync to ensure that everyone is connecting and backing up their files Note: If users have a very thin C drive, and would like to keep their data on their D drive, My ShareSync folder can be moved to the D drive. See our KB for more details. Does ShareSync support Image Backup? No, ShareSync offers file backup, which we would recommend for most PC backup use cases. Here s why: Most users have standard applications (e.g. Office, Outlook, Chrome, PDF viewer, QuickBooks, a few line of business apps, etc.). These applications can be installed into an OS image which can be kept on hand in case a device fails or a user is upgrading their device. The assets that need to be protected are their files and their email ShareSync Admin Guide 13
The best practice is to run real-time file backup on the PCs If their device fails, the OS image can be installed on their new device. Outlook will automatically download their email. ShareSync will automatically download their files This is the most cost-efficient and reliable PC backup strategy Image Backup is expensive and should be reserved for use cases where users have specialized applications on their desktop that require a lot of manual configuration post-installation. In other words, their configuration cannot be baked into an OS image. This is a very expensive backup strategy and only required for very niche use cases. Configure Data Retention Policies Every time a user saves a file, a new version is created. By default, ShareSync keeps unlimited versions of each file. For more information about versioning, please read our Knowledge Base article. When a file is deleted in ShareSync, it is moved to ShareSync recycle bin. Files in the recycle bin can either be restored to the original ShareSync folder or permanently deleted. This multi-step process helps reduce the chance of an accidental deletion of content. Versions and Deleted items make up content history which facilitates point-in-time restores, individual version roll-backs, and restoration of deleted items. The retention policy settings below control how long this content history is retained and ultimately, how far back a user can roll back/restore their content. In order to avoid data loss, it is highly recommended to set both of these settings to at least 1 year. Prevent Users from being able to Permanently Delete Files Every time a file is deleted on an end-user s computer, ShareSync places it in the recycle bin. Deleted items are kept there until they are purged by the Retention policy or Permanently deleted by the end-user. Since Permanently deleted files are not recoverable, we recommend to prevent users from permanently deleting files using the option below. ShareSync Admin Guide 14
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START SHARING Sharing Permissions ShareSync supports three permission levels: Co-Owner, Modify, and View. This provides a high-degree of control over access to user content. Different permission levels can be assigned to collaborators on any given folder. Permissions can be changed or revoked at any time from within the Sharing dialog. Sub-folders can also be set with different sharing permissions than top-level folders. Internal Collaboration End-users can share with their co-workers or anyone in your company s Active Directory list. ShareSync Admin Guide 16
All Active Directory user names will be auto-completed as they are typed into the sharing dialog. Collaborators can also be selected from within the Address Book. For each shared folder, users can view the status of the sharing request, resend an invitation, stop sharing, or change sharing permissions. Once they have been given sharing permissions for a particular folder, invitees will receive an email notification. The notification contains a link that launches ShareSync Web where they can accept the invitation. Invitees must accept the invitation before they can access content in the shared folder. Once an invitation is accepted, all shared content will be synchronized to devices running ShareSync. ShareSync Admin Guide 17
Group Sharing Group sharing facilitates simple and familiar sharing with teams or groups of users. ShareSync Groups use Exchange Distribution Lists configured within the company s Admin Control Panel or imported from an on-prem Domain Controller using DirectoryLink. Distribution lists are automatically imported when ShareSync is enabled. Distribution list changes are synced with ShareSync on a nightly basis. Groups also simplify new user onboarding. When a new employee is added to a Distribution List/ShareSync group, he/she will immediately be invited to all the shares that group has been given permissions for. Important: Group sharing is only supported on plans with Hosted Exchange and on accounts with Distribution Lists If a Distribution List includes Mail Contacts, they will NOT be invited to a share. Each of those users will need to be invited individually. ShareSync Admin Guide 18
Collaborative Sharing with External Users End-users can share folders with External collaborators such as customers, consultants, and partners, by entering their full email address in the Sharing dialog and assigning a permission. External User Features: External users are free External users need to complete a simple sign-up once they receive an invitation from your employee(s) External users do not have any storage, rather they are allowed to consume storage from your company s storage pool External users cannot re-share content shared by your employees. As a result, they cannot be assigned Co-owner permissions. They can only have View or Modify permissions. External users can install and use all desktop and mobile apps to collaborate with your employees External users cannot recover their password on their own. They will be instructed to contact your account Administrator if they forget their ShareSync password. Multiple employees can share with the same External user Account Admin can configure a per-user external sharing policy. See the Security, Visibility & Control section of this document for more info. Sub-folder sharing You can use sub-folder sharing to organize content intuitively and only share content with appropriate collaborators without having to create different top-level folders for every new project. In the example below, the to-level folder Marketing has been shared with Modify permissions with Jon, Laura, and Pete. All the sub-folders under this parent folder will inherit those same sharing permissions. Folder Action Result Top-level folder Marketing Share with Modify permissions with Jon, Laura, Pete ShareSync Admin Guide 19
Subfolder Design N/A Result: Shared with Modify permissions with Jon, Laura, Pete via permission inheritance Subfolder Campaigns N/A Result: Shared with Modify permissions with Jon, Laura, Pete via permission inheritance Subfolder Web Site N/A Result: Shared with Modify permissions with Jon, Laura, Pete via permission inheritance However, in the next example, the top-level folder, Marketing was not shared with anyone. The three sub-level folders, Design, Campaigns, and Web Site are each shared separately with individual collaborators. Folder Action Result Top-level folder Marketing N/A Not shared with anyone Subfolder Design Share with Pete with Modify permissions Design folder shared with Modify permissions with Pete. Pete doesn t have access to Campaigns and Web Site Subfolder Campaigns Campaigns folder shared with Modify Share with Laura with Modify permissions permissions with Laura. Laura doesn t have access to Design and Web Site Subfolder Web Site Share with Jon with Modify permissions Web Site folder shared with Modify permissions with Jon. Jon doesn t have access to Campaigns and Design Sharing content with web links User can generate secure links to any files or folder to share content in wiki s, Intranet sites, or any location where they might need to reference content. Sharing content via web links helps insure that the most up-to-date content is always being referenced. Based on Admin preference, users may have access up to 4 different web link permissions: View and Download links o These web links allow recipients to both preview and download the content View-only permission o These web links allow recipients to preview the content, but not download it o These links should be only used for content for which Web previews are supported (PDF, images, audio, PowerPoint, Word, Excel) Upload-only permission o These web links allow users to request/collect files from various parties without having to set up external shares. o These web links allow recipients to upload content into a folder without being able to see what s in the folder already. Download & Upload permission o These web links allow users to request/collect files from various parties without having to set up external shares. o These web links allow recipients to upload content into a folder while also being able to view and download existing folder content. ShareSync Admin Guide 20
Users can choose to password-protect the link before sending it. If a link is password-protected, the recipient will be asked to enter a password before being able to view and download the content. The password will not be sent along with the link, so if you password-protect a link, make sure you provide the password separately. Admins can optionally enforce password-protection and automatic expiry. ShareSync Admin Guide 21
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REAL-TIME COLLABORATION WITH MICROSOFT OFFICE ONLINE ShareSync is integrated with Microsoft Office Online, allowing users to create and edit files directly from the web. Microsoft Office Online apps provide a similar feature set and user experience to the desktop versions of Office apps. This integration allows users to generate content using Office Online that will be automatically stored on ShareSync. ShareSync Admin Guide 23
Create new Word, Excel, and PowerPoint files with Office Online Users can create new Office documents using the Create New menu in the Web app: Edit Word, Excel, and PowerPoint files with Office Online: You can edit your existing Office documents: ShareSync Admin Guide 24
Co-edit files in real-time with other collaborators Multiple users can make simultaneous changes to a shared file. Everyone s contributions will be saved into a single file version. Licensing Requirements In order to take advantage of the collaboration capabilities enabled by Microsoft Office Online, users will need to have an adequate Microsoft Office Online license. Please see more details around the Licensing requirements in this KB article. ShareSync Admin Guide 25
ADVANCED DESKTOP CLIENT FEATURES There are several advanced features available in Windows and Mac desktop clients that provide greater customization of the ShareSync environment. Selective Sync Selective Sync allows users to preserve diskspace on their computers by choosing to store some of their files in the cloud only. By unchecking some of the folders in Selective Sync, users remove them from their local computers, but they can still access them via Web and Mobile apps. This allows users to keep a working set of files on their work and home computers, while their other ( Archived ) content in the cloud. Selective sync works at the sub-folder level for each top level folder separately, allowing for granular configuration of sync preferences. Users can bring the files back to their computer by enabling sync in the same Selective Sync dialog. Users can easily locate files which are not locally synced by using the keyword search in ShareSync web and mobile apps. ShareSync Admin Guide 26
For more information about selective sync, view this Knowledge Base article. Change ShareSync Folder Location By default, the My ShareSync folder is installed in the root of the user profile on Windows and in the user s home directory on Mac. The sync folder can be moved to an alternative location (e.g. Drive D). This feature is useful if the total storage occupied by user s files exceeds the available disk space of the primary drive on their computer. The ShareSync folder location can be changed in the Settings menu of the desktop clients: IMPORTANT! My ShareSync folder should not be redirected to a network share, as ShareSync cannot reliable sync files in this scenario. For more information about the Change Folder Location feature, see this Knowledge Base article. ShareSync Admin Guide 27
Throttle Bandwidth By default, ShareSync Windows/Mac Desktop clients and File Server Sync client are set to use the maximum available bandwidth on the network. This feature can be used to limit the bandwidth used by the service. Unlinking ShareSync from a PC The Unlink feature allows one user account to be permanently signed-out of a desktop client, so another user account can be used to log in (e.g. re-assigned PC). For more information about Unlinking ShareSync, see this Knowledge Base article. ShareSync Admin Guide 28
Troubleshooting Desktop and File server apps provide a simplified Sync Issues log which outlines any existing sync issues and steps to fix them ( View sync issues ) Our Knowledge Base includes troubleshooting articles for both the Windows Desktop Client and the Mac Desktop Client. If you have any questions about the installation or running of ShareSync, please contact Customer Support. ShareSync Admin Guide 29
SECURITY, VISIBILITY & CONTROL ShareSync includes a suite of industry-leading security and data protection features which ensure data privacy and help admins back up user content and control who has access to it. ShareSync Privacy, Security & Reliability Your data is secure on ShareSync. 99.999% Uptime SLA Customer Account-level encryption keys ShareSync platform is redundant and it maintains at least 2 independent copies of each file ShareSync is HIPAA Compliant See ShareSync Data Protection for the complete list of security features. User Management In order to use ShareSync a user must be specifically enabled through the Admin Control Panel. This ensures that only authorized users are able to access the corporate files stored in ShareSync. ShareSync can be enabled or disabled for individual internal or external users at any time. External sharing policies Your users may wish to share a folder with design files with an external design firm, or legal files with your outside counsel, or press documents with a PR firm. They can either set up collaborative shares or quickly share content via a web link. Collaborative shares are better suited for ongoing external collaboration, as external collaborators will have their own ShareSync account and will be able to use desktop and mobile apps to effectively collaborate with your users. ShareSync Admin Guide 30
Web links are better suited for one-time sharing. Admin Control Panel provides admin policies to control sharing of each type and ensure data security and protection. External collaborative sharing policies Account-wide Policy Collaborative external sharing can be enabled or disabled at the account level in the ShareSync- >Settings menu in the Admin Control Panel. It is enabled by default. User-specific Policy Administrators can choose one of the following user-specific external sharing policies: 1. Enable Invite External User user can share externally without any additional admin approval. This is the default setting. 2. Disable Invite External User Each external sharing request has to be approved by the admin before the share can be established. Administrator will be notified and prompted to use the Admin Control Panel s service Request/Approve mechanism to approve external shares. ShareSync Admin Guide 31
Storage usage notifications for external users External users are not chargeable. As such, they are allowed to consume storage from your company s storage pool. Administrators can configure an email alert when external collaborators reach certain storage usage thresholds (ShareSync->Settings in the Admin Control Panel) Visibility & Control External users can be managed from within the Admin Control Panel. They are displayed in the ShareSync user list and labeled with a special External user icon. External users cannot re-share content that has been shared with them. They can only be assigned View or Modify permissions. External users cannot be assigned other cloud services available through the Admin Control Panel until they are converted to Standard users. This option is available on the User page in the Admin Control Panel. ShareSync Audit Log provides a history of all external sharing events and activity. Remote Wipe can be used to wipe corporate data from external users devices once the engagement is completed. ShareSync Admin Guide 32
Web link controls & policies Administrators can configure a number of account-wide policies to control how web links are shared and who has access to the content. Configure Link permissions Admin can configure which link permissions should be available to end-users, and set the desired autoexpiry dates and link access controls. These are account-wide settings. The following link permissions are available: View and Download permission o This is the default permission. It cannot be disabled. o These web links allow recipients to both preview and download the content View-only permission o This is an optional permission. o These web links allow recipients to preview the content, but not download it o These links should be only used for content for which Web previews are supported (PDF, images, audio, PowerPoint, Word, Excel) Upload-only permission o This is an optional permission. o These web links allow users to request/collect files from various parties without having to set up external shares. o These web links allow recipients to upload content into a folder without being able to see what s in the folder already. o These web links can be embedded in websites, wikis, email signatures, etc. Download & Upload permission ShareSync Admin Guide 33
o o o This is an optional permission. These web links allow users to request/collect files from various parties without having to set up external shares. These web links allow recipients to upload content into a folder while also being able to view and download existing folder content. Link expiry dates Admins can enforce maximum link lifetime for each type of web link on the account. IMPORTANT: This is an account-wide setting, retroactively applied to all web links created on the account. Users can set custom expiry dates for web links as long as the expiry date is sooner than the date set by admin. Link access controls Admins can configure one of the following link access restrictions for each type of link on the account: Anyone with a link o This setting implies that links can be created without password-protection, and anyone who has a link can access the content o User can password-protect the link, but it is not mandatory Anyone with a link and a password o This setting will force end-users to password protect every link they create. o In order to access the content, the recipient will need to have the link and the password. Only Co-workers with a link ShareSync Admin Guide 34
o o This setting will limit access to all links created on the account to subscribing ShareSync users within this organization. (i.e. external parties will not be able to access the content behind any web link with this policy) Recipients will need to log into their ShareSync account before content behind the link is presented to them. Limit access to ShareSync subscribers with a link o This setting will limit access to all links created on the account to any subscribing ShareSync user who has the web link URL. Upload links Users can create links to collect files. For businesses that need to receive files from external users, this is a great alternative to external sharing. Upload-only web links allow users to request/collect files from many recipients without having to set up external shares. Recipients need to provide their full name and email address before they are able to upload one or more files into the sender s folder. Upload-only links do not allow recipients to view or access any other content in the folder. Download & Upload links allow recipients to view and download existing folder content. Once a file is uploaded, it will be automatically renamed to include the name of the person who uploaded the file and the date of the upload. ( uploaded by John Smith August 10, 2017, 11-43-41 AM EDT ) Upload-only and Download & Upload web links are only available for folders. ShareSync Admin Guide 35
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Device Management ShareSync provides Admins with visibility into all devices accessing the service. Admins can access the following features through the Admin Control Panel: Mobile, desktop, and server devices that are running ShareSync apps The last activity related to ShareSync across all configured devices The ability to categorize desktops as Personal or Corporate The ability to perform a remote wipe of ShareSync data from any computer and mobile device Remote Wipe Remote wipe is another control feature of ShareSync, which helps ensure that corporate data can be quickly and easily removed in case of a lost or stolen device, or when a user leaves the company. Remote Wipe ONLY wipes the locally cached ShareSync data. It does NOT wipe the entire device. Remote wipe is available to all Account Owners as well as Technical Administrators that have been assigned the special Remote Wipe permission in Role configuration for Account Contacts. For more information about remote wipe, please see our Knowledge Base article. ShareSync Admin Guide 37
Backup Policy Compliance monitoring Devices page also allows admins to monitor the last backup date and backup policy compliance for all desktop devices. Backup Policy column will highlight devices that are not compliant with the default Backup Policy. This is only applicable when User Override option in the Folder Selection policy is enabled, allowing users to modify the policy within their desktop app. ShareSync Admin Guide 38
Audit Logs The ShareSync Audit Log provides a full trail of all ShareSync-specific events enabling file/folder/user audits, troubleshooting, and compliance. Admins can use the Search bar to audit a specific file, folder, or an end-user. Display filters allow for granular audits based on specific event (e.g. Delete, Update, Share, etc.). For more information, please view this Knowledge Base article. The Admin Control Panel Event Log provides a full trail of all events related to ShareSync provisioning and billing: user provisioning, plan changes, and storage package changes; as well as Administrator logins. ShareSync Admin File Management Admin File Management provides Admins with ultimate visibility and control over ShareSync content. It allows designated Admins to do the following: View and manage content across all users in customer s environment (Deleted, Regular, and External users) Adjust sharing permissions, add/delete/restore files, search for files in end-user accounts IMPORTANT: Management of decommissioned user content is enabled by default and included in all plans. Management of active user content has to be manually. ShareSync Admin Guide 39
Multiple Admins can simultaneously access and manage end-user files spaces. All admin activity it tracked in the Audit Log. The following roles will have access to this feature from the Manage & Restore menu o Account Owners o Account Contacts with ShareSync->Admin File Management Role o Private Label Operators o Private Label Owners ShareSync Admin Guide 40
Point-in-time Restores with Admin File Management ShareSync provides complete data protection and ability to quickly and easily recover files. ShareSync Admin Guide 41
Mass roll-back is facilitated by the restore-by-date or point-in-time restore feature which is available to both end-users and Admins (via Admin File Management). This feature can be used to roll-back the state of multiple live or deleted files or folders by date. Admins can also roll-back the state of user s entire file space by date, by right-clicking on the top level folders which are being backed up. ShareSync Admin Guide 42
Point-in-time Restore will: Roll back file versions to the most recent version as of the restore date/time Restore files/folders that were Deleted after the restore date/time Delete files/folders that were Created after the restore date/time Not roll back folder permissions (shares) IMPORTANT: The Restore menu option is only available for folders to which the user has Owner, Co-owner or Modify permissions The earliest restore date for a file or folder will be the later of these two dates: o Feature Release Date (Feb 2016) o Folder/File Creation Date ShareSync Admin Guide 43
Disable Point-in-time Restores for end-users This feature allows administrators to hide the Restore-by-date menu option from end users and thereby prevent them from running restores on their own. This setting eliminates the chances of end users accidentally rolling back large amounts of data in shared folders. This setting is applied to all users on the account. Administrators are always able to execute file/folder restores and roll backs via Admin File Management in the Manage & Restore menu in the Admin control panel. User decommissioning When a ShareSync user is disabled or deleted, all of their ShareSync data is automatically assigned to the administrator(s). All the files and shares are preserved, ensuring that all other collaborators are unaffected by the decommissioning of the user. The admin can access and manage the decommissioned data as needed through the Manage & Restore tab in the Admin Control Panel. IMPORTANT: If a particular end-user is re-enabled for ShareSync after being decommissioned, he/she will regain access to all files and shares. SHARESYNC FILE SERVER SYNC ShareSync For Windows File Servers is an application that can be installed on Windows File servers and configured to sync all or a subset of File Server content to the cloud, so that it can be accessible from remote offices, mobile devices and easily shareable with internal and external collaborators. In cases where the customer no longer requires the File Server, the app can be used to migrate File Server content to ShareSync. Install ShareSync File Server Sync Supported Platforms The app is supported on Windows OS 7, 8, 8.1 and Windows Server OS 2008, 2012, 2016. ShareSync Admin Guide 44
Create a ShareSync user for File Server Sync ShareSync File Server sync requires a ShareSync user account to authenticate to the cloud and sync/backup File Server content. All content selected to sync to the cloud will be synced to this user account. Admins can share content from this account with end-users using Admin File Management or by simply logging into the ShareSync web-app using this user account. Log into the Customer s Sub-account in the Admin Control Panel Create a new ShareSync User in the Admin Control Panel Enable ShareSync File Server Sync feature on your account To enable ShareSync File Server sync feature for the customer, you need to tick Enable File Server Sync check-box on the ShareSync Settings page in the Partner Portal. If File Server sync feature is disabled on your account, you will not be able to login to the File Server sync App and all installed File Server sync would stop syncing. Install ShareSync File Server sync on your File Server ShareSync Admin Guide 45
In order to install the product, download the App from Partner Portal ShareSync Settings page, run the installer on the file server and follow the on screen prompts. The app has a Windows Service and a UI component. Windows service runs persistently across log-offs, ensuring that mapped folders are in constant sync with ShareSync. IMPORTANT: We strongly recommend against installing File Server Sync App in parallel with the regular ShareSync Windows App on the same machine, as this may create a conflict. Updating ShareSync File Server sync This App supports auto-update. All subsequent versions will be automatically deployed to customers file servers, retaining all existing settings and mappings. Configure Mappings & Sync Start File Server Sync Launch the ShareSync File Server sync app from the Start menu and log on using the ShareSync user account created above. Right-click on the ShareSync icon in the system tray, and click on Settings to start creating new Mappings. Create a new Mapping The Settings window allows you to create a Mapping between any folder on the local disc and either an existing ShareSync top-level folder (existing private folders & shared folders with Modify/Co-owner permissions) or a new ShareSync folder. ShareSync Admin Guide 46
If Choose existing folder is selected, the following considerations apply: Selected folder on ShareSync can either be private or shared. In the case of shared folders: ShareSync Admin Guide 47
o o o o o The user account used for File Server sync has to have Modify, Co-Owner, or Owner permissions on the folder. Any existing content in the ShareSync folder will be added to the File Server folder Any existing content in the File Server folder will be added to the ShareSync folder All sub-folders with matching names (from both sources) will be merged into one subfolder with content both from ShareSync and File Server. The app will recognize all files with matching names and content in source and target folders. These files will neither be synced again nor duplicated. All files with matching names (but different content) will be saved as conflict copies according following rule: files from ShareSync will be saved with original name, and files from File Server will be renamed as Conflict copy. If the target ShareSync folder contains the same content as the source folder on the File Server (usually a result of adding a mapping, syncing the content, and then removing the mapping), when these folders are remapped, the File Server Sync app will recognize that the files and folder are the same, only new content would be synced to both the file server and the ShareSync account ShareSync Admin Guide 48
General Syncing Behavior ShareSync File Server Sync Windows Service is independent from UI App component, which allows to sync content even if Tray client is not launched or File Server is locked. The contents of mapped folders on File Server and ShareSync will be synced. All subsequent changes made on either the File Server or ShareSync will be synchronized. o IMPORTANT: If you delete content on ShareSync, the same mapped content will be deleted on the File Server, but it will be available in the ShareSync Recycle Bin, and can be restored to both locations. o IMPORTANT: File Server Sync runs under the SYSTEM account. In order to be able to sync the mapped folders, the SYSTEM account has to have Full permissions on those folders and all of their contents. Assigning Permissions to End-Users & Deploying Desktop/Mobile apps Once the File Server content is synced to ShareSync, the synced folders can be shared with end users so they can securely access the content on desktop and mobile devices, and collaborate with internal and external collaborators. Quick Tips: Either import (from AD) or create an AD user for each end-user in the business using the Admin Control Panel. Each user should be enabled for ShareSync. Configure External Sharing policy for each end-user in the Admin Control Panel. Log on to the Web App using the user account used for File Server sync Share appropriate folders with individual users and groups Either let users accept shares themselves or accept them on their behalf using Admin File Management. If you are accepting folders on behalf of end-users, you can choose whether shared folder content should be synced to the desktop or only available via Web and Mobile apps. Follow Desktop/Mobile app deployment best practices outlined in the beginning of this doc. Train end-users using the training assets outlined in the Admin Guide. Instruct end-users to access mapped content using ShareSync going forward. ShareSync Admin Guide 49
Delete a Mapping The Settings menu also allows you to delete a Mapping. When a mapping is deleted, content is kept on both the File Server and ShareSync. However, subsequent changes to these folders would not be synced any longer. IMPORTANT! If either the File Server mapped folder or the ShareSync mapped folder is renamed, the mapping would be Deleted. By the same token, existing content on either side be kept, but the folders would not be synced any longer. If a mapping is deleted by accident, the two folders can be remapped again. The File Server Sync app will recognize matching content in source and target folders and only sync any new files to both folders. Known Limitations Mapping cannot be created between the entire local disc and a ShareSync folder Mapping cannot be created between a mapped drive and a ShareSync folder There is a theoretical upper limit of 1 million files which can be synced using this app. The app will start to consume high amount of RAM for larger file sets. It is impossible to create Mappings between multiple source folders on File Server and one particular folder on ShareSync If a folder on File Server has an established Mapping, it is be impossible to create Mappings for its child/parent folders ShareSync Admin Guide 50