Customer uses Titus classification software for file classification. Titus has been embedded in MS Office software, including MS Outlook. I have managed to form Symantec DLP policies to detecti classified MS Office files, either copied through network or sent through email, except for classified emails sent directly through MS Outlook. MS Outlook detects if classification appears in body of mail, in attached files, in mails sent through reply or forward, but it can not detect “clean” classified mails.
Connector sharing allows you to share files stored in on-premises Network Shares and SharePoint locations, as well as other file storage services like Dropbox or Box. When sharing on-prem files, a copy of the file is uploaded to the sender’s File Box.
This feature allows you to:
- Share on-prem files securely via the Email with ShareFile or Get a Link options, without granting recipients access to your on-premises storage location.
- Share files stored in other file storage services via the Personal Cloud Connectors feature.
- Share files stored in a Connector with IRM protections. Click here for information on Protected Sharing. (This capability requires StorageZones Controller 4.2 or later)
- StorageZones Controller 3.4 or later (if sharing on-prem files, not required for Personal Cloud Connector sharing)
- Microsoft .NET 4.5.2 installed on the StorageZones Controller Server
- This feature is available for Enterprise accounts
- To share a file from a connector location, you must be an Employee user with the “Use Personal File Box” permission.
- An Employee user’s ShareFile Username must match the user’s email address in Active Directory.
- Users must be on the same Windows Active Directory domain as the StorageZones Controller.
- Client users cannot utilize this feature.
Enable Connector Sharing
- Connector Sharing must be enabled for your account. Submit a request to ShareFile Customer Care to have this feature enabled.
- This feature requires StorageZones Controller 3.4 and Microsoft .NET 4.5.2 installed on your StorageZones Controller Server.
- Click here for information on how to install StorageZones Controller 3.4.
View Only Support
- In order to share a file from your Connector as a View-Only message, you must have a View-Only enabled File Box.
- Click here for more information on enabling View-Only Sharing.
- This feature requires SZC v3.4.1 or later.
Share a File from Connectors (Web App 4.6 and later)
Navigate to the Network Share or SharePoint location where your file is stored. To share, right-click a file and choose Email with ShareFile or Get a Link.
This feature allows you to share on-premises files with the same customizable Notification and Security message options available for files stored on ShareFile servers. The Expiration Policy you set in Message Options will override that of the File Box. When sharing on-premises files, your file is copied to the File Box where it is subsequently downloaded by your recipient. Your recipient does not download files directly from your on-premises storage location. Due to this behavior, please allow your file time to upload to the File Box when using the Get a Link option.
Note Regarding File Version
Your file is copied to the File Box when it is sent. Due to this behavior, your recipient will receive the version of your file as it was at the time of the share. Updates to your file are not automatically uploaded to the File Box. If you update your file, you must compose another message to send the latest version of the file.
Connector Sharing is supported on the following ShareFile apps:
- ShareFile for Android v4.1 and later
- ShareFile for Windows 10 v4.1 and later
- ShareFile for iOS v4.0 and later
- ShareFile Web App v4.6 and later
- ShareFile Plugin for Microsoft Outlook v3.9 and later
- ShareFile Desktop App v1.4 and later.
Note Regarding Restricted Zones
A user cannot use this feature if their File Box is located on a Restricted Zone.
Note regarding Users Provisioned by XenMobile
User accounts provisioned by a XenMobile server do not receive File Box access. ShareFile recommends provisioning users via the User Management Tool or manually enabling the “Use personal File Box” permission for each user.
- If the user attempting to share from a CIFS Connector has an on-premise File Box, the share may fail. In the event of this error, ShareFile recommends using NTLM authentication.
- Folders cannot be shared using this method
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Article Contents (click a link to skip to that section)
- Enable Encrypted Email
- Send Encrypted Email from the Web App
- Send Encrypted Email from the Outlook Plugin
- Send Encrypted Email from the ShareFile Inbox
- Send Encrypted Email from the Print to ShareFile app
- Send Encrypted Email from the Desktop App
- Receive an Encrypted Email
- Revoke Access to an Encrypted Email
- File Retention Policy and Encrypted Email Expiration
Enable Encrypted Email
In order to use the Encrypted Email feature, an Administrator user on the ShareFile account must enable it. If you are an Administrator user on the ShareFile account:
- Log in to the ShareFile web application
- Admin Settings > Advanced Preferences > Email Settings> Enable Encrypted Email.
In addition to Microsoft Outlook compatibility, you may also compose, receive and modify encrypted emails directly from the ShareFile web application. You can send a file stored on your account, or send a file stored on your computer. When composing your message, click Edit Message Options and click the checkbox beside Encrypt Message.
Once you have composed your message, click Send. The message will pause while it is encrypted. Please do not navigate away from this page until you receive confirmation that your message was sent successfully.
Send an Encrypted Email via the Outlook Plugin
To encrypt an email message using the ShareFile Outlook Plugin, compose a new Outlook Email as you normally would.
Next, if you wish, you may attach any files to send to your recipients. Attach files by clicking the ShareFile Attach Files button in the ribbon, or you may attach files normally. Files attached normally will still be encrypted when they are automatically converted to ShareFile attachments.
If you have attached your files using ShareFile Attach Files, the files will be displayed in the normal ShareFile banner. Files attached “normally” are converted on send. Your recipient will see the ShareFile banner, but you will not. Now you may Encrypt your message. To do so, click the Encrypt Email button in the ribbon as shown below.
An encrypted email is denoted by a closed Lock icon. You may click Encrypt Email at any point when composing your email message. Please ensure that your Lock icon is closed prior to sending the email message. You can also verify that your message will be encrypted upon sending by a change to the Send button. It will now read Send Secure. Now that your email has been encrypted, click the Send Secure button. The email message will pause in the Outbox while the attachments are uploaded and the message is encrypted. Do not force the message to send from the Outbox, as this can create an error for your recipient.
Encrypted Email Options
To change the settings of your Encrypted Email feature, click the Plug-In Options button of your Outlook banner and navigate to the Encrypted Email tab.
- Require Name and Email Address requires that your recipient must enter their information before accessing the encrypted email.
- Require Recipients to Log in requires that your recipient log in with their ShareFile credentials prior to viewing the encrypted email.
- One of the above options is required when sending an encrypted email.
- You can choose to be notified when the encrypted email is viewed by your recipient with the appropriate checkbox.
- Use the dropdown menu to customize how long your encrypted email (and attached files) will be available to your recipient.
- When making changes to your settings, please remember to click Apply, then OK when you are finished.
Encrypted Email Options for Individual Email
You can customize these settings for an individual email by clicking the dropdown menu beside Encrypt Email in your Outlook ribbon, and selecting Use Custom Settings.
Once you have customized your settings, click OK. The current email will be encrypted using the settings you chose. These settings will apply to the current Encrypted Email only.
Encrypted Email Receipt Notification
If you have chosen to be notified when your encrypted email has been viewed by your recipient, you will receive an automated email notification once it has been read.
How Do I Know My Email Was Encrypted?
You can view your encrypted email in the Sent Messages folder of Microsoft Outlook. An encrypted email sent by ShareFile is denoted by a ShareFile and Lock icon beside the timestamp, as shown below.
When viewing the body of your Sent Message in Outlook, you will see a green line and the Encrypted icon in the message header, along with the text “You sent a secure message using ShareFile.”
Conversely, a recipient will see the above indicators when receiving an Encrypted Email, but without the Revoke Access button. The indicators described above will only appear to Microsoft Outlook users both sending and receiving Encrypted Email messages.
Send Encrypted Email From the Inbox
You can compose an Encrypted message from the ShareFile web app Inbox. When Encrypted Email is enabled on your account, any message created using the Compose button will automatically be encrypted.
- Navigate to your Inbox.
- Click the Compose button.
- Compose your message.
- Attach files as needed.
- Click Send.
- The message will pause while it is encrypted. Please do not navigate away from this page until you receive confirmation that your message was sent successfully.
You can set your Print to ShareFile upload as an Encrypted share message. Click here for info on using Print to ShareFile.
Send Encrypted Email From the Desktop App
You can send an Encrypted Email from the ShareFile Desktop App. If this feature has been enabled for your account, right-click a file and select the Encrypted Email with ShareFile option. (This feature requires ShareFile Desktop version 1.12 or later)
After an Encrypted Message Has Been Sent
You can view encrypted emails you have sent from the Sent Messages section of your Inbox. Encrypted Emails are denoted in your Sent Messages by the presence of the Lock icon to the right of the email Expiration column. To view the message, click on its Subject line. To Expire a Link or Edit Message Options, click the checkbox to the left of the email and select the appropriate option.
Receive an Encrypted Email
When the recipient receives an email that has been encrypted via the ShareFile plugin, the message will be contained in a secure banner that includes a link to the encrypted message, as shown below.
If you were sent an Encrypted Email from a sender that is also a user on your ShareFile account (i.e., your Subdomains are the same), the message will automatically be decrypted when viewed in Microsoft Outlook, assuming you have the latest version of the Outlook plugin.
To view the email, click the View Encrypted Message button.
If the sender required that you submit your name and email before accessing the encrypted email, or required that you log in to your ShareFile account, you must do so now. The secure message will be displayed in the recipients default browser, where he or she can view the contents of the email message, download attachments and respond. You can see an example below.
Respond to an Encrypted Email
Use the fields at the bottom of the message to send an encrypted reply. You can also attach files to your response, as shown below.
Enter your message and attachments and click the Send button. If you attached files, they will be uploaded prior to sending. Please do not close your browser during the upload process. The original sender will receive your response as an Encrypted Email message.
Revoke Access to an Encrypted Email
To revoke a recipient’s access to your Encrypted Email message, navigate to the Sent Messages folder of Microsoft Outlook. Click the Revoke Access option in the top right corner of your message. You must confirm the revoke action. Your recipient will no longer be able to access the encrypted email, including any message content or file attachments. You may also revoke access from the Sent Messages section of the ShareFile web app.
File Retention Policy and Encrytped Email Expiration
Currently, the account-wide File Retention Policy (see this article, > Retention Policy) also applies to Encrypted Email messages and attachments. If your account currently utilizes a file retention policy, that setting will override the Encrypted Email expiration setting chosen when creating your encrypted message.
In order to retain access to messages and their attachments indefinitely, please update the retention policy of your Personal Folders directory accordingly. Note: Updating the account-wide retention policy is not retroactive – current users on the account must update their own policy.
This document (7022715) is provided subject to the disclaimer at the end of this document.
Micro Focus Filr Plugin for MS Office and Outlook
If the Filr administrator is unable to enable the Outlook plugin (see additional information for more details) but has already enabled the MS Office plugin, end users using MS Outlook will see the following warning pop-up every time they start MS Outlook:
The administrator has not enabled the Filr Plugin for Office and Outlook.
The only way to get rid of this warning during MS Outlook startup is to either enable the plugin for MS Outlook (which may not even be possible depending on the type of Filr license) or uninstall the plugin altogether.
Users must download the updated Filr Plugin for MS Office and Outlook and install with the option to Update when presented in the installation wizard.
Additionally, Filr customers with the Advanced Edition license, that only wish to use the Plugin for MS Office (but not MS Outlook) result in seeing the warning if using MS Outlook.
This Support Knowledgebase provides a valuable tool for NetIQ/Novell/SUSE customers and parties interested in our products and solutions to acquire information, ideas and learn from one another. Materials are provided for informational, personal or non-commercial use within your organization and are presented “AS IS” WITHOUT WARRANTY OF ANY KIND.
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I am currently using the DLP version 12.5, and while getting the incidents i see only the body and the attachment of the original email sent from the outlook, i believe Symantec DLP has the capability of showing the complete email as an attachment.
I need the configuration steps where in I can change my current settings and can get the complete email as an attachement(.msg) on all the Incidents.
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