File Vault User Guide

Each Room in Tehama has its own file vault.^* A Room's file vault provides a method of securely transferring files between a Room member's local environment and the Room's connected organization's network.

All members of the Room have full access to the file vault's contents and features.

A Room member can:

• upload a file into the file vault from their local environment or from a Desktop belonging to the Room.
• view the list of uploaded files and their size, status and the time they were last modified.
• create folders.
• move files and move folders between folders.
• move groups of files and folders between folders.
• rename files and rename folders.
• delete files and delete folders.
• delete groups of files and folders.
• download a file into their local environment^** or a Desktop belonging to the Room.
• download groups of files into their local environment^** or a Desktop belonging to the Room.

The Org Admin user, Org Managers, and Room Managers who are members of the Room for the File Vault, can:

• release files, to allow files with sensitive data to be downloaded into a local environment. ^**

Files with size (unzipped) smaller than 4GB can be uploaded into the file vault. Each file is scanned for both malicious content and sensitive data after it has been uploaded. During the scans the file shows up in the file vault's list of files with status Pending.

Zipped Files: Zipped (and similarly compressed files) are decompressed for the malware and sensitive data scans that occur during the upload process. The maximum supported size of a file in its unzipped state is up to 4GB. To upload files with size 4GB or larger, archive the file in a volume set. Set the spanned archive size to 1GB. Detailed instructions are here: http://kb.winzip.com/kb/entry/86/

If no malicious content or sensitive data was found in a file, its status field will be set to Scanned.

If malicious content was found in a file, its status field will be set to Malicious. A file with status malicious cannot be downloaded. (In fact, the virus scanner will zero out the content of a malicious file, for safety, inserting instead some metadata explaining the reason the original file content was considered malicious.) To remove a malicious file from the file vault, delete it.

If sensitive data was found in a file, its status field will be set to Sensitive Data. A file with status 'sensitive data' cannot be downloaded into a local environment, but may be downloaded into a Desktop instance, at the user's discretion. The Org Admin user or an Org Manager or Room Manager may release a file with sensitive data, allowing it to be downloaded in the local environment. Files with sensitive data that have been released will have status Released. To remove a file with sensitive data from the file vault, delete it.

Typical file vault usage scenario:

• You have a file in your local environment that you want to transfer to a client's network. You are a member of a Room where your client is the Room's connected organization.

  1. Open up the Tehama Web UI in your local environment and navigate to the file vault for the Room.
  2. Upload the file to the Room's file vault.
  3. Connect to your Desktop for the Room, from where you normally access your client's network.
  4. Open up the Desktop Agent in the Desktop and navigate to the file vault.
  5. Download the file to the Desktop.
  6. Transfer the file to the connected org's network from the Desktop.

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Access file vault

Access the file vault from:

• the Desktop Agent's FILE VAULT tab (in each Desktop instance); or
• the Tehama Web UI's ROOMS tab, under the WORK tab, in the FILE VAULT sidebar item.

Desktop Agent file vault interface:

1. Connect to a Desktop session.
2. Open the Desktop Agent application.
3. Click on the FILE VAULT tab. You will see the landing page for the file vault from the Desktop Agent.

Tehama Web UI file vault interface:

1. Log in to the Tehama Web UI.
2. Click on the ROOMS tab.
3. Click on the name of the Room you want to access the file vault in. You will see the user interface for the Room.
4. Click on the Room's WORK tab.
5. Select the FILE VAULT sidebar item. You will see the landing page for the file vault from the Tehama Web UI.

The list in the file vault page displays both folders and files. Click on a folder's name to display its contents, which are more folders and files. Click on the parent folder in the path at the top left of the page to close the folder. Click on the three vertical dots under the Actions column to open the actions menu for an item (file or folder).

Note that an entry whose text overruns the column can be expanded by clicking within the row. (Avoid clicking in a field that contains a link.)

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Create a Folder

From the file vault landing page ...

1. Click NEW FOLDER. The new folder dialog will pop up.
2. Enter the name of the new folder in the text field.
3. Click OK. An entry for the new folder will appear in the file vault list.

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Open a Folder

From the file vault landing page ...

1. Find the entry for the folder in the file vault list.
2. Click on the folder name in the entry. The folder name will be added to the breadcrumb path at the top of the page and the file vault list will now display the contents of the folder.

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Close a Folder

From the file vault landing page ...

1. Click on the parent folder name in the breadcrumb path at the top of the page.
   The folder's name will be dropped from the path and the file vault list will now display the contents of the parent folder.

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Rename a Folder

From the file vault landing page ...

1. Find the entry for the folder in the file vault list.
2. Click on the three vertical dots under the Actions column in the entry. A drop-down list of actions will appear.
3. Click Rename. The rename directory dialog will pop up.
4. Enter the new name for the folder in the text field. For example, "Docs".
5. Click OK. The old name for the folder will be replaced in the file vault list by the new name.

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Move a Folder

From the file vault landing page ...

1. Find the entry for the folder in the file vault list.
2. Click on the three vertical dots under the Actions column in the entry. A drop-down list of actions will appear.
3. Click Move. The move folder dialog will pop up.
4. Enter the new parent folder path for the folder in the text field. For example, enter the name "Tehama".
5. Click OK. The folder will be placed under the new parent folder in the file vault list.
   In this example, the folder named "Documents" was moved to the folder "Tehama".
   
   Drag and drop: Instead of clicking Move in the Actions menu and entering the new parent folder in the move dialog, you can use drag-and-drop to move a folder when the new parent folder is visible in the same list view. With your mouse (or touchscreen equivalent) click down with the left mouse button on the folder you want to move and drag it onto the name of the new parent folder. Drop the folder by releasing the mouse button.

NOTE: You can also move a single folder the same way you would move a group of files and folders. Simply select a group consisting of one folder and proceed as for a larger group.

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Delete a Folder

From the file vault landing page ...

1. Find the entry for the folder in the file vault list.
2. Click on the three vertical dots under the Actions column in the entry. A drop-down list of actions will appear.
3. Click Delete. A delete confirmation dialog will appear.
4. Click OK. The folder will be removed from in the file vault list.

NOTE: You can also delete a single folder the same way you would delete a group of files and folders. Simply select a group consisting of one folder and proceed as for a larger group.

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Upload a File

From the file vault landing page ...

1. Navigate to the folder you want to upload the file into.
2. Click UPLOAD. The file selection dialog for your local environment will appear.
3. Select the file you want to upload. Only files with an unzipped size smaller than 4GB may be uploaded. (See the note above about Zipped Files.)
4. Click Open. A progress bar for the new file will appear above the file vault list.
   
   Drag and drop: Instead of clicking UPLOAD and selecting the file to upload, you can use drag-and-drop to upload a file. To upload a file into the folder whose contents are currently displayed in the File Vault, do the following - with your mouse (or touchscreen equivalent) click down with the left mouse button on the file you want to upload in your local environment and drag it onto the UPLOAD button or a file row on the File Vault page or - if there are no files or folders currently in the page - drag it onto the words "Drag and drop here to upload files". Drop the file by releasing the mouse button. The progress bar for the new file will appear above the file vault list. To upload a file into a sub-folder of the folder whose contents are currently displayed in the File Vault do as described above except drag the file onto the row for the sub-folder.
   
   
5. When the file has finished uploading, a new entry for the file with its status field set to Pending will appear in the file vault list. The pending icon will remain while the file vault scans the file for both malicious content and sensitive data.
6. Once the malware and the sensitive data scans are completed:
   
   
   • If no malicious content or sensitive data was found in the file during the upload, its status field will be set to Scanned.
     
     
   • If malicious content was found in the file during the upload, its status field will be set to Malicious, and the file content will be replaced with metadata that explains the reason the original file content was considered to be malicious.
     
     
   • If sensitive data was found in the file during the upload, its status field will be set to Sensitive Data.

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Download a File

Note that users can download a file from the File Vault into a Desktop belonging to the Room by default. However, in order for users to download a file into their local environment, the organization must enable a configurable File Vault sub-option. This sub-option is disabled by default. (Exceptions: This sub-option was enabled automatically for those Rooms that had the File Vault enabled prior to the introduction of this sub-option, to maintain the functionality they already had.) You can opt to enable the sub-option during the Room creation process, or by contacting Tehama Support for assistance, or you may enable this sub-option through the Room Settings interface. See the Enable/Disable File Vault section in the Rooms User Guide. Note, you must enable the File Vault feature flag to see this sub-option in the Room Settings interface.

From the file vault landing page ...

1. Find the entry for the file in the file vault list.
2. Click on the three vertical dots under the Actions column in the entry. A drop-down list of actions will appear.
3. Click Download.
   
   
   • If the file's status field is set to Pending or Malicious, the Download option will not be available.
   • If the file's status field is set to Sensitive Data, and you are trying to download it into your local environment, the Download option will not be available.
   • Otherwise, the file will be downloaded into the 'Downloads' folder in the environment into which you are downloading (either your Desktop or your local environment). A downloading progress bar will be displayed until the download is complete.
4. Check your "Downloads" folder for the file.

NOTE: You can also download a single file the same way you would download a group of files. Simply select a group consisting of one file and proceed as for a larger group.

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Rename a File

From the file vault landing page ...

1. Find the entry for the file in the file vault list.
2. Click on the three vertical dots under the Actions column in the entry. A drop-down list of actions will appear.
3. Click Rename. The rename file dialog will pop up.
4. Enter the new name for the file in the text field. For example, "Tok.dat".
5. Click OK. The old name for the file will be replaced in the file vault list by the new name.

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Move a File

From the file vault landing page ...

1. Find the entry for the folder in the file vault list.
2. Click on the three vertical dots under the Actions column in the entry. A drop-down list of actions will appear.
3. Click Move. The move file dialog will pop up.
4. Enter the new parent folder path for the file in the text field. For example, "Tehama/Documents".
5. Click OK. The file will be placed in the new parent folder in the file vault list.
   
   Drag and drop: Instead of clicking Move in the Actions menu and entering the new parent folder in the move dialog, you can use drag-and-drop to move a file when the new parent folder is visible in the same list view. With your mouse (or touchscreen equivalent) click down with the left mouse button on the file you want to move and drag it onto the name of the new parent folder. Drop the file by releasing the mouse button.

NOTE: You can also move a single file the same way you would move a group of files and folders. Simply select a group consisting of one file and proceed as for a larger group.

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Delete a File

From the file vault landing page ...

1. Find the entry for the file in the file vault list.
2. Click on the three vertical dots under the Actions column in the entry. A drop-down list of actions will appear.
3. Click Delete. A delete confirmation dialog will appear.
4. Click OK. The file will be removed from the file vault list.

NOTE: You can also delete a single file the same way you would delete a group of files and folders. Simply select a group consisting of one file and proceed as for a larger group.

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Move a Group of Files and Folders

From the file vault landing page ...

1. Find the entries for the files and folders that you want to move in the file vault list.
2. Select the checkbox to the left of each entry. You will see a banner appear at the bottom of the page.
3. Click MOVE in the banner. The group move dialog will pop up.
4. Enter the new parent folder path for the selected group of files and folders in the text field.
5. Click OK. The selected group of files and folders will be placed in the new parent folder in the file vault list.
   
   Drag and drop: Instead of clicking MOVE in the banner and entering the new parent folder in the move dialog, you can use drag-and-drop to move the selected files and/or folders (those files/folders with a checkmark in the checkbox for their entries) when the new parent folder is visible in the same list view. With your mouse (or touchscreen equivalent) click down with the left mouse button on one of the selected files/folders and drag them onto the name of the new parent folder. Drop the selected files/folders by releasing the mouse button.

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Delete a Group of Files and Folders

From the file vault landing page ...

1. Find the entries for the files and folders that you want to delete in the file vault list.
2. Select the checkbox to the left of each entry. You will see a banner appear at the bottom of the page.
3. Click DELETE in the banner. The group deletion confirmation dialog will appear.
4. Click OK. The selected group of files and folders will be removed from the file vault list.

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Release a File

The Org Admin user or an Org Manager or a Room Manager who is a member of the Room may release a file with sensitive data, allowing it to be downloaded in the local environment.

From the file vault landing page in the Tehama Web UI ...

1. Find the entry for the file with sensitive data that you wish to release in the file vault list.
2. Click on the three vertical dots under the Actions column in the entry. A drop-down list of actions will appear.
3. Click Release. The RELEASE FILE confirmation dialog will appear.
4. Click RELEASE. The file will be now be marked as 'Released' in the file vault list. It is now downloadable into a local environment.

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Download a Group of Files

Note that users can download a group of files from the File Vault into a Desktop belonging to the Room by default. However, in order for users to download a group of files into their local environment, the organization must enable a configurable File Vault sub-option. This sub-option is disabled by default. (Exceptions: This sub-option was enabled automatically for those Rooms that had the File Vault enabled prior to the introduction of this sub-option, to maintain the functionality they already had.) You can opt to enable the sub-option during the Room creation process, or by contacting Tehama Support for assistance, or you may enable this sub-option through the Room Settings interface. See the Enable/Disable File Vault section in the Rooms User Guide. Note, you must enable the File Vault feature flag to see this sub-option in the Room Settings interface.

From the file vault landing page ...

1. Find the entries for the files that you want to download in the file vault list.
2. Select the checkbox to the left of each entry. You will see a banner appear at the bottom of the page.
3. Click DOWNLOAD.
   
   NOTE: When downloading multiple files from the Tehama Web UI, your browser is required to open multiple tabs. Your browser may by default prevent more than one tab from being opened at the same time. In this case you will need to explicitly allow this behaviour in your browser.
   
   
   • If a file's status field is set to Pending or Malicious, the file vault will refuse to download it. An error message will be displayed.
   • If the file's status field is set to Sensitive Data, and you are trying to download it into your local environment, the file vault will refuse to download it. An error message will be displayed.
   • Otherwise, each file will be downloaded into the 'Downloads' folder in the environment into which you are downloading (either your Desktop or your local environment). A downloading progress bar will be displayed until the download is complete.
4. Check your "Downloads" folder for the selected group of files.