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Protect automatically folders in a File Server

SealPath File Server runs as a resident of a file server and continuously protect documents in shared folders. Users that access “protected” shared folders in a file server can automatically protect the documents moving them to the folder.

 

Installation guide

Once downloaded it will ask for execution permissions:

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After accepting the Terms and Conditions of Service, the software will be installed. The software checks installation pre-requisites such as having .Net4.5 framework installed. If you don´t have these components installed the software will automatically install them.

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After this, SealPath File Server will request the credentials of the user that will run the service. This user is needed so that the protection service works correctly. Please don´t try to run the service with a local or network service. This user must be a local administrator user.

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This service will be running continuously. It is necessary to install SealPath File Server in a server that is up and running 24x7, because it will be continuously monitoring what the users are storing in the “protected” shared folders to protect the documentation they leave on them. In the case you work with an array of disks not directly linked to a File Server, it will be needed that SealPath File Server to be installed in a server that is running 24x7 with access to the shared folders.

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Once the installation process has finished, you can run the app from the start menu -> SealPath File Server -> SealPath File Server Desktop. The windows session has to be initiated with the same user that the FileServer service is running with. Enter the credentials (email and password) of an administrator of the SealPath Service (for example, the credentials used to enter in the Administrator’s Web Control Panel or a delegated admin created in this web console).

Let`s remind the users’ requirements to run SealPath FileServer:

  • FileServer service must run with a user who is local administrator.
  • The Windows session where the FileServer console (FileServer Desktop) is going to be executed, has to be initiated with the same user that the service is running with.
  • The user who validates in FileServer Desktop must be an administrator of the organization in SealPath. The user should also be a protector user in the organization.

If the service cannot be installed or cannot start automatically, the program will be uninstalled. The following message is shown:

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Possible causes of this installation error are:

  • User’s incorrect credentials for the account which the service is running with.
  • User without permissions. Besides being local administrator, the user should not be in the “Deny logon as a service” policy setting. Installer enables the “Logon as a service” setting, but it is superceded by the first policy setting if it were defined for this account.

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 After an installation error, it has to be assured that the user’s credentials are correct before going on, that the user who is performing the installation is a local administrator and that the account of the service does not belong to the policy setting “Deny logon as a service”.

 

User guide

The general operation of SealPath File Server is similar than SealPath Desktop and it can be consulted in section 5 of the Sealpath user and administration guide. This section focus on the explanation of SealPath File Server added functionalities, so only protected folders management and some configuration files will be addressed in this document.

Folders

Folders creation

To create a protected folder you only need to click on the “folders” menu in the main screen. Click on button  to create a protection rule for a folder.

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The parameters you can configure for every rule are:

  • Activate: Checkbox that shows if the rule is enabled or not.
  • Name: Name for the rule in the list of rules.
  • Folder: Select the folder you want to protect in the hard drive.
    • Recursive: Shows if you want to protect folders recursively.
  • Protection: Assign one of the existing protections to the folder.
  • Extensions of excluded files types: If you want to exclude some kind of document from the protection rule.

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The new protection rule will be shown in the list of protection rules in the folders menu. From this list you can edit rules, create new ones or remove existing ones.

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The documents the user stores in the folder will be automatically protected.

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In the automatic protection operations within the folder it is possible that some events happen and SealPath Desktop alert you about that. An example can be seen in the following figure.

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Clicking on the hyperlink “Show” you will see the list of events where you can see the reason behind the event and take actions. The events can happen because we have stored in the folder documents protected with other protection and you don´t have Full Control over that protection to re-protect the documents with a new protection.

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Once you have reviewed these events, the red alert in SealPath Desktop will not be shown until new events appear.

Main folders alerts

The main folder alerts that SealPath File Server can show are:

  • The document is already protected. You do not have permissions to change the document protection.
  • Error protecting the document. The document may be locked by another application, or the current user is not authorized to access.
  • The folder does not exist or is not accessible.
  • Error protecting the file. Failure downloading the file from Sharepoint.
  • Error protecting the file. Failure uploading the file to Sharepoint.

Folders edition

SealPath File Server allows the user to edit all fields that are set when she creates a protected folders.

SealPath File Server allows the user to edit the protection policy that has been assigned to a rule. When a protection policy is changed, the files inside the directory and subdirectories (for recursive folders) are protected again (with the new policy protection). SealPath File Server allows the reprotection of documents that has been copied (or moved) that are protected with a different (than the current folder) protection policy. The previous is allowed only if the folder has had recently assigned the current protection policy of the copied file.

Any change that occurs in a folder causes the verification of all documents in the directories and subdirectories (for  recursive folders) to determine if  the documents are protected according to the instructions in the folder.

Let's say a folder goes from inactive to active. When this change occurs is necessary to review the documents in the folder as it may contain some new document that was introduced when the folder was inactive and need to be protected. The same can happen when a folder goes from not recursive to recursive.

Folders elimination

SealPath File Server and Desktop lets the user to delete protected folders. Simply select the folder you want to delete in the Folder tab and click on the delete button.  SealPath File Server includes an option to unprotect documents when the user deletes a protected folder.  To unprotect documents is necessary to tick the unprotect documents box in the folder deletion confirmation window.  You can see an example in the following figure.

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