Confinet User Guide for Client 2.0

Adams Business Software Inc.

Copyright © 2016, 2017 by Adams Business Software Inc. All rights reserved.

Many of the designations used by manufacturers and sellers to distinguish their products are claimed as trademarks. Where those designations appear in this book, and the publisher was aware of a trademark claim, the designations have been printed with initial capital letters or in all capitals. The publisher and the author make no claim to these trademarks.

This document contains proprietary information of Adams Business Software Inc. It is provided under a license agreement and is protected by copyright law. The design and appearance of application windows, the design and appearance of dialog boxes, menu designs and their appearance, custom icon designs, and the arrangement and manipulation of application windows are creative expressions which are the intellectual property of Adams Business Software Inc. and protected by copyright law and international treaties.

The information contained in this publication does not include any product warranties, and any statements provided in this manual should not be interpreted as such.

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Contents

I  Getting Started
1 Confinet
 1.1 What is Confinet?
 1.2 What does Confinet allow you to do?
  1.2.1 Elimination of spam
  1.2.2 Insulation from malware
  1.2.3 Comprehensive information security
  1.2.4 Protection of information on networks
2 Installation
 2.1 System requirements
  2.1.1 Windows
  2.1.2 Mac OS X
  2.1.3 Linux
  2.1.4 Oracle Solaris
 2.2 Downloading the installation file
 2.3 Verifying the installation file
 2.4 Installing on Windows
 2.5 Installing on Mac OS X
3 Confinet Security Model
 3.1 Principles
 3.2 Concepts
  3.2.1 Users
  3.2.2 Groups
  3.2.3 Documents
  3.2.4 Messages
  3.2.5 Folders
  3.2.6 Document keys
  3.2.7 Folder keys
  3.2.8 Group keys
4 Functional Overview
 4.1 Console window
 4.2 My Groups window
 4.3 Message Browser window
 4.4 Message Editor window
 4.5 Message Reader window
 4.6 Document Browser window
 4.7 Document Editor window
 4.8 Document Reader window
 4.9 Document Keyring window
 4.10 Folder Keyring window
 4.11 My Document Keyring window
 4.12 My Folder Keyring window
II  Documents, Folders, and Messages
5 Documents
 5.1 Creating documents
 5.2 Renaming documents
 5.3 Deleting documents
 5.4 Editing documents
  5.4.1 Basic editing tasks
  5.4.2 Font style & weight
  5.4.3 Font name
  5.4.4 Font size
  5.4.5 Text alignment
  5.4.6 Text indentation
  5.4.7 Text color
  5.4.8 Inserting lists
  5.4.9 Inserting lines
  5.4.10 Inserting tables
  5.4.11 Inserting pictures
  5.4.12 Formatting lists
  5.4.13 Formatting tables
  5.4.14 Finding text
  5.4.15 Replacing text
 5.5 Document spelling
 5.6 Document revisions
 5.7 Printing documents
  5.7.1 Printing a document
  5.7.2 Previewing a document
 5.8 Exporting documents
  5.8.1 Exporting to a text file
  5.8.2 Exporting to a PDF file
 5.9 Restoring documents
6 Sharing Documents
 6.1 Document keys
  6.1.1 Document key permissions
  6.1.2 Document key attributes
 6.2 Viewing document keys created for you
 6.3 Creating document keys for others
  6.3.1 Opening a document keyring
  6.3.2 Starting the Create Document Key wizard
  6.3.3 Document key document version
  6.3.4 Document key permissions
  6.3.5 Document key active status
  6.3.6 Document key active months
  6.3.7 Document key active days
  6.3.8 Document key active hours
  6.3.9 Document key session duration
  6.3.10 Document key expiration date
  6.3.11 Document key passcode
  6.3.12 Document key users
  6.3.13 Document key confirmation
 6.4 Updating document keys
  6.4.1 Updating the document version of a document key
  6.4.2 Updating the permissions of a document key
  6.4.3 Updating the active status of a document key
  6.4.4 Updating the active months of a document key
  6.4.5 Updating the active days of a document key
  6.4.6 Updating the active hours of a document key
  6.4.7 Updating the session duration of a document key
  6.4.8 Updating the expiration date of a document key
  6.4.9 Updating the passcode of a document key
 6.5 Deleting document keys
7 Folders
 7.1 Creating folders
 7.2 Renaming folders
 7.3 Deleting folders
 7.4 Searching folders
8 Sharing Folders
 8.1 Folder keys
  8.1.1 Folder key permissions
  8.1.2 Folder key attributes
 8.2 Viewing folder keys created for you
 8.3 Creating folder keys for others
  8.3.1 Opening a folder keyring
  8.3.2 Starting the Create Folder Key wizard
  8.3.3 Folder key permissions
  8.3.4 Folder key active status
  8.3.5 Folder key active months
  8.3.6 Folder key active days
  8.3.7 Folder key active hours
  8.3.8 Folder key session duration
  8.3.9 Folder key expiration date
  8.3.10 Folder key passcode
  8.3.11 Folder key users
  8.3.12 Folder key confirmation
 8.4 Updating folder keys
  8.4.1 Updating the permissions of a folder key
  8.4.2 Updating the active status of a folder key
  8.4.3 Updating the active months of a folder key
  8.4.4 Updating the active days of a folder key
  8.4.5 Updating the active hours of a folder key
  8.4.6 Updating the session duration of a folder key
  8.4.7 Updating the expiration date of a folder key
  8.4.8 Updating the passcode of a folder key
 8.5 Deleting folder keys
9 Messages
 9.1 Message permissions
  9.1.1 Message content permissions
  9.1.2 Message user permissions
 9.2 Creating messages
  9.2.1 Message content
  9.2.2 Message recipients
  9.2.3 Message attachments
 9.3 Viewing and replying to messages
  9.3.1 Viewing a message
  9.3.2 Replying to a message
  9.3.3 Filtering a message thread by permissions
 9.4 Editing messages
  9.4.1 Editing message content
  9.4.2 Editing message recipients
  9.4.3 Editing message permissions
  9.4.4 Editing message attachments
 9.5 Deleting messages
  9.5.1 Referenced messages
 9.6 Searching messages
 9.7 Message folders
  9.7.1 Creating message folders
  9.7.2 Deleting message folders
III  User Groups and Picture Directories
10 User Groups
 10.1 Home groups
 10.2 My groups
  10.2.1 Creating a personal group
  10.2.2 Adding a user to a personal group
  10.2.3 Removing a user from a personal group
  10.2.4 Deleting a personal group
11 Picture Directories
 11.1 Picture formats
 11.2 Picture references
 11.3 Picture directories

Part I
Getting Started

Chapter 1
Confinet

1.1 What is Confinet?

Confinet is a security software product suite that provides the members of an organization with everything they need in order to create, manage, protect, and share confidential information and intellectual property.

1.2 What does Confinet allow you to do?

Confinet allows you to create documents and messages that can be shared with others via the use of security mechanisms that give you precise control over who information is shared with, how it is shared, and when it is shared.

In addition, Confinet has the following security-related objectives:

1.2.1 Elimination of spam

By definition, spam consists of useless, unsolicited, and unwanted messages. Since time must be spent examining and then deleting spam, it is a drain on the productivity of an organization.1

In addition, spam is commonly employed in phishing attacks, a form of cyber attack in which an email with a malicious link is sent to a victim with the intent of tricking the victim into clicking on the link, which then directs a browser to a site that can infect the victim’s computer with malware.

Confinet combats spam by providing an organization with a confidential network. Only individuals with a Confinet account are able to communicate with the members of an organization via Confinet. This is in contrast to traditional email, which allows anyone to inundate an organization with spam from anywhere.

1.2.2 Insulation from malware

Malware2 is defined as “any software used to disrupt computer or mobile operations, gather sensitive information, gain access to private computer systems, or display unwanted advertising.” The main purpose of malware is to facilitate the theft of personal, financial, or business information (including customer data).

Email may be the most effective tool used by cyber criminals to infect computers and networks with malware. However, Confinet is insulated from this form of attack because it does not make use of, or interact with, traditional email in any way.

In addition, Confinet does not allow files of any type to be attached to a message created with Confinet. Instead, Confinet allows users to attach documents created with Confinet to messages created with Confinet.3

The end result is that Confinet allows the members and affiliates of an organization to communicate and share information without exposing them to the most common sources of malware.

Thus, the adoption and use of Confinet by an organization is one of the single most effective things it can do to reduce its vulnerability to cyber attacks that rely upon malware to succeed.

1.2.3 Comprehensive information security

If confidential information is handled by several applications, the security of the information will be no greater than that provided by the least secure application that handles the information.

Thus, if the least secure application that handles confidential information fails to protect it, this may render the security features of the other applications that handle the information a moot point.4

However, Confinet is a self-contained product suite that does not require the use of any untrusted, third-party applications to create, manage, protect, and share confidential information and intellectual property. The result is consistent and comprehensive coverage for the protection of confidential information, from its initial inception and creation to its dissemination to authorized users.

1.2.4 Protection of information on networks

The Confinet product suite encrypts all transmitted information in accordance with the SSL/TLS protocols on both public and private networks. This always on encryption provides confidential information with protection on any network over which it is transmitted.

Chapter 2
Installation

2.1 System requirements

The Confinet Client application can be installed on many versions of the Windows, Mac OS X, and Linux operating systems. If you need administrator privileges to install the Confinet Client application, please seek the assistance of your System or Confinet Administrator.

2.1.1 Windows

The Confinet Client can be installed and run on a PC capable of running the following versions of the Windows operating system:

2.1.2 Mac OS X

The Confinet Client can be installed and run on a Mac capable of running the following versions of the Mac OS X operating system:

2.1.3 Linux

You can install and run the Confinet Client on many versions of Linux that have Wine 1.6 or greater installed. (Wine is a compatibility layer capable of running Windows applications on many versions of Linux.)

The Confinet Client application can be compiled and run as a native application on many versions of the Linux operating system, including Red Hat Enterprise Linux, SUSE Linux Enterprise, and Ubuntu. If you need to run the Confinet Client application as a native application on Linux, please contact us in order to discuss your requirements.

2.1.4 Oracle Solaris

The Confinet Client application can be compiled and run as a native application on Oracle Solaris 11. If you need to run the Confinet Client application as a native application on Oracle Solaris 11, please contact us in order to discuss your requirements.

2.2 Downloading the installation file

Unless your organization has instructed you otherwise, you may download and install the latest version of the Confinet Client application installation file from the Confinet website (www.confinet.us).

2.3 Verifying the installation file

If you need to verify the authenticity of a Confinet installation file, you can do so by computing the SHA-1 hash value of the installation file and comparing it with the value posted on the Confinet web site (confinet.us/support/confinet-product-hashes).

2.4 Installing on Windows


PIC

Figure 2.1: License Page for Windows installation


(See figure 2.1)

To install the Confinet Client application on Windows:

  1. Download the Confinet Client application installation file (scmsclient.msi).
  2. Verify the authenticity of the installation file if necessary.
  3. Open the folder containing the installation file.
  4. Double-click the installation file.
  5. When presented with the License Page, read the license agreement.
  6. Indicate your acceptance of the license by clicking the check box.
  7. Click Install to begin the installation.
  8. Click Finish to finish the installation.

2.5 Installing on Mac OS X


PIC

Figure 2.2: License Page for Mac OS X installation



PIC

Figure 2.3: Copying the Confinet Client application into Applications


(See figures 2.2, 2.3)

To install the Confinet Client application on Mac OS X:

  1. Download the Confinet Client application installation file (client.dmg).
  2. Verify the authenticity of the installation file if necessary.
  3. Double-click the installation file.
  4. When presented with the License Page, read the license agreement.
  5. Indicate your acceptance of the license by clicking Agree.
  6. Drag and drop the client icon into the Applications folder.
  7. Optional: From the Applications folder, drag the client icon onto the Dock.


PIC

Figure 2.4: Dragging the Confinet Client application onto the Dock


Chapter 3
Confinet Security Model

3.1 Principles

The Confinet Security Model is based upon the following core principles:

  1. Information is never automatically shared by default
  2. Information content can be dynamically updated at any time
  3. Information security permissions can be dynamically updated at any time
  4. Information is never stored or cached on a user’s persistent storage devices
  5. Information in transit is encrypted in accordance with the SSL/TLS protocols
  6. Information can be created, managed, and protected within a single environment

The rationale and implications of these principals are discussed below.

Information is never automatically shared by default.

The rationale for this principle in a system designed to protect confidential information and intellectual property is accountability. When individuals in an organization create confidential information which can be shared without their knowledge or consent, they cannot be held accountable for the security of the information they create for the organization.

Since Confinet was designed in accordance with this principle, the Confinet Client application never automatically shares information created by Confinet users with other Confinet users. In other words, in order for Confinet users to share information with other Confinet users, they must explicitly share the information they have created with Confinet.

In addition, the Confinet Admin application does not give Confinet Administrators access to information created by Confinet users; its only purpose is to administer Confinet groups and users.

Information content can be dynamically updated at any time.

The rationale for this principle in a system designed to protect confidential information and intellectual property is the ability to update information that is incorrect or out of date.

This is a necessary feature, since acting on information that is incorrect, or out of date, can have security ramifications. In short, preventing or controlling access to information that is incorrect or out of date is of little value to an organization.

Since Confinet was designed in accordance with this principle, the Confinet Client application allows Confinet users to dynamically update their documents and messages at any time. For example, if a Confinet user updates the contents of a message, the new contents will be seen the next time the recipients of the message open it.

Information security permissions can be dynamically updated at any time.

The rationale for this principle in a system designed to protect confidential information and intellectual property is the dynamic nature of privileged information concerning its classification and the nature of the roles individuals play in regard to its handling.

In many cases, the security classification of information is, for the most part, a function of time. For example, information that was considered confidential yesterday may be considered non-confidential today; or, information that was considered non-confidential yesterday may be considered confidential today.

Likewise, the nature of the roles that individuals play in regard to the handling of confidential information is usually a function of time. For example, individuals may be granted or denied access to sensitive information based upon their job titles, or the projects they participate in.1

In recognition of this, the Confinet Client application allows Confinet users to dynamically update the permissions of their documents and messages. For example, if a Confinet user disables the view permission of a message, the message will not be seen the next time the recipients open a Message Browser window (or refresh the contents of an existing Message Browser window). 2

Information is never stored or cached on a user’s persistent storage devices.

A system designed to protect confidential information and intellectual property must protect against the loss or theft of user devices. The most effective way to achieve this objective is to prevent sensitive information from being stored or cached on user devices. Thus, the Confinet Client application never automatically stores information created by users on their persistent storage devices.

A Confinet user may elect to save one of their documents or messages on a persistent storage device; however, the Confinet Client application itself will not automatically store or cache user information on a persistent storage device (for example, a hard disk drive, or a USB Flash drive).

Information in transit is encrypted in accordance with the SSL/TLS protocols.

With more and more people working remotely, it is imperative that sensitive information be protected whenever it is transmitted over public networks.

It is also essential that information be protected whenever it is transmitted over an organization’s private networks. It is possible, however unlikely, that an organization’s private network could be compromised by an insider.

The Confinet product suite features always on encryption; information in transit is always encrypted, regardless of whether information is transmitted over a public or a private network.

Information can be created, managed, and protected within in a single environment.

Since Confinet is based upon this principal, the Confinet product suite allows the members of an organization to create, manage, protect, and share confidential information without recourse to any third-party applications.

The creation, management, protection, and sharing of confidential information within a single, managed environment is the most effective way to uniformly enforce security constraints placed upon confidential information.

If information is created, managed, and shared by separate applications, the security of the information will only be as strong as the security afforded it by the least secure of the applications handling the information.

The Confinet product suite eliminates this “weakest link” liability in the handling of sensitive information by providing a single environment wherein security constraints are uniformly applied to the handling of confidential information.3

3.2 Concepts

Unlike many security models, the Confinet Security Model employs familiar metaphors and was designed to be used by everyone in an organization, not just those with a technical background.

The Confinet Security Model employs just eight basic concepts that can be easily understood and applied to the protection of confidential information and intellectual property.

The basic concepts employed by the Confinet Security Model are listed below:

  1. User
  2. Group
  3. Document
  4. Message
  5. Folder
  6. Document key
  7. Folder key
  8. Group key

These basic concepts, as employed by the Confinet Security Model, are described in the following sections.

3.2.1 Users

A user is an individual with a Confinet account, created by a Confinet Administrator.

3.2.2 Groups

A group is a collection of users.

3.2.3 Documents

A document is used to create, manage, and share information on a per user basis.

3.2.4 Messages

A message is used to create, manage, and share information on a per group7 basis.

Messages are normally sent to other users; however, this is not always the case.10

3.2.5 Folders

A folder contains documents and subfolders.

3.2.6 Document keys

A document key allows the owner of a document to grant access to another user.

A document keyring is the collection of all document keys for a particular document.

3.2.7 Folder keys

A folder key allows the owner of a folder to grant access to another user.

A folder keyring is the collection of all folder keys for a particular folder.

3.2.8 Group keys

A group key grants a user access to the members of a group.

A group keyring is the collection of all group keys for a particular group.

Chapter 4
Functional Overview

The Confinet Client application provides the members of an organization with everything they need to create, manage, protect, and share confidential information and intellectual property.

In order to accomplish this, the Confinet Client application is composed of a set of components that allow the members of an organization to accomplish these tasks.

The main components of the Confinet Client application are listed below:

The following sections provide a functional overview of these components.

4.1 Console window


PIC

Figure 4.1: Console window


(See figure 4.1)

The Console window allows you to perform the following tasks:

4.2 My Groups window


PIC

Figure 4.2: My Groups window


(See figure 4.2)

A My Groups window allows you to perform the following tasks:

4.3 Message Browser window


PIC

Figure 4.3: Message Browser window


(See figure 4.3)

A Message Browser window allows you to perform the following tasks:

4.4 Message Editor window


PIC

Figure 4.4: Message Editor window


(See figure 9.9)

A Message Editor window allows you to perform the following message related tasks:

4.5 Message Reader window


PIC

Figure 4.5: Message Reader window


(See figure 9.8)

A Message Reader window allows you to perform the following message related tasks:

4.6 Document Browser window


PIC

Figure 4.6: Document Browser window


(See figure 4.6)

A Document Browser window allows you to perform the following tasks:

4.7 Document Editor window


PIC

Figure 4.7: Document Editor window


(See figure 4.7)

A Document Editor window allows you to perform the following tasks:

4.8 Document Reader window

If you have a document key for a document created by another user, a Document Reader window can allow you to perform the following tasks:

4.9 Document Keyring window


PIC

Figure 4.8: Document Keyring window


(See figure 4.8)

Every document you create has an associated document keyring.

A document keyring is the collection of all document keys for a particular document.

A Document Keyring window allows you to perform the following tasks:

4.10 Folder Keyring window


PIC

Figure 4.9: Folder Keyring window


(See figure 4.9)

Every folder you create has an associated folder keyring.

A folder keyring is the collection of all folder keys for a particular folder.

A Folder Keyring window allows you to perform the following tasks:

4.11 My Document Keyring window


PIC

Figure 4.10: My Document Keyring window


(See figure 4.10)

A My Document Keyring window allows you to view the document keys created for you.

A My Document Keyring window allows you to perform the following tasks:

4.12 My Folder Keyring window


PIC

Figure 4.11: My Folder Keyring window


(See figure 4.11)

A My Folder Keyring window allows you to view the folder keys created for you.

A My Folder Keyring window allows you to perform the following tasks:

Part II
Documents, Folders, and Messages

Chapter 5
Documents

Confinet lets you create documents that can display formatted text, tables, bullet lists, pictures, and more.

This chapter will discuss the following tasks:

  1. Creating a new document
  2. Renaming a document
  3. Deleting a document
  4. Editing a document
  5. Spell-checking a document
  6. Viewing previous versions of a document
  7. Printing a document
  8. Exporting a document
  9. Restoring a document

5.1 Creating documents


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Figure 5.1: Creating a new document



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Figure 5.2: Create Document dialog


(See figures 5.1, 5.2)

To create a document in a Document Browser window:

  1. From the File menu, click Newand then click Document.
  2. (The Create Document dialog will be displayed.)
  3. Enter the name of the new document in the Document name field.
  4. Enter a description for the new document in the Document description field.
  5. Click OK to create the new document.

5.2 Renaming documents


PIC

Figure 5.3: Renaming a document



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Figure 5.4: Rename Document dialog


(See figures 5.3, 5.4)

To rename a document in a Document Browser window:

  1. Select the document you want to rename.
  2. From the Edit menu, click Rename.
  3. (The Rename Document dialog will be displayed.)
  4. Enter the new name of the document in the New document name field.
  5. Click OK to rename the document.

5.3 Deleting documents


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Figure 5.5: Deleting a document



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Figure 5.6: Delete Document confirmation


(See figures 5.5, 5.6)

To delete a document in a Document Browser window:

  1. Select the document you want to delete.
  2. From the Edit menu, click Delete.
  3. (The Delete Document confirmation will be displayed.)
  4. Click OK to confirm your decision to delete the document.

5.4 Editing documents

(See figure 5.7)

To edit the contents of a document, open the document in a Document Editor window. Use the Document Editor window Edit menu to perform basic editing tasks.

5.4.1 Basic editing tasks


PIC

Figure 5.7: Document Editor window Edit menu


Undoing an edit

From the Edit menu, click Undo.

Redoing an edit

From the Edit menu, click Redo.

Delete the selection and copy it to the clipboard

From the Edit menu, click Cut.

Copy the selection to the clipboard

From the Edit menu, click Copy.

Insert text you have copied to the clipboard

From the Edit menu, click Paste.

Select all text in the document

From the Edit menu, click Select All.

5.4.2 Font style & weight


PIC

Figure 5.8: Formatting toolbar


(See figure 5.8)

Select the font style and weight from the Formatting toolbar.

To make the selected text bold, click Format Bold PIC in the Formatting toolbar.

To make the selected text italic, click Format Italic PIC in the Formatting toolbar.

To underline the selected text, click Underline PIC in the Formatting toolbar.

5.4.3 Font name

To change the font of the selected text, select the font name from the Font Name list in the Formatting toolbar.

5.4.4 Font size

To change the font size of the selected text, select the font size from the Font Size list in the Formatting toolbar.

5.4.5 Text alignment

Selected text can be aligned flush left, centered, flush right, or justified.

To align the selected text flush left, click Align Left PIC in the Formatting toolbar.

To center the selected text, click Align Center PIC in the Formatting toolbar.

To align the selected text flush right, click Align Right PIC in the Formatting toolbar.

To justify the selected text, click Align Justified PIC in the Formatting toolbar.

5.4.6 Text indentation

You can increase or decrease the indentation of selected text.

To increase the indentation of the selected text, click Increase Indent PIC in the Formatting toolbar.

To decrease the indentation of the selected text, click Decrease Indent PIC in the Formatting toolbar.

5.4.7 Text color

To change the color of the selected text, select the color from the Font Color list in the Formatting toolbar.

5.4.8 Inserting lists

(See figure 5.9)


PIC

Figure 5.9: Document Editor window Insert menu


From the Insert menu, you can insert lists with one of the following styles:

5.4.9 Inserting lines

From the Insert menu, you can insert a line by clicking Line.

5.4.10 Inserting tables


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Figure 5.10: Insert Table dialog


(See figure 5.10)

To insert a table:

  1. From the Insert menu, click Table.
  2. (The system displays the Insert Table dialog.)
  3. From the Alignment list, select the cell alignment.
  4. In the Cell padding field, click the arrows to select a value.
  5. In the Cell spacing field, click the arrows to select a value.
  6. In the Rows field, click the arrows to select the number of rows.
  7. In the Columns field, click the arrows to select the number of columns.
  8. From the Column widths list, select a column width in order to edit its value.
  9. To insert a table with your selections, click OK.

After you insert a table, you can increase or decrease its rows and columns to suit your needs.

5.4.11 Inserting pictures

To insert a reference to a picture file into a document:

  1. From the Insert menu, click Picture.
  2. (The system displays the File dialog.)
  3. Select a picture file.
  4. To insert a reference to the picture file into the document, click Open.

5.4.12 Formatting lists

(See figure 5.11)


PIC

Figure 5.11: Document Editor window Format menu


From the Format menu, you can format text as one of the following lists:

You can also remove list formatting by clicking No Text List.

5.4.13 Formatting tables

(See figure 5.12)


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Figure 5.12: Document Editor window Table menu


The Document Editor window Table menu allows you to perform the following operations:

5.4.14 Finding text

(See figure 5.13)


PIC

Figure 5.13: Find Text dialog


To search for text in a document:

  1. From the Edit menu, click Find.
  2. (The system displays the Find Text dialog.)
  3. Enter the text you are searching for in the Find what field.
  4. To search forward, click Search forward; to search backward, click Search backward.
  5. To perform a case insensitive search, click Case insensitive; to perform a case sensitive search, click Case sensitive.
  6. Optional: To match only complete words, click the Match only complete words check box.
  7. To find the first match, click Find; to find all matches, click Find All.

5.4.15 Replacing text

(See figure 5.14)


PIC

Figure 5.14: Find and Replace Text dialog


To find and replace text in a document:

  1. From the Edit menu, click Replace.
  2. (The system displays the Find and Replace Text dialog.)
  3. Enter the text you are searching for in the Find what field.
  4. Enter the replacement text in the Replace with field.
  5. To search forward, click Search forward; to search backward, click Search backward.
  6. To perform a case insensitive search, click Case insensitive; to perform a case sensitive search, click Case sensitive.
  7. Optional: To match only complete words, click the Match only complete words check box.
  8. To find and replace the first match, click Replace; to replace all matches, click Replace All.

5.5 Document spelling

(See figure 5.15)


PIC

Figure 5.15: Spell Checker dialog


To check and correct spelling errors in a document:

  1. From the Tools menu, click Check Spelling.
  2. (The system displays the Spell Checker dialog.)
    1. To ignore the first occurrence of an unknown word, click Ignore.
    2. To ignore all occurrences of an unknown word, click Ignore All.
    3. To change the first occurrence of an unknown word to a suggested word, select the suggested word and click Change.
    4. To change all occurrences of an unknown word to a suggested word, select the suggested word and click Change All.
    5. To add an unknown word to your personal dictionary, click Add to Dictonary.
  3. To close the Spell Checker dialog, click Close.

5.6 Document revisions


PIC

Figure 5.16: Viewing document revisions



PIC

Figure 5.17: Revision History


(See figures 5.16, 5.17)

You can view any revision of any document you have created.

To view document revisions from the View menu, click Revision History for document name.

To view the contents of a revision of the document, click on the revision date.

5.7 Printing documents

After you open a document in a Document Editor window, you can print its contents.

5.7.1 Printing a document


PIC

Figure 5.18: Print dialog


(See figure 5.18)

To print the contents of a document:

  1. From the File menu, click Print.
  2. (The system displays the Print dialog.)
  3. Select a printer.
  4. To print the contents of the document, click Print.

5.7.2 Previewing a document


PIC

Figure 5.19: Print Preview dialog


(See figure 5.19)

To preview the contents of a document:

  1. From the File menu, click Print Preview.
  2. (The system displays the Print Preview dialog.)
  3. To print the contents of the document, click Print PIC.

5.8 Exporting documents

After you open a document in a Document Editor window, you can export its contents to a text file or a PDF file.

5.8.1 Exporting to a text file

To export the contents of a document to a text file:

  1. From the File menu, click Export to Text File.
  2. (The system displays the File dialog.)
  3. Select the directory where you want the text file to be created.
  4. Enter the name of the file in the File name field.
  5. To export the contents of the document to the file, click Save.

5.8.2 Exporting to a PDF file

To export the contents of a document to a PDF file:

  1. From the File menu, click Export to PDF File.
  2. (The system displays the File dialog.)
  3. Select the directory where you want the PDF file to be created.
  4. Enter the name of the file in the File name field.
  5. To export the contents of the document to the file, click Save.

5.9 Restoring documents


PIC

Figure 5.20: Restoring a document



PIC

Figure 5.21: Restore Document wizard


(See figures 5.20, 5.21)

From the Console window, you can restore any document you have deleted.1

To restore a document you have deleted:

  1. From the Tools menu, click Restore Document.
  2. (The system displays the Restore Document wizard.)
  3. To select the document to be restored, click Next.
  4. Specify the date range during which the document was deleted.
  5. Select the document you want to restore.
  6. Optional: Select the revision of the document you want to restore.
  7. Select the folder in which the document is to be restored and click Next.
  8. To restore the document, click Finish.

Note that, by default, the latest version of the document will be restored in the original folder that contained it.

If the original folder containing the document has been deleted, you will be given the option to select an existing folder in which to restore the document.

Chapter 6
Sharing Documents

6.1 Document keys

The purpose of a document key is to allow users to share their documents with other users in a secure manner.

A document key is associated with the following:

The owner of a document creates a document key for the document in order to share the contents of the document with another user: the document key holder.

At any given point in time, the state of a document key is either active or inactive. If a document key is inactive, the contents of the document associated with it cannot be viewed by the document key holder.1

6.1.1 Document key permissions

The permissions associated with a document key determine what the document key holder is allowed to do with the contents of the document associated with the document key.

In order to meet the demands of real-world use cases, document keys grant (or deny) the following permissions in regard to the contents of the document associated with a document key:




Permission Group


Allow the contents of the document to be viewed lossless


Allow the contents of the document to be updated lossless


Allow the contents of the document to be copied from the clipboardlossless


Allow the contents of the document to be copied to the clipboard lossy


Allow the contents of the document to be exported to a text file lossy


Allow the contents of the document to be exported to a PDF file lossy


Allow the contents of the document to be printed lossy


Allow the contents of the document to be searched lossless



Table 6.1: Document key permissions

These permissions are divided into two groups: lossy and lossless. In this context, the terms lossy2 and lossless refer to a permission’s potential impact on information security.

If you enable lossy permissions for document key holders, you explicitly give them a means by which they can easily convey the contents of the document associated with a document key to others without your knowledge or authorization.

By contrast, enabling lossless permissions does not give document key holders an explicit means by which they can easily convey information to unauthorized parties.3

The various document key permissions are described in detail below.

Allow the contents of the document to be viewed. If this permission is enabled, the document key holder can view the contents of the document. Note: Unless this permission is enabled, any other permission will be irrelevant and ignored.

Allow the contents of the document to be updated. If this permission is enabled, the document key holder will be allowed to update the contents of the document. Note: Unless this permission is enabled, any other permission that would allow the contents of the document to be updated in any way will be ignored.

Allow the contents of the document to be copied from the clipboard. If this permission is enabled, the document key holder will be allowed to modify the document by pasting the contents of the clipboard into the document at a desired location.

Allow the contents of the document to be copied to the clipboard. If this lossy permission is enabled, the document key holder will be allowed to copy the contents of the document to the clipboard. CAUTION: The owner of the document should take care when enabling this permission, since it could allow the document key holder to use the clipboard to copy the contents of the document to a file or third-party application (for example, an email client) for distribution to others without authorization.

Allow the contents of the document to be exported to a text file. If this lossy permission is enabled, the document key holder will be allowed to export the contents of the document to a text file. CAUTION: The owner of the document should take care when enabling this permission, since it could allow the document key holder to export the contents of the document to an editable text file for distribution to others without authorization.

Allow the contents of the document to be exported to a PDF file. If this lossy permission is enabled, the document key holder will be allowed to export the contents of the document to a PDF file. CAUTION: The owner of the document should take care when enabling this permission, since it could allow the document key holder to export the contents of the document to a PDF file for distribution to others without authorization.

Allow the contents of the document to be printed. If this lossy permission is enabled, the document key holder will be allowed to print the contents of the document. CAUTION: The owner of the document should take care when enabling this permission, since it could allow the document key holder to print the contents of the document and then distribute the printed material to others without authorization.

Allow the contents of the document to be searched. If this permission is enabled, the document key holder will be allowed to search the contents of the document using full text-search capabilities.4

6.1.2 Document key attributes

The attributes of a document key determine when, where, and how a document key can be accessed by the document key holder. A document key has the following attributes:




Active months of the year optional


Active days of the week optional


Active hours of the day (including time zone)optional


Session duration optional


Expiration date mandatory


Passcode optional


Document version optional



Table 6.2: Document key attributes

Of these attributes, only the document key expiration date is mandatory.

These attributes are described below.

Active months of the year. This attribute allows the owner of the document to specify the months of the year during which the document key is active.

Active days of the week. This attribute allows the owner of the document to specify the days of the week on which the document key is active.

Active hours of the day. This attribute allows the owner of the document to specify the hours of the day during which the document key is active, including the time zone.

Session duration. This attribute allows the owner of the document to specify a session duration for the document key. A session duration is specified in minutes or seconds and controls the amount of time the document can be displayed after it has been opened by the document key holder. Once the session duration expires, the document will be automatically closed.

Expiration date. Every document key must have an expiration date. After the expiration date of a document key has been reached, the document key will become inactive.5

Passcode. The owner of a document can associate a passcode with a document key. If this is done, the document key holder will need to enter the passcode before he or she can open the document that is associated with the document key.

Document revision. By default, the current version of a document is associated with a document key. However, the owner of a document can associate a previous revision of a document with a document key. In this case, since any previous version of a document cannot be changed, any permissions that would allow the document key holder to update the contents of the document will be ignored.

6.2 Viewing document keys created for you


PIC

Figure 6.1: Opening My Document Keyring window


(See figures 6.1, 4.10)

This section will discuss how you can view document keys created for you by others.

The My Document Keyring window allows you to view the permissions and attributes associated with document keys created for you by others.

To view document keys created for you by others:

  1. Set the focus to the Console window.
  2. From the File menu, click New and then click My Document Keyring.
  3. (The system displays the My Document Keyring window.)
  4. Optional: From the View menu, click View Months to view the months during which the document keys are active.
  5. Optional: From the View menu, click View Days to view the days of the week on which the document keys are active.
  6. Optional: From the View menu, click View Permissions to view the permissions of the document keys.

Click on the column headers to sort the document keys by any of the following:

From the File menu, click Open Document to open the document associated with the currently selected document key.

6.3 Creating document keys for others

This section will discuss how you can create document keys for others.

Creating a document key for a document involves the following steps:

  1. Opening the document keyring for the document.
  2. Starting the Create Document Key wizard.
  3. Selecting the version of the document associated with the document key.
  4. Selecting the permissions associated with the document key.
  5. Enabling or disabling the active status of the document key.
  6. Selecting the months of the year during which the document key will be active.
  7. Selecting the days of the week on which the document key will be active.
  8. Selecting the hours of the day during which the document key will be active.
  9. Selecting the session duration that will be associated with the document key.
  10. Selecting the expiration date that will be associated with the document key.
  11. Selecting a passcode for the document key.
  12. Selecting the users for whom a copy of the document key will be created.
  13. Confirming your choices and selections.

Most of these steps are optional and have reasonable default values.

The following sections illustrate each of these steps.

6.3.1 Opening a document keyring


PIC

Figure 6.2: Opening a document keyring



PIC

Figure 6.3: document keyring


(See figures 6.2, 6.3)

In order to create a document key for a document, you must first open the document keyring associated with the document.

To open the document keyring associated with a document:

  1. In a Document Browser window, open the folder containing the document.
  2. Select the document.
  3. From the Edit menu, click Open Keyring.
  4. (The system displays the Document Keyring window.)

6.3.2 Starting the Create Document Key wizard


PIC

Figure 6.4: Creating a new document key



PIC

Figure 6.5: Create Document Key wizard


(See figures 6.4, 6.5)

To start the Create Document Key wizard:

  1. From the File menu, click New.
  2. (The system displays the Create Document Key wizard.)
  3. To proceed to the next step, click Next.

6.3.3 Document key document version


PIC

Figure 6.6: Selecting the document version associated with the document key


(See figure 6.6)

This page of the Create Document Key wizard allows you to select the version of the document to be associated with the document key.

To associate the document key with the current (latest) version of the document, click Current version.

To associate a previous version of the document with the document key, click Previous version, and then select the previous version of the document you want to associate with the document key.

To proceed to the next step, click Next.

6.3.4 Document key permissions


PIC

Figure 6.7: Selecting the permissions of a document key


(See figure 6.7)

This page of the Create Document Key wizard allows you to select the permissions that will be granted to the document key holder.

These permissions allow the contents of the document to be viewed, updated, copied from the clipboard, copied to the clipboard, exported to a text file, exported to a PDF file, printed, or searched.

To proceed to the next step, click Next.

6.3.5 Document key active status


PIC

Figure 6.8: Selecting the active status of a document key


(See figure 6.8)

This page of the Create Document Key wizard allows you to select the active status of the document key.

A document key can be active or inactive; however, only an active document key will grant the document key holder access to the document associated with the document key.

To create an active document key, select Enable active status; to create a document key that is initially inactive, clear Enable active status.

To proceed to the next step, click Next.

6.3.6 Document key active months


PIC

Figure 6.9: Selecting the active months of a document key


(See figure 6.9)

This page of the Create Document Key wizard allows you to select the months of the year during which the document key will be active.

To proceed to the next step, click Next.

6.3.7 Document key active days


PIC

Figure 6.10: Selecting the active days of a document key


(See figure 6.10)

This page of the Create Document Key wizard allows you to select the days of the week on which the document key will be active.

To proceed to the next step, click Next.

6.3.8 Document key active hours


PIC

Figure 6.11: Selecting the active hours of a document key


(See figure 6.11)

This page of the Create Document Key wizard allows you to select the hours of the day during which the document key will be active, including the timezone.

To proceed to the next step, click Next.

6.3.9 Document key session duration

(See figure 6.12)


PIC

Figure 6.12: Selecting the session duration of a document key


This page of the Create Document Key wizard allows you to specify a session duration for the document key.

A session duration determines the amount of time the document may be viewed during one session (a session begins immediately after the document has been opened).

After the session duration has elapsed, the document will be automatically closed.

To proceed to the next step, click Next.

6.3.10 Document key expiration date


PIC

Figure 6.13: Selecting the expiration date of a document key


(See figure 6.13)

This page of the Create Document Key wizard allows you to select an expiration date for the document key.

After the expiration date of a document key has been reached, the document key becomes inactive.

To proceed to the next step, click Next.

6.3.11 Document key passcode


PIC

Figure 6.14: Selecting a passcode for a document key


(See figure 6.14)

This page of the Create Document Key wizard allows you to specify a passcode6 for the document key.

If you specify a passcode for a document key, the document key holder will need to enter the passcode before the document associated with the document key can be accessed.

To proceed to the next step, click Next.

6.3.12 Document key users


PIC

Figure 6.15: Selecting users


(See figure 6.15)

This page of the Create Document Key wizard allows you to select the users for whom a copy of the document key will be created.

You can select users from either your home groups or your personal groups.

To proceed to the next step, click Next.

6.3.13 Document key confirmation


PIC

Figure 6.16: Confirming the creation of the document key


(See figure 6.16)

This page of the Create Document Key wizard allows you to confirm your selections.

If you have selected one user, click Finish to create a document key for the user based upon your selections.

If you have selected more than one user, click Finish to create a document key for each user based upon your selections.

The new document keys will be displayed in the Document Keyring window.

6.4 Updating document keys

You can update the permissions and attributes of document keys at any time.

Specifically, you can update any of the following:

6.4.1 Updating the document version of a document key


PIC

Figure 6.17: Updating the document version of a document key


(See figure 6.17)

To update the document version associated with a document key:

  1. Select the document key.
  2. From the Edit menu, click Set Document Version.
  3. (The system displays the Set Document Version wizard.)
  4. To continue, click Next.
  5. To continue, click Next.
  6. To confirm your selection and update the document key, click Finish.

6.4.2 Updating the permissions of a document key


PIC

Figure 6.18: Updating the permissions of a document key


(See figure 6.18)

To update the permissions associated with a document key:

  1. Select and expand the document key.
  2. Expand Permissions.
  3. Select or clear the check boxes of the permissions you want to update.
  4. To save your changes, click Save from the File menu.

6.4.3 Updating the active status of a document key


PIC

Figure 6.19: Updating the active status of a document key


(See figure 6.19)

To update the active status of a document key:

  1. Select the document key.
  2. Select or clear the check box in the Active column for the document key.
  3. To save your changes, click Save from the File menu.

6.4.4 Updating the active months of a document key


PIC

Figure 6.20: Updating the active months of a document key


(See figure 6.20)

To update the active months of a document key:

  1. From the View menu, select View Months.
  2. Select the document key.
  3. Select or clear the check boxes in the month columns for the document key.
  4. To save your changes, click Save from the File menu.

6.4.5 Updating the active days of a document key


PIC

Figure 6.21: Updating the active days of a document key


(See figure 6.21)

To update the active days of a document key:

  1. From the View menu, select View Days.
  2. Select the document key.
  3. Select or clear the check boxes in the day columns for the document key.
  4. To save your changes, click Save from the File menu.

6.4.6 Updating the active hours of a document key


PIC

Figure 6.22: Updating the active hours of a document key


(See figure 6.22)

To update the active hours of a document key:

  1. Select the document key.
  2. From the Edit menu, click Set Active Hours.
  3. (The system displays the Set Active Hours wizard.)
  4. Click Next.
  5. Update the active hours of the day and then click Next.
  6. To save your changes, click Finish.

6.4.7 Updating the session duration of a document key


PIC

Figure 6.23: Updating the session duration of a document key


(See figure 6.23)

To update the session duration of a document key:

  1. Select the document key.
  2. From the Edit menu, click Set Session Duration.
  3. (The system displays the Set Session Duration wizard.)
  4. Click Next.
  5. Update the session duration and then click Next.
  6. To save your changes, click Finish.

6.4.8 Updating the expiration date of a document key


PIC

Figure 6.24: Updating the expiration date of a document key


(See figure 6.24)

To update the expiration date of a document key:

  1. Select the document key.
  2. From the Edit menu, click Set Expiration Date.
  3. (The system displays the Set Expiration Date wizard.)
  4. Click Next.
  5. Update the expiration date and then click Next.
  6. To save your changes, click Finish.

6.4.9 Updating the passcode of a document key


PIC

Figure 6.25: Updating the passcode of a document key


(See figure 6.25)

To update the passcode of a document key:

  1. Select the document key.
  2. From the Edit menu, click Set Passcode.
  3. (The system displays the Set Passcode wizard.)
  4. Click Next.
  5. Update the passcode and then click Next.
  6. To save your changes, click Finish.

6.5 Deleting document keys


PIC

Figure 6.26: Deleting a document key


(See figure 6.26)

To delete a document key:

  1. Select the document key.
  2. From the Edit menu, click Delete.
  3. (The system displays the Delete Document Key confirmation.)
  4. To delete the document key, click OK.

Note: You cannot undo this operation.

Chapter 7
Folders

Folders can be used to create a hierarchical organization for your documents.

7.1 Creating folders


PIC

Figure 7.1: Creating a folder


(See figure 7.1)

To create a folder:

  1. From the File menu in a Document Browser window, click New, and then click Folder.
  2. (The system displays the Create Folder dialog.)
  3. In the Folder name field, enter a name for the folder.
  4. in the Folder description field, enter a description for the folder.
  5. To create the new folder, click OK.

7.2 Renaming folders


PIC

Figure 7.2: Renaming a folder


(See figure 7.2)

To rename a folder:

  1. In a Document Browser window, select the folder.
  2. From the Edit menu in a Document Browser window, click Rename.
  3. (The system displays the Rename Folder dialog.)
  4. In the New folder name field, enter a new name for the folder.
  5. To rename the folder, click OK.

7.3 Deleting folders


PIC

Figure 7.3: Deleting a folder


(See figure 7.3)

To delete a folder:

  1. In a Document Browser window, select the folder.
  2. From the Edit menu in a Document Browser window, click Delete.
  3. (The system displays the Delete Folder confirmation.)
  4. To delete the folder, click OK.

Note: You cannot undo this operation.1

7.4 Searching folders


PIC

Figure 7.4: Search for documents in folder dialog


(See figure 7.4)

To search for documents in a folder:

  1. In a Document Browser window, open the folder.
  2. In the left pane, select the folder.
  3. From the Edit menu, click Search.
  4. (The system displays the Search for documents in folder dialog.)
  5. To match all of the search criteria, click All of the following; to match any of the search criteria, click Any of the following.
  6. To search2 all of the subfolders, click the Search subfolders check box.
  7. Add your search criteria.
  8. To search for documents, click Search.
  9. Optional: To open a found document, select the document and then click Open.

Note: Document content is indexed once every hour. If you have recently updated the contents of a document, you may need to wait3 until the new contents have been indexed before you can search for the document based upon its updated contents.

Chapter 8
Sharing Folders

8.1 Folder keys

The purpose of a folder key is to allow users to share their folders with other users in a secure manner.

A folder key is associated with the following:

The owner of a folder creates a folder key for the folder in order to share the contents of the folder with another user: the folder key holder.

At any given point in time, the state of a folder key is either active or inactive. If a folder key is inactive, the contents of the folder associated with it cannot be viewed by the folder key holder.1

8.1.1 Folder key permissions

The permissions associated with a folder key determine what the folder key holder is allowed to do with the contents of the folder associated with the folder key.

Folder keys grant (or deny) the following permissions in regard to the contents of the folder associated with a folder key:




Permission Group


Allow the contents of the folder to be viewed lossless


Allow the contents of the folder to be searchedlossless



Table 8.1: Folder key permissions

The various folder key permissions are described in detail below.

Allow the contents of the folder to be viewed. If this permission is enabled, the folder key holder can view the contents of the folder.2

Allow the contents of the folder to be searched. If this permission is enabled, the folder key holder will be allowed to search the contents of the folder for documents3 using full text-search capabilities.

8.1.2 Folder key attributes

The attributes of a folder key determine when, where, and how a folder key can be accessed by the folder key holder. A folder key can have the following attributes:




Active months of the year optional


Active days of the week optional


Active hours of the day (including time zone)optional


Session duration optional


Expiration date mandatory


Passcode optional



Table 8.2: Folder key attributes

Of these attributes, only the folder key expiration date is mandatory.

The folder key attributes are described below.

Active months of the year. This attribute allows the owner of the folder to specify the months of the year during which the folder key is active.

Active days of the week. This attribute allows the owner of the folder to specify the days of the week on which the folder key is active.

Active hours of the day. This attribute allows the owner of the folder to specify the hours of the day during which the folder key is active, including the time zone.

Session duration. This attribute allows the owner of the folder to specify a session duration for the folder key. A session duration is specified in minutes or seconds and controls the amount of time the folder can be displayed after it has been opened by the folder key holder. Once the session duration expires, the folder will be automatically closed.

Expiration date. Every folder key must have an expiration date. After the expiration date of a folder key has been reached, the folder key will become inactive.4

Passcode. The owner of a folder can associate a passcode with a folder key. If this is done, the folder key holder will need to enter the passcode before he or she can open the folder that is associated with the folder key.

8.2 Viewing folder keys created for you


PIC

Figure 8.1: Opening My Folder Keyring window


(See figures 8.1, 4.11)

This section will discuss how you can view folder keys created for you by others.

The My Folder Keyring window allows you to view the permissions and attributes associated with the folder keys created for you by others.

To view the folder keys created for you by others:

  1. Set the focus to the Console window.
  2. From the File menu, click Newand then click My Folder Keyring.
  3. (The system displays the My Folder Keyring window.)
  4. Optional: From the View menu, click View Months to view the months during which the folder keys are active.
  5. Optional: From the View menu, click View Days to view the days of the week on which the folder keys are active.
  6. Optional: From the View menu, click View Permissions to view the permissions of the folder keys.

Click on the column headers to sort the folder keys by any of the following:

From the File menu, click Open Folder to open the folder associated with the currently selected folder key.

8.3 Creating folder keys for others

This section will discuss how you can create folder keys for others.

Creating a folder key for a folder involves the following steps:

  1. Opening the folder keyring of the folder.
  2. Starting the Create Folder Key wizard.
  3. Selecting the permissions associated with the folder key.
  4. Enabling or disabling the active status of the folder key.
  5. Selecting the months of the year during which the folder key will be active.
  6. Selecting the days of the week on which the folder key will be active.
  7. Selecting the hours of the day during which the folder key will be active.
  8. Selecting the session duration that will be associated with the folder key.
  9. Selecting the expiration date that will be associated with the folder key.
  10. Selecting a passcode for the folder key.
  11. Selecting the users for whom a copy of the folder key will be created.
  12. Confirming your choices and selections.

Most of these steps are optional and have reasonable default values.

The following sections illustrate each of these steps.

8.3.1 Opening a folder keyring


PIC

Figure 8.2: Opening a folder keyring



PIC

Figure 8.3: Folder Keyring window


(See figures 8.2, 8.3)

In order to create a folder key for a folder, you must first open the folder keyring associated with the folder.

To open the folder keyring associated with a folder:

  1. In a Document Browser window, select the folder.
  2. From the Edit menu, click Open Keyring.
  3. (The system displays the Folder Keyring window.)

8.3.2 Starting the Create Folder Key wizard


PIC

Figure 8.4: Create Folder Key wizard


(See figure 8.4)

To start the Create Folder Key wizard:

  1. From the File menu in the Folder Keyring window, click New.
  2. (The system displays the Create Folder Key wizard.)
  3. To proceed to the next step, click Next.

8.3.3 Folder key permissions


PIC

Figure 8.5: Selecting the permissions of a folder key


(See figure 8.5)

This page of the Create Folder Key wizard allows you to select the permissions that will be granted by the folder key.

These permissions allow the contents of the folder to be viewed or searched.

To proceed to the next step, click Next.

8.3.4 Folder key active status


PIC

Figure 8.6: Selecting the active status of a folder key


(See figure 8.6)

This page of the Create Folder Key wizard allows you to select the status of the folder key.

A folder key can be active or inactive; however, only an active folder key can be used to grant access to a folder.

To create an active folder key, select Enable active status.

To proceed to the next step, click Next.

8.3.5 Folder key active months


PIC

Figure 8.7: Selecting the active months of a folder key


(See figure 8.7)

This page of the Create Folder Key wizard allows you to select the months of the year during which the folder key will be active.

To proceed to the next step, click Next.

8.3.6 Folder key active days


PIC

Figure 8.8: Selecting the active days of a folder key


(See figure 8.8)

This page of the Create Folder Key wizard allows you to select the days of the week on which the folder key will be active.

To proceed to the next step, click Next.

8.3.7 Folder key active hours


PIC

Figure 8.9: Selecting the active hours of a folder key


(See figure 8.9)

This page of the Create Folder Key wizard allows you to select the hours of the day during which the folder key will be active.

To proceed to the next step, click Next.

8.3.8 Folder key session duration


PIC

Figure 8.10: Selecting the session duration of a folder key


(See figure 8.10)

This page of the Create Folder Key wizard allows you to specify a session duration for the folder key.

A session duration determines the amount of time the folder may be viewed during one session (a session begins immediately after the folder has been opened).

After the session duration has elapsed, the folder will be automatically closed.

To proceed to the next step, click Next.

8.3.9 Folder key expiration date


PIC

Figure 8.11: Selecting the expiration date of a folder key


(See figure 8.11)

This page of the Create Folder Key wizard allows you to select an expiration date for the folder key.

After the expiration date of a folder key has been reached, the folder key becomes inactive.

To proceed to the next step, click Next.

8.3.10 Folder key passcode


PIC

Figure 8.12: Selecting a passcode for a folder key


(See figure 8.12)

This page of the Create Folder Key wizard allows you to specify a passcode for the folder key.5

If you specify a passcode for a folder key, the user will need to enter the passcode before the folder associated with the folder key can be accessed.

To proceed to the next step, click Next.

8.3.11 Folder key users


PIC

Figure 8.13: Selecting users


(See figure 8.13)

This page of the Create Folder Key wizard allows you to select the users for whom a copy of the folder key will be created.

To proceed to the next step, click Next.

8.3.12 Folder key confirmation


PIC

Figure 8.14: Confirming the creation of the folder key


(See figures 8.14, 8.15)

This page of the Create Folder Key wizard allows you to confirm your selections.

To create the folder key (or folder keys), click Finish.

After the folder keys have been created, they will be displayed in the Folder Keyring window.


PIC

Figure 8.15: Updated Folder Keyring window


8.4 Updating folder keys

You can update the permissions and attributes of folder keys at any time.

Specifically, you can update any of the following:

8.4.1 Updating the permissions of a folder key


PIC

Figure 8.16: Updating the permissions of a folder key


(See figure 8.16)

To update the permissions associated with a folder key:

  1. Select and expand the folder key.
  2. Expand Permissions.
  3. Select or clear the check boxes of the permissions you want to update.
  4. To save your changes, click Save from the File menu.

8.4.2 Updating the active status of a folder key


PIC

Figure 8.17: Updating the active status of a folder key


(See figure 8.17)

To update the active status of a folder key:

  1. Select the folder key.
  2. Select or clear the check box in the Active column of the folder key.
  3. To save your changes, click Save from the File menu.

8.4.3 Updating the active months of a folder key


PIC

Figure 8.18: Updating the active months of a folder key


(See figure 8.18)

To update the active months of a folder key:

  1. From the View menu, select View Months.
  2. Select the folder key.
  3. Select or clear the check boxes in the month columns of the folder key.
  4. To save your changes, click Save from the File menu.

8.4.4 Updating the active days of a folder key


PIC

Figure 8.19: Updating the active days of a folder key


(See figure 8.19)

To update the active days of a folder key:

  1. From the View menu, select View Days.
  2. Select the folder key.
  3. Select or clear the check boxes in the day columns of the folder key.
  4. To save your changes, click Save from the File menu.

8.4.5 Updating the active hours of a folder key


PIC

Figure 8.20: Updating the active hours of a folder key


(See figure 8.20)

To update the active hours of a folder key:

  1. Select the folder key.
  2. From the Edit menu, click Set Active Hours.
  3. (The system displays the Set Active Hours wizard.)
  4. Click Next.
  5. Update the active hours of the day and then click Next.
  6. To save your changes, click Finish.

8.4.6 Updating the session duration of a folder key


PIC

Figure 8.21: Updating the session duration of a folder key


(See figure 8.21)

To update the session duration of a folder key:

  1. Select the folder key.
  2. From the Edit menu, click Set Session Duration.
  3. (The system displays the Set Session Duration wizard.)
  4. Click Next.
  5. Update the session duration and then click Next.
  6. To save your changes, click Finish.

8.4.7 Updating the expiration date of a folder key


PIC

Figure 8.22: Updating the expiration date of a folder key


(See figure 8.22)

To update the expiration date of a folder key:

  1. Select the folder key.
  2. From the Edit menu, click Set Expiration Date.
  3. (The system displays the Set Expiration Date wizard.)
  4. Click Next.
  5. Update the expiration date and then click Next.
  6. To save your changes, click Finish.

8.4.8 Updating the passcode of a folder key


PIC

Figure 8.23: Updating the passcode of a folder key


(See figure 8.23)

To update the passcode of a folder key:

  1. Select the folder key.
  2. From the Edit menu, click Set Passcode.
  3. (The system displays the Set Passcode wizard.)
  4. Click Next.
  5. Update the passcode and then click Next.
  6. To save your changes, click Finish.

8.5 Deleting folder keys


PIC

Figure 8.24: Deleting a folder key


(See figure 8.24)

To delete a folder key:

  1. Select the folder key.
  2. From the Edit menu, click Delete.
  3. (The system displays the Delete Folder Key confirmation.)
  4. To delete the folder key, click OK.

Note: You cannot undo this operation.

Chapter 9
Messages

Confinet lets you create messages that can display formatted text, tables, bullet lists, pictures, and more.

9.1 Message permissions

Every message has a set of message permissions associated with it.

Message permissions allow you to control what the recipients of a message are allowed to do with the contents of a message and how they can respond to a message.

As in the case of document key permissions, message permissions are divided into two groups: lossy and lossless. In this context, the terms lossy and lossless refer to the potential disclosure of information to unauthorized parties.

If you enable lossy permissions for a message, you explicitly give the recipients of a message a means by which they can easily convey the contents of the message to others without your explicit authorization.1

By contrast, enabling lossless permissions does not give the recipients of a message an explicit means by which they can easily convey information to unauthorized parties.

Furthermore, there are two types of message permissions: message content permissions and message user permissions; both of these types of permissions are described in the following sections.

9.1.1 Message content permissions

Message content permissions determine what the recipients of a message are allowed to do with the contents of a message.

The following message content permissions can be enabled or disabled:




Permission Group


Allow the contents of the message to be viewed lossless


Allow the contents of the message to be copied to the clipboardlossy


Allow the contents of the message to be exported to a text file lossy


Allow the contents of the message to be exported to a PDF filelossy


Allow the contents of the message to be printed lossy


Allow the contents of the message to be searched lossless



Table 9.1: Message content permissions

Message content permissions are described in detail below.

Allow the contents of the message to be viewed. If this permission is enabled, the recipients of the message can view its contents. Note: Unless this permission is enabled, any other permission will be irrelevant and ignored.

Allow the contents of the message to be copied to the clipboard. If this lossy permission is enabled, the recipients of the message will be allowed to copy the contents of the message to the clipboard. CAUTION: The creator of a message should take care when enabling this permission, since it could allow message recipients to use the clipboard to copy the contents of the message to a file or third-party application (for example, an email client) for distribution to others without authorization.

Allow the contents of the message to be exported to a text file. If this lossy permission is enabled, message recipients will be allowed to export the contents of the message to a text file. CAUTION: The creator of a message should take care when enabling this permission, since it could allow message recipients to export the contents of the message to a text file for distribution to others without authorization.

Allow the contents of the message to be exported to a PDF file. If this lossy permission is enabled, message recipients will be allowed to export the contents of the message to a PDF file. CAUTION: The creator of a message should take care when enabling this permission, since it could allow message recipients to export the contents of the message to a PDF file for distribution to others without authorization.

Allow the contents of the message to be printed. If this lossy permission is enabled, message recipients will be allowed to print the contents of the message. CAUTION: The creator of a message should take care when enabling this permission, since it could allow message recipients to print the contents of the message and then distribute the printed material to others without authorization.

Allow the contents of the message to be searched. If this permission is enabled, message recipients will be allowed to search the contents of the message using full text-search capabilities.

9.1.2 Message user permissions

Message user permissions determine how message recipients are allowed to reply to a message.

The following message user permissions can be enabled or disabled:




Permission Group


Allow reply lossy


Allow reply to all lossy


Allow forward to otherslossy



Table 9.2: Message content permissions

Message content permissions are described as follows.

Allow reply. If this lossy permission is enabled, the recipients of the message will be allowed to reply directly to the sender of the message. However, enabling this permission allows the recipients of the message to potentially send the message to other users as well.

Allow reply to all. If this lossy permission is enabled, the recipients of the message will be allowed to reply directly to all of the recipients of the message. However, enabling this permission allows the recipients of the message to potentially send the message to other users as well.

Allow forward to others. If this lossy permission is enabled, the recipients of the message will be allowed to forward the message to other users.

CAUTION: The creator of a message should take care when enabling any message user permissions, since they could allow message recipients to send the message to other users without the knowledge of the message creator.

Note: Selecting the Message read-only check box when creating a message will disable all lossy permissions by default, including message user permissions.

9.2 Creating messages


PIC

Figure 9.1: Creating a message



PIC

Figure 9.2: Create Message dialog


(See figures 9.1, 9.2)

You can create a message in a Message Browser window.

To create a new message:

  1. From the File menu, click New, and then click Message.
  2. (The system displays the Create Message dialog.)
  3. In the Message subject field, type the subject of the message.
  4. In the Message Content Permissions tab, select or clear message content permissions.
  5. In the Message User Permissions tab, select or clear message user permissions.
  6. If you wish to make the message read-only, select the Message read-only check box.
  7. To create the message, click OK.

After you create a new message, you will be given the opportunity to add message content, recipients, and attachments.


PIC

Figure 9.3: A new message


9.2.1 Message content


PIC

Figure 9.4: Creating content for a new message


(See figure 9.4)

The Message Editor window has all of the features of the Document Editor window and is identical in terms of functionality.

See the section editing documents for information on general editing tasks when composing the contents of a message.

See the section document spelling for information on spell checking the contents of a message.2

9.2.2 Message recipients


PIC

Figure 9.5: Adding recipients to a new message


(See figure 9.5)

To select the primary recipients of a message, click To.

To select the secondary recipients of a message, click Cc.

To select the tertiary3 recipients of a message, click Bcc.

9.2.3 Message attachments


PIC

Figure 9.6: Adding attachments to a new message


(See figures 9.6, 9.7)

When you create a message, you can attach any of your documents to the message. However, remember that the recipients of your message must have document keys in order to access the attached documents.

To attach a document to a message, click Add Document.

To remove a document attachment, click Remove Document.

To verify that your message recipients have document keys for the attached documents, click Verify Documents.

If a message recipient does not have a document key for an attached document, you will be prompted to create a document key for the user; as shown below:


PIC

Figure 9.7: Create Document Keys dialog


9.3 Viewing and replying to messages


PIC

Figure 9.8: Message Reader window


9.3.1 Viewing a message

(See figure 9.8)

In a Message Reader window, you can view messages created for you by other users.

To view a message created for you:

  1. In a Message Browser window, select the message.
  2. From the Edit menu, click Edit Message.
  3. (The system displays the Message Reader window.)

9.3.2 Replying to a message

Depending upon the permissions given the recipients of a message by the creator of the message, you may be able to reply to a message.

Conditional: To reply to the sender of a message, click Reply.4

Conditional: To reply to all the recipients of a message, click Reply to All.5

Conditional: To forward a message to others, click Forward.6

9.3.3 Filtering a message thread by permissions

A message may be a reply to another message, which may itself be a reply to yet another message, and so forth, going back to the initial message. This list of messages, sorted in reverse chronological order, is a message thread.

Each message in a message thread has its own set of permissions. When viewing a message thread in a Message Reader window or a Message Editor window, the permissions of each message in a message thread must be respected.7

This could result in conflicts; for example, suppose you want to perform one of the following operations:

For each of these operations, a message in the message thread may have a permission setting that causes a conflict.

For example, suppose you want to print the contents of a message thread; however, a particular message in the message thread has a disabled print permission. How should this conflict be resolved?

Confinet resolves this conflict by allowing you to filter the messages in a message thread by their permission settings.

For example, to print the contents of a message thread, select Display messages that can be Printed. This filters out any messages in the message thread that cannot be printed due to their print permission settings.

The following table displays permission-dependent operations and the filters that must be selected to enable these operations:




Operation Permission Filter


Copy the message to the clipboardCopied to the Clipboard


Export the message to a text file Exported to a Text File


Export the message to a PDF file Exported to a PDF File


Print the message Printed



Table 9.3: Permission-dependent operations and filters

To perform an operation in the left column, select the matching filter in the right column. These filters can be selected at the bottom of a Message Reader window (or a Message Editor window).

From this point on, for the sake of simplicity, we may use the terms message and message thread interchangeably.8

9.4 Editing messages


PIC

Figure 9.9: Message Editor window


(See figure 9.9)

In a Message Editor window, you can edit messages created by you for other users.

To edit a message created by you:

  1. In a Message Browser window, select the message.
  2. From the Edit menu, click Edit Message.
  3. (The system displays the Message Editor window.)

9.4.1 Editing message content

You can update the contents of a message you have created, even after you have already sent the message.9

After you update the contents of a message, the new contents will be displayed the next time the message is opened by one of the recipients of the message, even if the message is part of several message threads.

9.4.2 Editing message recipients

You can update the recipients of a message you have created, even after you have sent the message.

If you remove a recipient, the next time the recipient opens a Message Browser window, the message will not be displayed in the new Message Browser window.

By contrast, if you add a recipient, the next time the recipient opens a Message Browser window, the message will be displayed in the new Message Browser window.

9.4.3 Editing message permissions

You can update the permissions of a message you have created, even after you have sent the message.

After you update the permissions of a message, the new permissions will be applied the next time the message is opened by one of the recipients of the message.

9.4.4 Editing message attachments

You can update the document attachments of a message you have created, even after you have sent the message.

If you remove a document attachment, the next time a recipient views the message in a Message Reader window, the document attachment will not be displayed.

By contrast, if you add a document attachment to a message, the next time a recipient opens the message in a Message Reader window, the document attachment will be displayed.10

9.5 Deleting messages

To delete a message:

  1. In a Message Browser window, select the message.
  2. From the Edit menu, click Delete Message.
  3. (The system displays the Delete Message confirmation.)
  4. To delete the message, click OK.

Note: You cannot undo this operation.

9.5.1 Referenced messages

If a message you have created is currently being referenced by another message, you will not be able to delete it because it is still in use.11

However, you can control the visibility of a message by enabling or disabling its view permission, irregardless of whether the message is being referenced by other messages.

9.6 Searching messages


PIC

Figure 9.10: Search for Messages dialog


(See figure 9.10)

In a Message Browser window, you can search messages using full text search and several types of criteria.

To search for messages:

  1. From the Edit menu, click Search Messages.
  2. (The system displays the Search for Messages dialog.)
  3. To match all of the search criteria, click All of the following; to match any of the search criteria, click Any of the following.
  4. Add your search criteria.
  5. To search for messages, click Search.
  6. Optional: To open a found message, select the message and then click Open.

9.7 Message folders

In a Message Browser window, you can organize your messages in message folders.

9.7.1 Creating message folders


PIC

Figure 9.11: New Message Folder dialog


(See figure 9.11)

To create a message folder:

  1. From the File menu, click New, and then click Message Folder.
  2. (The system displays the New Message Folder dialog.)
  3. In the Message folder name field, enter a name for the message folder.
  4. To create the new message folder, click OK.

9.7.2 Deleting message folders

Note: Deleting a message folder will delete all of the messages contained in it.

To delete a message folder:

  1. Select the message folder you want to delete.
  2. From the Edit menu, click Delete Message Folder.
  3. (The system displays the Delete Message Folder confirmation.)
  4. To delete the message folder, and all of the messages contained in it, click OK.

Note: You cannot undo this operation.

Part III
User Groups and Picture Directories

Chapter 10
User Groups

A group is a collection of users with Confinet accounts. This chapter will discuss both home groups and personal groups.

10.1 Home groups

When a Confinet Administrator creates a user account, the user is given a home group by the Confinet Administrator. At any given time, a user belongs to exactly one home group.1

A user must have a group key in order to have direct access to a home group; this includes the home group to which the user belongs.2

10.2 My groups

From a My Groups window, a user can create personal groups in order to make the distribution of documents and messages to other users more convenient.

10.2.1 Creating a personal group


PIC

Figure 10.1: Creating a new group



PIC

Figure 10.2: Create Group dialog


(See figures 10.1, 10.2)

You can create a personal group in a My Groups window.

To create a new personal group:

  1. From the File menu, click New, and then click User Group.
  2. (The system displays the Create Group dialog.)
  3. In the Group name field, enter a name for the new group.
  4. In the Group description field, enter a description for the group.
  5. To create the new group, click OK.

10.2.2 Adding a user to a personal group


PIC

Figure 10.3: Select Users dialog


(See figure 10.3)

To add users to a personal group:

  1. In a My Groups window, select the group to which you want to add users.
  2. From the File menu, click New, and then click User.
  3. (The system displays the Select Users dialog.)
  4. Select the users you want to add to the group.
  5. To add the selected users, click OK.

10.2.3 Removing a user from a personal group


PIC

Figure 10.4: Removing a user



PIC

Figure 10.5: Remove User confirmation


(See figures 10.4, 10.5)

To remove a user from a personal group:

  1. In a My Groups window, select the user you want to remove.
  2. From the Edit menu, click Remove User.
  3. (The system displays the Remove User confirmation.)
  4. To remove the selected user, click OK.

10.2.4 Deleting a personal group


PIC

Figure 10.6: Deleting a user group



PIC

Figure 10.7: Delete User Group confirmation


(See figures 10.6, 10.7)

To delete a user group:

  1. In a My Groups window, select the user group you want to delete.
  2. From the Edit menu, click Delete User Group.
  3. (The system displays the Delete User Group confirmation.)
  4. To delete the selected user group, click OK.

Chapter 11
Picture Directories


PIC

Figure 11.1: A document with a portable network graphics (PNG) image


This chapter will discuss the display of pictures and images in Confinet documents and messages.

11.1 Picture formats

(See figure 11.1)

Confinet documents and messages can display the following types of images:




Description Format


Windows Bitmap BMP


Graphic Interchange Format GIF


Joint Photographic Experts GroupJPG


Portable Network Graphics PNG



Table 11.1: Supported image formats

11.2 Picture references

To embed a reference to a picture inside of a document:

  1. In a Document Editor window, from the Insert menu, click Picture.
  2. (The system displays the Select Picture dialog.)
  3. Select the picture.
  4. To embed a reference to the picture in the document, click OK.

To embed a reference to a picture inside of a message:

  1. In a Message Editor window, from the Insert menu, click Picture.
  2. (The system displays the Select Picture dialog.)
  3. Select the picture.
  4. To embed a reference to the picture in the message, click OK.

11.3 Picture directories


PIC

Figure 11.2: Displaying picture directories



PIC

Figure 11.3: Picture Directories dialog


(See figures 11.2, 11.3)

When you embed a reference to a picture in a document or a message, you are essentially embedding the name of a file containing the image in the document or message.1

In addition, the pathname of the directory containing the image file is not embedded with the name of the image file. Instead, the pathname of the directory containing the image file is automatically added to a list of directory pathnames that the Confinet Client application searches for image files.

But what happens if you move the image file to a new directory? How will the Confinet Client application find the image file then?

The Confinet Client application handles this situation by allowing you to explicitly specify the pathname of a directory containing images files. This allows you to specify any location for your image files.

To add a directory to the list of directories searched for image files:

  1. In the Console window, from the Edit menu, click Picture Directories.
  2. (The system displays the Picture Directories dialog.)
  3. To add a directory, click Add.
  4. (The system displays the Select Picture Directory dialog.)
  5. Select the directory.
  6. To add the directory to the list of picture directories, click Select Folder.

To edit the name of a directory in the list of directories searched for image files:

  1. In the Console window, from the Edit menu, click Picture Directories.
  2. (The system displays the Picture Directories dialog.)
  3. Select the directory.
  4. Click Edit.
  5. (The system displays the Edit Directory Name dialog.)
  6. Edit the directory name.
  7. To save your changes, click OK.

To remove a directory from the list of directories searched for image files:

  1. In the Console window, from the Edit menu, click Picture Directories.
  2. (The system displays the Picture Directories dialog.)
  3. Select the directory.
  4. Click Remove.
  5. To save your changes, click OK.