Users Guide
• Additional le types, such as .txt or .png, congured for Basic File Protection
The best practice for a smooth transition is to have a brief, transitional period to process any of those encrypted les that are shared with
other users. You must log in to your computer during this transitional period.
Be aware of the following if you want to continue sharing or collaborating on those les:
• For shared les listed above, the rst person to log in and have their computer swept then becomes the owner of any shared les.
• If another person becomes the owner of the le and the original author is not in their access group, the original owner must request
access from the new owner. The original owner can also request that the administrator change ownership.
• External users' computers are not swept so any copies of unprotected shared les are not swept and encrypted.
• If Data Guardian's Cloud Encryption is enabled and users share folders or les on a cloud storage provider, those les will also be swept.
Collaborate on newly created les after the transitional period
For new les that you create and encrypt after the transitional period:
• Internal or external users within your access group - Have access to all shared, encrypted les.
– Anyone who is removed from the access group loses access.
– If the owner of a le is removed from the group, other users still have access.
• Internal or external users outside your access group - Cannot view an encrypted le.
– An internal user within the access group can grant access.
– If an external user is the owner of an encrypted le, they can grant access to another individual.
– If an internal or external user outside the group receives an encrypted le and tries to open it, a dialog prompts them to request
access.
Change the Owner of an Encrypted File
During the transitional period for access groups, if another user was designated as the owner of a shared, encrypted document that you
authored originally, you can request that your administrator designate you as the owner.
Revoke Access to a Key
If you grant access of an encrypted le to an external user, the user has the key to open that le.
Optionally, if you no longer want the external user to have access to the le, you can ask your administrator to revoke the key. This applies
only to external users.
Pre-share Protected Files on Windows
You must have Data Guardian installed and be assigned to one or more access groups.
If an internal or external user is not in your access group, you can pre-share a protected le.
1 Right-click a protected le, and select Protected File Access.
In the Protected File Access Sharing UI, the document name displays in File Selected.
2 In Email to Share, click Add and enter a valid email address of an external user or an internal user not in your access group.
You can add up to ten individual addresses at a time.
3 To modify an email address, click Modify.
4 To delete an email address, select an entry and click Delete.
NOTE
:
The name of the le owner is indicated and cannot be selected or deleted.
5 In Available Groups, your access groups display. Select one or more groups and use the arrows to add to Shared Groups.
Data Guardian User Guide v2.8
Enhance Security with Data Guardian's Access Groups (On-prem)
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