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First look at Vaultize  Enterprise File Synchronization and Sharing

What is Vaultize and what can it do for you?

Vaultize provides a comprehensive enterprise file security platform that enables continuous data protection, digital rights management and unprecedented access control for zero data loss enterprise file sharing and VPN-free secure access. 

The Vaultize platform is engineered for 100 percent secure freedom for your organization’s data through enterprise file sync and share (EFSS), mobile collaboration, VPN-free secure anywhere access with built-in digital rights management (DRM), mobile content management (MCM), data loss prevention (DLP) and end-to-end encryption capabilities.

In this blog post we like to show you a short first look of Vaultize and what you can do with it. If you like to know more book a demo or contact us for a trial.

 

Features

Vaultize is a very competent file sharing product and have a lot of features. This is important to remember while comparing to other file sharing solutions.

Below are some of the features, which one you get depends on what license you purchase. We will cover file sharing in this article.

  • Sharing using link (with advanced policies, see below for sharing options).
  • Digital Rights Management on Shared files (any type of file, also for external users)
  • Group Collaboration (Share workspace folder between users)
  • Desktop Sync (synch folder(s) on your desktop to the Vaultize server)
  • Outlook Plugin (for easy file sharing from within outlook)
  • Sync between devices (Synch your files between multiple devices, you can synch any file or folder. )
  • iOS/Android App with built-in editor and Mobile Content Management (MCM) (Edit your office files without need for office apps)
  • Online Document Viewer
  • Secure access to File Server using Vaultize as proxy (Access server file shares without need of VPN, open and edit documents, share files, super easy!)
  • Policy-based Endpoint backup with unlimited versioning and support for open files (including Outlook PST)
  • Endpoint Encryption on Windows with Remote Wiping.
  • Geo-tracking (track your mobile devices and your files)
  • Geo-fencing (Prohibit file access based on location)
  • Active Directory Support for deployment and authentication (For ease of management but not required)
  • Custom Branding

Architecture - Client/Server

What do I need to run Vaultize is probably your first question, and the answer is not much. You can trial and purchase Vaultize as a hosted solution or on-premise in your data center(s).

The on-premise install comes as a Virtual Appliance for VMware that you simply deploy on your hypervisor and hit the power button. Once the VM starts you can login to the VM console and configure network settings if you do not wish to use the default DHCP setting.

 

Obviously there is also a client component/app that you install on your Windows/Linux/OSX/iOS or Android device. We will show the user interface later in this article.

 

Administration

Once you have deployed the VM and configured IP you can access the admin webinterface via https://yourservername

(username and password, found in the installation manual).

Once you are logged in you are brought to the "Dashboard" which shows you an overview of usage and licensing. If this is the first login it will not be too interesting :-)

SMTP

You need to configure your Vaultize server with your mail server so that you can send user details to users but also share documents, send alerts etc.

If you click the wheel in the lower left corner of the dashboard you will find configuration to SMTP among others.

Users

In order to actually use the solution you will need to setup users. You can either setup local Vaultize users or integrate with existing Active Directory or LDAP service.

We have choosen to integrate with AD, once again, click the wheel and AD/LDAP and configure your settings. Note that you need to select LDAPV3 if you have 2003 server AD controller (or newer).

 

Once you have done this, you can add users from AD select the "people" symbol in the left side menu and click users. Then click Add Users in the upper right corner.

 

 

 In the add users wizard you can select single user (this is local user) or add multiple users via AD or CSV import. 

 

 

Type the name and click the magnifier glass and you will find your user. Once you select a user, the user will be sent a welcome e-mail.

You can also add groups to your setup to simplify assignments. 

Policies

There any many types of policies in Vaultize and which ones you need depend on your requirements. There are also some default policies set out of the box.

Link Sharing Policy

If you have ever user Dropbox or similar solution you may have used the "share dropbox link" feature. The link gives users access to your file once they have it. This is great but it can cause some security concerns. If the document is of public nature maybe not so much but if it is a confidential document then the red flags are raised, who else is looking at the document except my intended recipient.

Vaultize helps you get control over this concern with the Link Sharing Policy.

To create a policy click on the paper symbol on the left side of the dashboard and click Link Share.

 

 Here you can see your current policies and create new policies.

Click on Create Regular Policy at the top right corner and the below windows will come up.

Set the policy name and then select if you wish to use Geo fencing (define as to from which country you can access a link)

Add the countries that you wish to allow access from. You need to make a selection, the less restricted one beeing All Countries.

If you also like to add IP fencing you can do that as well. This could be userful if you wish to add specific IP ranges from office location for example.

When done click Continue

This page allows you to configure time based access in terms of working hours or working days etc. You can also add 24*7 access.

When happy click Continue 

Link Share controls give you complete control over the settings applied to your users.

The options in the policy gives you the ability to require a password  (set when sharing), you can also select if the password should be sent in separate e-mail to the recipient or if you wish to share the password in some other way. You can also decide how complex the password needs to be.

And you can set Link expiration default. A user may override this but they cannot select a longer time period that the policy have set.

 

The next page allows you to control what the user accessing the link can do with the file. You can either force a setting or you can allow the user to choose.

If there is a conflict the more restrictive setting will take presedence.

Apply Policy

When the policy has been created you click the Apply Policy button in the policy overview and select the user or group that you wish to apply the policy to.

 

User Interface

So now when we have setup the basic file sharing settings we can go-ahead and look at the user side of things. As mentioned once we add the user to Vaultize the user will recieve an e-mail with a link to the server and where applicable also the initial password.

 Since we are using Active Directory we will be using our AD credentials to login.

 

Once the user is logged in you will by default be brought to recent files where you can see all recent files you have been working with.

(The general policy can change which page is the default at login)

Share a file from webinterface

You can use the web interface to access and share your files stored in your Vault or even on your file server through anywhere access. You can also upload/download files when needed.
NOTE: Policies control all aspects of what a user can or cannot do.

 

To share a file from within the webinterface simply locate the file (or upload first) and then click on the share link as seen below.

 

If you wish to be able to share links you need to install the client on your computer or mobile device. For mobile devices you can just access the Apple appstore or Google Play to have it installed. For your computer the user can download the client from the webserver from https://vaultizeserver/support (requires login).

On your download page you can download all the clients available (except for Android or iOS), and then install it on your computer.

The installation is straight forward. You click Next, accept the license agreement and installation path. Click Install and wait until it is done :-)

Once installed you need to start the client from the start menu you will be shown the following screen.

Since this is the initial start of the client of your device you need to register it and select a PIN code. The PIN code can be different for each device and is what you use to login to the client quickly (saves you from typing all credentials again).

If you are installing on-premise make sure to change the server-url to https://servername:8443 

Once you have registered your device you can access your Vault by doubleclicking the Vaultize Client Icon in the Activity field and enter your PIN-code.

With the client installed you are able to use the Vaultize Context Menu from your explorer Window, the options are:

  • Share as Link which takes you to the share file dialog.
  • Create Workspace allows you to share a file/folder with your colleagues and work together on them.
  • Sync to Vault will keep your file in synch with the Vaultize Server.

 

 

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