Data Management
Role: Security Administrator
As a Security Administrator, you’ll use the Data Management Console to recall files, modify access, add users, and add policy requirements on all the protected data a user has created.
You can also drill down into the details of a protected file to view the:
Chain of Custody Events: Entire lifecycle of Keyavi-protected data from creation to every access attempt. It helps you understand how your data is being accessed and how it’s protecting itself. The list shows the:
Name of the user who took the action
Date and time of action
Type of action attempted
Status
You can drill down even further for details like the IP address, MAC address, UUID, and device name. For more details, see the View Chain of Custody Events section of this document.
Policy Audit Trail: Every change to user access and policies made to the IKD file. The list shows:
Who made the change (you, the data owner)
Action
Date and time
Modification date
Search for a file
You can search for a file by filtering on File Type, Date Created, or Recalled Date, and drill down further by a timeframe:
1D - the last day (24 hours)
7D – the last week
1M – the last month (30 days)
6M – the last six months
YTD – January 1st of the current year to the current date
1Y – the last year
Recall a file
When you recall a file, you prevent a previously authorized recipient access to the data.
Select Data Management from the left navigation.
Search for and select the file you want recalled. The Data Management Detail window opens.
From the Access Authorization panel, select the recipient from the list, and click Recall.
The file gets recalled immediately.
Un-recall or reinstate a file
You can also recall or reinstate access to a file that you had previously recalled.
Select Data Management from the left navigation.
Search for and select the file you want access reinstated.
From the Access Authorization panel, select the recipient from the list, and click Un Recall.
The file gets reinstated immediately.
Revoke authorization to a file
You can revoke access to a file.
Select Data Management from the left navigation.
Filter for and select the file you want access revoked on.
From the Access Authorization panel, select the recipient from the list, and select Change Access.
Toggle the Revoke Authorization to Yes. Then select Update.
Un-revoke authorization to a file
You can also un-revoke access to a file you previously revoked.
Select Data Management from the left navigation.
Search for and select the file you want access un-revoked.
From the Access Authorization panel, select the recipient from the list, and click Change Access.
Toggle the Revoke Authorization to NO. Then click Update.
Change access rights to a file
You can change usage rights to a file even after sharing the data.
Select Data Management from the left navigation.
Search for and select the file you want to modify.
From the Access Authorization panel, select the recipient from the list, and then click Change Access.
Select the USAGE RIGHTS you want to give and then click Update.
User rights and authorization mode details
Individual user rights take precedence over rights determined through group membership.
Authorization mode Keyavi application File type Permitted action Read-only – File opens in the native application. - All
- Over 150 file types are supported.
- Read-only
Edit – File opens in a protected view with limited editing capabilities. - Keyavi Desktop
- Microsoft Word (.docx)
- Microsoft Excel (.xlsx)
- Text (.txt)
- Read
- Edit (including cut, copy, and paste)
- Save changes to protected copy
Full Access – File opens in its native application. - Keyavi Desktop
- Keyavi Web
- All file types
- Read
- Edit (including cut, copy, and paste)
- Save unprotected copy
- Screen share
- Screen capture
Add a new user to access a file
As authorized users change over time, for example, new members joining the team, you can add them to access the file.
Select Data Management from the left navigation.
Search for and select the file you want to modify.
From the Access Authorization panel, click Add Authorization.
Select the USAGE RIGHTS you want to give.
User rights and authorization mode details
Individual user rights take precedence over rights determined through group membership.
Authorization mode Keyavi application File type Permitted action Read-only – File opens in the native application. - All
- Over 150 file types are supported.
- Read-only
Edit – File opens in a protected view with limited editing capabilities. - Keyavi Desktop
- Microsoft Word (.docx)
- Microsoft Excel (.xlsx)
- Text (.txt)
- Read
- Edit (including cut, copy, and paste)
- Save changes to protected copy
Full Access – File opens in its native application. - Keyavi Desktop
- Keyavi Web
- All file types
- Read
- Edit (including cut, copy, and paste)
- Save unprotected copy
- Screen share
- Screen capture
Select the user(s) and/or group(s) you want to provide access to and then click Authorize.
note
If you don't see the user listed, contact your Keyavi administrator.
Update the access time of a file
You can change the geolocation and time embargo of a protected file.
Select Data Management from the left navigation.
Search for and select the file you want to update.
From the Access panel, select the calendar icon and clock icon for:
Access Start Time - Earliest date and time the data becomes accessible to authorized users. The start date should be before the end date.
Access End Time - Expiration date and time the data becomes inaccessible to authorized users. The end date should be after the start date.
tip
To clear the start and end times, click the X to the left of the calendar and time icons.
Click Update.
View Chain of Custody Events
You can view the entire lifecycle of Keyavi-protected data from creation to every access attempt to help you understand how your data is accessed and how it's protecting itself.
Select Data Management from the left navigation.
Search for and select the file you want to view.
From the Chain of Custody Events panel, click Details for the event you want to view to drill down further into the event.
The Custody Details window opens.
