Settings
Role: Policy Administrator and Security Administrator (Read-only)
If you're a Keyavi Policy Administrator, you can define the directories you want to protect with Intelligent Directory. You can also allow authorized users to access Keyavi-protected data offline, without an internet connection.
Configure Intelligent Directory
Intelligent Directory™ is a service that gets configured onto a folder. Then, when a user saves a file directly to the designated folder, it creates a Keyavi-protected IKD file. Intelligent Directory makes securing your files easy and seamless.
When you configure Intelligent Directory, you become the owner of the files. As the owner, you can update them individually
note
Before you can configure Intelligent Directory in the web portal, make sure the service has been deployed in the backend. For questions, contact [email protected].
Anytime you change the Intelligent Directory configuration in the Keyavi Portal, it's a good idea to restart the Keyavi Folder Service on the file server.
Select Settings > Features from the left navigation.
From the Intelligent Directory panel, click Add New Service.
Provide the following information and then click Add Service.
Service Name - Descriptive name of the service.
Server - Unique server code provided by Keyavi.
Start Time - Select the time of day you want the service to start.
End Time - Select the time of day you want to service to end.
Select the service from the list and click Configure Service.
Click Add Directory.
Provide the information for the new directory and then click Add Directory.
Directory Path - Original directory you created earlier, for example, E:\Keyavi\.
Destination Path - Target directory you created earlier, for example, E:\KeyaviEncrypted\.
Description - Purpose of the directory.
Access time - Provide the number of days the directory is accessible. By default, this is set to 0, which means there is no access time restriction on the directory.
File Type - Specify the file types to protect.
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The available Usage Rights or authorization mode depends on the configured file types.
Accepted formats:- *.* for all file types (Full Access mode only)
- *.{file extension} for a specific file type, for example, *.docx or *.pdf (Read Only and Full Access modes only) You can only enter one specific file type. If you want to protect one or more file types, but not all types, you'll need to add a new directory to the service and specify the file type you want.
Select the directory from the list.
Click Add User/Group(s).
Select the users or groups you want to add, select the USAGE RIGHTS, and click Authorize.
By default, no one has access to the files protected by Intelligent Directory until the Keyavi Policy Administrator explicitly adds authorization to groups or users.
The available Usage Rights or authorization mode depends on the configured file types.
- If *.* was specified in the File Type field for the service, only Full Access is allowed (as shown in the screenshot below).
- If *.{file extension} was specified, Read Only and Full Access modes are allowed.
Restart the Keyavi Folder Service on the file server.
important
Anytime you change the Intelligent Directory configuration in the Keyavi Portal, it's a good idea to restart the Keyavi Folder Service on the file server.
Change the file type to the service
You can change the file type of an Intelligent Directory service. For example, if you initially configured the service to accept all file types (*.*) but you want to specify Word documents. In this case, you would change the file type from *.* to *.docx.
Remember, the available Usage Rights or authorization mode depends on the configured file types.
Select Settings > Features from the left navigation.
From the Intelligent Directory panel, select the service you want to update and click Configure Service.
Select the directory from the Directories list and click Update.
Update the File Type and click Update Directory.
Add users or groups to a directory service
Select Settings > Features from the left navigation.
From the Intelligent Directory panel, select the service you want to update and click Configure Service.
Select the directory from the Directories list.
Click Add User/Group(s).
Select the users or groups you want to add, select the USAGE RIGHTS, and click Authorize.
By default, no one has access to the files protected by Intelligent Directory until the Keyavi Policy Administrator explicitly adds authorization to groups or users.
The available Usage Rights or authorization mode depends on the configured file types.
If *.* was specified in the File Type field for the service, only Full Access is allowed (as shown in the screenshot below).
If *.{file extension} was specified, all authorization modesRead Only or Full Access modes are allowed.
Restart the Keyavi Folder Service on the file server.
Remove users or groups from a directory service
You can also remove users and groups from an Intelligent Directory service.
Select Settings > Features from the left navigation.
From the Intelligent Directory panel, select the service you want to update and then click Configure Service.
Select the directory from the list. The Directory User/Group(s) pane appears.
Select the user or group you want to remove and then click Remove User/Groups.
View the Intelligent Directory log
You'll find the Intelligent Directory logs on the user's dashboard and the logs only show possible errors.
Select User Management from the left navigation.
Select the user from the list and click User Data Console.
The user's dashboard opens, showing a list of their Keyavi-protected files.
Update an Intelligent Directory service
Select Settings > Features from the left navigation.
From the Intelligent Directory panel, select a service from the list and click Update Service.
Modify the service information and click Update Service.
Restart the Keyavi Agent Service on the file server.
important
Anytime you make a change to the Intelligent Directory configuration in the Keyavi Portal, it’s a good idea to restart the Keyavi Folder Service on the file server.
Manage Offline Access
As a Keyavi policy administrator, you may add a user or specific subset of users within the organization to view protected files offline.
The Offline Access toggle switch enables or disables the Offline Access feature at the platform level.
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To access the file offline:
- The user must remain logged into Keyavi Desktop from their previous offline session
- The file must have previously been selected and added to the offline access list before the user goes offline
- Internet access must be unavailable
Setting up Offline Access
Select Settings > Features from the left navigation.
From the Offline Access panel, toggle Offline Access to YES, and provide the Allowed Access for the default hours and maximum hours. Then select Save.
note
- If the switch is set to YES, the feature is enabled
- If the switch is set to NO, nobody may use Offline Access mode
- If Access Allowed (Default Hours) is set to 0, admins can’t set Offline Access rights at the individual user level
To enable offline for all users, toggle Enable Offline For All Users to YES.
If Enable Offline For All Users is enabled:
- All users may be granted offline access to a file
- Offline access can’t be switched off at individual level
If Enable Offline For All Users is disabled:
- Admins may enable Offline Access at the individual level
- Anybody who previously had individual offline access will continue to have offline access. To change this, admins must disable access at the individual level
To grant offline access to a specific user, do the following:
a. Click Grant access to user.
b. From the User Management Console, select the user you want to grant offline access, and then select Modify.
c. Toggle the Offline Allowed to YES and then select Save.
