Keyavi Desktop

Keyavi Desktop is a desktop application that provides a user-friendly, intuitive interface to help you maintain complete control of your protected data. There are multiple ways to protect your files, folders, or documents. This document outlines all features and functionality supported by Keyavi. In addition, this document walks you through the installation/upgrade process, the different ways to protect your data, and how to set protection policies.

Keyavi Desktop has four primary features:

• Protect - Select the files or folders you want to protect along with authorized users and access duration.

• Open - Access the Intelligent Keyavi Data (IKD) file (protected data).

• Manage - Access the admin or user dashboard to manage your protected data. For example, update the locations, authorized users, or access duration.

• Settings - Update the settings. For example, register your location, switch between light or dark themes, obtain additional support, or log out.

Protect files and folders

You can secure any data file type, either individually or in bulk folders. In addition, you can add multiple layers of encryption to your data by applying policy rulesets. For example, as the data owner, you can add geolocations, grant access to users, and define access duration. Finally, you can select multiple files or folders.

When you protect a folder, all files are encrypted individually and added to a new folder called EncryptedFiles inside the folder that you protected.

note

The maximum allowable Word document file size is 520MB. The maximum amount of text in the file is 32MB.

1. Sign in to Keyavi.

2. To start protecting your data, do one of the following:

   Keyavi > Protect

   Click Protect from Keyavi and click either Select Folder or Select File. Then select what you want to protect and click Protect.

   

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   Right-clicking

   In Windows Explorer, right-click the file or folder and select Protect with Keyavi. Keyavi’s Protect wizard opens.

   

   

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   Drag and drop

   Drag-and-drop the file onto Protect. Keyavi's Protection wizard opens.

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   tip

   To immediately Keyavi-protect the file without applying other policies, such as adding authorized users or restricting the access period, click Protect at the bottom of the wizard. Only you (the data owner) can open the file if you don't select a user.

3. At the bottom of the Protect wizard, next to Protect, click Add Authorization to add one or more users you want to access the protected data.

   

4. Click Add, and for each authorized user or group, select the level of access. Then click Done.

   Only those users you select can open the protected data.

   

   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 Print Screen share Screen capture

5. If you want to add a time period for when access to the data begins and expires, for example, before and after a business meeting, click Select Policy.

   

   tip

   If you don't select a time embargo, access to the protected data doesn't expire and can be opened at any time (unless revoked). However, if an authorized user attempts to open the protected file outside of this time frame, they'll get an error. For more information, see Authorized time period.

   1. In Access Begins, select the calendar icon () to set the earliest date and time the data becomes accessible to authorized users. Then select Close. The start date should be before the end date.

   2. In Access Ends, select the calendar icon () to set the expiration date and time the data becomes inaccessible to authorized users. Then select Close. The end date should be after the start date.

   

6. Select Protect. At the top, a message that the encryption was successful appears. A new copy of your data is created in the same folder as the original file with the IKD file extension that you can share with authorized users. Unauthorized users, however, can't access the file and will get a message with the option to request access.

   

info

For forensics purposes, all original unprotected files remain in their original location. These can be deleted manually per your corporate policies.

Open an IKD file

If you’ve received a file with the IKD file extension and don’t have Keyavi Desktop, you can use Keyavi Web to access protected data. When you open an IKD file, you’re decrypting it

Open an IKD file in Keyavi Desktop or Keyavi Web

A Full Access user can open a file in one of two modes in Keyavi Desktop (Windows) and Keyavi Web:

• Edit - You won't be able to copy, print, share the content, or save an unprotected copy of the file.

• Full Access - You won't be able to change the protected copy of this file. You'll need to save an unprotected copy of the file if you made any changes.

note

Edit mode isn’t supported for the macOS when you select Open for a file. The file is available in Read-only mode.

Opening an IKD file in Keyavi Desktop (macOS)

You can open a file in Full Access mode only in Keyavi Desktop (macOS). You won’t be able to change the protected copy of this file. You'll need to save an unprotected copy of the file if you made any changes.

note

You can't download Keyavi Desktop (macOS) from Keyavi Portal. You may only download it for Keyavi Desktop (Windows).

When you close a protected file, after you've made changes to it, you can click Save, which keeps the file open after saving. If you click Don't Save, the file closes. If you click Cancel, changes aren't saved, and you remain in the file.

note

If the recipient of the IKD file doesn't have the authorization to open it, they'll get a message prompting them to click Request to ask the data owner for access.

To open a Keyavi-protected file, do one of the following:

Keyavi > Open

Click Open from Keyavi, navigate to the IKD file, and click Open.

Right-clicking

In Windows Explorer, right-click the file and select Decrypt with Keyavi.

Drag and drop

Drag-and-drop the file onto Open.

Manage protected data

When you click Manage, you'll be redirected to the Keyavi Portal where you'll manage your protected data. The Keyavi Portal is where you can update the locations, authorized users, or time embargo of your protected data. For more information, see Data Management.

Manage user profiles

In Keyavi, you can add a new profile or delete it if it's no longer needed. You can also make a profile the default or switch between profiles without logging out of Keyavi Desktop. When you log out of Keyavi Desktop, you'll no longer have it available to you from the taskbar.

note

You won’t be able to rename a profile once it’s added. You’ll need to delete it and add it again using the organization code for that profile.

Add a new profile

Each profile you create will be associated with a unique organization code.

1. Select the profile icon and then select Accounts > Manage.

   

2. Click Add.

   

3. Enter a meaningful profile name, for example, sales or HR.

   note

   You won’t be able to rename a profile once it’s added. You’ll need to delete it and add it again using the organization code for that profile.

   

4. Paste the organization code and click Save.

   tip

   If you’re unable to locate the organization code, contact your support team or Keyavi User or Security Administrator. They can provide you with the organization code. You’ll provide the organization code only once as it’s part of the setup.

Change to another profile

If you have more than one profile, you can switch between them without logging out of Keyavi.

1. Select the profile icon and then select Accounts.

2. Select the profile you want to use. Keyavi opens using the profile you selected.

   

3. If prompted, select an account to sign into to the profile.

Set a default profile

If you have more than one profile, you can select one as your default profile and switch between them without logging out of Keyavi. When you first open Keyavi, it automatically logs you into the default profile.

1. Select the profile icon and then select Accounts > Manage.

2. Select the profile you want as the default from the drop-down and then click Default.

   

3. Click Cancel to return to Keyavi.

Delete a profile

When you delete a profile, you'll lose access to all the data associated with the profile. If you have more than one profile and delete the default profile, the next profile becomes the default. If you delete the only profile, you'll be logged out of Keyavi.

1. Select the profile icon and then select Accounts > Manage.

2. Select the profile you want to delete from the drop-down and click Delete.

   

3. Click Confirm to delete the profile.

Update the settings

You can register a location, switch between light or dark themes, configure your mobile, obtain additional support, or log out.

Register a location

The latitude and longitude coordinates are saved automatically to the current profile when you register a location. Therefore, you can set multiple locations for accessing protected data, for example, the office, home, or a coffee shop. Additionally, you can remove a location that is no longer used or needed.

important

1. From the location you want to register, open Keyavi and select Settings.

2. Under Register My Location, provide a name for your location, for example, home or office. Then click Register.

   

Change themes

Keyavi Desktop offers you an optional light-on-dark display mode, which you can switch to easily.

1. In Keyavi Desktop, click Settings.

2. Toggle the Application Theme to the theme you want.

   

Native file type support

Keyavi is able to open over 150 file types so that you may view them in Read-only mode. You may also use Keyavi Desktop to edit certain file types if you are authorized to use Edit mode.

Known limitations for native file type support

• Native file type support is an admin configuration selection for Read-only files across the entire node. When selected, it replaces Read-only out-of-the-box file support for all node users
• In Read-only mode, Keyavi can only open 3-D files up to 250MB in size and thumbnails or image previews if the image size is less than 100 MB (approximately 12000 x 8000 pixels)
• Streaming files such as video and audio (mp4, wav, etc.) are not supported
• You will see an error message when opening a file not supported in Read-only mode (you can still grant Read-only access to any file)
• When opening certain type file in Read-only mode, selecting some buttons (such as Share) will lead to unexpected behavior (for example, a share link popup not displaying properly). Usually, it’s possible to go back to the initial screen by selecting the Esc button
• Native file type support isn’t available for macOS

For more information about this feature, contact your administrator or see the Keyavi Deployment Guide.

Offline Access

Keyavi typically requires an internet connection to access protected files. However, there might be circumstances where offline access is required. This functionality is usually enabled on a request-based exception process, so you will likely need approval from your manager and/or Keyavi administrator.

info

Offline access mode isn’t supported for macOS.

To use Offline Access, select the icon at the bottom of the Keyavi agent screen to access the Manage Offline Access screen.

In the Manage Offline Access screen, select Select File and choose your file.

When you’re done selecting files, select Done. You may also remove files from this list by selecting Remove File.

note

• To open a file in Offline Access mode, you must enable offline access to the file. This requires that the owner of the file has granted you access, and your account has offline mode activated
• To enable Offline Access for a specific file, you must be connected to the Internet when you add the file to the list of offline-enabled files

Upgrade to Keyavi 2.2.0

If you use Keyavi version 2.1.1, you can upgrade to Keyavi version 2.2.0 However, when upgrading, you're required to uninstall the previous version manually before you can upgrade.

Uninstall Keyavi Desktop

1. Close all Microsoft Office applications before installing Keyavi.

2. Locate the hidden tasks from the taskbar, right-click on the agent icon, and then select Exit.

   

3. From the taskbar search, type Add & features and select it.

   

4. In Apps & features, search for Keyavi Agent and then click Uninstall.

   

5. Select Remove the application from this computer and click OK.

   

note

If the following directory is present, you must remove it manually:

C:\Program Files (x86)\Keyavi Data Corp

Download and install the latest Keyavi version

If you cannot access the Keyavi Portal to download it, contact your organization's system administrator to have it installed.

1. Close all Microsoft Office applications before installing.

2. Exit Keyavi. Locate the hidden tasks from the taskbar, right-click on the agent icon, and then select Exit.

   

3. Log into the Keyavi Portal and go to Clients > Keyavi. The client installation file downloads automatically.

   

4. Locate and launch the Keyavi setup executable.

5. Select Keyavi and any add-ins that you want installed.

6. Select Install and follow all the prompts.

7. Once finished, open Keyavi.

If you haven't signed into Keyavi for the first time

Before using Keyavi to protect files, you'll need to sign into Keyavi Desktop using an organization code that registers your device. To sign in for the first time, see Get started.