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Data Management

As a data owner, you’ll use the Data Management Console to recall files, modify access, add users, and add policy requirements on all the protected data you’ve 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

      Keyavi Portal - Data Management

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

Keyavi Portal - Data Management

Recall a file

When you recall a file, you prevent a previously authorized recipient access to the data.

  1. Select Data Management from the left navigation.

  2. Search for and select the file you want recalled. The Data Management Detail window opens.

  3. From the Access Authorization panel, select the recipient from the list, and click Recall.

    The file gets recalled immediately.

    Keyavi Portal - Data Management

Un-recall or reinstate a file

You can also recall or reinstate access to a file that you had previously recalled.

  1. Select Data Management from the left navigation.

  2. Search for and select the file you want access reinstated.

  3. From the Access Authorization panel, select the recipient from the list, and click Un Recall.

    Keyavi Portal - Data Management

    The file gets reinstated immediately.

Revoke authorization to a file

You can revoke access to a file.

  1. Select Data Management from the left navigation.

  2. Filter for and select the file you want access revoked on.

  3. From the Access Authorization panel, select the recipient from the list, and select Change Access.

  4. Toggle the Revoke Authorization to Yes. Then select Update.

    Keyavi Portal - Data Management

Un-revoke authorization to a file

You can also un-revoke access to a file you previously revoked.

  1. Select Data Management from the left navigation.

  2. Search for and select the file you want access un-revoked.

  3. From the Access Authorization panel, select the recipient from the list, and click Change Access.

  4. Toggle the Revoke Authorization to NO. Then click Update.

    Keyavi Portal - Data Management

Change access rights to a file

You can change usage rights to a file even after sharing the data.

  1. Select Data Management from the left navigation.

  2. Search for and select the file you want to modify.

  3. From the Access Authorization panel, select the recipient from the list, and then click Change Access.

    Keyavi Portal - Data Management

  4. Select the USAGE RIGHTS you want to give and then click Update.

    Keyavi Portal - Data Management

    User rights and authorization mode details

    Individual user rights take precedence over rights determined through group membership.

    Authorization modeKeyavi applicationFile typePermitted action
    Read-only – File opens in the native application.
    • All
    • Read-only
    Edit – File opens in a protected view with limited editing capabilities.
    • Keyavi Desktop
    • Text (.txt)
    • 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

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.

  1. Select Data Management from the left navigation.

  2. Search for and select the file you want to modify.

  3. From the Access Authorization panel, click Add Authorization.

    Keyavi Portal - Data Management

  4. Select the USAGE RIGHTS you want to give and then click Authorize.

    User rights and authorization mode details

    Individual user rights take precedence over rights determined through group membership.

    Authorization modeKeyavi applicationFile typePermitted action
    Read-only – File opens in the native application.
    • All
    • Read-only
    Edit – File opens in a protected view with limited editing capabilities.
    • Keyavi Desktop
    • Text (.txt)
    • 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
    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.

  1. Select Data Management from the left navigation.

  2. Search for and select the file you want to update.

  3. From the Access panel, select the calendar icon and clock icon for:

    1. Access Start Time - Earliest date and time the data becomes accessible to authorized users. The start date should be before the end date.

    2. Access End Time - Expiration date and time the data becomes inaccessible to authorized users. The end date should be after the start date.

    Keyavi Portal - Data Management

    tip

    To clear the start and end times, click the X to the left of the calendar and time icons.

  4. 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.

  1. Select Data Management from the left navigation.

  2. Search for and select the file you want to view.

  3. From the Chain of Custody Events panel, click Details for the event you want to view to drill down further into the event.

    Keyavi Portal - Data Management

    The Custody Details window opens.

    Keyavi Portal - Data Management