watchdox for windows users guide - · pdf filewatchdox for windows user guide table of...

WatchDox for Windows User Guide

Table of Contents

What is WatchDox for Windows? ......................................................... 2

Setup & installation ........................................................................... 3

Configure Sync ................................................................................. 5

Access Files in the Sync Folder ........................................................... 7

Access Protected email attachments when offline .................................. 8

Share Workspaces ............................................................................ 9

Track Activity ................................................................................. 11

Check Sync Status .......................................................................... 13

Pause Sync .................................................................................... 14

Manage Accounts ............................................................................ 15

Access Version History and Annotations ............................................. 16

Restore Deleted Files ....................................................................... 17

Send file attachments quickly from Outlook ........................................ 18

Outlook Plug-in settings ................................................................... 19

Advanced settings ........................................................................... 21

Manage permissions for sent documents ............................................ 23

Support calls to WatchDox ............................................................... 25

WatchDox for Windows Users Guide

© 2012 WatchDox. All rights reserved. 2

1 What is WatchDox for Windows?

Sync and collaborate on WatchDox from your computer

With WatchDox for Windows you can easily and intuitively sync and share your documents.

In order to sync your documents and collaborate with other users, WatchDox creates a

Sync folder on your desktop and puts in it workspaces that appear as special folders.

You can work with the Sync folder and the workspaces just as with any folder on your

computer. When you save files or drag and drop them into a workspace they will be

automatically updated on all your other devices that have WatchDox for Windows installed.

You can also share workspaces with other users. New files and changes you or other users

make in a shared workspace will be automatically updated to all the users of this

workspace.

In addition, WatchDox has advanced features that allow you to revert changes or restore

deleted files, set the role of the users to be a Visitor, who cannot share back any changes

to files, or a Contributor, who can share changes.

You can also view tracking information of any activities users had with documents in your

workspaces.

View WatchDox secured files in Adobe Reader or MS Office

WatchDox for Windows includes plug-ins for Microsoft Office, Adobe Acrobat, and Adobe

Reader allow you to work with WatchDox controlled documents from within these

applications.

Send files securely from Microsoft Outlook

WatchDox for Windows a plug-in for Microsoft Outlook that can protect attachments in

outgoing emails. When you send an email and choose this option, the Plug-in replaces

the attachments with download links to the file, which is copied and stored encrypted on

the WatchDox server.

The recipient receives the email with links to the attachments and can access them by

clicking on the links.



2 Setup & installation

Download and install WatchDox for Windows, including Sync and the Plug-ins for Microsoft Office and Adobe from http://www.watchdox.com/sync

After the installation, WatchDox creates a WatchDox Sync folder in your Windows user

profile, and a shortcut to it on your Desktop and a WatchDox icon is added in the system

tray, through which you can perform different WatchDox related actions.

After installation you will be prompted to sign in to WatchDox with an email address.

Specify the WatchDox account you wish to sync files from by entering an email address

and click Sign In.

Specify the WatchDox account you wish to sync files from by entering an email address

and then click Sign In.

An authentication email will be sent to this email address; open this message and click on

the link in the message to confirm the email address and complete the sign in

http://www.watchdox.com/sync



If you are already signed in to an account when you setup Sync, you will be asked to

confirm the account that you wish to sync files from. Alternatively, you can provide a

different account.

A WatchDox account is identified by your email address. If the email address you provide

is not known to WatchDox, it will be signed up as a new account.



3 Configure Sync

After Sign-in, WatchDox Sync prompts you to select workspaces to synchronize to the Sync

folder. WatchDox will download these selected workspaces and their files into the

WatchDox Sync folder.

You can also select Inbox and Sent Items to sync into the Sync folder files that you

received or sent through WatchDox Exchange.

Workspaces, Inbox and Sent Items all become folders located directly under the

WatchDox Sync folder.



If you later wish to change this selection, right-click the WatchDox icon in the system tray

and select Synced Workspaces. You will be presented with the list of workspaces from

which you can add or remove workspaces to be synced.

If you select additional Workspaces, WatchDox will download them into the Sync folder. If

you uncheck a Workspace it will remain in the folder but will not be synced anymore.



4 Access Files in the Sync Folder

Click on the WatchDox shortcut on your desktop to open the Sync folder. You can access

your workspaces, Inbox and Sent Items folders and any files in them as you would a

regular folder.

If you save files into a Sync workspace directly from a Microsoft Office application (such as

Word or Excel), you must close the file in this application before WatchDox uploads and

synchronizes the file.



5

Access Protected email attachments when offline

You can access protected attachments that you sent or received through WatchDox even if

you are offline. If you have Sync installed and configured, WatchDox will download copies

of all securely sent and received attachments into the Sent Items and Inbox folders of the

Sync folder (if you have configured Sync to synchronize them).

You can now access these attachments from these folders, even if you are offline.



6

Share Workspaces

You can share a Workspace with other users by right-clicking on the workspace folder, and

then selecting WatchDox and then Share.



A Share dialog box will open.

In the dialog box that now opens, specify Contributors, who will be able to create or update

files in the workspace. List them by their email addresses.

Specify Visitors, who will be able to receive documents but will not be able to share content

back into the workspace. List the as well by their email addresses.

Behind the scenes Contributors and Visitors are added respectively to Default Contributors

and Default Visitors workspace groups. These groups have default permissions for the

workspace documents set for them by the administrator. Click the Manage Groups link to

edit these permissions, or to remove users from the workspace.

NOTE

Workspaces are folders located directly under the Sync folder.

Workspaces can have sub folders below them, but sub folders

cannot be shared separately.



7

Track Activity

You can track interaction of users with files in your workspaces or Sent Items folder by

right-clicking on the file and selecting WatchDox, then Track Activity.

A web page opens in your browser showing the last activity done by each user on this file

along with a map showing where the activities took place according to IP geo location.



You can click Full Log icon in this page to view the full list of all the users’ activities.

Click on the heading of any column to sort the log by that column. Hover with your mouse

over an activity to view more details.



8

Check Sync Status

To view which files are being synced, uploaded or downloaded, right-click on the

WatchDox Sync icon in the tray menu, and select Sync Status.

A dialog will be opened which shows the files waiting to be downloaded or uploaded



9 Pause Sync

To pause sync activity between your Sync folder and the WatchDox workspaces, right-

click on the WatchDox Sync icon in the tray menu, and select Pause Sync. You can

resume Sync repeating this step and selecting Resume Sync in the Tray Menu.



10

Manage Accounts

You can view the list of accounts that are you are signed-in to on your computer by right-

clicking on the WatchDox Sync icon in the tray and selecting My Accounts.

Under Signed In Accounts you will find a list of email addresses that identify your signed

in accounts to WatchDox. WatchDox synchronizes one of these accounts’ files to the Sync

Folder. You determine this account at setup when you sign in.

If files were sent to you through different WatchDox accounts, you will be able to open

them if you are signed in to these accounts.

You can sign in to additional accounts through Add New Accounts.

If you wish to sign out from the current account and sign in with a different account (to be

synced to it), click Sign Out. The dialog box will close. Right-click on the WatchDox icon

in the system tray and select Sign In from the menu. Follow the sign in procedure for the

new account.



11 Access Version History and Annotations

WatchDox maintains a version history for files. When you save changes to a file in a

workspace in the Sync folder, WatchDox automatically saves the changes as a new version.

To access the version history for a file, right click on the file and select Versions and

Annotations from the context menu.

In the browser page that opens, you will see a list of all versions.

You can restore an older version or go back to a newer version. The restored version will

be synced to all devices and all the users sharing this workspace and file.

You can also preview a version without restoring it by clicking the magnifying glass icon.

In this page you can also view annotations on this file that users have shared with you.



12 Restore Deleted Files

When you delete a file in a synced workspace or in Sent Items, a copy is saved in

a Recycle Bin. There is a recycle bin for files deleted from the Sent Items folder and another bin for files deleted from workspaces.

An icon for the Sent Items recycle bin can be seen in the browser view of the

workspace, under the Exchange folder icon.

An icon for the recycle bin for files deleted from workspaces can be seen in the

browser view of the workspace, under the Workspaces icon.

To restore a deleted file or Workspace, open the browser view of the Sync folder

and then click on the Recycle bin icon to open it. Select the file to be restored and then click on the Restore button.

To permanently delete the item, click on the Delete button.



13 Send file attachments quickly from Outlook

WatchDox Outlook integration allows you to send emails and attachments securely, with a

single click. Within Outlook, click on the Send Protected icon in the Message Tab in your

mail editor toolbar for one-click secure sending of your email with the default settings.

Select Set Security and Send from the dropdown menu to customize permissions and

security settings for the current email.

Select Settings from the dropdown menu to configure default settings for the Outlook

Plug-in.



14 Outlook Plug-in settings

WatchDox Outlook Plug-in allows you to easily send secure documents from your

Outlook application. To configure the Plug-in, right click on the WatchDox system tray icon.

Select Settings from the context menu. This will open a dialog box to define or change

settings.



Select when your email should be securely sent via the Plug-in:

On every email with attachments: All emails with attachments will always be sent via

the WatchDox Plug-in.

When sending to external recipients: Only emails to recipients outside the sender’s

organization domain (e.g., when sending from abc.com to company.com).

Any file size above X: Only emails that include attachments greater than a specified size

limit.

Only by request: Only when the sender explicitly chooses to send emails via WatchDox

from the Outlook interface.

Choose desired sending mode:

Select Send Securely & Control attachments to control security permissions such as

recipients’ ability to edit and print the document.

If you select Send Securely (uncontrolled after download) your documents will be sent

securely; however, you will not be able to set or revoke permissions at a later stage.

Check Ask before sending to be prompted by the Plug-in to send securely every time you

send an email



15 Advanced settings

Advanced Settings allows you to fully customize security permissions for your emails.

From the Settings dialog box, click More to expand the settings window with advanced

permission settings

The following permissions can be set or changed:

Print: Enable or disable printing (for controlled or online documents only).

Edit: Allow editing of the file (for controlled downloads only).

Copy-Paste: Allow copying text from the file (for controlled or online documents only).



Download Controlled: Allow downloading tracked and controlled version of the attached

file.

Watermark: Show a watermark with the user’s email over the document.

Spotlight: Provides additional protection against screen capturing (for documents viewable

online only).

Programmatic Access: Allows 3rd party software and macros to access the document.

Expiration Date: Determines the date after which the document will no longer be

accessible (for controlled or online documents only).

Recipient may share download link: Determines who can access the link to your

document when forwarded by the original recipient.



16 Manage permissions for sent documents

WatchDox Exchange application allows you to manage permissions for your sent

documents. This is done from the browser view of the Workspace.

Select the Sent Items folder (located under Exchange in the navigation tree) to expand it

to a list of all sent documents.



Select one or more documents and click Permissions. From the context menu that

appears, you can select permissions to apply to the selected documents.

Add Users: Enter email addresses of new recipients, set permissions, and add a personal

message to send them with your document.

Edit Permissions: Change the viewing permissions or expiration date for documents

which were sent as Controlled Attachments.

Revoke Users: Enter specific email addresses or revoke permissions for all recipients of

your Controlled Attachments.



17 Support calls to WatchDox

In the event of a problem with WD Sync, a support request can be opened by email using

the tray menu. Right click the WatchDox system tray icon and then select Support. In the

dialog box that opens, click Yes to agree to send detailed (anonymous) log info by email to

WatchDox.

An email will be opened with a log file attached (zipped). Click Send to send the email to

WatchDox support

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