Archive for the ‘FileCloud’ Category

FileCloud Aurora – All About Single-Click Actions

Introduction

In November 2020, FileCloud released update 20.2 – a complete rehaul of our Sync, Mobile and browser UI and functionalities. We at FileCloud have been working on this for a very, very long time, and so we’re incredibly proud to present to you: FileCloud Aurora.

Today, we’re going to be covering one of the most important functionality additions to our new UI: Single-Click Actions.

For a comprehensive overview of all of FileCloud Aurora’s new features, please visit our previous blog post Introducing FileCloud Aurora! Brand New UI and DRM Capabilities!.

What Are Single-Click Actions?

We’re all about helping you and your team save time. FileCloud Aurora brings workflow efficiency to the next level with tons of quality of life updates that help you work fast. One of these is the introduction of single-click, or quick, actions.

What does this mean? Well, you might have noticed that when you hover over any file or folder in your library, a toolbar appears on the item. It might look something like this:

These icons represent all of the most commonly-used actions that you could ever need to take with your files. Hover over each icon to see what they do, or read on for a more in-depth explanation for each one. 

List of  Single-Click Actions

Preview

The first icon, which looks like an eye, is the Preview action. It lets you preview your files, folders and documents. As FileCloud Aurora integrates fully with Microsoft Office and many other file extensions, you’ll be able to open and preview all of your files without actually needing to download them.

Download

The second icon, which looks like a downwards-pointing arrow is the Download action. It lets you download whichever file, folder or document you’re hovering over in one simple, quick click.

Edit

The third icon, which looks like a pencil, is the Edit action. Depending on your file type, you may be able to edit it directly in the browser or open the file in Office Online. Some files, of course, cannot be edited, such as video or audio files.

You may have noticed that at the end of each hover description, there are different keys in square brackets – for instance, [Enter] for the Preview icon. These are keyboard shortcuts, and are covered in our All About Keyboard Shortcuts blog post!

Share

The fourth icon, which looks like three dots connected to each other, is the Share action. Clicking it will open the following window:

You’ll be able to copy the share link of your file, change sharing options, and remove the share from there on.

Direct Link

Next up is Direct Link, which looks like a hyperlink icon. This opens up the following window:

-Where you can copy a direct link to your file, maximizing efficiency when sharing files with your team.

Copy

This is the Copy quick-action, which looks like two squares overlapped over each other. Clicking this will open a window where you can select where to make a copy of the file.

Move

This is the Move quick-action, which looks like an arrow. Clicking this will open a window where you can select where to move the file to.

Delete

Next up is the Delete quick action, which looks like a trash can. This is pretty self-explanatory — clicking this will delete the file in question.

Lock

Last but certainly not least is the Lock option, which looks like a, well, lock icon. This opens up the following window:

That lets you lock a file to indicate that you’re working on it. That way, your team won’t be able to modify the file and override your changes, or vice versa.

Conclusion

Gone are the days of tedious right-clicking and dragging stuff around. Need to copy or download something? Just hit the corresponding button! Need to move something to another folder? Before you start dragging it all over your screen, just hit the single-click action for it and a window will open for you to choose your destination folder. 

It might seem like a subtle change, but when your team is shaving seconds off every file action, it all adds up to save you and your team tons of time. Thanks for tuning in, and we hope that you’re enjoying our FileCloud 20.2 Update: FileCloud Aurora! 

FileCloud Add-In for Microsoft Outlook

FileCloud’s advanced Microsoft Outlook integration will improve the efficiency and productivity of any outlook user when sharing files or folders within an organization or with external partners and customers.

  • Automatically upload attachments to FileCloud and share them as links in emails
  • Access all your remote files and team folders right from your Outlook client
  • Share remote files as a link in emails
  • Save emails or even attachments from emails into FileCloud
  • The added convenience of a browser view task pane attached to the mail window from which you can drag/drop files

This seamless integration with MS Outlook will improve the efficiency and productivity of any Outlook user when sharing files or folders within the organization or with 3rd party vendors.  Therefore, the Outlook add-in brings FileCloud to the email platform and integrates cloud access in the user’s workflow.

Versions 20.2 and higher of FileCloud, a FileCloud explorer appears in the right panel of Outlook. The explorer enables you to work remotely with your FileCloud files and folders from Outlook.

When you right-click on a file in the explorer, a menu with the actions Share, Rename, Delete, Lock and Unlock opens.  You can also drag an attachment from a message, and drop it into My Files or a folder in My Files. When you perform any of these actions, you are directly acting on the files in FileCloud.

When you create a new message in Outlook, FileCloud appears in the Outlook ribbon in the message with the following buttons:-

  • Share from FileCloud
  • Upload and Share
  • Settings
  • File Browser

In Versions 20.2 and higher of FileCloud, the FileCloud explorer also appears when you open the new message box. This enables you to drag a file from FileCloud and drop it into a new message as an attachment.

 

When you create a FileCloud share in Outlook, you can add the share link to your Outlook message either:

  • by right-clicking on the file in the FileCloud explorer in the right-panel
  • by clicking the Share from FileCloud link in the ribbon of the new email.

To add a share from the FileCloud explorer in Outlook:

  1. Open Outlook and click New Email.
    A new email form opens.
  2. In the FileCloud explorer in the right-panel, navigate to the file or folder that you want to share, and right-click it.
  3. In the menu, choose Share.

When a share has been created. A Share Options dialog box opens:

4. Choose one of the following options (or x out of the Share Options dialog box to keep the share without including it in the email or adding advanced options):

  • Copy Link – Copy the link so that you can paste it somewhere else.
  • Advanced Options – Access advanced share options such as setting a share password, or sharing with specific users only. For help see Sharing Files and Folders. If you do not add advanced options, the share is available to anyone you send the link to.
  • Remove Share – Delete this share.
  • Add Share Link to Email – Insert the link into the email that you are currently composing. The recipient can click it to access the share.

 

To add a share from the link in the ribbon:

  1. Open Outlook and click New Email.
    A new email form opens.
  2. In the ribbon above the form, click Share from FileCloud.

3. Select the file that you want to share.
Your file explorer closes and a Select a Folder window opens.

 

4.  Navigate to the folder that you want to upload the file into.

5. Click Select.
The file is saved to the folder, shared publicly, and added as a link or an attachment in the email.

 

McAfee CASB Integration in FileCloud

McAfee MVISION Cloud

 

FileCloud includes a smart data leak prevention (DLP) functionality that monitors user actions and prevents them if they pose a security risk.

In Version 20.2, FileCloud has added integration with external cloud access security broker (CASB) software to enable you to expand your DLP monitoring and risk prevention. This enables you to expand activity monitoring and measures taken when there is a possible security breach.

Currently, FileCloud supports integration with McAfee CASB software, but in the future will provide integration with additional CASB providers.

McAfee MVISION Cloud is a cloud platform that uses a unified policy engine to import existing policies or define new policies across data at rest and in transit. Use out-of-the-box templates for various business use cases, compliance, and benchmarks. Manage incidents and roll-back files and permissions based on certain rules.

McAfee MVISION CASB and FileCloud integration bring together a great cloud security solution and an unparalleled enterprise file sharing and sync solution with unmatched security and compliance features. Together, these two solutions can thwart any internal or external threats and provide advanced data security for the cloud

To enable CASB integration with FileCloud:

  1. In the Admin portal navigation pane, click Settings, and then select Third Party Integrations > McAfee MVISION CASB.
  2. Check Enable FileCloud CASB Integration.
    The field FileCloud CASB API Key appears.
  3. Leave the key as the default FileCloudCasbDefaultApiKey.
  4. Click Save.

This enables you to use McAfee CASB to apply extensive DLP rules when monitoring user events such as actions on files and folders and logins to the system. If a CASB DLP rule is violated, McAfee takes actions such as notifying a user, deleting a file, or removing a share.

For example, you could set up McAfee CASB to monitor the content of files when they are shared in a public FileCloud folder and move any files that include the keyword confidential to a quarantine folder.

To receive information about events, McAfee registers a webhook with FileCloud, which enables FileCloud to push information about events as they occur to McAfee CASB.

McAfee CASB supported features

FileCloud events and McAfee responses

FileCloud pushes information to McAfee when a user performs one of the following actions:

  1. adds a file
  2. updates a file
  3. adds an external file
  4. downloads a file
  5. logs in successfully
  6. creates a share
  7. creates an account
  8. deletes an account

McAfee responds to events that may compromise security using FileCloud’s API. FileCloud’s API includes the following endpoints:

  1. register
  2. deregister
  3. getwebhook
  4. downloadfile
  5. upload
  6. deletefile
  7. getshareinformation
  8. removeuserfromshare
  9. removegroupfromshare
  10. deleteshare
  11. getuserinformation

Konika Minolta Innovative Workplace Summit 2020

Recently Our Partners in Hong Kong spoke at the KM Summit 2020.

With the theme of ‘Rethink Your Business Towards The New Era of Workplace’ this year, they had a series of talks on cutting-edge mobility solutions for modern workplace, explore avenues for customizing the transformation process to suit individual business needs and share with you a selection of latest innovative solutions on how companies can promote greater collaboration and productivity, improved efficiency and heightened security.

Ken Lee, Business Development Director of our partner firm CSA, spoke about Ways to Protect Partner Digital Asset under “New Normal”

How To Protect And Track Your Documents With FileCloud DRM

The BYOD (bring your own device) trend in the IT industry has been a double-edged sword of sorts – on the one hand, businesses are saving money by eliminating the need to invest in employee-specific equipment and gadgets and boosting productivity; on the other, it is allowing employees to use devices for transporting and exchanging files beyond the purview of IT management.

The truth is, your employees may find USB sticks, external hard drives, webmail, and smart devices more convenient than traditional organizational tools when it comes to transferring files. Unfortunately, this creates a gap in control and visibility for IT departments, exposing companies to compliance and security risks. As a result, organizations are slowly shying away from consumer-grade secure document sharing to more secure options.

FileCloud DRM protects important, sensitive business documents against intellectual property theft, piracy, and leakage. This security travels with your files wherever they go, protecting them with AES-certified 256-bit encryption at all times. You’ll be able to instantly revoke any recipient’s access to data, at any time, from the FileCloud Portal and protect your documents, files, and e-books against unauthorized copying and distribution.

The FileCloud user portal now has a Digital Rights Management (DRM) feature that enables users to download office files, PDFs, and image files securely. The feature requires users to view securely downloaded files through a Secure Document Viewer using an access key.

FileCloud DRM lets you securely export multiple documents in an encrypted document container (AES 256 encryption) and share it via email or FileCloud. Recipients then need to enter an access key to access it. FileCloud verifies the user access key to provide access to shared documents.

FileCloud DRM stops unauthorized sharing, taking screenshots, copying, the printing of your intellectual property (contracts, sales/marketing reports, eBooks, training materials, and other sensitive documents). The sender can instantly restrict or revoke access any time after sending and also set maximum access counts.

FileCloud’s Secure Document Viewer protects confidential files against unsolicited viewing with a restricted viewing mode. Users will only be able to see the part of the document they are allowed to; all other sections will be restricted from view. Further document sections will be revealed as the user scrolls. Plus, to maximize your document security, the Screenshot Protection feature prevents recipients from taking screenshots of important documents.

Introducing FileCloud Aurora! Brand New UI & DRM Capabilities!

 

Hello, and welcome to the FileCloud 20.2 update: a complete rehaul of our Sync, Mobile and browser UI and functionalities. We at FileCloud have been working on this update for a very long time, and so today, we’re incredibly excited to present to you: FileCloud Aurora.

We’re introducing two major changes in this revolutionary new update: a new redesigned UI for all our platforms, and DRM functionalities.

Without further ado, let’s get into things!

The UI Update

Brand New, Reimagined UI

Our brand new UI is one of the most significant changes that this update will bring about. This gorgeous reimagination of our browser, sync and mobile clients features a sleek and responsive design to provide you and your team with a powerful, fluid and comfortable file-sharing experience. Seriously, the design team knocked this one out of the atmosphere

But of course, we can wax lyrical about our new design till we’re blue in the face, but what better way to show you design changes than to well, show you? Here are a few screenshots of the new UI, and our old one to compare. Now, the old UI served its purpose solidly, but it certainly can’t hold a candle to Aurora. 

Not only does the UI look really, really good, it’s been specially designed to expedite your workflow with color and animation cues, streamlined information and clearer navigation. Every tool or tidbit of information you might ever need is clearly displayed right when and where you need them. But we’ll cover all that below.

Color Palette / Personalization

On the note of the UI design, you can also completely change the color palette of your workspace! Don’t like the default color themes? Change them to any hue and varying saturation levels in the settings like so:

Not only are the colors customizable, so is almost everything else on display, such as date format, time format and language. Of course, FileCloud Aurora also boasts our usual branding capabilities, in which admins can change every aspect of the workspace, including URL, login background, templates and more.

We’re confident that no other file-sharing solution offers remotely the level of customizability to your own workspace. Naturally, we also have a clean dark theme ready for you to use. #DarkThemeMasterRace, after all. 

Single-Click Actions

We’re all about helping you and your team save time. FileCloud Aurora brings workflow efficiency to the next level with tons of quality of life updates that help you work fast. One of these is the introduction of single-click actions. When you hover over any file or folder in your library, a toolbar appears that lets you choose from all the most commonly used actions that you could ever need. 

What does this mean? Gone are the days of tedious right-clicking and dragging stuff around. Need to copy or download something? Just hit the corresponding button! Need to move something to another folder? Before you start dragging it all over your screen, just hit the single-click action for it and a window will open for you to choose your destination folder. 

It might seem like a subtle change, but when your team is shaving seconds off every file action, it all adds up to save you and your team tons of time.

Keyboard Shortcuts

Another example of the aforementioned quality of life updates include keyboard shortcuts: for when you really want to cut down on the time needed to navigate and interact with your library. You won’t even need to move or click your mouse to perform actions, nor will you need to take your hands off your keyboard in between typing — instead, you’ll just need to tap a key or two to do everything you need.

Of course, we all know the common shortcuts like the trusty old ctrl-x, ctrl-c and ctrl-v to cut/copy/paste. And if you’ve ever used them, you’ll know just how much time and effort you save — not to mention the convenience. Aurora introduces a ton of keyboard shortcuts like that, which you can view by navigating to the top-right and clicking “Show Shortcuts”. 

All those shortcuts might seem a bit overwhelming if you’re not familiar with using keyboard shortcuts, but trust us, once you get the hang of it, they’ll be such a timesaver that you’ll wonder how you ever lived without ‘em.

Sidebar Navigation + Infinite Scrolling

These are minor changes in terms of appearance, but adds so much to user experience when sharing and interacting with your files and folders. Firstly, the sidebar navigation: all directories in your library are now accessible on the left side of your screen, and can be revealed or hidden via drop-down arrows. This gives you complete control over the information on your screen, and makes it much easier to navigate your files and folders for interaction.

Your library also now has infinite scrolling, meaning that you can scroll and scroll forever, as long as there are files and folders for you to scroll through. There are still page numbers indicated at the bottom of the screen, but you’ll never need to click on a back or forward arrow — just scroll to navigate between them!

Star Files & Folders

This is a long overdue feature, but you can now favorite, or star, files and folders! This helps you mark out files that you frequently have to access, use or download, letting you access them more easily and quickly in the future. To do this, simply hover over the file you want to favorite / star, and click on the empty star. You’ll know that you’ve done it right when the star fills in yellow.

Recently Viewed Files

FileCloud now also shows all recently viewed files and folders right on the homepage of your dashboard, right next to all your starred items. This means that if you want to make a quick change to a document you just had open, you won’t need to go wading through all of your organization’s files and folders. Another minor addition that’ll really make interacting with your files quick, easy and convenient.

Visual Hints, Cues & Animations

As mentioned before, there are tons of little cues and hints that we’ve added into FileCloud Aurora during the redesign process of the UI. Not only are there now animations for each little action you take with your files, there are also colored visual cues that mark out each separate area of your library. 

For instance, Team Folders are marked with a dark blue dot in this workspace. Navigating to Team Folders adds a dark blue line across the top of the screen, indicating which area the user is currently in. This means that the more you use Aurora, the easier you’ll find to navigate the workspace, and you’ll never need to scrutinize the URL or header to figure out which area you’re viewing — you’ll just subconsciously know!

Built-in Markdown Editor

Markdown is quickly taking the internet by storm as a convenient, easy-to-use formatting language. Aurora introduces its very own built-in markdown editor for when you want to add notes, or wiki / about pages to any of your files and folders. 

If you’re not familiar with markdown yet, here’s an awesome little guide to get you started on your learning journey. 

Direct Clipboard Image Copy/Paste

Last but certainly not least, you can now directly paste images in your clipboard into the page to upload image files. This is especially useful for when you have a print screen or web image that you’re looking to upload — this saves you the time of having to download the image, save it somewhere in your computer, then upload it. 

 

DRM Capabilities

Secure Document Viewer

If the new UI was the biggest change in terms of appearance, FileCloud Aurora’s new Digital Rights Management (DRM) capabilities are unquestionably the most significant change in terms of functionality. 

Your data security has always been FileCloud’s number one priority. We’ve got all the files you’re storing with us safe and sound, but what happens when you need to send out or distribute important documents, such as external contracts, reports, or training materials? Our new DRM solution ensures that nothing you send out gets used in a malicious or abusive manner, even after it’s left your system and entered others. 

Our secure document viewer helps you protect confidential files from unsolicited viewing with FileCloud’s restricted viewing mode. Show only selected parts of the document and hide the rest of it — or choose to reveal sections only as the user scrolls, minimizing the risk of over-the-shoulder compromisation.

For more details, read more about the FileCloud DRM solution here

Screenshot Protection

Utilize the Screenshot Protection feature to prevent recipients from taking screenshots of secure information and documents.

This is an option that can be selected when you create your DRM Document or Document Container, and prevents any recipients from taking screenshots of the document. Not only that, the recipient won’t be able to share screens or screen-record to share the documents either, nullifying any chance of your documents being distributed without your permission or consent.

Document Container 

Easily and securely export multiple documents in an encrypted document container (AES 256 encryption), and share it via FileCloud or third party emails. 

DRM Protection

Support for Multiple File Formats

Protect your Microsoft Office (Word, Powerpoint, Excel), PDF, and image (jpeg, png) files, and include multiple types of files in a single encrypted document container! FileCloud’s DRM solution doesn’t discriminate, ensuring all your most regularly used file, folder and document formats can all be easily handled by our containers and viewer. 

Anytime Restriction of Access to Your Files

Remove the risk of accidentally transmitting confidential files and enforce your policy controls even after distribution. You can revoke file access or change view options (screenshot protection, secure view and max account) anytime, via the FileCloud portal.

Thanks for Reading!

We at FileCloud thank you for being a part of our journey to creating the most revolutionary user interface and experience on the market. We’d love to know what you think about these changes. For full information about all these changes, release notes can be found on our website here

We hope that you’re as excited about these new changes as we are. Stay safe, and happy sharing, everyone!

Troubleshooting FileCloud

 

We understand that setting up and maintaining FileCloud can be a bit of a task and you might need a little help from us while doing that. So we thought we will make it easier and answer some of your frequently asked issues of FileCloud.

We will cover different applications of FileCloud troubleshooting in this blog.

FileCloud Installation Troubleshooting

Unexpected problems can happen when you are installing or configuring your new FileCloud software.

If FileCloud Webserver or Database does not startup, it is most likely that another process is using the ports used by the Webserver and the Database.  By default, FileCloud uses these 3 ports (80, 443, 27017), so if other programs are using these ports, the servers will not start up properly.

The most common applications that use these ports are Microsoft IIS, Skype, TeamViewer.

An alternative option to see Process running on ports 80,443 or 27017 is through GUI. Go to Start>>All Programs>>Accessories>>System Tools>>Resource Monitor (or Run resmon.exe)

PID (4) – Image (System) running on port 80 implies IIS may be running. Stop the IIS and try to restart Apache

Mod-Rewrite Setup Check Fails during Install

  1. Verify that the mod_rewrite apache module is properly installed and activated
  2. In the Apache configuration file for the site, ensure “AllowOverride All” is set correctly for the site.
  3. Ensure, that the Apache .htaccess file is present in the WWW Root (say /var/www or c:\xampp\htdocs)

FileCloud Server Troubleshooting

Whenever FileCloud encounters an error it records the issue in the log files with an error code. We suggest you go through the log files to know the error type.

Error codes are recorded with a prefix of CLFC and a series of 5-digit numbers

For example CLFC-012345

You can use the error code to understand:

  • what went wrong
  • what the possible cause maybe
  • suggested steps to resolve it

Sometimes, one issue can cause one or more error codes to be reported in the log file.

In this scenario, you will see errors in the following formats:

CLFC-xxxxx 5 digits represent a single error
CLFC-xxxxx-xxxxx 10 digits represent an issue with two errors
CLFC-xxxxx-xxxxx-xxxxx 15 digits represent an issue with three errors

Therefore, to resolve the problem you should address each error code.

Find out more about error code glossary here

FileCloud Sync Troubleshooting

Because of the wide variety of local computer environments as well as a variety of network and server configuration, there can be sometimes issues when synchronization occurs.

This can also make troubleshooting complicated. Use the following topics to find steps that will help you troubleshoot and resolve issues.

  • Files that don’t Sync
  1. Windows Operating Systems only allows files and folder names of around 260 characters or less. So paths longer than those are not synced. If the entire file path and name exceed 260 characters, shorten the name or move the file or folder to a higher-level folder within your FileCloud.
  2. Files and folders ending with “‘.” and “,” characters will cause an error. The files must be renamed.
  3. FileCloud Sync doesn’t sync some files with characters that are incompatible with some operating systems.  Rename them to something more suitable for use across multiple operating systems.

Note – Sync only detects changes when the file size changes. If the file size does not change, then the file modification is not detected by sync.

  • Change Sync Folder location

FileCloud Sync app stores synchronized files at a default location

The default location of this sync folder is listed below :

  • Windows:C:\users\<user>\My Documents\FileCloud
  • Mac OSX: {HomeDir}\FileCloud
  • Linux: {HomeDir}\FileCloud

To change the sync folder, open the “Settings” option, and then click on the “Settings” tab.

FileCloud Sync Settings

  • Change sync cache folder

FileCloud Sync app stores temporary files in a cache folder.

The default location of this cache folder is listed below :

  • Windows: %APPDATA%\FileCloudSyncData
  • Mac OSX: {HomeDir}\FileCloudSyncData
  • Linux: {HomeDir}\FileCloudSyncData

To change the default location,

  1. Stop the FileCloud Sync App
  2. Copy the contents of the FileCloudSyncData folder to the new folder that you want (For example,  You can copy it to “H:\FileCloudSyncData)”.
  3. Change the syncclientconfig.xml file, and modify the “value” key of syncclientlocation entry to the path you want (For example, <value>DEFAULT</value> to <value>H:\FileCloudSyncData</value>.
  4. Restart the Sync app
  • FileCloud Sync Icon overlays not visible
In Windows 10, Microsoft installs OneDrive icon overlays and makes other app overlays disappear. There is a limit of 8 or 9 max overlay handlers that can work. For more info, please see
For example using regedit check the registry entries at   – HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Windows\CurrentVersion\explorer\ShellIconOverlayIdentifiers

FileCloud Drive Troubleshooting

  1. Log files are located at %APPDATA%/FileCloud Drive/data
  2. There is a limitation to creating shortcuts to FileCloud Drive.  When a user reboots their PC shortcuts no longer work because the map FileCloud Drive uses to build the path to your files is deleted when the PC reboots. You can create a new shortcut after you navigate through the application, and the map is recreated.
  3. Folder and file names cannot contain: .. \ / : * ? ” < > |
  4. By default, Drive automatically logs you in as the previous log-in user even after your machine is restarted. To disable auto-login, see disableautologin on the page Advanced XML Drive Options.

 

FileCloud iOS Troubleshooting

Getting the device logs is the first step to understand a problem and distinguishing between server-side issues and iOS issues.

Sharing log information with our support team will help us investigate your issue and solve it promptly.

To use the on-device console to access log files:

  1. To reveal an on-device console, tap five times with two fingers.
  2. Use the app normally to see information, warnings, and errors displayed in real-time.

To access the log files from user settings:

  1. In the bottom left of the iOS app, click Settings.
  2. In the Global Settings page, click Get Log Files.

Note: Your administrator can also get the logs from your device remotely. 

Just contact your administrator and reproduce the actions that cause the issue you are experiencing.

FileCloud Metadata Troubleshooting

Starting with FileCloud Version 20.1, the setting TONIDOCLOUD_MAX_METADATA_EXTRACTION_FILE_SIZE_MB in cloudconfig.php file enables you to override the maximum file size for automatic metadata extraction to take place.

By default, the value of the setting is:

  • 500MB for local storage
  • 100MB for Azure / S3

Change the maximum file size for metadata extraction:

  1. Open cloudconfig.php at
    • Windows: XAMPP DIRECTORY/htdocs/config/cloudconfig.php
    • Linux: /var/www/config/cloudconfig.php
  2. Find the following:
    define("TONIDOCLOUD_MAX_METADATA_EXTRACTION_FILE_SIZE_MB",500);
  3. Change the value of the setting.

    For example:

    define("TONIDOCLOUD_MAX_METADATA_EXTRACTION_FILE_SIZE_MB",128);

FINRA Compliance with FileCloud

The Financial Industry Regulatory Authority (FINRA) Talks ...

FINRA (the Financial Industry Regulatory Authority) rules serve as a guideline for the financial industry, detailing the specific policies that its members must follow and the information they need to collect, maintain, and protect.

FINRA enforces compliance with record-keeping rules, including SEC books, record rules applicable to broker-dealers, and Municipal Securities Rulemaking Board (“MSRB”) record-keeping rules. These regulations aim to provide regulators and investors quicker, faster, and more secure access to critical information to protect investors’ and stakeholders’ information and interests.

These rules broadly try to cover the following areas of threats and process

  • Identify and assess cybersecurity threats;
  • Protect assets from cyber intrusions;
  • Detect when their systems and assets have been compromised;
  • Plan for the response when a compromise occurs; and
  • Implement a plan to recover lost, stolen, or unavailable assets.

Features offered by FileCloud for FINRA

The five core sections of the checklist follow the NIST Cybersecurity Framework: Identity, Protect, Detect, Respond, and Recover.

  1. Identify – Do you store or use PII like social security numbers, date of birth, etc for your business? FileCloud will help you access and identify these risk inventories with the metadata tags and federated search. So you can monitor and restrict the use of this data with the unauthorized entity.
  2. Protect – Protect your sensitive data with end to end encryption, antivirus, and ransomware protection. You can also restrict the sensitive data for authorized personnel only with the help of FileCloud
  3. Detect – FileCloud keeps track of complete audit logs (what, when, who, where, and how). Receive detailed share analytics and logs of file uploads, downloads, deletions, and previews. Audit logs can be searched based on keywords.
  4. Respond –  FileCloud can help you protect file records from accidental deletion and corruption. If a user deletes any sensitive files, FileCloud can be configured to send email alerts to administrators and supervisors.
  5. Recover – FileCloud features the most robust data storing, archiving, and retrieving settings in the industry, enabling customers and solution providers in creating a compliant-ready enterprise file access and sharing solution.

FileCloud helps you with addressing these rules with the following features

  • Ability to allow only private shares

File sharing allows users to provide public or private access to files stored in FileCloud Server with various levels of access privileges.

To control how users share files and folders in ways that are appropriate for your organization, administrators configure the following options:

  1. You can choose to allow or restrict file sharing for all accounts in FileCloud
  2. When a user wants to share a file or folder, administrators can decide which options should be automatically chosen.
  3. Administrators can configure FileCloud to allow sharing to happen for a temporary time or allow shares to existing as long as the file or folder exists
  4. Instead of just communicating the most secure sharing procedure to your users, administrators can configure settings in FileCloud Server to automatically require passwords and hide the display of account names that can be used for attacks.

 

  • Data and file backups

You can use the FileCloud Backup Server to create a copy of an entire server installation.

The backup includes:

  1. files
  2. folders
  3. users
  4. groups
  5. shares
  6. audit logs

 

Viewing and Restoring Backups - FileCloud - FileCloud Support

 

  • Federated search capabilities

As an administrator, you may need to find a file or folder quickly in a large data set.

  1. FileCloud supports searching the entire FileCloud system for files and folder with the Federated Search feature.
  2. The search may be a regular file or folder name search
  3. For full content search, configure content search 

 

  • Recycle bin capabilities

If you had accidentally deleted a file/folder, you can recover it from the deleted files link. The deleted files section acts as a recycle bin to store the files that are deleted. The administrator must have enabled this feature to send the deleted files to the recycle bin if not the files will be permanently deleted. To recover the deleted files you can move cut from the deleted files and paste to the location where the file must be restored.

FC Delete Folder

 

  • Anti-virus and ransomware protection

You must address virus scanning as it is a critical security feature, especially when file storage is involved.

  1. FileCloud allows users to upload files with arbitrary content.
  2. It is of utmost importance to make sure that the uploaded files are checked for malicious content in the form of viruses, trojans, malware, etc.
  3. FileCloud readily integrates with a variety of non-commercial and commercially licensed antivirus solutions available in the market.

You can configure FileCloud to scan uploaded files in the following ways:

  1. Use ClamAV, opensource antivirus software that is included with FileCloud
  2. Use ICAP to integrate your own choice of antivirus scanning software with FileCloud

  • End-to-end encryption

FileCloud protects the confidentiality and integrity of your files in transit and at rest.

  1. AES 256-bit encryption to store files at rest.
  2. SSL/TLS secure tunnel for file transmission.
  3. Site-specific, customer-managed encryption keys in a multi-tenant setup.
  • Ability to set retention policies

As an administrator, you can create Retention policies to automate some of the processing related to protecting files and their folder groupings. This policy-based automation is designed to help secure digital content for compliance, but it can also enhance the management of digital content for other business reasons.

  1. Retention policies are created and attached to files and folders.
  2. These special policies allow you to define the conditions that enforce a set of restrictions on how each file or folder can be manipulated.
  3. For example, you can create a Retention Policy that disables a user’s ability to delete any of the files and folders named in the policy.

 

  • Document hash

A new built-in metadata set called Document Life Cycle contains a CheckSum attribute that provides a unique fingerprint for every file.

CheckSum: File SHA256 Fingerprint

The SHA256 Fingerprint:

  1. Is a unique text string generated by the SHA-1 hash algorithm.
  2. It is a standard for the implementation of a secure hash algorithm.
  3. It is a one-way hashing function that can be used to act as a signature of a sequence of bytes.

While multiple files can have the same size and the same name, there is only one unique HASH for every file.

  1. A new SHA256 fingerprint is generated every time a file is changed (uploaded, edited, renamed)
  2. The CheckSum is shown for every file in the User Portal on the Metadata tab
  3. You can use the hash to compare the integrity of the file downloads. This is a standard way to verify a file.

This feature was added to help you know for sure, and be able to prove when a user has shared a specific restricted file

 

  • Preservation of audit logs

As an administrator, you can use audit logs to quickly see what has changed on your FileCloud Server site, such as:

  1. Were any new accounts created recently
  2. How many clients are logged in
  3. What are users commonly searching for on the site
  4. How many files are being uploaded and downloaded

 

What is e-Discovery? How FileCloud can Help Your e-Discovery Requirements?

93 percent of all documents in the world are created electronically, of which 70 percent never even go through a hard copy conversion. Organizations need better tools and software to get a better insight into their information. With e-Discovery, you can meet your e-discovery obligations quickly, cost-effectively, and defensibly. In addition to its e-discovery and legal functionality, it provides you with advanced e-Discovery machine learning and analytics capabilities

What is e-Discovery?

Electronic discovery, also known as e-Discovery, refers to any process in which electronic data is sought, located, secured and searched with the intent of using it as evidence in a civil or criminal legal case. More often than not, companies are simply not prepared to find electronically stored information (ESI), especially email and associated attachments.

How Governments Can Benefit From e-Discovery

For one thing, no one would ever choose a tower of paperwork stuffed over a laptop. The manual scrutiny and resources involved in managing paperwork are simply ludicrous when compared to digital data. Furthermore, digital files can also be recovered and un-deleted once they have made their way into a network and appeared on multiple hard drives. E-discovery tools allow you to parse through all kinds of data for examination in civil or criminal litigation, including:

  • E-mail
  • Images
  • Calendar files
  • Databases
  • Spreadsheets
  • Audio files
  • Animation
  • Web sites
  • Computer programs
  • Malware

You may have heard the term ‘cyberforensics’ being thrown around casually on a CSI episode at some point. What most people are unaware of that it is merely a specialized version of e-discovery used to create a digital copy of the suspect’s computer hard drive for extraction of evidence while preserving the original hardware at a secure location.

The EDRM Framework

The Electronic Discovery Reference Model (EDRM) provides a common, flexible, and extensible framework for the development, selection, evaluation, and use of electronic discovery products and services. It guides organizations through all the stages required to meet federal rules that govern the use of ESI in litigation. The model helps companies effectively respond to discovery requests from initial information management to the presentation stage

It is also important for IT to help gather large datasets prior to the handoff, which can save organizations considerable legal expenses down the road.

Information Management

This is more of a goal than a step. As organizations mature, they are putting structured content management and archiving systems in place. This allows them to enforce company-wide retention policies and more easily respond to discovery requests for a minimum cost and with little or no disruption to the business.

Identification

Once a discovery request is initiated the organization has to determine what data is required, where it’s stored, and who the custodians are, etc. Pertinent data may reside in a variety of locations, including personal computers, file servers, and storage systems. Search and index technologies are required for identification, so a good content archive indexes the metadata and content including attachments. The index makes discovery searches more efficient by returning a high percentage of relevant information.

Preservation

Once reviewers identify the information they want, IT has to preserve the data and ensure it is not altered or deleted. Simply opening a document can change critical metadata, such as the access date, which can then affect the validity of the document.

Collection

In the Collection phase, information is compiled in one place for processing. The Collection process should preserve the original metadata associated with the content. The opposing party may request the information gathered during discovery in its native format. IT can save headaches later in the process by collecting information in its native format from the outset, which helps demonstrate its authenticity.

Processing, Review, and Analysis

The Processing phase aims to reduce the initial size of the dataset. A first-round search is likely to produce reams of irrelevant documents and files, including duplicates and content unrelated to the legal discovery request. In the Review phase, legal counsel examines the material that remains after culling to ensure that the resulting dataset is relevant.  The main goal of the Review stage is to extract relevant messages from archives and export them into a legal review tool. Finally, in the Analysis phase, counsel further hones its legal strategy

Production and Presentation

These final phases are typically managed by outside counsel when preparing for trial with the opposing party.

 

How FileCloud helps you in e-Discovery

FileCloud simplifies record management by setting policies for automatic document life cycle management from creation to archival and final disposition. FileCloud offers many flexible policy types, including retention, archival, legal hold, and admin hold.

As an administrator, you can create Retention policies to automate some of the processing related to protecting files and their folder groupings. This policy-based automation is designed to help secure digital content for compliance, but it can also enhance the management of digital content for other business reasons. Retention policies are created and attached to files and folders. These special policies allow you to define the conditions that enforce a set of restrictions on how each file or folder can be manipulated.

You can create a Retention Policy that disables a user’s ability to delete any of the files and folders named in the policy. The retention policy is a name that can apply to any of these types of policies: Admin Hold, Legal Hold, Archival, Retention, and Trash Retention. Retention policy types allow you to: block specific actions on files and folders and specify what happens when the policy expires

Create Retention Policy

Access Files on NetApp Filer While Working from Home

 

The acronyms CIFS (Common Internet File System) and SMB (Server Message Block) are both used as meaning the same thing in most of the NetApp documentation, but they’re not exactly the same thing. SMB was developed by IBM, and CIFS is a particular implementation of SMB which was developed by Microsoft.

NetApp Filer is the storage system product made by NetApp.  It can serve as storage over the systems using networks such as FTP, NFS, SMB. It can also serve data over block-based protocol  FCP, FCoE, and the likes. The Product is also called NetApp Fabric attaches storage or NetApp All Flash FAS.

 

Internal Architecture

At the bottom block of the storage architecture, we have physical disks – our hard drives. the disks get grouped into aggregates, so the aggregate is a set of physical disks. One of the attributes of our aggregates is the RAID group which defines the RAID configuration. The next block we have is our volumes. You could have multiple volumes in the same aggregate, or maybe just one volume in the aggregate. The next block above volumes, we have our Qtrees which go in volumes. Qtrees are an optional component. If the containing volume is being accessed by a NAS client. The last component we have in the storage architecture is our LUNs, our Logical Unit Numbers. A LUN is specific to SAN protocols and is the storage container that SAN clients use for their storage.

LUNs

You can see the different components build on top of each other. We need to have our physical disks. Our disks get grouped into aggregates. For our clients to be able to access data we configure our volumes, which go in our aggregates, and optionally we can configure Qtrees that go in our volumes and appear as a directory to NAS clients. Lastly, if we’re using SAN protocols we’ll need to configure LUNs. Our LUNs either go into a Qtree or into a volume.

 

Snapshot  and Backups

The NetApp filesystem provides a convenient way to recover files that have been accidentally deleted or otherwise damaged, within a short time frame – a system referred to as “snapshots”. File recovery becomes a simple copy procedure on the current filesystem, avoiding the need to contact support personnel for tape recovery and the hassle of time delays caused by the relatively slow speed of tape drives and the necessity of Systems Administration hands-on interaction. In addition to the local snapshots, a second filer keeps disk-to-disk copies of our primary filer. Backups are currently done at least daily and as often as every hour depending on the load it puts on our file server; however, snapshots are only kept on a monthly basis on the backup filer.

 

How Can FileCloud Help?

NetApp Filer/FAS is a family of highly scalable, network-attached storage (NAS) appliances from NetApp. NetApp Filers are high-performance, scalable storage products used by large enterprises. Many organizations use the NetApp FAS appliances to store documents and files and make it available as network shares via LAN. They are typically exposed as CIFS or NFS shares in LAN and offer low latency access to large files.

FileCloud can help employees working from home access enterprise file shares stored in any Netapp Filer system. Users can receive seamless access to all files without using a VPN. FileCloud also integrates with all of your organization’s existing IT systems (AD, NTFS, and storage appliances such as NetApp FAS) while remaining completely affordable, so that your investment into remote work for your team is minimal with great results. With FileCloud, no migration of files and NTFS permissions is required, saving massive amounts of work and time.

Access internal shares from home office

 

FileCloud Benefits

  • Secure, remote file share access without VPN using your windows file shares
  • Integrates with Active Directory
  • 100% Native Windows File Share and NTFS Security integration
  • Mapped drive and mobile apps
  • Built-in ransomware, Anti-virus protection
  • Smart Data Leak Prevention (DLP) and content classification capabilities
  • Powerful audit trail and remote device management
  • Help companies meet their security requirements & compliance standards such as FINRA, ITAR, FEDRAMP, HIPAA, and  GDPR
  • Use existing IT infrastructure – maximize ROI