GUIDE Workshare Protect 6.2 SR3 Release Notes WORKSHARE PROTECT RELEASE NOTES Introduction Workshare Protect is seamlessly integrated with Microsoft Office and automatically enforces company security policy at end-user workstations. Rather than simply block information flow, Workshare Protect warns and educates users in real-time about sensitive information and, if authorized, lets users decide how to treat the content. Workshare Protect provides: Hidden Data/Metadata Removal Policy driven content risk management Discovery and removal of hidden data and visible content leaks Complete metadata protection for Microsoft Office documents Tamper-Proof PDF Creation Converting any document to Workshare’s secure PDF from any application Ensuring flexible publishing and complete PDF security options Enforcing automatic conversion of documents to secure PDF before they can be emailed Stopping of Violations in Real Time Flagging policy violations in real time using smart tags Educating users about content to avoid with active task bar notifications Enabling users to fix potential problems with manual redaction options Password-protecting documents or restricting them from being sent externally, or at all. Content Protection and Control Content analysis and data leak prevention Automatically stopping leaks of intellectual property at their origin Keeping data safe and secure from embarrassing public disclosures Monitoring all communications at the client level Providing alerts for data in use, at rest, and in motion—even when disconnected from the network Note: Workshare Protect can be installed without Microsoft Office integration. In this case, the metadata removal functionality is only available when sending emails and PDF creation is available through the right-click menu. For users who have Workshare Device Protector (powered by Safend) or Safend Encryptor installed, Workshare Protect provides the following: Monitoring and blocking content on USB and other removable media Safend policies define which files downloaded to external storage devices should be inspected and these files are then sent to the Workshare Protect client for inspection, where Workshare policy determines whether the files are blocked or the user alerted to sensitive information. Refer to Safend Protector documentation for further details. Full disk encryption Safend Encryptor provides a hard disk encryption solution that leverages the security of full-disk encryption and the flexibility of file-based encryption to protect sensitive data residing on desktops and laptops. Refer to Safend Encryptor documentation for further details. 2 WORKSHARE PROTECT RELEASE NOTES What’s New in Workshare Protect 6.2 SR3 Product quality, usability and performance are the top priorities for Workshare Protect 6.2 Service Release 3 (SR3) and it offers the following new features. Faster Resolving of Email Addresses Workshare Protect includes a new component that it uses to access Microsoft Outlook’s object model. This enables Workshare Protect to resolve email addresses much more quickly. This new component means that the Workshare Protect Email Security dialog is displayed more quickly and there is less user interruption. This new component is the default component that Workshare Protect uses to access Microsoft Outlook’s object model. Protect Service in Memory Switched Off The Workshare Protect service (Workshare.Protect.Svc.exe) is now turned off in memory. Switching the service off means that reboots are faster and less memory is used in the background. The service is switched off by default. Faster Resolving of Distribution Lists Workshare Protect can now cache the results of distribution list resolution. Once Workshare Protect has resolved a distribution list (determined if it should be treated as external or internal), the results can be stored locally. In this way, when the distribution list is used again, Workshare Protect can quickly determine whether to treat the email as internal or external. This new option means that Workshare Protect can more quickly resolve distribution lists which leads to the Workshare Protect Email Security dialog being displayed more quickly and there is less user interruption. This new option is configurable. Two new parameters are included in the General Policy category of the Workshare Policy Configuration Manager as follows: Cache email distribution lists to user machine: If selected, Workshare Protect stores the results of distribution list resolution in a local cache. This parameter is NOT selected by default. Cache email distribution lists: Refresh rate (days): The results from resolving distribution lists are refreshed after the specified number of days. The default setting is 30 days. Note: In addition, when the Cache email distribution lists to user machine parameter is selected, when Microsoft Outlook is launched Workshare Protect will resolve all distribution lists in the global address book and store the results. This is done in the background. 3 WORKSHARE PROTECT RELEASE NOTES Dynamic Discovery Workshare Protect can now display the Workshare Protect Email Security dialog immediately when a user sends an email. Metadata discovery is performed after the dialog is displayed. This new option means that the Workshare Protect Email Security dialog is displayed much more quickly and there is less user interruption. The Workshare Protect Email Security dialog is displayed immediately while Workshare Protect scans the email, and the actions are enabled once the scanning is complete. If the user clicks Send before Workshare Protect has finished scanning the email, the email is sent and the cleaning and PDF settings specified in the default policy are applied. This new option is configurable. A new parameter is included in the General Policy category of the Workshare Policy Configuration Manager as follows: Use Dynamic Discovery for Email Protect UI: If selected, when a user sends an email, the Workshare Protect Email Security dialog is displayed immediately while Workshare Protect scans the email, and the actions are enabled once the scanning is complete. This parameter is NOT selected by default. Send and Protect Button Workshare Protect can now include a Send and Protect button in the email message window. Click Send and Protect (instead of clicking Send) and the Workshare Protect Email Security dialog will always be displayed – regardless of policy settings. This new option means that you can have zero Workshare Protect processing unless users choose to use it and you can create transparent clean policies but still leave the user with choice. This new option is configurable. A new parameter is included in the General Policy category of the Workshare Policy Configuration Manager as follows: Show Send with Protect button in mail messages: If selected, a Send and Protect button is displayed in email messages. Clicking this button enables the user to always access the Email Security dialog (regardless of policy settings) and specify cleaning or converting to PDF of attachments as required. This parameter is NOT selected by default. Note: This button is not available in IBM Lotus Notes nor is it available in Microsoft Outlook 2003 when Microsoft Word is set as the email editor. Reduced Email Add-Ins There is now only ONE Microsoft Outlook/IBM Lotus Notes add-in – “Workshare Protect Enterprise”. The other add-in (Workshare 3 Outlook Extension) has been removed and its functionality merged into the Workshare Protect Enterprise add-in. This means that Workshare Protect has a lighter presence in Microsoft Outlook/IBM Lotus Notes. Smoother Email Navigation Workshare Protect no longer unpacks (scans the body of an email) an email when the email is highlighted in the Inbox so the navigating and opening of emails is no longer “sticky”. This means that navigating between emails is smooth and fast. Auto-preview or opening an email is no longer slow. 4 WORKSHARE PROTECT RELEASE NOTES No More Blocked Email Messages Workshare Protect no longer displays Blocked Email messages. Workshare Protect includes advanced exception handling code so it can better handle scenarios where in the past it would block the email. There still might be scenarios where Workshare Protect cannot handle the attachment, for example, read-only or protected attachments or attachments with corrupt built-in properties or unhandled exceptions, and in these scenarios, Workshare Protect will display a more user-friendly message that explains the problem and always give the user the option to send the email regardless. This means that there is an uninterrupted workflow and improved error messaging. Faster PDF Generation Workshare Protect includes an updated Workshare PDF converter driver to speed up PDF conversion. This means that PDF generation is much faster. What’s New in the Install Workshare Microsoft Office Integration Workshare Protect can be installed with or without Microsoft Office integration. You select Office Integration during the installation procedure in order to integrate your selected modules within Microsoft Office. This option is selected by default. If you want to change the integration of Workshare Protect with Microsoft Office applications, you can re-run the Workshare Configuration Assistant and then select between the different Microsoft Office applications. By deselecting the checkboxes, you can configure Workshare Protect to run without Microsoft Office integration. For example, by deselecting Integrate with Microsoft Word, there will