The Organization Files page gives you a record of all the secure attachments (and Drive files) that have been shared by members of your team. The files themselves are not accessible through the Dashboard, but you're able to view the associated metadata and manage access permissions simply by clicking on the file you're interested in.
- Secure Attachment vs. Secure Drive File
- Security Options
- Allowed Users & Forwarding Tree
- Validation Report
- Searching for Files
Secure Attachment vs. Secure Drive File
When viewing the list of secure files in the Dashboard, the icon on the far right will indicate whether it is an attachment in a secure email (paperclip) or a secure Drive file (Drive icon).
As with the message detail pane in the Organization Email view, clicking into a specific file gives you the option to edit its Security Settings. Since Virtru encrypts files with their own keys, an admin can Revoke access to a file independently of an email with which it may have been sent.
For secure attachments, admins can also apply Watermarking.
The disable forwarding and expiration date settings, however, are inherited from the parent email and and must be edited in the Organization Email view. If the parent email has an expiration date, that information will be listed for the file as well.
For secure files in Drive, admins can Disable Re-sharing, apply Watermarking, or Set Expiration Date.
With the exception of Set Expiration Date for secure Drive files, all settings changes are applied immediately without the need to save changes. If applying an expiration date to a Drive file, confirm the expiration by clicking Save Changes under the Allowed Users section.
Allowed Users & Forwarding Tree
The Allowed Users section will show not only the original designated recipients of that file, but also the Forwarding Tree containing any new recipients of the document and the per-recipient access status for that file. In the example below, firstname.lastname@example.org and email@example.com were the original recipients.
The main Revoke button at the top of the detail pane removes access for all recipients of the file. In the Allowed Users section, you're able to selectively remove access for some users while maintaining access for others. Again, these revocations are specific to just the file and will leave access to any parent email intact, if applicable.
Email addresses with a strike through them in the image above have had their access to that file removed. You can revoke a recipient's access simply by hovering over the email address and clicking the red hand icon. Revocations performed via the Forwarding Tree do require that you save your changes.
Users Requesting Access
If a file was protected with Persistent File Protection, then recipients that receive a forwarded copy of the attachment may Request Access. Any requests will appear in the Users Requesting Access section. As an admin, you can Deny or Grant that access.
Searching for Files
The search function of the All Files page operates much like the All Emails search function. Unlike emails, the subject and has:attachment operators are not applicable to files and will return zero results.
The table below documents the supported search operators for files, with accompanying examples:
|from||Search for secure files sent by a specific email address.||from:firstname.lastname@example.org
Returns all secure files sent by email@example.com:dav*
Returns all secure filess sent by email addresses beginning with "dav".
|to||Search for secure files sent to a specific email address. Includes TO, CC, and BCC fields.||to:firstname.lastname@example.org
Returns all secure files sent to email@example.com.
|filename||Search for secure files by name or type.||filename:tax-return.docx
Returns all secure files called "tax-return.docx".filename:pdf
Returns all secure PDF files.
|AND||Search for secure files based on multiple required parameters. "AND" must be capitalized.||from:firstname.lastname@example.org AND filename:pdf
Returns all secure PDF files sent by email@example.com.
Search for secure files based on multiple optional parameters.
This is the default behavior for a search query if no boolean logic is specified. "OR" must be capitalized.
|from:firstname.lastname@example.org OR filename:pdf
Returns all secure files sent by email@example.com and all secure PDF files.filename:review from:dav*
Returns all secure files sent by email addresses beginning with "dav" and all secure files containing "review" in the filename.
Search for secure files where certain criteria must not be true.
The NOT operator cannot be used alone; it must be accompanied by another search term.
|filename:hipaa NOT from:firstname.lastname@example.org
Returns all secure files containing "hipaa" in the filename except those sent by email@example.com.NOT filename:confidential
Returns zero results. The NOT operator cannot be used alone.
|is:active||Search for secure files that are not currently revoked.||from:firstname.lastname@example.org AND is:active
Returns all secure files sent by email@example.com which are not revoked.
|is:revoked||Search for secure files with a current revoked status. Does not include expired emails.||from:firstname.lastname@example.org AND is:revoked
Returns all secure files sent by email@example.com that are currently revoked.
|was:forwarded||Search for secure files whose parent emails have been forwarded by the recipient. Clicking on a search result to view the detail pane will show the forwarding tree.||from:firstname.lastname@example.org AND was:forwarded
Returns all secure files sent by email@example.com that were forwarded by the recipient.
|has:expiration||Search for secure files whose parent emails have an expiration date.||from:firstname.lastname@example.org AND has:expiration
Returns all secure files sent by email@example.com with expiration dates.
|dateSent||Search for secure files based on the send date using the format YYYY-MM-dd.||dateSent:2018-01-01
Returns all secure files sent on January 1, 2018.
|expirationDate||Search for secure files based on the parent email's expiration date using the format YYYY-MM-dd.
The search results may not show the expiration date, so click on a search result to view the complete detail view.
Returns all secure files set to expire on December 31, 2020.
|Search for secure files with an exact phrase. Must be used in conjunction with another operator such as "filename:".||filename:"credit card"
Returns all secure files with the phrase "credit card" in the document name.
Returns an error. Quotes must be used in conjunction with another operator.
Denotes a wildcard, which can represent zero or more characters in a string.
Note: Neither * nor ? can be used as the first character of a search.
Returns all secure files sent by email addresses starting with the letter B.from:*@virtruprivacy.com
Returns an error. The wildcard cannot be the first character of your query.
|Used to group clauses to form sub queries. This can be very useful if you want to control the boolean logic for a query.
Used to group multiple clauses to a single field.
|from:firstname.lastname@example.org AND (to:bob* OR to:dave*)
Returns all secure files sent by email@example.com to either Bob or Dave.
Virtru search is based on Lucene and advanced users can read more about the general Lucene query syntax here.