Virtru Academy Live: Learn the Virtru Control Center

Lauren Posey: Alright. Hey, everyone. Thanks for your patience. We wanted to give everyone a few additional minutes to join, but I think we can get started. Welcome to Virtru Academy Live. This is a series that we generally do on a monthly basis, typically featuring user training for our different products.

This is a special segment where we're going to be more admin-focused, specifically on the Control Center. As you know, the Control Center is something that you're going to need to use with any Virtru product you have access to. So we're going to walk through the different sections of it and some general best practices for admins. My name is Lauren Posey. I'm a Customer Success Team Lead here at Virtru, and I have with me Greg Bourne, Senior Director of Customer Success.

Greg Bourne: Hey, everybody. Excited to be here and walk through some best practices. Thanks for taking some time out of your day with all the things going on work-wise, as well as with the World Cup going on. I appreciate it.

Lauren Posey: As we go, if you want to drop your questions in the Q&A section, we will address them all at the end. Don't focus too much on how long the agenda is. Most of these are sections of the Control Center, so we're going to go through each one of them. The majority of this is going to be a live demonstration where I will open up my Control Center and walk you through it step-by-step.

We are going to go through synced versus manual orgs first. I'm not going to read through the agenda; I'll just leave it up here for a minute. As I said, these are really just all the sections of the Control Center. We're going to start out with the difference between synced and manual organizations. This is something that you're going to decide initially, although you can change your mind down the road, and it's a method of managing your users.

With a manual organization, that means you are going to manually go into your Control Center and add users one by one. This is typically for organizations that have fewer than 10 to 20 licenses. Even 20 would probably be a little high. It just requires a lot more manual work. It also will not pull in aliases or group associations. For bigger organizations, or organizations with multiple domains under a tenant, we really recommend that you do a sync in that case. But if you have five users and they're all individuals, then manual can sometimes be an easier path, and it requires a little less technical setup.

With the manual setup, it will also send an invitation to your users. This can be helpful with a distributed team when you don't have an IT person. It will send them an email invite, they'll need to click through it and accept the invite, and then you'll be able to see them in your Control Center and manage their access.

A sync, on the other hand, is when you link your Google Workspace or Microsoft tenant with Virtru. In that case, you'll be managing the licenses more via your workspace, not via the Control Center. It basically makes it so Virtru recognizes your whole domain or subdomains under your tenant. It can see everybody, and you don't have the likelihood that you do with a manual organization where somebody could download Virtru without you realizing it. It's going to be a lot more universal and easier to manage users and access.

This is also going to pull in groups and aliases, which is better if you have multiple domains. This is not going to send an invite to your users; that's something that you'll have to do. You can push Virtru out to specific groups or to individual users, however your organization manages that kind of thing in Workspace. You can also use a provisioning group to limit who can send using Virtru. This won't prevent people from downloading Virtru, but it will prevent them from sending an encrypted message so that they would have to come to you, the IT admin, in order to do so. The other advantage here is you could use those groups within your workspace to limit Virtru downloads or limit anything like that. Again, with a bigger organization where you have more of that IT infrastructure, the sync is really going to be a better option.

Greg Bourne: Just a quick note to add on to that, Lauren. You are spot on. We see a lot of our larger customers and organizations utilize the sync process. It just makes user management so much easier. We also have the ability to set up automated syncs, just so you don't have to go into the Control Center consistently to hit that refresh button.

One thing that I want to point out before we get into the live demo part is the importance of over-communication when you begin to roll out Virtru, internally as well as externally. We see the difference between fast and efficient rollouts where users and teams fully know what's coming, and that comes from IT admins sending out what to expect. Something like, "Hey, we are utilizing an email encryption provider such as Virtru. Here's how we're going to be using it." The internal 101s and FAQs that we've seen customers put together have been really impressive.

We also have some messaging on our support website that you can use to send out internally to users when you're working on pushing out the extension or having them download it through the web stores. We also have messaging for external recipients. If you have organizations that you're in constant communication with where you're exchanging sensitive information and those emails need to be encrypted, we have some templates that you can use to notify them what to expect and how to utilize the Secure Reader. If you guys have questions on that, we can certainly share that link and point you to our support website, which has really good templates to utilize.

Lauren Posey: The support website is a great resource. And to echo what you said, Greg, that external communication is just as important as the internal.

We are going to go on to the live demo now. Let me pull up the correct screen. To access your Control Center, you're going to come to the Virtru email protection extension over here. You can also go to secure.virtru.com. I recommend just bookmarking it; that's the easiest way. Everyone is going to have a personal Control Center, so every one of your users has the ability to log into a Control Center. Actually, let me back up a step. I was already authenticated because I accessed the Control Center earlier today. On your first time accessing the Control Center in a 24-hour period, you will need to authenticate with that federated ID. Whatever email address you have that is the Virtru admin, you'll authenticate using that, and that's how you get access.

Regular users can do this as well, but they will only see the Personal tab. They will not see the Admin tab. In the My Data settings section, they are only going to see emails that they have sent, so they only see their own metadata. As you can see, it's just me. They can also access some settings here. If they want to add a regular unencrypted introduction, I've seen users use this section to say something like, "This is coming from XYZ person. Here is my phone number," just to confirm for their recipients that it is coming from the right person. This is especially useful if you don't have custom branding enabled, which we'll talk about later.

You do have the ability to override Virtru defaults as the admin. You can set it so that every user has Virtru on or off by default, or you can leave it up to them in the Admin tab.

Let's start with Org Data. This is very similar to what you saw in the Personal tab, but it's for the whole organization. Again, this is only metadata. You as the admin are not able to access decrypted content any more than Virtru is able to access your decrypted content. It is end-to-end encrypted. Only the people with access to the emails can access the emails or files themselves and decrypt them. But you, as the admin, can see metadata here. Let's click into this one. You can come in and see who created it, when it was created, and what security settings were enabled—like if it had watermarking, prevent download, or an expiration date. You can also revoke access. If you get notified that information was sent to the wrong person, you can revoke access just as the sender can from their sent inbox. You can also see if they viewed it and various other pieces of information.

This is true for email and SecureShare. Anything sent with SecureShare, if you have our file-sharing product, will also be here. The Control Center really is your catch-all for administrative purposes. You can see files that are done here as well, and you can search for specific emails.

The rules are where things get a little more personalizable. You have a lot of capabilities in this section. It comes with a few set patterns. If you have the HIPAA rule box enabled, it will come with some set patterns that you can turn on or off. We have text patterns here that you can turn on and off based on regex. For example, if you want it to detect a credit card number pattern and flag a warning for the user, you can turn these on. You can also turn it on for specific keywords. Let's say you want to look for the word "password" and automatically encrypt the message when that word is detected in the body of the email; you can do that.

With custom rules, there's a huge amount of capability. I'm not going to dig too deep into these, although I am going to give you a demonstration of one that we have set up. You can use custom rules to look at things in any part of the email: sender, recipients, body, subject, or attachments. You can have it warn the user, you can add text, or you can log it, which we recommend. "Log only" really just puts it into the Org Data system, so it's not doing all that much, but you can configure many other capabilities here. There is a ton of potential. If this is something you're interested in, or if you want assistance or more information about the rules, reach out to your CSM or support@virtru.com. They will direct your email to the right place, and we can get on a call to help you walk through it on a more personalized basis.

I am going to show you an example of a rule that we have set up. We have a rule down here that if an attachment contains the phrase "consent to treatment," it's going to add this text and warn the user. Let me show you what that looks like in practice. I'm going to leave Virtru off specifically and draft this email. Then we're going to attach a patient consent form. You can see Virtru protection is off, and we're going to click send. Because Virtru protection was off, it pops up a warning letting the user know that the email has something that's been flagged as sensitive and asking if we want to encrypt it. I do, so I'll click "Protect and Send." If we come in here to the Sent inbox, you can see this text was added by those rules. If you have a disclaimer that needs to be added to all sensitive material and you don't want it to be permanently in a signature or something that users have to type every time, this is an example of what the rules can do. There's a lot of capability there.

Greg Bourne: Just one thing quickly to add on, Lauren. When it comes to the rules, you did a great job of highlighting the flexibility that admins have access to. We always recommend during the onboarding process to test rules out with maybe one or two in a smaller group. It's pretty difficult to boil the ocean, so if you have a lot of different rules in place, that can lead to unexpected results and make things confusing. There is a general recommendation to test these out one at a time. The key point here is that you have a lot of flexibility based on your business needs when it comes to protecting sensitive data.

Lauren Posey: Absolutely. We see it pretty regularly where a lack of communication about the rules in place, or putting too many in place at a time, leads to a lot of confusion. It leads to, for example, all emails getting encrypted because there's a rule in place about encrypting phone numbers, and everyone has their phone number in their signature. You can run into that kind of thing pretty easily and cause a lot of confusion if you're not communicating with users and starting with small groups like you said.

We do have an Audit tab here. I'm not going to dig into this because it is not turned on for most customers. This is something that needs to be manually enabled. If this is relevant for your organization and you want granular audit capabilities turned on, please reach out to us, and we'll work with you on that.

Next is Users and Groups. The demo account that I have here is a synced organization. In a manual organization, up here in this section, you'll see a button that says "Add User." When you click on users, you'll have the ability to remove them. With a synced organization, you're not managing individual user access from the Control Center, so this is just showing all of the users that have access or that are included in this organization. You can use this section, whether synced or not, to track the groups that are in here. If you have a provisioning group set up, you can search for it under Groups, and it will show you who is a member. You can use this to update your sync if you don't have a regular sync set up. Let's say you don't have an automated sync set up, and you made a bunch of changes to your users—added new users, removed old ones—you would want to come in here and resynchronize it. This is where you can see all your users, manage groups, and things like that.

With a manual organization, this is where you will add and remove users. This is also where you promote users to admin. This person is already a super admin, but if this was toggled off, you could toggle it on and control their user access from here. For synced orgs, by default, the Workspace admins are mirrored in Virtru and become Virtru admins upon sync. We can turn that off if you need us to, so you would just need to let us know.

I think that's everything for Users and Groups, so let's move on to Admin Settings. I mentioned earlier that you can allow or disallow user configuration. You can have everybody default to Virtru on if you want to, and then they actively have to toggle it off. You can also set up group-specific encryption. Let's say everything from finance needs to be encrypted; you can set that for anybody in the finance email group. For file sharing, you have a similar capability.

We have a few different features here. Google Vault and Google Workspace CSE are more technical features that will be very specific to organizations utilizing those. If these are relevant to your organization, we'll set up an individual call to walk through that with you.

Encrypted Search is something that everybody has access to. I believe it's toggled off by default when your organization first starts, but I highly recommend going in and turning it on. What this does is when you go into your Microsoft or Google email, you are able to search using native text. You can search for a keyword within your encrypted messages. What Encrypted Search does is essentially put that keyword into tokens and search for the correct tokens. Gmail and Microsoft still cannot see your decrypted content, but you can find the email you're looking for. If you're interested in this, the link to our support page is in your Control Center so you can read more about it. One thing to note with this feature is if you turn it on and then turn it off, it will reset. So when you turn it back on, you can only search forward; it will reset all those search tokens.

Last but not least, we have the ability to do custom branding. This is not included in all plans. If you're not sure if it's included in your plan, reach out to your Customer Success Manager or the support team, and we can help you out. It's also something that you can add separately if it's not included. Once it's enabled, we activate your subdomain on the backend. You can have multiple subdomains per tenant. For each of those enabled subdomains, you can upload your logo and pick your colors. When a recipient receives an email or a file through SecureShare, it has your branding on the side instead of Virtru's. You can see here how it says "Acme" in this dark blue color because we've set that up specifically for the demo account rather than using Virtru's basic coloration.

Greg, anything to add about those sections before we move on to additional products?

Greg Bourne: No, I think you've done a great job of walking us through that. Lauren, if you don't mind just jumping into the Products tab in the bottom left. Before we wrap up here, I just wanted to make sure we take some time showcasing the workflow, or at least the homepage, for SecureShare. For those of you who already have SecureShare, this isn't necessarily anything new. You have the ability to send and request files specifically from internal or external parties.

One thing you'll notice that's a little bit new is the Workspaces tab we have above the Sent folder. This offers some added capability and functionality. We've layered on our Collaborate product, which was launched earlier this month and is GA now. It is a secure workspace for sharing and collaborating on sensitive files with either internal or external partners. If that's a use case that comes up with you or your team, or if you're ever having trouble working out of something like Google Drive, that's something we've put in place. We're seeing customers solve the need to still have protection on their sensitive data while being able to share it in a temporary workspace that internal and external parties can utilize. We just did a webinar on it last week, actually. If that's something you are interested in, just let us know, and we can follow up with you afterward. I just wanted to take a moment to mention that before we wrap up here with Q&A.

Lauren Posey: Great. Really quick before we jump into Q&A, we do have another Virtru Academy Live coming up next week. This one is user-focused, and it will focus on our Gmail plugin. So if your organization uses the Gmail plugin and you want to sign your users up for more specific training—again, user-specific, not admin-specific—we have the sign-up page here on our website. You'll be getting a recording of this afterward.

Let's jump into Q&A. I wanted to put this up on the screen really quick so you can see that if you have additional questions we don't answer here today, or if you're interested in any of the products we talked about, please reach out to your CSM or teamrenewals@virtru.com. I'm going to stop sharing my screen to focus on the questions here.

First question: "How to not encrypt the signature in the emails?" I don't believe there is a way to exclude signatures. If you're using the email plugins and you encrypt the email, the signature is also going to be encrypted. You do have the ability to add an unencrypted introduction to your emails, and with SecureShare, you have the ability to include an unencrypted message, but this isn't going to be your regular email signature. Those will automatically be encrypted along with the message.

Greg Bourne: Yeah, the signature of the email is fully going to be encrypted. It's part of the full body, so there isn't necessarily a way to bypass that. But to your point, Lauren, there is some flexibility for the unencrypted intro.

Janet, not to jump ahead to your next question here, but reading that, it looks like you have a question around the best way to get help or get something solved. The Support Center is definitely where we want to go first, followed by submitting a ticket to our support team. If you have an existing ticket, we can certainly look that up and work with you individually on that, but generally, that is the best practice. Our support team answers hundreds and hundreds of tickets a day. They are also working with your external recipients, so that is something you can direct them to if you're getting a bunch of questions early on when rolling out Virtru.

Lauren Posey: It looks like those are the only questions right now. We'll hang out for a little bit longer. If anybody wants to add additional questions, we'll stay around for a few more minutes and answer those.

If you do have questions going forward, like I said, you can email your CSM. You can email support@virtru.com or put in a ticket via our website. Our support website also has a ton of really good articles. We update it regularly. The support team did a big overhaul not that long ago to make sure everything was super up-to-date, so there are a lot of good resources there as well. We will be sending out this recording afterward.

We're going to jump off, but we will be monitoring the Q&A for a little bit longer if anybody adds more questions. Thanks so much, everyone, for joining. We really appreciate it.

Greg Bourne: Thanks, all. The last thing to add here is we do have that Gmail training next week, which is more end-user-focused. I am looking forward to hopefully seeing you or some of your teammates there. Thanks, all.