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.

Let's see. Alright. Welcome to Virtru Academy Live. This is a series that we do, generally on a monthly basis with, typically user training for our different products.

This is a special, segment that we're doing where we're going to be more admin focused and we're focusing specifically on the control center. So, as you know, the control center is something that with any virtual product that you're gonna have access to that you're gonna need to use.

So we're gonna walk through the different sections of it and some just 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 in your work wise, as well as with the World Cup going on. Appreciate it.

Lauren Posey
As we're going, if you wanna drop your questions in the q and a section, we're gonna address them all at the end. Alright.

So, don't don't focus too much on how long the agenda is. Most of these are sections of the control center, so we're gonna go through each one of them.

The majority of this is gonna be a live demonstration where I will open up my control center and walk you through it step by step. We are gonna go through, synced versus manual orgs first.

I'm not gonna read through the agenda. Just leave it up here for a minute.

But as I said, this is really just these are all the sections of the control center. Alright.

Gonna start out with the difference between synced and manual organizations. So this is something that you're gonna decide pretty much initially, although you can change your mind down the road, and it's a method of managing your users.

So 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 less than about 10 to 20 licenses.

Even 20 would probably be a little high. It just requires a lot more manual work.

The, it also will not pull in aliases or group associations. So, again, for bigger organizations, organizations with multiple domains under a tenant, we're really gonna 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, it will also send an invitation to your users.

So it can be helpful with a little bit of 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, what you'll be doing is you'll be managing the license more via your workspace, not via the control center. It basically makes it so Virtru recognizes your whole domain or subdomains under your tenant.

So it can see kind of 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, easier to manage users and access.

This is also going to pull in groups and aliases, so so better there 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 is just kind of a way, it won't prevent people from downloading Virtru, but it will prevent them from sending an encrypted message so that they would have to kind of 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 virtual downloads, limit anything like that. So any again, with a bigger organization where you have more of that IT infrastructure, the sync is really gonna be a better option.

Greg Bourne
Yeah. And just a quick note to add on to that, Lauren. Spot on in terms of we see a lot of our larger customers and organizations utilize the sync process.

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 and hitting that refresh button.

One thing that I wanna point out before we get into kind of the live, demo part is really the importance of over communication, when you begin to roll out Virtru, internally as well as externally. Really, we see the difference between fast and efficient rollouts where, users and teams fully know what's coming, and that comes from, you know, IT admins sending out what to expect.

Hey. We are utilizing, an email encryption provider such as Virtru. Here's how we're gonna be using it.

So some of the internal one zero one and FAQs that get put together that we've seen from customers have been really impressive. We also have some messaging on our support website that you all can use to send out both internally to users when you're working on pushing out the extension or having them download it through, the web stores or, and as well for, external recipients.

Right? If you have organizations that you're in constant communication with where you're exchanging sensitive information where those emails need to be encrypted, we have some templates that you can use, to notify them what to expect and how to really utilize the secure reader. So, if you guys have questions on that, we can certainly share that link as well as point you to our support website, which has really good templates to utilize.

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

Alright. We are going to go on to the live demo now. Let's see.

Pull up correct screen. Alright. So to access your control center you're going to come to the Virtru email protection extension over here.

You can also go to I believe it's secure.virtru.com I recommend just bookmarking it. That's also 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 with their oh, 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, I think it's a twenty four hour period, you will need to authenticate with that federated ID.

So 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 this personal tab.

They will not see the admin tab. And in the my data setting, section, they're only gonna see emails that they have sent, so metadata on their own.

So you can see it's just me. And then, they can access some settings here.

So if they wanna add a regular unencrypted introduction, I've seen users here who will use this section to say something like, this is coming from x y z person. Here is my phone number, just to kind of confirm for their recipients that it is coming from the right person, especially if you don't have custom branding enabled, which we'll talk about later.

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

In the admin tab. Alright. Let's start with org data.

So this is very similar to what you saw in the personal tab there, but it's for the whole organization. So, 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's, 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.

So, click into this one. So you can come in.

You can see who created it, when it was created, what security settings were enabled, so if it had watermarking or prevent download or an expiration date. You can revoke access.

So if you, as the admin, get notified that information was sent to the wrong person, you can revoke access just as the sender can revoke access from their sent inbox. And then you can see if they viewed it and various other pieces of information here.

This is true for email and SecureShare. So anything sent with SecureShare, if you have our file sharing product, will also be here.

The control center really is your catch all thing for for administrative, purposes. And then 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, complicated. This isn't quite the right word I'm looking for, but a little more personalizable.

So you have a lot of capabilities here in this section. So it comes with a few, set patterns.

If you have the HIPAA rule box enabled, it will come with some of these set patterns that you can turn on or off. We have text patterns here that you can turn on and off.

So, for example, if you want it to, these are based on on regex. So if you want it to detect a credit card number pattern and flag a warning for the recipient or for the user or something like that, you can turn these on.

You can also turn it on for specific keywords. So let's say if you wanna look for the word password and you wanna automatically encrypt when that pass when the password is detected in the body of the email, you can do that.

And then with custom rules, there's a lot of capability. So I'm not gonna dig too deep into these, although I am gonna give you a demonstration of one that we have set up.

But the custom rules have a huge amount of capability. We can you can use it to look at, things in any part of the email from sender, recipients, body, subject, attachments.

You can have it worn. You can add text. You can log it, which we recommend.

Log only really just puts it into the, the org data system, so it's it's really not doing all that much. But you can do a lot of other capabilities here.

So tons of potential here. If this is something you're interested in, if you want assistance or more information about the rules, reach out to your CSM or, support@virtru.com, and they'll kind of direct your email that way, and we can we can get on the call and help you walk through it on a more personalized basis. So I am gonna show you an example, of a rule that we have set up.

So we have a rule down here that, if an attachment contains the phrase consent to treatment, it's gonna add this text and warn the user. So let me show you what that looks like in practice.

So I'm gonna leave Virtru off specifically and do this. Oh my goodness.

There we go. And then we're going to attach patient consent form. And so you see the Virtru protection is off, and we're gonna click send.

And now because Virtru protection was off, it's gonna pop up this warning, letting the user know that it has, something that's been flagged as sensitive and asking if we want to encrypt it. So I do.

So gonna protect and send. And then if we come in here in this sent inbox, you can see this was added by those rules. So if you have a disclaimer that needs to be added to all sensitive material and you don't want it to be something that's permanently in a signature, or something that users have to type every time, there's an example of something the rules can do.

So there's a lot of capability there. Alright.

Greg Bourne
And just one thing quickly to add on, Lauren. When it comes to the rules, you did a great job of highlighting the flexibility here that admins have access to.

We always recommend during the onboarding process to test out with 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 some different results and just make it a little bit more confusing. So there is, you know, a general recommendation of testing these out one at a time.

And, again, the key point here is just a lot of flexibility based on, your business need when it comes to protecting sensitive information.

Lauren Posey
Yeah. Absolutely.

And we've honestly, we see that 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. Right?

So you can get run into that kind of thing pretty easily and and cause a lot of confusion if we're not kind of communicating with lots of users to start with and small starting with small groups like you said. We do have an audit tab here.

I'm not gonna dig into this because this is not turned on for most customers. This is something that needs to be enabled.

If this is something that's 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. Alright.

Users and groups. So the demo account that I have here is a synced account. So this is a, synced organization.

In a manual organization, up here in this section, you're gonna see a button that says add user. And 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 in this organization or that are included in this organization.

You can use this section with 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's a member.

You can, use this to update your sync if you don't have, regular sync set up. So let's say you don't have automated sync set up and you want to and you made a bunch of changes to your users, added new users, removed old ones, you would wanna come in here and resynchronize it.

So this is kind of where you can see all your users, manage groups, that kind of thing. And with a manual organization, this is where you will add and remove users.

This is also where you promote users to admin. So this person is already a super admin, but if this was toggled off, you could toggle it on.

You can control their user access from here. For synced orgs, by default, the organization, the workspace admins are mirrored in Virtru, and they become Virtru admins upon sync.

We can turn that off if you need us to, so you would just need to let us know. Alright.

I think that's everything for users and groups. So let's move on to admin settings.

So 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. So let's say everything from finance needs to be encrypted, you can do that.

Anybody from the finance email group. And then, again, for file sharing, you have a similar thing.

We have a few different features here. Google Vault and Google Workspace CSE are more technical features that are gonna be really specific to organizations that are utilizing those.

If these are relevant to your organization, we'll set up an individual call to go with that go through that with you. Encrypted search is something that everybody has access to.

So this is something that is, I believe toggled off by default when your organization first starts. 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 in with the encrypted messages, and what encrypted search being enabled does is, basically puts that keyword into tokens, searches for the correct tokens.

Gmail still cannot see your email your decrypted content. Microsoft cannot see your decrypted content, but you can find the email that 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 you 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.

Okay. And then last but not least here, 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 in your plan.

Once it's enabled, we so we enable your subdomain on the back end. You can have multiple subdomains per tenant.

And for each of those subdomains we have enabled, you can upload your logo, you can pick your colors. And what that does is when, recipient receives an email or a file through SecureShare or something like that, it has your branding on the side instead of Virtru.

So you see here how it has Acme, and it's this dark blue color. That's because we've set that up specifically for the demo account.

It doesn't have Virtru's, basic coloration. Alright.

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

Greg Bourne
No. No.

I think you've done a great job of of walking us through that. And, Lauren, if you don't mind just jumping into the the products tab in the bottom left.

You know, before we wrap up here, just wanted to make sure we take some time showcasing really the the workflow or at least kind of the home page for SecureShare. For those of you that already have SecureShare, this isn't necessarily anything new.

You have the ability to send and request files, specifically from internal or external, parties. But one thing that you'll notice that's a little bit new is that workspaces tab that we have above the sent folder.

So this is really just kind of with some added capability and functionality. We've layered on a our collaborate product, which was launched, earlier this month and is GA now.

And it's really just 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, if or if you're ever having trouble kind of working out of something like Google Drive, you know, that's something that we've put in place and we're seeing customers really solve, for the need to still have protection on that sensitive data, but be able to share it and kind of have kind of like a temporary workspace that internal and external parties can utilize.

So, we just did a webinar on it last week, actually. And if that's something that you guys are interested in, just let us know, and and we can follow-up with you afterwards.

But just wanted to take a a moment to mention that, before we wrap up here with q and a.

Lauren Posey
Great. Alright.

So let's go. Really quick before we jump into q and a, we do have another academy live, coming up next week. This one is user focused, and it will focus on our Gmail plug in.

So if you are an organization that uses the Gmail plug in and you wanna sign your users up for some more, specific training, again, user specific, not admin specific, we do have the sign up page here on our website. And you'll be getting a recording of this afterwards.

Alright. Okay. So let's jump into q and a. I wanted to put this up on the screen really quick just so you see 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@vertru.com.

And then I'm gonna stop sharing my screen to focus on the questions here. Okay.

How to not encrypt the signature in the emails? So I don't believe there is a way to exclude signatures.

So if you encrypt if you're using the email plug ins and you encrypt the email, the signature is also going to be encrypted. If you're 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 gonna be your regular email signature. Those are automatically gonna be encrypted along with the message.

Greg Bourne
Yeah. The the signature of the email is is fully gonna be encrypted. It's part of the 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.

So and Janet, not to to jump ahead to your next question here, but, reading that, it looks like you have a question around best way to to get help or get something solved. So support center is definitely where we wanna go first and then submitting a ticket to our support team.

If you have an existing one, we can certainly look that up and 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 also are working with, you know, as a customer, your external recipients.

So so that is something that you can also offer, if if you're getting a bunch of questions early on with with using Virtru.

Lauren Posey
Okay. Let's see.

Looks like those are the only questions right now. We'll hold on.

We'll hang out for a little bit longer. If anybody wants to add additional questions, we'll 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's a lot of good resources there as well, and we'll be sending out this recording afterwards.

Alright. I'm gonna go, we're gonna jump off, but we will be monitoring the q and a for a little bit longer if anybody adds more questions. Thanks so much.

Everyone for joining. Really appreciate it.

Greg Bourne
Thanks, all. And last thing to add here is we do have that Gmail training next week, which is more end user focused.

So looking forward to hopefully seeing you or some of your teammates there. Thanks, all.