MyFiles

See what you can do and how to configure MyFiles below.

Encryption at Rest
Migrating MyFiles Deliveries from the Filescan connector to the MyFiles connector
MyFiles Web App Configuration
Display the MyFiles Retention Policy on a Device

Encryption at Rest

MyFiles can be configured to store files at rest using encryption. This feature is completely transparent to users scanning to MyFiles and/or using the MyFiles Web App.

In order to enable MyFiles encryption the following requirements must be met.

Message Server Encryption must be enabled
MyFiles connector must be used to delivery files to MyFiles folder (see note below)

Once these requirements are met all deliveries via the MyFiles connector will be automatically encrypted.

When enabling encrypting for MyFiles on a folder that has had previous unencrypted deliveries you may want to encrypt all the existing documents in the MyFiles folder.

To apply encryption to the existing documents

Launch a command prompt as the Administrator.
Navigate to the [ServerInstallFolder]\bin folder.
Run the omcertutilsu command to encrypt the MyFiles folder contents.

omcertutilsu.exe –encryptmyfiles [MyFilesRootFolder]

Note: This may take few minutes to complete, depending on the contents of the [MyFilesRootFolder].

On completion all documents in [MyFilesRootFolder] will be encrypted.

To remove encryption from existing MyFiles documents

Launch a command prompt as the Administrator.
Navigate to the [ServerInstallFolder]\bin folder.
Run the omcertutilsu command to decrypt the MyFiles folder contents

omcertutilsu.exe –decryptmyfiles [MyFilesRootFolder]

Note: This may take few minutes to complete, depending on the contents of [MyFilesRootFolder].

On completion all documents in [MyFilesRootFolder] will be encrypted.

Note: MyFiles encryption must be removed prior to removing Message Server encryption.

Migrating MyFiles Deliveries from the Filescan connector to the MyFiles connector

When upgrading a prior version of the server that was delivering documents to MyFiles via the Filescan connector you must update the configuration to deliver the documents via the MyFiles connector instead.

Add a new MyFiles connector

Launch the Server Administrator.
Navigate to Connectors.
Right-click on the Connectors and select New > MyFiles connector.
Select the computer to run the connector on and click .Next
Modify the connector name, if desired, and click Next.
Click Finish to save the MyFiles connector.

Optionally, update the default MyFiles folder location

Select the newly added connector and invoke Properties.
Select the Folder tab.
Modify the root folder for the MyFiles connector.
Click OK to save the modifications.

The Routing Rule(s) that previously routed jobs via the Filescan connector must be modified to route to the newly added MyFiles connector.

Note: The folder specified in the MyFiles connector and the folder specified in the MyFiles WebApps must match. Which rules need to be updated is dependent on your system configuration.

MyFiles Web App configuration

MyFiles Viewer document format support.

PDF Documents

In WebApps viewer, All PDF final format documents (including the OCR variants) can be previewed [PDF, PDF (OCR Text), PDF (Image + OCR Text), PDF/A, PDF/A (OCR Text), PDF/A (Image + OCR Text)].

Non-PDF Documents

For Non-PDF final format documents, a message appears in the preview which states:

The format of the document is not viewable through your web-browser. To view locally, please select ‘Download’

Note: By default, only PDF documents appear in MyFiles App. To view additional document formats in MyFiles app, include multiple extensions in Filter tab.

Note: On removing the Download Action from Non-PDF documents, a message appears in the preview stating Preview not available: Not a PDF.

MyFiles supports displaying the date a document will be retained until by the system

To display the retention date to the MyFiles Web App user for their documents the following must be configured:

Configuring the retention policy value
a.    Launch the server Administrator and navigate to the Web App Profile to modify
b.    Select the MyFiles app’s properties
c.    Navigate to the Options tab
d.    Specify the number of days a document that has to remain in the ‘Retention Days’ field
Configuring the column to display to the MyFiles Web App user
a.    Navigate to the Columns tab for the MyFiles app
b.    Click Add to add a new column
c.    Specify the Header Text & Description – you may use the predefined values (@ColumnMyFilesAvailableUntil && @ColumnMyFilesAvailableUntilDescription) or enter any custom text you would like.
d.    Specify the Content Text: %{DateRetainUntil}:date(MM/dd/yyyy)%
e.    Click OK to save the changes to the MyFiles App
Click OK to save the changes to the WebApps Profile
The MyFiles WebApps will now display the automatically calculated DateRetainUntil based on the document’s creation date + the configured ‘Retention Days’ in the column added.

Note: Note: The actual removal of documents after their retention period has passed is managed separately by the site’s Administrator.

Display the MyFiles Retention Policy on a device

To display the retention policy to users scanning to MyFiles the following must be configured:

Launch the Server Administrator and navigate to properties of the device group containing the MyFiles feature button to be modified
Navigate to the Buttons tab and select properties for the MyFiles feature to be changed
Specify the text to display to the user scanning to MyFiles in the ‘Status Text’ field. For Example: “Retention Policy: 30 days”
Click OK to save the MyFiles feature button configuration
Click OK to save the modified device group configuration

The user scanning to MyFiles will now see the specified text in the status area of the device panel (lower left corner).