MyFiles

You can set up MyFiles and do the following in WebApps.

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 set up to store files at rest using encryption. This feature is completely transparent to users scanning to MyFiles and/or using WebApps > MyFiles.

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

As an Administrator, launch the command prompt.
Go 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 based on the contents of the MyFilesRootFolder. All documents in MyFilesRootFolder will be encrypted.

To remove encryption from existing MyFiles documents

As an administrator, launch the command prompt.
Go 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 based on the contents of the MyFilesRootFolder. All documents in MyFilesRootFolder will be decrypted. MyFiles encryption must be removed prior to removing Message Server encryption.

Migrating MyFiles Deliveries from the Filescan connector to the MyFiles connector

You must update the configuration to deliver documents to the MyFiles connector when upgrading from a previous version of the server that is delivering documents to MyFiles via the Filescan connector.

Add a new MyFiles connector

Start the Server Administrator.
Go to Connectors.
Right-click on Connectors and select New > MyFiles connector.
Select the appropriate computer and select Next.
Modify the connector name, if necessary, and select Next.
Select Finish.

Optionally, update the default MyFiles folder location

Select the newly added connector and select Properties.
Select the Folder tab.
Modify the root folder for the MyFiles connector.
Click OK.

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 WebApps > My Files must match. Which rules need to be updated is based on your system configuration.

WebApps > My Files configuration

MyFiles Viewer document format support.

PDF Documents

In the 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 that 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 the 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.    Start the Server Administrator and go to the Web App Profile and modify.
b.    Select the MyFiles app’s properties.
c.    Go to the Options tab.
d.    Specify the number of days a document has to remain in the ‘Retention Days’ field.
Configuring the column to display to the WebApps > MyFiles user
a.    Go to the Columns tab for the MyFiles app.
b.    Click Add to add a new column.
c.    Specify in the Header Text & Description – you can 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.
Click OK to save the changes to the WebApps Profile.

The WebApps > MyFiles will now display the automatically calculated DateRetainUntil based on the document’s creation date and the configured ‘Retention Days’ in the column added.

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:

Start the Server Administrator, select the appropriate device group properties that has the MyFiles button.
Go to the Buttons tab, select the appropriate properties and modify.
Specify the text to display to the user scanning to MyFiles in the Status Text field, for example, “Retention Policy: 30 days”
Select OK to save the MyFiles button configuration.
Select 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).