Difference between revisions of "Document encryption"

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Cryptography allows to plus documents protection in OpenKM. With cryptography extension can upload a new crypted document, crypt and decrypt existing document, edit and checkin crypted document and download and decrypt cryted documents. In order making the cryptography process more secure are files are crypted and decrypted in local user computer by a signed applet. That mean any networking file traffic is always with crypted documents.
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{{TOCright}} __TOC__
  
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Cryptography allows for additional document protection in OpenKM. With the cryptography extension, one can upload a new encrypted document, encrypt and decrypt an existing document, edit and check in an encrypted document and download and decrypt encryted documents. In order to make the cryptography process more secure, files are encrypted and decrypted on the local user computer by a signed applet. That means any networking file traffic is always with encrypted documents.
  
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All Cryptography options are available at tool menu:
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All Cryptography options are available from the Tools menu:
  
  
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== Restrictions ==
 
== Restrictions ==
 
* Cryptography is only allowed in taxonomy view.
 
* Cryptography is only allowed in taxonomy view.
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* Must have write privileges on document and folder to perfom cyptography operations.
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* User must have write privileges on document and folder to perfom cyptography operations.
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* For editing purpose, document might not be locked or checkout by other user.
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* For editing purposes, the document should not be locked or checked out by another user.
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== Description of different icon options ==
 
== Description of different icon options ==
 
* [[File:Crypt_doc_encrypt.png]] → Add new encrypted document
 
* [[File:Crypt_doc_encrypt.png]] → Add new encrypted document
 
* [[File:Crypt_doc_encrypt_existing.png]] → Encrypt document
 
* [[File:Crypt_doc_encrypt_existing.png]] → Encrypt document
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* [[File:Crypt_doc_checkout.png]] → Edit crypted document
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* [[File:Crypt_doc_checkout.png]] → Edit encrypted document
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* [[File:Crypt_doc_checkin.png]] → Checkin crypted document
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* [[File:Crypt_doc_checkin.png]] → Checkin encrypted document
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* [[File:Crypt_doc_decrypt.png]] → Donwload decrypted document
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* [[File:Crypt_doc_decrypt.png]] → Download decrypted document
 
* [[File:Crypt_doc_decrypt_existing.png]] → Decrypt document
 
* [[File:Crypt_doc_decrypt_existing.png]] → Decrypt document
  
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== Add new encrypted document ==
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First select some folder in the taxonomy where you have write privileges to upload a document. Next, select the [[File:Crypt_doc_encrypt.png]] '''Add new encrypted document''' menu option. An encrypt popup will appear.
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[[File:Okm_user_guide_213.jpeg|center]]
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Now simply put your cryptopharase twice, and select the file to encrypt by clicking on the '''select file''' button. After that the document will be encrypted locally with the cryptophrase and then uploaded to OpenKM. When the process is finished, a popup message will appear indicating a successful upload.
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[[File:Okm_user_guide_214.jpeg|center]]
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The OpenKM document explorer UI will be refreshed and the newly uploaded document will appear with the cryptography icon [[File:Crypt.png]] indicating that it's an encrypted document.
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[[File:Okm_user_guide_215.jpeg|center]]
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== Download decrypted document ==
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This operation downloads an encrypted document and decrypts it locally. First select some encrypted document in OpenKM. Then select the [[File:Crypt_doc_decrypt.png]] '''Download decrypted document''' option and a popup will appear for decrypting the remote OpenKM document.
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[[File:Okm_user_guide_216.jpeg|center]]
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Next, put the decryptphrase and select the directory where you want to download the decrypted version of the OpenKM document. OpenKM will then download the encrypted document to the local computer, decrypt and save. After that an information popup will appear indicating that the document has been saved locally.
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[[File:Okm_user_guide_217.jpeg|center]]
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== Edit encrypted document ==
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In order to edit an encrypted document, select the [[File:Crypt_doc_checkout.png]] '''Edit crypted document''' menu option. A decrypt popup will appear.
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[[File:Okm_user_guide_216.jpeg|center]]
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Next, put the decryptphrase and select the directory where you want to download the decrypted version of the OpenKM document. OpenKM will then download the encrypted document to the local computer, decrypt and save. After that an information popup will appear indicating that the document has been saved locally.
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[[File:Okm_user_guide_217.jpeg|center]]
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The OpenKM document explorer UI will be refreshed and the document will appear, marked for editing.
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[[File:Okm_user_guide_218.jpeg|center]]
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== Check-in encrypted document ==
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After making changes to the local document ( decrypted using '''Edit encrypted document''' menu option ), you must upload a new document version to the OpenKM repository. First select the document that you want to upload to OpenKM.
  
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== Add new encrypted document ==
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First must be selected some folder in taxonomy where user has write privileges to uploading a document. Then select the [[File:Crypt_doc_encrypt.png]] '''Add new encrypted document''' menu option. It'll appearing a crypt popup.
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[[File:Okm_user_guide_218.jpeg|center]]
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Then select the [[File:Crypt_doc_checkin.png]] '''Checkin encrypted document''' menu option. An encrypt popup will appear.
  
  
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Now simply put your cryptopharase twice, and select the file pressing the '''select file''' button.  
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Now simply put your cryptopharase twice, and select the file by clicking on the '''select file''' button. After that, the document will be encrypted locally with the cryptophrase and then uploaded to OpenKM. When the process is finished, a popup message will appear indicating a successful upload.
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[[File:Okm_user_guide_214.jpeg|center]]
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The OpenKM document explorer UI will be refreshed and the document will appear as the latest version.
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[[File:Okm_user_guide_219.jpeg|center]]
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{{Note|Cancelling checkin can be done with the normal '''cancel checkin''' button available in the toolbar}}
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== Decrypt document ==
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Decrypt document will decrypt an encrypted document in OpenKM and will replace it will a decrypted version. For security reasons all previous encrypted document versions will be removed and replaced with the decrypted document. The encrypted document will be downloaded and decrypted locally, then uploaded to OpenKM and the version history purged.
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First select an encrypted document in OpenKM.
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[[File:Okm_user_guide_219.jpeg|center]]
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Then select the [[File:Crypt_doc_decrypt_existing.png]] '''Decrypt document''' menu option. A decrypt popup will appear.
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[[File:Okm_user_guide_220.jpeg|center]]
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Next, put the decryptphrase and select the '''Decrypt file''' button. The encrypted document will be downloaded and decrypted locally and then uploaded to OpenKM, and version history will be purged too. An information popup will appear indicating that the operation was done sucessfully.
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[[File:Okm_user_guide_221.jpeg?|center]]
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The OpenKM document explorer UI will be refreshed and the decrypted document will appear as the latest version, and with history purged.
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[[File:Okm_user_guide_222.jpeg|center]]
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==Encrypt document ==
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Encrypt document will encrypt some unencrypted document in OpenKM and will replace it with the encrypted version. For security purposes all previous document versions will be removed and replaced with the encrypted document. The OpenKM document will be downloaded and encrypted locally, then uploaded to OpenKM and version history purged.
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First select some unencrypted document in OpenKM.
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[[File:Okm_user_guide_222.jpeg|center]]
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Then select the [[File:Crypt_doc_encrypt_existing.png]] '''Encrypt document''' menu option. The document will be downloaded locally, encrypted, uploaded to OpenKM, and version history purged.
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[[File:Okm_user_guide_223.jpeg|center]]
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The OpenKM document explorer UI will be refreshed and the encrypted document will appear as the latest version, and with history purged.
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[[File:Okm_user_guide_224.jpeg|center]]
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[[Category: User Guide]]
 
[[Category: User Guide]]

Latest revision as of 17:29, 29 November 2011

Cryptography allows for additional document protection in OpenKM. With the cryptography extension, one can upload a new encrypted document, encrypt and decrypt an existing document, edit and check in an encrypted document and download and decrypt encryted documents. In order to make the cryptography process more secure, files are encrypted and decrypted on the local user computer by a signed applet. That means any networking file traffic is always with encrypted documents.


All Cryptography options are available from the Tools menu:


Okm user guide 212.jpeg


Restrictions

  • Cryptography is only allowed in taxonomy view.
  • User must have write privileges on document and folder to perfom cyptography operations.
  • For editing purposes, the document should not be locked or checked out by another user.

Description of different icon options

  • Crypt doc encrypt.png → Add new encrypted document
  • Crypt doc encrypt existing.png → Encrypt document
  • Crypt doc checkout.png → Edit encrypted document
  • Crypt doc checkin.png → Checkin encrypted document
  • Crypt doc decrypt.png → Download decrypted document
  • Crypt doc decrypt existing.png → Decrypt document

Add new encrypted document

First select some folder in the taxonomy where you have write privileges to upload a document. Next, select the Crypt doc encrypt.png Add new encrypted document menu option. An encrypt popup will appear.


Okm user guide 213.jpeg


Now simply put your cryptopharase twice, and select the file to encrypt by clicking on the select file button. After that the document will be encrypted locally with the cryptophrase and then uploaded to OpenKM. When the process is finished, a popup message will appear indicating a successful upload.


Okm user guide 214.jpeg


The OpenKM document explorer UI will be refreshed and the newly uploaded document will appear with the cryptography icon Crypt.png indicating that it's an encrypted document.


Okm user guide 215.jpeg


Download decrypted document

This operation downloads an encrypted document and decrypts it locally. First select some encrypted document in OpenKM. Then select the Crypt doc decrypt.png Download decrypted document option and a popup will appear for decrypting the remote OpenKM document.


Okm user guide 216.jpeg


Next, put the decryptphrase and select the directory where you want to download the decrypted version of the OpenKM document. OpenKM will then download the encrypted document to the local computer, decrypt and save. After that an information popup will appear indicating that the document has been saved locally.


Okm user guide 217.jpeg


Edit encrypted document

In order to edit an encrypted document, select the Crypt doc checkout.png Edit crypted document menu option. A decrypt popup will appear.


Okm user guide 216.jpeg


Next, put the decryptphrase and select the directory where you want to download the decrypted version of the OpenKM document. OpenKM will then download the encrypted document to the local computer, decrypt and save. After that an information popup will appear indicating that the document has been saved locally.


Okm user guide 217.jpeg


The OpenKM document explorer UI will be refreshed and the document will appear, marked for editing.


Okm user guide 218.jpeg


Check-in encrypted document

After making changes to the local document ( decrypted using Edit encrypted document menu option ), you must upload a new document version to the OpenKM repository. First select the document that you want to upload to OpenKM.


Okm user guide 218.jpeg


Then select the Crypt doc checkin.png Checkin encrypted document menu option. An encrypt popup will appear.


Okm user guide 213.jpeg


Now simply put your cryptopharase twice, and select the file by clicking on the select file button. After that, the document will be encrypted locally with the cryptophrase and then uploaded to OpenKM. When the process is finished, a popup message will appear indicating a successful upload.


Okm user guide 214.jpeg


The OpenKM document explorer UI will be refreshed and the document will appear as the latest version.


Okm user guide 219.jpeg



Nota clasica.png Cancelling checkin can be done with the normal cancel checkin button available in the toolbar


Decrypt document

Decrypt document will decrypt an encrypted document in OpenKM and will replace it will a decrypted version. For security reasons all previous encrypted document versions will be removed and replaced with the decrypted document. The encrypted document will be downloaded and decrypted locally, then uploaded to OpenKM and the version history purged.


First select an encrypted document in OpenKM.


Okm user guide 219.jpeg


Then select the Crypt doc decrypt existing.png Decrypt document menu option. A decrypt popup will appear.


Okm user guide 220.jpeg

Next, put the decryptphrase and select the Decrypt file button. The encrypted document will be downloaded and decrypted locally and then uploaded to OpenKM, and version history will be purged too. An information popup will appear indicating that the operation was done sucessfully.


File:Okm user guide 221.jpeg?


The OpenKM document explorer UI will be refreshed and the decrypted document will appear as the latest version, and with history purged.


Okm user guide 222.jpeg


Encrypt document

Encrypt document will encrypt some unencrypted document in OpenKM and will replace it with the encrypted version. For security purposes all previous document versions will be removed and replaced with the encrypted document. The OpenKM document will be downloaded and encrypted locally, then uploaded to OpenKM and version history purged.


First select some unencrypted document in OpenKM.


Okm user guide 222.jpeg


Then select the Crypt doc encrypt existing.png Encrypt document menu option. The document will be downloaded locally, encrypted, uploaded to OpenKM, and version history purged.


Okm user guide 223.jpeg


The OpenKM document explorer UI will be refreshed and the encrypted document will appear as the latest version, and with history purged.


Okm user guide 224.jpeg
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