Egress Secure Workspace

User Guide

https://collaborate.actuaries.org.uk
Contents
Contents .................................................................................................................................................. 1

Egress Secure Workspace ..................................................................................................................... 3

What is Egress Secure Workspace?.................................................................................................... 3

Getting started ........................................................................................................................................ 4

Signing in to Egress ............................................................................................................................. 4
Help! I can’t log in!................................................................................................................................ 5
Using Egress Secure Workspace for the first time............................................................................... 6
Using the dashboard and sidebar ........................................................................................................ 6
The user panel ..................................................................................................................................... 7
User roles ............................................................................................................................................. 7

Zones ....................................................................................................................................................... 8
Zone options ........................................................................................................................................ 8
Uploading files to a zone ...................................................................................................................... 9
Setting file expiry dates ...................................................................................................................... 10
Uploading archives............................................................................................................................. 11
Watching a zone ................................................................................................................................ 11

Managing files and folders .................................................................................................................. 12

Creating folders .................................................................................................................................. 13
Moving files ........................................................................................................................................ 13

Creating documents within a zone ..................................................................................................... 15

Sharing folders and files ...................................................................................................................... 16

Sharing folders ................................................................................................................................... 16
Sharing a file ...................................................................................................................................... 16
Sending zone access requests .......................................................................................................... 17
Revoking access to a zone ................................................................................................................ 18

Previewing files ..................................................................................................................................... 19

Exporting files ....................................................................................................................................... 20

Editing and Collaborating .................................................................................................................... 21

Using the Egress Online Editor .......................................................................................................... 21

PDF annotation ..................................................................................................................................... 22

Version control ..................................................................................................................................... 23

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 1

Viewing audit logs ................................................................................................................................ 24
File audit logs ..................................................................................................................................... 24
Zone audit logs................................................................................................................................... 24
Signing out of Egress Secure Workspace.......................................................................................... 25
Additional functionality ....................................................................................................................... 25

Egress support centre .......................................................................................................................... 26

Useful contact information.................................................................................................................. 26
Follow Egress online .......................................................................................................................... 26

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 2

Egress Secure Workspace

User Guide
What is Egress Secure Workspace?
Egress Secure Workspace is a secure, cloud-based collaboration platform designed to help
users share files and collaborate effectively. It ensures that data is kept secure both at rest and
in transit, integrates seamlessly with existing document management systems, and does all of
this while maintaining Switch’s award-winning ease of use.

Egress Workspace makes managing complex projects easier and more efficient, bringing
together file sharing, online document editing and messaging functionality and enabling multiple
stakeholders to organise workflow and stay on track. Fine-grained control of user permissions
and extensive auditing features mean that administrators retain full control of their files and
folders, even while sharing with and external partners.

To access the Institute and Faculty of Actuary’s (IFoA) own version of Egress
Secure Workspace, point your browser to https://collaborate.actuaries.org.uk

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 3

Getting started
Our secure workspace requires sign-in using a centralised Egress Switch ID. When you first visit
collaborate.actuaries.org.uk, you will be redirected to the central login page.

Signing in to Egress
When someone shares a zone, file or folder with you by email, when you click the link you
will be taken to the central Egress Switch login page. This is a central login page for all
Egress sites, not just the IFoA’s.

New Users

If you do not yet have an Egress Switch account, select New User? link to create one.

Important! Access to zones and folders is assigned by your email address, so if the invite
is sent to your work account and you create an account using your personal email, you
won’t be able to access the information. If you would prefer to use a different address to
the one your invite was sent to, by all means use an alternative, but inform the person who
invited you that they will need to reassign permissions with your chosen email address.

Note: If you find that trying to create a new account results in an error, it may be that your
organization has its own managed version of Egress. Bupa is one such organization, so if
you have an @bupa.com email address, you will need to contact your IT team to get an
Egress Switch account, which will also then work on the IFoA’s system.

Existing Users

If you already have a Switch account, simply log in to access the zones that you have been given
access to.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 4

Help! I can’t log in!
If you see a message similar to this -

it will mean one of three things:

1) You may not have been invited to any zones, or you have registered using a different email
address to the one that the invite was sent to. If you are expecting to see at least one zone
to which you have been invited, please contact the zone administrator to make sure that
your permissions have been set with the correct email address.

2) You spent too long on the log in page before you logged in. Each time you access Egress,
the login page has a security time limit of around a minute. If you take longer than a minute
to log in, you will get the error above. In this case, just click Sign Out and log in again. This
often occurs if you are already logged in and are timed out due to inactivity, when you will be
returned to the log in page.

3) You have bookmarked the website login page. Each time you visit the site, the login page
has a unique URL with an embedded timecode. If you bookmark this link, the next time you
use it, the timecode will be out of date and you will get an error. Make sure you bookmark
https://collaborate.actuaries.org.uk (and not a variant of https://egress.switch.com), and then
you will always be redirected to a unique login page.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 5

Using Egress Secure Workspace for the first time
On first logging in to our Egress Secure Workspace you should see a list of zones that you have
permissions to view. You may need to switch to the Shared With Me section to see the zones.

If you receive an error at this stage, it could be that you haven’t had a zone shared with you
(see Help I can’t log in! above).

Select a zone from the list to go into the zone. From there you can create new files and folders,
preview and edit documents and share these with other people.

Using the dashboard and sidebar

The dashboard is displayed upon signing in to Egress
Secure Workspace. On the dashboard find recent
activity and account information.

Return to the dashboard at any time by selecting

the Egress logo on the top toolbar. The navigation
sidebar contains all the tools required to create and
access zones.

Recent - view a list of recent zones you have accessed.

Favourites - view a list of favourited zones.
My Zones - access your zones and create a new zone.
Shared With Me - view zones that have been
shared with you
Archived Zones - view a list of archived zones.
File Inbox - stores files that are emailed to your
account. See the File Inbox section for more details.
Help - view support documents and information
about Egress Secure Workspace.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 6

The user panel
Select the user icon on the top right of the toolbar to access the user panel,
which contains the following options:

o Manage your workspace preferences

o Go to the central your Switch account page at
http://switch.egress.com/
o Sign out of Egress Secure Workspace

User roles
The business account administrator assigns users in
their account a specific user role when registering them
or inviting them to a shared zone. This role determines
the actions which they are allowed perform on Egress
Secure Workspace. Depending on a user’s assigned
role, they may not be able to perform all of the actions
described in this user guide.
There are System Roles and Zone Roles. System roles define the core system permissions a
user has, such as whether they have access to administration and auditing tools. Zone roles
define the capabilities a user has on a per-zone basis. For example, a user may be a Guest
User in the overall system, but may have an Administrator role in a particular zone. They would
not be able to create zones or perform other administrative or auditing functions but would have
full control over the functionality of the specific zone they administrate. If you have an
Administrator system role, please see the Egress Secure Workspace Administration Guide
for details on how to use the administrative and auditing functions in Egress Secure
Workspace.
View your system role on the zone dashboard in the My Account section.

View your zone role by going to a zone and looking at the Zone Permissions section to see
the role under which you are listed.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 7

Zones
A zone is a secure area for uploading files to share and collaborate on with internal and external
recipients.

Zone options
All zones have a toolbar containing various option tabs:

Files - display a list of the files and folders currently in the zone.
Properties - edit the zone title, description and classification level (if you have permission).
Discussion - a simple messaging system for discussing projects. Can be enabled or
disabled.
Audit Events - view the events history of the zone. Every action that occurs in the zone,
such as the creation or deletion of files, is recorded here.
Direct Email - set up an inbound email address to remotely add files to the zone. See
Emailing files into a zone for further details.
Manage Shares - view and manage shared folders in the zone.

Note: Some of these options may not be available, depending on the user role you have been
assigned by the business account administrator. Direct Email is also an optional feature and so
may not be available.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 8

Uploading files to a zone
1. To add files to a zone, navigate to the zone using My Zones. Select the zone you wish
to add files to.

2. Press the Upload button. Alternatively, press the More button and select Upload
Archives if you are uploading an archive file.

3. Press Select Files to browse for files, or simply drag and drop them into the window.

4. Set time restrictions on the files if you wish by using the drop-down menus under File
Expiry to choose dates and times for file availability and expiry. See Setting file expiry
dates for more details.

5. Press Upload to upload the files. Press Close to close the upload window. Once
uploaded, the files appear in the main zone window.

Your Egress Secure Workspace administrator may have put file restrictions in place to
prevent users uploading certain file format.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 9

Setting file expiry dates
When you upload a file or an archive to Egress Secure Workspace, you can set file availability
and expiry dates. The files will only be accessible to zone users between the two dates chosen.

• Change a file’s availability dates at any time by selecting the More icon next to the file in
question and choosing Properties. Alter the availability and expiration dates and then
press Save to confirm. Expired files still appear in the zone, but they will be greyed out
and unavailable for viewing and editing.

• To make an expired file available again simply go to the file Properties menu again and
set the expiry date to a future date, or clear the expiry date field completely by pressing
the waste bin icon. Press Save to confirm.

• You can delete all of the expired files in a zone simultaneously by going to Delete
Expired Files. Confirm the deletion using the message box that appears.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 10

Uploading archives (zip files)
It is easy to upload archive files to a zone. The archives can be in .zip, tar.gz or .switch format,
and will extract into the zone when uploaded, providing an easy method for uploading lots of files
at the same time.

To upload an archive:

1. In the zone you wish to upload the archive file into, select the More icon and choose
Upload Archives.

Note: selecting Upload Information here displays a list of the file types allowed in this
specific zone.

2. Select the archive files you wish to upload in the same way you would upload a normal
file. Drag and drop the file or press Select Files and choose them from the file menu.

3. Set the File Expiry dates for the extracted archive files. You can choose the date and
time when the files become available to other users, and when this access expires.

4. Press Archive upload information to display a list of supported archive file types.

5. Press Upload to upload the archive. The files should extract into the zone and be
available for editing, sharing and downloading. Please note this process may take some
time for large archives.

Watching a zone
As a user you can configure whether you would like to receive event notifications for a
particular zone you have access to. The type of events you can be notified are configurable by
a system administrator but includes things like, file upload/download, sharing files etc.

• To toggle notifications on or off use the Notifications button in the Zone Options
sidebar.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 11

Managing files and folders
When added to a zone, files appear in the file list and display the following details:

File name, file size, classification and date of last modification.

There are also file options icons next to each file, viewable as you hover over the filename:

Use these icons to:

Share a link to the file

Download the file
Find more file options
Press the Options icon to see the following options list:

• Preview - open the file viewer to preview the file.

• Lock - prevent the file being accessed and edited by other users.

• Exclusive Edit - edit the document exclusively. Document will be

locked while you are editing.

• Team Edit - edit the document in collaboration with other users.

• Move - Move the file to another folder within the current zone, or to a
different zone entirely.

• Copy - make a copy of the file in the same zone or in a different zone.

• Rename - Change the file name.

• Delete - Delete the file.

• Properties - View file properties.

If the file is a PDF document, you will see the following options:
• Public Annotate - add annotations to the document visible to others.

• Private Annotate - add annotations visible only to you.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 12

Creating folders
In a zone, press the Create New button and select New Folder in the drop-down to create a
folder. Give the folder a name in the New Folder message box. Place files in the new folder
by selecting the tick boxes next to the required files, then using the Options icon to choose
Move Selected and choose the new folder.

Moving files
1. To move one or more files to a folder, check the tick boxes next to each file you wish to
move.

2. Press the Options icon..

3. To move the selected files, press Move Selected. Alternatively, delete them by
pressing Delete Selected.

4. In the Move File menu, choose the desired folder location.

5. Press Move.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 13

Note: You can move files and folders between different zones. To do this:

1. Click on the current zone at the top of the Move File menu.

2. This brings up a list of accessible zones, either user-owned or zones that have been
shared.

3. Choose the zone in which to move the files and/or folders and press Move.

4. In the next menu, choose a folder location within that zone then press Move again.

Note: You cannot move folders, only files to other folders.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 14

Creating documents within a zone
Egress Secure Workspace features the ability to create Microsoft Office-compatible text
documents, spreadsheets and presentations from scratch within a zone, as well as upload
existing documents.
To create a new document within a zone:

1. Press Create New and on the drop-down menu choose the type of document to create,
either Word Document, Excel Spreadsheet or PowerPoint Presentation.

2. In the message box that appears, give the new document a name and choose its file
extension. Each document type supports various file types

3. Press Create. The new document will appear in the zone’s file list and will automatically
open in Team Edit mode so that you can start working on the document straightaway.

Note: After closing the editing session of a document for the first time after creating it, it will
be version 1 rather than 2.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 15

Sharing folders and files
Sharing folders
1. To share a folder within a zone, press the Share icon next to the folder.

2. Type in the name of the user(s) you want to share with, or search for them using the
drop-down menu.

3. Choose the permissions level you wish to assign

4. Select whether they should receive an invitation email, with an optional message. Enter your
message in the box at the bottom of the form, although it is hard to see on some screens.

5. Press Share.

6. To change folder shares at any time, go to the Manage Shares tab in the zone. The
menu here lets you view and manage shared folders in this zone, also providing the
ability to toggle between folder view and user view.

Sharing a file
Rather than share access to an entire folder, you may want to share a link to an individual file.

1. Select the share icon next to a file in a zone.

2. Enter the email address(es) of the users to share with.

3. Choose a custom message (optional).

4. Use the drop-down menu under Link Permission to choose whether the recipient can
view and download the file, or only view it.

5. Set a link expiry date to make user access temporary (optional).

6. Press Save Changes to send the invitation.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 16

Sending zone access requests
If a user follows a URL link to a zone without previously being invited to it, they will see an
access denied page. Users can request access to zones which they do not yet have permission
to view by filling out the message box on the access denied page and pressing Send Request
Now. The zone owner receives the access request.

If a user requests access to one of your zones, you will see a notification by the user panel
icon.

Select the notification icon and use the dropdown arrow to choose the zone for which you
wish to review the request. Use the Response dropdown menu to either approve or deny the
request.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 17

Revoking access to a zone
It is easy to revoke a user’s access to a zone, though this capability is only available to users
assigned the Administrator role. Most roles, like Guest Users, cannot change other users’
permissions. To revoke access:

1. Go to the zone to which you wish to revoke access.

2. Under the Share button there is a list of users and groups with access to the zone,
organised by role.

3. Select the user or group whose access you want to revoke.

4. In the Existing Shares dialog box use the drop down menu to choose Revoke
Access. It is also possible to change the user’s role here, rather than revoke access
outright.

5. Press Save to confirm the changes.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 18

Previewing files
Egress Secure Workspace features an inline document viewer, which supports the following
file types:

Document Conversion/Preview Supported File Types

Documents .doc, .docx, .pdf, .odt, .ods, .odp, .ppt,
.pptx, .txt, .rtf, .vsd, .vsdx, .csv, .epub,
mobi, .msg
Images .png, .jpg, .jpeg, .gif, .bmp
Audio .mp3, .ogg, .wav
Video .webm, .mpeg, .mp4, .ogv

Click on a file name to view a file in the document viewer. Alternatively, choose Preview from the file
options menu. The viewer opens in a new tab.

Note: The ability to view certain media types depends on browser, operating system and the
availability of browser plugins. Some company firewalls will also block or restrict viewing and
editing some types of files.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 19

Exporting files
Egress Secure Workspace lets you export files in a zone as a zip file:

• In the zone you wish to export, press New - Export as ZIP. A notification appears telling
you that you will receive an email when the zip file has finished generating.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 20

Editing and Collaborating
Egress Secure Workspace features online, real-time document editing of Microsoft
Office documents, enabling you to work on documents within a zone together with other
users.

There are two edit modes: Team Edit and Exclusive Edit:
• Team Edit enables inline collaboration with other users and includes real-time updating
and track changes. You can view who is online in real-time and receive notifications of
all team changes.
• Exclusive Edit prevents multiple users editing at the same time so when one person
starts editing a document exclusively, other collaborators are locked out or only permitted
to view. Some default zone roles do not allow the ability to exclusively edit a document.

Using the Egress Online Editor

To start editing a document using the Egress Editor:
• Select the document to enter preview mode, and then use the Edit button to choose the
edit mode, whether it is Team Edit or Exclusive Edit.
• Alternatively, right click on the document and choose Team Edit or Exclusive Edit.

The Egress Editor features a full range of functionality for creating and editing text, spreadsheet
and presentation documents.
When a document is being edited, the Editing icon is displayed next to the file name in the zone
list, and other users are prevented from modifying it using any of the file options. If they have
adequate role permissions, and if the current editor is in Team Edit mode they can start editing
at the same time.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 21

PDF annotation
Egress Secure Workspace features the ability to annotate PDFs.
1. Navigate to the PDF you wish to annotate. Click the drop-down and choose Public
Annotate or Private Annotate. Alternatively open the document in the document
viewer and use the drop-down there to choose an annotation mode.
o Public annotations are visible by all users who have access to the PDF or the
zone in which the PDF is contained.
o Private annotations are only visible to the user making the annotations.

2. Clicking on one of the options to annotate opens the PDF annotation window in a new
tab.

3. There are multiple annotation modes available on the toolbar, including:

o Text - attach text comments to specific sections of the PDF document
o Strikeout - strikethrough specific sections of text
o Highlight - highlight specific sections of text

4. Annotate the document using the modes available and press the save icon to save
the annotations.

5. Alternatively, press the undo or reset buttons to undo an annotation or remove the
annotations.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 22

Version control
After closing an editing session using the cross icon in the top right of the screen, the document
version will update (please note this may take up to 30 seconds). See the version history of a
document by pressing the file Options menu (or right clicking) and choosing Properties and
then the History tab.

Uploading a file with the same name as a file that already exists in the zone updates the version
number as well.
Previous versions of a document can be viewed from this window, but it is also possible to revert
to a previous version and start editing it again. A new version of the file is created which
corresponds to the previous version. To start editing a previous version of a file:

1. Go to the file in question’s Version History menu by right-clicking on the file entry or
using the Options menu.
2. Under the History tab, press the clock icon next to the version to which you wish to
revert.

3. Confirm the creation of a new version of the file. The version number of the file
increases by one and this latest version corresponds to the previous version. It can
now be opened for editing.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 23

Viewing audit logs
After collaborating with multiple users on documents in zones, it is useful to be able to see who
has been editing or downloading the files. Users and Administrators can view Audit Events,
both for specific files and for zones as a whole.

File audit logs

1. Find the file you wish to examine and either right-click and select Properties or use
the Options menu and select Properties from there.

2. Go to the File Audit Events tab.

The events log displays the following information:

• Date of event
• Event description (e.g. file viewed, opened for editing, edited and saved,
downloaded)
• User (Name and Switch ID)
• IP Address.

Zone audit logs

In a zone, go to the Audit Events tab to view the events log for the whole zone. This includes
the same information as the log for individual files, but it displays the events for every file in the
zone.

In both events logs, selecting the file name in the events log opens the file in the document
viewer.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 24

Signing out of Egress Secure Workspace
For security reasons, Egress Secure Workspace automatically signs users out after 15
minutes (default time, customisable by administrators) of inactivity.

Sign out via the user icon in the top toolbar by selecting Sign Out.

Additional functionality
Egress Egress Secure Workspace is highly customisable and includes many additional
workflow capabilities and features. Please contact your system administrator for additional
information on the following:

• Branding & Customisation: Customise end user experience with custom branding and
intuitive user interface controls.

• Configurable Access Control: Integrate with multiple authentication platforms including

MS Active Directory SSO and SAML2 compliant Identity providers.

• Reporting & User Statistics: View detailed information regarding usage and security
incidents.

• Content Security Policies: Control which file types and content are permitted to be
uploaded to your Egress Secure Workspace.

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 25

Egress support centre
Should you encounter any problems with Egress Switch please visit the Egress Software
Technologies Support Centre www.egress.com/support.

Useful contact information

Telephone numbers:

Egress Europe: +44-844-8000-172

Egress North America: 1-888-505-8318

Egress Australia: 1-800-768-043

Egress Singapore: 800-130-2208

Website and email addresses:

Egress website address: www.egress.com

Egress Sales: [email protected]

Account Services: [email protected]

Support: [email protected]

Follow Egress online

Twitter: https://twitter.com/EgressSwitch

Facebook: https://www.facebook.com/EgressSwitch/

LinkedIn: https://www.linkedin.com/company/651583/

Egress blog: http://blog.egress.com/

Copyright © 2018 Egress Software Technologies Ltd. All rights reserved. 26