> For the complete documentation index, see [llms.txt](https://docs.guardware.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.guardware.com/documentation/partner-portal/partner-portal-detailed-guides/operations-guide-super-admin.md). # Operations Guide- Super Admin This guide covers the operation of the GuardWare Partner Portal as a Super Admin. Super Admins are internal GuardWare users with the highest level of access, responsible for provisioning and managing partner accounts, users, and platform-wide configurations. ## Access the Portal The Partner Portal supports two sign-in methods: email credentials provided by GuardWare or an existing Microsoft 365 account. Two-factor authentication (2FA) applies to email-based sign-in only.

1. Navigate to your portal URL and sign in either with your GuardWare-provided credentials or your Microsoft 365 account. 2. If signing in with email credentials for the first time, set up two-factor authentication (2FA) using an authenticator app. This step is mandatory and cannot be skipped. 3. Accept the EULA to proceed. This appears once and must be accepted to continue. #### Recover 2FA If you lose access to your authenticator app, your OTP configuration can be reset in two ways: 1. On the OTP entry page, select Reset OTP. 2. The OTP configuration will be sent to your registered email address. 3. Follow the instructions in the email to reconfigure your authenticator app. 4. Alternatively, another user can reset OTP on your behalf by logging into the Management Console, navigating to the relevant organisation, going to **Organisations** > **Users**, and clicking on your entry. ## ADMINS The Admins section provides an overview of all Super Admin accounts and allows existing Super Admins to add new ones. ### Add an Admin User 1. Navigate to **ADMINS** and click **+Add Admin User**. 2. Enter the user's name, email, and phone number. 3. Click **Create Admin**. The new Super Admin will receive their login credentials via email. On first login, they will be prompted to set a new password and configure 2FA using an authenticator app. If signing in with a Microsoft 365 account, 2FA setup is not required. ### Update Details 1. Navigate to **ADMINS** and click **Actions** on the desired entry. 2. Click **Update Details**, make the required changes and click **Save**. ### Reset Password 1. Navigate to **ADMINS** and click **Actions** on the desired entry. 2. Click **Reset Password**, enter the new password and click **Reset**. The new password must be communicated to the user manually through secure channels, as sending passwords over common channels exposes them to interception. ### Delete User 1. Navigate to **ADMINS** and click **Actions** on the desired entry. 2. Click **Delete User** to permanently remove the account. A Super Admin cannot delete their own account. ## PARTNERS The Partners section is where all partner accounts are provisioned and managed. Each partner account represents an MSP (Managed Service Provider) / MSSP (Managed Security Service Provider), SI (Systems Integrator), or Reseller operating under GuardWare. ### Add a Partner 1. Navigate to **PARTNERS** and click **+ Add Partner**.

{% stepper %} {% step %} #### Step 1: Partner Details Enter the partner's information.

1. **Partner Name:** Enter the partner’s registered or official business name. 2. **Partner Type:** Select the category that best defines the partner’s role. The partner type determines the licence duration available when assigning product licences to organisations. If multiple partner types are selected, the corresponding licence durations for each apply. To [**assign licences to an organisation**](broken://pages/1UpwBBrX2CliPhtu35Rv#step-3-select-products), log in as a Partner.

Partner Type	Description	Licence Duration
MSP/MSSP	Delivers ongoing IT management and support services to customer organisations.	Monthly
SI	Integrates GuardWare into a customer's existing technology environment.	Yearly
Reseller	Sells GuardWare products directly to end customers.	Yearly

3. **Country:** Select the country from the dropdown where the partner is legally registered or operates from. 4. **City:** Enter the city of the partner’s primary business location. 5. **Street Address:** Provide the full street address of the partner’s primary office. 6. **Website:** Enter the partner’s official website URL (if available). 7. **Phone Number:** Enter a valid contact number, including country code. 8. **Partner Logo:** Upload the partner's logo. (Recommended size is **200 x 200px** with a maximum file size of **2MB**. Supported formats are: `PNG`, `JPG`, `JPEG`, `SVG`, `WEBP`.) 9. Click **Next**. {% endstep %} {% step %} #### Step 2: Contact Details Enter the partner's contact details. Assign a primary contact as well.

1. **Name:** Enter the contact person’s full name. 2. **Email:** Enter a valid email address for communication and account-related notifications. 3. **Phone Number:** Enter a contact number, including country code. 4. **Designation:** Enter the contact person’s job title or role. 5. **Department:** Specify the department the contact belongs to (e.g., Sales, IT, Support). 6. **Is Primary Contact Person:** Designates the primary contact for the partner account. At least one primary contact is required, and only one primary contact can be set at a time. 7. **Is System Account:** Creates a portal account for the contact. Login credentials are sent automatically to the provided email address upon creation. 8. Click **+Add Contact** and click **Next**. {% endstep %} {% step %} #### Step 3: Select Products Partners can allocate these products and issue licences to their customer organisations.

1. Select the products to make available to the partner by clicking the checkboxes. 2. Click **Next**. {% endstep %} {% step %} #### Step 4: Review and Activate

1. Review the entered details and click **Add Partner**. 2. Click **Back** to edit details. {% endstep %} {% endstepper %} ### Edit Partner Details 1. Navigate to **PARTNERS** and click **Manage Partner** on the desired partner. 2. Update details by clicking :

1. **Identification:** Partner name, type, contact, and address. 2. **Contacts:** Add, remove, or edit contacts and reassign the primary contact. 3. **Products:** Add or remove assigned products. To manage licence allocation, log in as a [**partner user and assign licences**](broken://pages/aSYK5iMgMOrTHeX90Cml#assigning-licenses) to the desired organisation(s). ### Deactivate or Restore Partner 1. Navigate to **PARTNERS** and click **Actions** on the desired partner. 2. Click **Delete Partner** to suspend the partner account along with all associated users and organisations.

3. Click **Restore Partner** to restore the suspended partner account.

## PARTNER USERS Partner users are the individuals who use the Partner Portal to manage customer organisations, assign products, and handle day-to-day operations. All partner users across all partner accounts are visible in this section, regardless of their affiliated partner. A partner account must be assigned when creating a partner user. There are two partner-level user roles:

User Type	Description
Partner Admin	Partner Admins are created by GuardWare and have the highest level of access in the partner portal. They can create and manage Partner Admins as well as Partner Users.
Partner User	Partner Users can access the Partner Portal and manage organisations, users, and settings for the customers.

{% hint style="info" %} Organisation Users are not partner-level users. They are end customers who access the GuardWare Management Console for their assigned organisation only and have no access to the Partner Portal. For managing organisation users, see [**Adding Organisation Users**](#adding-organisation-users). {% endhint %} ### Add a Partner User Partner users are the individuals who will use the Partner Portal to manage customer organisations, assign products, and handle day-to-day operations across managed organisations. 1. Navigate to **PARTNER USERS** and click **+Add Partner User**. 2. Select the **Partner** you want to add the user to from the dropdown. 3. Enter the user's name, email, phone number, and designation.

4. Select the partner role, **Partner Admin** or **Partner User,** and click **Create**. A login invitation will be sent to the provided email address.

{% hint style="warning" %} Only Partner Admins can create other Partner Admins. {% endhint %} #### Edit a Partner User

1. Navigate to **PARTNER USERS** and click **Actions**. 2. Click **Update Details** on the desired user's entry. 3. Update the required details and click **Save**. #### Resend Invitation

1. Navigate to **Partner Users** > **Actions.** 2. Click **Send Invitation** on the desired user's entry. A new login invitation will be sent to the user's registered email address. #### Disable or Restore a Partner User

1. Navigate to **PARTNER USERS** > **Actions** on the desired user's entry. 2. Click: 1. **Disable** to suspend the account. 2. **Restore** to reactivate it. #### Reset User Password

1. Navigate to **Partner Users** > **Actions**. 2. Click **Reset Password** on the desired user's entry. 3. Enter the new password and click **Reset**. The user can now log in using the new password. {% hint style="info" %} The new password needs to be communicated to the user manually through secure channels, as sending passwords over common channels (email, logs) exposes them to interception. {% endhint %} ## ORGANISATION Organisations represent individual customer environments managed under partner accounts. Each organisation maps to a single end customer and has its own users, products, and licences. Partner Admins can transfer organisations between partner accounts. This may be required when a customer is moving from one partner to another. The original partner loses access to the organisation immediately upon transfer. ### Transfer an Organisation

1. Navigate to **ORGANISATION**. 2. Select the organisations you wish to transfer by clicking the checkboxes. 3. Click **Transfer Organisation**. 4. Select the destination partner from the dropdown and type **`Confirm`**. 5. Click **Submit** to complete the transfer. {% hint style="info" %} Organisation details can be viewed at any time by navigating to **Actions** > **View Organisation** on the desired entry. For creating and managing organisations, refer to the [**Partner Portal guide**](broken://pages/aSYK5iMgMOrTHeX90Cml#organisation). {% endhint %} ## DATA TYPES DATA TYPES define what sensitive data GuardWare scans for within an organisation's environment. Data Type Templates created are visible to all Partner Admins and Partner Users. Templates created at the partner level are not visible upward. #### Create a Data Type Template 1. Navigate to **Data Types** > **Data Type Template** and click **+New Data Type Template**.

2. If you wish to import configuration from existing templates, select **Import Settings** and choose an existing template from the dropdown. Otherwise, leave it as is. 3. Enter a name and short description. Click **Continue**.

4. Select the data types from the list. 1. Use the search to find specific data types quickly. 2. Use the filter options to filter data types by category in the dropdown (sensitive words, filename expressions, or regex). 5. Click **Save Template** to create the new template.

#### Edit a Data Type Template 1. Navigate to **Data Types** > **Data Type Templates**. 2. Click to update the template name and description.

3. Select or unselect data types from the list and click **Save Template** to update changes.

#### Assign Data Types to Template

1. Navigate to **Data Types** > **Data Type Templates**. 2. Click **Add Data Type** to open the side panel. 3. Click **All** and select to assign or unselect to unassign data types by clicking the checkbox. 4. Click **Update Template** to apply changes. {% hint style="info" %} Click **Add Data Type** and select **Assigned** to view data types currently assigned, or click **Unassigned** to view data types not assigned to the selected template. {% endhint %} #### Delete a Data Type Template

1. Navigate to **Data Types** > **Data Type Templates**. 2. Click to delete the selected template. 3. Click **OK** in the new window to confirm**.** ### Data Type Data types define the specific categories of sensitive information GuardWare scans for within an organisation. Each data type uses one of three detection methods:

Detection Method	Use When
Sensitive Words	Sensitive content can be identified by specific words or phrases.
Regular Expressions (regex)	Sensitive content follows a structured format or pattern, such as ID numbers or codes.
Filename Expressions	Sensitivity is indicated by the file's name or naming convention rather than its contents.

#### Create a New Data Type {% hint style="warning" %} Only create a new data type if the predefined data types in the library don't cover the sensitive data required for your organisation. {% endhint %} 1. Navigate to **Data Types** > **Data Type** and click **+New Data Type**.

2. Follow the procedures here [**to create a custom data type**](broken://spaces/bmt2w9J4u64gxh8SQVgT/pages/cb4ccce2a7b10364c668a205b22feaa1e0b49f48#add-data-type). #### Edit a Data Type 1. Navigate to **Data Types** > **Data Type** and click .

2. Rename the data type, refine parameters and assign or remove its subtypes the same way as when [**creating a data type**](broken://spaces/bmt2w9J4u64gxh8SQVgT/pages/cb4ccce2a7b10364c668a205b22feaa1e0b49f48#add-data-type). #### Delete a Data Type 1. Navigate to **Data Types** > **Data Type** and click .

2. Click **Delete** to remove the data type or **Cancel** to call off the operation. ### Data Subtype Data Subtypes are more specific detection rules that refine parent data types. They help narrow scan results and minimise false positives by adding another layer to data type detection. #### Create a New Data Subtype {% hint style="warning" %} Only create a new data subtype if the predefined data types in the library don't cover the sensitive data subtype required for your organisation. {% endhint %} 1. Navigate to **Data Types** > **Data Subtype** and click **+New Data Subtype**. 2. Follow the procedures [**here to create a custom data subtype**](broken://spaces/bmt2w9J4u64gxh8SQVgT/pages/cb4ccce2a7b10364c668a205b22feaa1e0b49f48#add-data-subtype). #### Edit a Data Subtype 1. Navigate to **Data Types** > **Data Subtype** and click . 2. Rename the data type, refine parameters and assign or remove its subtypes the same way as when [**creating a data subtype**](broken://spaces/bmt2w9J4u64gxh8SQVgT/pages/cb4ccce2a7b10364c668a205b22feaa1e0b49f48#add-data-subtype). #### Delete a Data Subtype 1. Navigate to **Data Types** > **Data Subtype** and click . 2. Click **Delete** to remove the data type. ## PROTECT PROTECT templates define the protection policies applied to an organisation. A PROTECT template is made up of three components: User Policies, Application Settings, and Avoid Folders. Each component is configured independently and combined into a template that can be assigned to one or more organisations. {% hint style="info" %} For detailed guidance, follow the links in each heading to explore the topics. {% endhint %} ### [User Policy](broken://spaces/YjhDY2iYb0LtmwtBg1Kd/pages/UO9C6vYLDo2IKH6MuYgt#user-policies) User policies determine which features and actions are available in the PROTECT Agent, giving administrators control over the end-user experience. #### Add a User Policy Template 1. Navigate to **PROTECT** > **User Policies** and click **+New User Policy**.

2. Enter **Policy Title** and **Description**. 3. If you want to duplicate a user policy, select the existing policy from the **Clone from Existing Policy** dropdown. 4. Enable **Detours** if you want to prevent protected files opened in Word, Excel, and PowerPoint from being automatically saved and synced to OneDrive or SharePoint.

5. Configure the user policies by expanding the options

6. Click **Save** to apply the configurations. #### Edit User Policy 1. Navigate to **PROTECT** > **User Policies**. 2. Search for the policy and click under **ACTIONS**.

3. Update the policy and click **Save**. #### Delete User Policy 1. Navigate to **PROTECT** > **User Policies**. 2. Search for the policy and click .

3. Click **Delete** to remove the policy. ### [Application](broken://spaces/YjhDY2iYb0LtmwtBg1Kd/pages/UO9C6vYLDo2IKH6MuYgt#applications) The **Application** section defines which applications can open, edit, and save protected files. These applications ensure PROTECT can encrypt files when users save or export them in different formats. This ensures only approved applications can access or modify protected content. #### Add an Application Applications are first added to the Application List, which serves as the pool of available application policies. {% hint style="warning" %} The Application List contains a set of predefined application policies. Before creating a new one, check whether the application you need is already in the list. {% endhint %} 1. Navigate to **PROTECT** > **Application** > **Application List**. 2. If the application you need is not in the list, click **+New Application**.

3. Enter the executable name, application suite, and folder path. 4. Define which file extensions the application can encrypt or decrypt. 5. Enable **Network Drive Support** if the application needs to access encrypted files on network drives.

6. Click **Save**. The application will appear in the **Application List**. #### Edit an Application 1. Navigate to **PROTECT** > **Application** > **Application List**. 2. Click on the desired entry to update its details.

3. Click **Save** to apply changes. #### Delete an Application 1. Navigate to **PROTECT** > **Application** > **Application List**. 2. Click to delete the application from the list.

3. Confirm deletion by clicking **Delete**. #### Create Application Template Applications can be grouped into a template that can be assigned across organisations. 1. Navigate to **PROTECT** > **Application > Application Template**. 2. Click **+New Application Template**.

3. Enter a **Template Name**, **Description**, and click **Next**.

4. Select the applications to assign to the template from the list. 5. Click **Save Template**. #### Edit an Application Template 1. Navigate to **PROTECT** > **Application Template** 2. Click on the desired entry to update its details.

3. Click **Save** to apply changes. #### Delete an Application Template 1. Navigate to **PROTECT** > **Application** > **Application Template**. 2. Click to remove the application template from the list.

3. Confirm deletion by clicking **Delete**. ### [Avoid Folders](broken://spaces/YjhDY2iYb0LtmwtBg1Kd/pages/UO9C6vYLDo2IKH6MuYgt#avoid-folders) The **Avoid Folders** section lets you define directories that can be **excluded from encryption**.\ Files stored in these folders will not be encrypted by PROTECT, even if they include sensitive words or match any pre-defined data type. {% hint style="warning" %} The following entries are system-defined and must not be modified or removed: {% endhint %}

Directory	Folder
`C:\Users*\AppData`	Mandatory App Data
`C:\Program Files`	Program Files
`C:\Program Files (x86)`	Program Files (x86)
`C:\Windows`	Windows

#### Add an Avoid Folder Directory If the directory you need is not already in the list, you can add it manually. 1. Navigate to **PROTECT** > **Avoid Folders** > **Avoid Folder List**. 2. Click **+New Avoid Folder**.

3. Enter a title and the full directory path to exclude from encryption. 4. In **Sub Folders**, click **+** and add a complete path of subfolders within the directory that **must continue to be encrypted**. These subfolders override the exclusion rule of the folder. Use the **+** button to add multiple subfolders.\ \ While the main directory is excluded from encryption, any subfolder added here will **continue to follow normal encryption rules**. This allows you to exclude a directory for operational needs while still protecting specific subfolders that contain sensitive or regulated information. 5. Click **Save**. #### Edit Avoid Folder Directory 1. Navigate to **PROTECT** > **Avoid Folders** > **Avoid Folder List**. 2. Click to make changes. 3. Click **Save** to apply configurations. #### Delete Avoid Folder Directory {% hint style="danger" %} Do not delete folders marked '**DO NOT DELETE**'. These folders contain files actively used by one or more applications. If deleted, PROTECT will encrypt the folder's contents, causing a significant slowdown. For system folders, encryption may prevent Windows from booting entirely, requiring an external boot drive and manual file restoration to recover. {% endhint %} 1. Navigate to **PROTECT** > **PROTECT Application** > **Avoid Folder List**. 2. Click to delete the Avoid folder. 3. Confirm deletion by clicking **Delete**. #### Create Avoid Folder Template 1. Navigate to **PROTECT** > **Avoid Folders** > **Avoid Folder Template**. 2. Click **+New Avoid Folder Template**. 3. Enter a **Template Name**, give a short **Description** and click **Next**. 4. Select the avoid folder directories by clicking the checkboxes. 5. Click **Save Template** to confirm the assignment. #### Edit Avoid Folder Template 1. Navigate to **PROTECT** > **Avoid Folders** > **Avoid Folder Template**. 2. Click to make any required changes. 3. Click **Save Template** to save changes. #### Assign Directories to Avoid Folder Template 1. Navigate to **PROTECT** > **Avoid Folders** > **Avoid Folder Template**. 2. Click **+Assign** to open the side panel. 3. Click **All** and select to assign or unselect to unassign directories by clicking the checkbox. 4. Click **Assign** to update changes. {% hint style="info" %} Click **+Assign** and select **Assigned** to view data types currently assigned to the selected template. {% endhint %} #### Delete Avoid Folder Template 1. Navigate to **PROTECT** > **Avoid Folders** > **Avoid Folder Template**. 2. Click to delete the Avoid folder. 3. Confirm deletion by clicking **Delete**. ## BILLING The Billing section provides visibility into subscription activity across partners and organisations. It is divided into two areas: **Upcoming Alerts** and **Alert History**, allowing you to monitor future billing events as well as review past notifications. #### Alert History The Alert History view provides a record of previously triggered billing alerts. It allows you to audit notifications that have already been sent and verify that alerting is functioning as expected. #### Upcoming Alerts The Upcoming Alerts view lists all subscriptions with approaching billing or expiry dates. This helps you anticipate renewals, track active plans, and take action before deadlines. You can refine the results using search and filtering options. Filtering is available across two key dimensions: * **Partner** – to view billing data associated with a specific partner. * **Organisation** – to narrow down results to a particular organisation. This enables targeted tracking, especially in environments managing multiple tenants or clients. ## LICENCE STATUS The Licence Status section provides a view of licence allocation and lifecycle state across partners and organisations. It allows Partners and Super Admins to track whether licences are activated, in use, or expired. This view lists licences for GuardWare products (INSIGHT, DISCOVER, and PROTECT) along with key details such as partner, organisation, product, licence type, status, agent usage, and relevant dates (assigned, activated, and expiry). Records can be searched directly or filtered by partner, organisation, or licence expiry date to refine results. The status indicates whether a licence is not activated, active, or expired, helping identify unused or expired allocations. --- # Agent Instructions This documentation is published with GitBook. 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