ORGANISATION

Organisations are customer environments managed under your partner account. Each organisation represents an individual customer and maintains its own users, products, databases, and licence configurations.

Adding an Organisation

1. Navigate to ORGANISATION and click +Add Organisation.

   

1

Organisation Details

Enter the organisation's information.

1. Organisation Name: Enter the official name of the organisation.
2. Timezone: Select the organisation’s primary timezone from the dropdown.
3. Country: Choose the country where the organisation is based from the dropdown.
4. City: Enter the city of the organisation’s main office.
5. Street Address: Provide the full street address of the organisation.
6. Website: Enter the organisation’s official website URL (if available).
7. Sector: Select the industry or sector the organisation operates in.
8. Organisation Logo: Upload the organisation’s logo for display within the platform. Recommended size is 200 x 200 px with a maximum file size of 2 MB. Supported formats are PNG, JPG, JPEG, SVG, and WEBP.

2

Contact Details

Enter the organisation’s contact details. Designate at least one contact as the primary contact, who will act as the main point of contact between the organisation and the partner.

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 organisation account. Only one primary contact can be set, and at least one is required.
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.

3

Select Products

Partners can assign products and issue licences to the organisations they manage.

1. Expand the product list to choose which products to make available to the organisation.
2. Select a licence to assign to the organisation. Only one licence can be assigned per product at a time. They are categorised as follows:

Licence Type	Description
Trial	Provides temporary access for evaluation purposes. A user limit must be set at the time of assignment.
Per User	Charged per named user. A licence duration must be set at the time of assignment.
Per GB	Charged based on the volume of data processed. A licence duration must be set at the time of assignment.
Campus Licence	Covers all users within a defined site or campus under a single licence. A licence duration must be set at the time of assignment.
NFR (Not for Resale)	For internal use, testing, or demonstrations only. Cannot be used for commercial deployments. A duration and user limit must be set at the time of assignment.

1. After configuring the licences, click Next.

4

Templates

If you do not have any templates you can skip this section and configure them later after creating an organisation. Check the Templates guide for more information.

Templates allow partners to define and roll out consistent data types and PROTECT configurations across multiple organisations without having to configure each one individually.

1. From the list:

   1. Assign a Data Type Template

      1. Select a Data Type Template from the dropdown.
   2. Assign an INSIGHT Template

      1. Select an Advanced Setting from the dropdown.
      2. Select a User Policy from the dropdown.
      3. Select a Working Days Template from the dropdown.
   3. Assign a PROTECT Template

      1. Select a User Policy from the dropdown.
      2. Select an Application Template from the dropdown.
      3. Select an Avoid Folder Template from the dropdown.
2. Click Next.

5

Review & Activate

Review the entered details and activate the organisation.

1. After reviewing, click Submit.
2. If you wish to make changes, click Back to go back and edit the desired details.
3. Once activated, the organisation's environment is provisioned and ready for access.

Organisation Management

Once an organisation has been created, its details, users, and assigned products can be managed as needed. The available management functions are provided through the Actions menu in the ORGANISATION section.

Manage Organisation

Update an organisation's details, contact information, and assigned products as needed. You can review and modify the organisation's configuration to keep its information and product assignments up to date.

1. Navigate to ORGANISATION.
2. Click Actions on the desired entry and select Manage Organisation.
3. Click Edit on the section you want to update.
4. After making changes, click Update to save.

Manage Users

Add and manage the users who will access a specific organisation's Management Console. Each user is scoped to their organisation only and has no visibility into the partner layer or other organisations.

Add Organisation User

1. Navigate to ORGANISATION.
2. Click Actions on the desired entry and select Manage Users.
3. Click +Add User.

   
4. Enter the user's name, email, and contact number.
5. Click Create.

Edit Organisation User

1. Navigate to ORGANISATION.
2. Click Actions on the desired entry and select Manage Users.
3. Click Edit to open the window and make changes.

   
4. Click Update to save.

Disable Organisation User

1. Navigate to ORGANISATION.
2. Click Actions on the desired entry and select Manage Users.
3. Click Disable to suspend the user's account.

   
4. Click Disable again to confirm.

Restore Organisation User

1. Navigate to ORGANISATION.
2. Click Actions on the desired entry and select Manage Users.
3. Click Restore to reactivate a disabled account.

Send Invitation

1. Navigate to ORGANISATION.
2. Click Actions on the desired entry and select Manage Users.
3. Click Send Invitation to resend a login invite.

   
4. Click Send Invitation to confirm action.

Reset Password

1. Navigate to ORGANISATION.
2. Click Actions on the desired entry and select Manage Users.
3. Click Reset Password to open the password configuration window.

   
4. Enter the new password and click Reset. Changes to user access take effect immediately.

Manage Products

Assign GuardWare products to an organisation and allocate the appropriate licences for each. Licences control how many users or devices within an organisation can access an assigned product and are tracked at the partner level.

Assign New Product

1. Navigate to ORGANISATION.
2. Click Actions on the desired entry and select Manage Products.
3. Click +Assign New Product to assign a product to the organisation.
4. Select a product from the dropdown and choose the licence type.

Licence Type	Description
Trial	Provides temporary access for evaluation purposes. A duration and user limit must be set at the time of assignment.
Per User	Charged per named user. A licence duration must be set at the time of assignment.
NFR (Not for Resale)	For internal use, testing, or demonstrations only. Cannot be used for commercial deployments. A duration and user limit must be set at the time of assignment.
Per GB	Charged based on the volume of data processed. A licence duration must be set at the time of assignment.
Campus	Covers all users within a defined site or campus under a single licence. A licence duration must be set at the time of assignment.

1. Set the licence duration and licence count for the organisation if required.
2. Click Save to apply the changes.

By default, licences are in a Not Activated state. The status changes to Active automatically once an agent connection is established.

Update Products

1. Navigate to ORGANISATION.
2. Click Actions on the desired entry and select Manage Products.
3. Click Actions on the desired product and click Update .
4. Click Save after making changes. Applies to licences that are 'not activated' only.

Delete Products

1. Navigate to ORGANISATION.
2. Click Actions on the desired entry and select Manage Products.
3. Click Actions on the desired product and click Delete .
4. Click Delete again to confirm. Applies to licences that are 'not activated' only.

Renew Products

1. Navigate to ORGANISATION.
2. Click Actions on the desired entry and select Manage Products.
3. Click Actions on the desired product and click Renew .
4. Click Renew again to confirm. Applies to licences that are 'active' only.

Deactivate Products

1. Navigate to ORGANISATION.
2. Click Actions on the desired entry and select Manage Products.
3. Click Actions on the desired product and click Deactivate .
4. Click Deactivate again to confirm. Applies to licences that are 'active' only.

Deactivating a product stops the organisation's active access to that product. Use this only when you intend to end service for that organisation.

Deactivate/Reactivate Organisation

Temporarily deactivate an organisation when it is no longer required to remain active in the Partner Portal. While deactivated, the organisation's users and assigned products are inaccessible, and another organisation with the same name cannot be created.

Deactivate an Organisation

1. Navigate to ORGANISATION.
2. On the desired organisation entry, click Actions and click Deactivate.

   
3. On the pop up window, click Deactivate again which opens up a confirmation field.
4. Type 'Confirm' in the field and click Delete.

Reactivate Organisation

A Partner Admin can re-enable the organisation after which its users and products are automatically enabled again.

1. Navigate to ORGANISATION.
2. Click Filter, select Filter By Status, click the dropdown, select Deactivated and click Apply.

   
3. On the desired organisation, click Actions and select Restore Organisation.

Manage Cloud Monitoring

Ensure Microsoft 365 integration is complete before proceeding with this step.

Configure and manage cloud monitoring for the organisation's Microsoft 365 and Google Workspace environments. This controls the cloud activity monitoring settings used to capture and analyse relevant user and file activities.

1. Navigate to ORGANISATION.
2. On the desired organisation, click Actions and click Manage Cloud Monitor.

   
3. Toggle Monitoring On or Off for each service and click Save to apply changes.

Access the Organisation's Management Console

Once an organisation is set up, partners can switch into that organisation's Management Console at any time, given the proper access. This gives direct access to organisation-level setup, validation, and troubleshooting without requiring separate login credentials.

Use organisation access when you need to verify product setup, review the customer environment, or complete tasks that only exist inside the organisation's Management Console.

1. To switch to an organisation, click the Partner button at the top of the screen.
2. From the dropdown, click the organisation you want to navigate to.
3. To return to the Partner Portal, click the Partner button at the top of the screen again.
4. Select Return to Partner from the dropdown.

Additional Configurations

Microsoft 365

An active Microsoft 365 account with Global Administrator credentials is required to connect Microsoft 365 services to an organisation.

Connecting Microsoft 365 grants GuardWare the permissions required to scan and manage content across Exchange Online and SharePoint. This integration also allows syncing of classification labels from Microsoft Information Protection; therefore, this operation must be completed before GuardWare can operate within the organisation's Microsoft 365 environment.

1. Navigate to ORGANISATION > M365 Integration.
2. Click Connect M365.
3. Select or add the Global Administrator account. GuardWare requests the following permissions automatically during the Microsoft 365 consent flow:

Permission	What It Allows
Files.Read.All	Read all files across SharePoint and OneDrive
Files.ReadWrite.All	Read and write all files across SharePoint for remediation
Group.Read.All	Read Microsoft 365 group metadata
GroupMember.Read.All	Read group membership lists
Mail.Read	Read all mailbox content
Mail.ReadBasic.All	Read mail headers and metadata
Mail.ReadWrite	Required to delete, move, or mark emails in Exchange Online
MailboxSettings.Read	Access mailbox rules, auto-replies, and related settings
Sites.FullControl.All	Full access, including management actions
Sites.Read.All	Read SharePoint site metadata and structure
User.Read.All	Read all user profiles including name, email, role, and department

1. Select Consent on behalf of your organisation and click Accept. A confirmation screen will be displayed upon successful connection to Microsoft 365 services.

SMTP

SMTP configuration is an organisation-level setting. When configured, system-generated emails, user invitations, alert reports, and account activation emails are sent to organisation users from the configured SMTP server. If left unconfigured, email notifications will be sent via the default server shipped with the product.

Configure SMTP on behalf of each organisation if:

• The organisation requires all system emails to come from their domain for security or compliance reasons.
• The organisation's email security policies block emails from external or unrecognised domains.
• The organisation requires brand consistency across all communications sent to its users.

1. Navigate to Organisation > SMTP Configuration.
2. In the SMTP Server field, enter the mail server address (e.g., smtp.office365.com).
3. In the SMTP Port field, enter the port number the server uses. Common values are:

Port	Protocol	Use
25	SMTP	Default mail transfer. Often blocked by ISPs for outbound mail.
465	SMTPS	SMTP over SSL. Used for encrypted connections.
587	SMTP + STARTTLS	Recommended for most modern email servers.

1. In the SMTP Username field, enter the username of the email account that will send notifications.
2. In the Email field, enter the email address that will appear in the From field of notifications (e.g., [e-mail]).
3. In the Password field, enter the password for the SMTP account.
4. In Enable STARTTLS, select Yes if your email server requires STARTTLS encryption. STARTTLS encrypts the connection between the management console and your email server, protecting credentials and message content. Most modern email servers require this. Otherwise, select No.
5. In Enable SMTP Authentication:

   1. Select Yes if your server requires a username and password before sending emails.
   2. Select No if your server allows sending without authentication.
6. In the Test Email Address field, enter an email address to receive a test message and verify the configuration.
7. Click Save to apply changes.