# Operations Guide- Partners This guide covers how to operate the GuardWare Partner Portal as a Partner User. It is intended for partners accessing the portal for the first time and for existing partners onboarding new customer organisations. {% hint style="warning" %} **Before proceeding, ensure the following are in place:** * A partner account provisioned by GuardWare, with your login credentials received via email. * An active Microsoft 365 account with **Global Administrator** credentials, required for connecting Microsoft 365 services to an organisation. {% endhint %} ## 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. 3. Accept the EULA to proceed. ## ORGANISATION Organisations represent individual customer environments managed under your partner account. Each organisation maps to a single end customer and has its own users, products, and licence configurations. ### Add an Organisation 1. Navigate to **ORGANISATION** and click **+Add Organisation**.

{% stepper %} {% step %} #### Step 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`. {% endstep %} {% step %} #### Step 2: Contact Details Enter the organisation's contact details. At least one contact must be designated as the primary contact, as they serve as the main point of communication 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**. {% endstep %} {% step %} #### Step 3: Select Products Partners can allocate products and issue licences to their customer organisations.

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.

3. After configuring the licences, click **Next**. {% endstep %} {% step %} #### Step 4: Review & Activate

1. Review the entered details and click **Submit** to add the organisation. 2. Click **Back** to edit details. 3. Once activated, the organisation's environment is provisioned and ready for access. {% endstep %} {% endstepper %} Once an organisation has been created, it can be managed through the **Actions** menu on its entry. The following operations are available:

Action	Description
Manage Organisation	Update the organisation's details, contact information, and assigned products.
Manage Users	Add and manage users within the organisation.
Manage Products	Manage the products and licences assigned to the organisation.

### Manage Organisation Update an organisation's details, contact information, or assigned products as your customer's requirements change.

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 edit window. 4. Click **Update** to save changes. #### 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 the **Key** to open the password configuration window. 4. Enter the new password and click **Reset**. Changes to user access take effect immediately. ### Manage Products The Manage Products section allows you to 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.

5. Set the licence duration and licence count for the organisation if required. 6. Click **Save** to apply the changes. {% hint style="info" %} By default, licences are in a **Not Activated** state. The status changes to **Active** automatically once an agent connection is established. {% endhint %} #### 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. {% hint style="warning" %} Deactivating a product stops the organisation's active access to that product. Use this only when you intend to end service for that organisation. {% endhint %} ### Access Organisation Account Once an organisation is set up, partners can switch into that organisation's Management Console at any time. This gives direct access to organisation-level setup, validation, and troubleshooting without requiring a separate organisation login. {% hint style="info" %} 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. {% endhint %} 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. ### Configure Microsoft 365 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

4. Select **Consent on behalf of your organisation** and click **Accept**. A confirmation screen will be displayed upon successful connection to Microsoft 365 services. ### SMTP Configuration 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. {% hint style="info" %} 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. {% endhint %} 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.

4. In the **SMTP Username** field, enter the username of the email account that will send notifications. 5. In the **Email** field, enter the email address that will appear in the From field of notifications (e.g., **). 6. In the **Password** field, enter the password for the SMTP account. 7. 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**. 8. 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. 9. In the **Test Email Address** field, enter an email address to receive a test message and verify the configuration. 10. Click **Save** to apply changes. ### Assign a Template Policy templates define the compliance and security configurations applied to an organisation. Templates are created at the partner level and can be reused across multiple organisations. 1. Navigate to **ORGANISATION** and click **Assign Template**. 2. Select the appropriate template from the dropdown. 3. Click **Assign** to assign the template to the organisation. {% hint style="info" %} Templates must be created before the assignment. To create a template, navigate to the relevant section and set up your first template. * [**Data Type Templates**](#data-types) * [**PROTECT Templates**](#protect) {% endhint %} ## DASHBOARD The Dashboard provides a central, read-only view of all organisations managed under your partner account. It is designed for monitoring overall activity, licence allocations, agent health, and product usage, without allowing any direct changes or actions. The Dashboard includes: * **Number of Licences:** Shows allocated licences per product for each organisation and their activation status. * **Agent Status:** Summarises agent activity and highlights potential risks. * **Management Console Usage:** Displays usage statistics, including last login and user details. * **DISCOVER Usage:** Reports DISCOVER product usage across organisations. ## 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 datatypes from the list. 1. Use the search to find specific datatypes quickly 2. Use the filter options to filter datatypes 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 Edit (✎) to update the template name, description, and assigned datatypes. 3. Click **Save Template** to update changes. #### Assign Datatypes to Template 1. Navigate to **Data Types** > **Data Type Templates**. 2. Click **+Assign** to open the side panel. 3. Click **All** and select to assign or unselect to unassign datatypes by clicking the checkbox. 4. Click **Assign** to update changes. {% hint style="info" %} Click **+Assign** and select **Assigned** to view datatypes currently assigned to the selected template. {% endhint %} #### Delete a Template 1. Navigate to **Data Types** > **Data Type Templates**. 2. Click the **Delete** icon 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 datatype 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 datatype**](/guardware-discover/management-console/detailed-guide.md#add-data-type). #### Edit a Datatype 1. Navigate to **Data Types** > **Data Type** and click the **Edit** icon. 2. Rename the datatype, refine parameters and assign or remove its subtypes the same way as when [**creating a datatype**](/guardware-discover/management-console/detailed-guide.md#add-data-type). #### Delete a Datatype 1. Navigate to **Data Types** > **Data Type** and click the **Delete** icon. 2. Click **Delete** to remove the datatype 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 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**](/guardware-discover/management-console/detailed-guide.md#add-data-subtype). #### Edit a Data Subtype 1. Navigate to **Data Types** > **Data Subtype** and click the **Edit** icon. 2. Rename the datatype, refine parameters and assign or remove its subtypes the same way as when [**creating a data subtype**](/guardware-discover/management-console/detailed-guide.md#add-data-subtype). #### Delete a Data Subtype 1. Navigate to **Data Types** > **Data Subtype** and click the **Delete** icon. 2. Click **Delete** to remove the datatype. ## 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](/protect/admin-guide/protect-management-console/protect.md#user-policies) User policies determine which features and actions are available in the PROTECT Client, 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. After configuring user policies, click **Save**. #### Edit User Policy 1. Navigate to **PROTECT** > **User Policies**. 2. Search for the policy and click **Edit** ✎ under **ACTIONS** to update the policy. 3. Update the policy and click **Save**. #### Delete User Policy 1. Navigate to **PROTECT** > **User Policies**. 2. Search for the policy and click **Delete** 3. Click **Delete** to remove the policy. ### [Application](/protect/admin-guide/protect-management-console/protect.md#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 Protect 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 **Edit** 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 **Delete** to remove 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 **Edit** 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 **Delete** to remove the application template from the list. 3. Confirm deletion by clicking **Delete**. ### [Avoid Folders](/protect/admin-guide/protect-management-console/protect.md#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 datatype. {% 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 **Edit** to make any changes. 3. Click **Save** to apply configurations. #### Delete Avoid Folder Directory 1. Navigate to **PROTECT** > **Avoid Folders** > **Avoid Folder List**. 2. Click **Delete** 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 **Edit** 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 datatypes currently assigned to the selected template. {% endhint %} #### Delete Avoid Folder Template 1. Navigate to **PROTECT** > **Avoid Folders** > **Avoid Folder Template**. 2. Click **Delete** 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 such as assignment, activation, and expiry. Records can be searched directly or filtered by partner, --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.guardware.com/guardware-discover/operations-guide-partners.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.