> 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/partner-portal/getting-started/partner-portal-quick-start-guide.md).

# Partner Portal Quick Start Guide

The GuardWare Partner Portal is the central management layer for deploying and managing GuardWare on behalf of your customers. From a single interface, you can provision new customer organisations, assign product licences, configure shared settings, and access any customer's management console when needed.

Each organisation you create gets its own completely isolated environment: a dedicated management console, separate database, and independent users. You control what each organisation has access to and can expand or adjust that at any time.

As a portal user, you are assigned one of two roles:

* A **Partner Admin** can perform all portal functions, including managing other portal users.
* A **Partner User** has the same access to customer management but cannot add or modify other users.

### Before Getting Started

Before you can access the Partner Portal, GuardWare needs to set up your account. Once that is done, your login credentials will be sent to your registered email address. If you have not received them, wait a few minutes and check your spam folder. If they still have not arrived, contact your GuardWare account manager to have them resent.

{% stepper %}
{% step %}

## Sign In

GuardWare creates your first Partner Admin account. Your login credentials are sent to your registered email address.

<figure><img src="/files/G5xYsMgVFZJ6rSHc42LP" alt="" width="563"><figcaption></figcaption></figure>

1. Open a browser and navigate to your portal URL provided by GuardWare.
2. If you are accessing the portal directly on the server, use:\
   `http://localhost/gw/login` or,  \
   `http://<IP Address>/gw/login`.

#### Signing in with email and password

1. Enter your email and the one-time password from your welcome email.
2. Set up 2FA using any Authenticator app such as Microsoft Authenticator or Google Authenticator.
3. Enter the authentication code from your Authenticator app.
4. Reset your password when prompted.
5. Log in again with your new password.
6. Enter your 2FA code.
7. Accept the End User Licence Agreement. This only appears once.&#x20;

#### Signing in with a Microsoft account

Before signing in with a Microsoft account, ensure your account is connected to Azure AD (Entra ID).

1. Click **Sign in with Microsoft** and authenticate through your Microsoft account.
2. Accept the End User Licence Agreement. This only appears once.
   {% endstep %}

{% step %}

### Add Your Team

Managing customers across multiple organisations is rarely a one-person job. Adding your team to the portal means everyone has their own account and can start working across customer organisations without sharing credentials.&#x20;

Only Partner Admins can add new users, so this needs to be done before your team can access anything.

<figure><img src="/files/K0mbidJVpZ8xHQF85MKi" alt="" width="563"><figcaption></figcaption></figure>

1. Log in as a Partner Admin and go to **PARTNER USERS**.
2. Click **+Add Partner User**.
3. Enter the user's name, email address, phone number, and designation.
4. Click **Create**. The user receives their login credentials by email and can sign in straight away.

After creating a user, you can update their details or reset their password from the same screen.
{% endstep %}

{% step %}

## Create a Customer Organisation

An organisation is an isolated environment you create for each of your customers. It has its own users, products, licences, and data, completely separate from any other organisation on your portal.&#x20;

What makes this powerful is that you can step directly into any organisation's environment from the portal. This makes it easy to set things up on the customer's behalf, troubleshoot issues, or verify that everything is running correctly on the customer's end.

<figure><img src="/files/Y9daJoZz9SRXT0miUYfD" alt="" width="563"><figcaption></figcaption></figure>

1. Go to **ORGANISATION** and click **+Add Organisation**.
2. Enter the organisation name, timezone, country, city, address, website, and industry sector. Upload a logo if available. Click **Next**.
3. Enter the primary contact's name, email, phone number, job title, and department.&#x20;
4. Enable **Is Primary Contact Person** to mark them as the main contact. At least one contact must be set as the primary contact, and only one can hold this role at a time.
5. Enable **Is System Account** if you want to send login credentials to this contact automatically so they can access their management console.
6. Click **+Add Contact**, then **Next**.
7. Select the products the customer has purchased. For each, choose the licence type (Trial, Per User, Per GB, Campus, or NFR), set the duration, and enter the user count. Click **Next**.
8. Review everything and click **Submit**. The environment is provisioned immediately. If the contact was marked as a **System Account**, their credentials are sent automatically via email.

{% hint style="info" %}
To start using any GuardWare product, the customer will need to download and install the appropriate agent from their management console. Click the links below to download and configure agents:&#x20;

* **DISCOVER**
* **INSIGHT**
* **PROTECT**
  {% endhint %}

### Adding Organisation Users

Once the organisation is set up, you can give the customer's own staff independent access. Organisation users have full control over all functions within their own environment and do not need to go through the Partner Portal to access it. You can add organisation users in two ways:

#### From the Partner Portal

<figure><img src="/files/iMZdlBwQb2TQseaFdEOL" alt=""><figcaption></figcaption></figure>

1. Go to **ORGANISATION**, click **Actions** on the target organisation, and select **Manage Users**.
2. Click **+Add User**.
3. Enter the user's name, email address, and contact number.
4. Click **Create**. The user receives their login credentials by email and can sign in straight away.

#### From within the Organisation's Console

<figure><img src="/files/p7owsjchgNWBjnMgwmd5" alt="" width="563"><figcaption></figcaption></figure>

1. Enter the organisation's management console via the **Partner** button or by clicking the **Connect** button under the **Organisation Name** column.
2. Go to **ORGANISATION** > **Users.**
3. Click **+ Enroll New User**.
4. Enter the user's name, email address, contact number, and select a password delivery method.
5. Click **Save**. The user receives their login credentials by email, or you may need to deliver the password via a secure channel (depends on password delivery method) and can sign in straight away.
   {% endstep %}

{% step %}

## Manage Product Licences

Once your organisation is set up and products have been assigned, you may need to come back to manage those licences over time. This could mean adding a new product that the customer has purchased, renewing a licence that is due for expiry, or deactivating something that is no longer needed.

A licence shows as **Not Activated** until the customer installs the relevant agent and it connects to the management console for the first time, after which it switches to **Active**.

<figure><img src="/files/UuXDRHqGL9dlF1kLP8x4" alt=""><figcaption></figcaption></figure>

1. Go to **ORGANISATION**, click **Actions** on the target organisation, and select **Manage Products**.
2. To add a new product, click **+Assign New Product**, select the product and licence type, set the duration and user count, then click **Save**.
3. To manage an existing product, click **Actions** on the product entry and select the appropriate action based on the table below:

<table><thead><tr><th width="106">Action</th><th width="127">Status</th><th>What it does</th></tr></thead><tbody><tr><td>Update</td><td>Not Activated</td><td>Allows you to modify the licence type and duration. Available options are dependent on what the Partner Portal Super Admin has enabled for your account.</td></tr><tr><td>Delete</td><td>Not Activated</td><td>Removes the product from the customer organisation entirely.</td></tr><tr><td>Renew</td><td>Active</td><td>Renews the licence for a further period.</td></tr><tr><td>Deactivate</td><td>Active</td><td>Deactivates the product. It will no longer be accessible from the customer's console.</td></tr></tbody></table>
{% endstep %}

{% step %}

## Connect Microsoft 365

Connecting a customer's Microsoft 365 environment is required before GuardWare can scan Exchange Online or SharePoint Online, or sync sensitivity labels from Microsoft Purview. It is a one-time setup per organisation and requires the customer's Global Administrator credentials.&#x20;

In most cases, this step is performed by someone at the customer's end. However, if you manage the customer's IT environment and hold their Global Administrator credentials, you can complete this on their behalf.

Once connected, it runs in the background without any ongoing maintenance. If Microsoft requests revalidation of permissions, you can re-authorise by entering the organisation's console and re-granting access with a single button click.

<figure><img src="/files/4wtZhnuCSFtKf3Ujmu64" alt="" width="487"><figcaption></figcaption></figure>

1. Go to **ORGANISATION**, click **Actions** on the target organisation, and select **M365 Integration**.
2. Click **Connect M365** and select or enter the Global Administrator account for that organisation.
3. On the Microsoft consent screen, select the **Consent on behalf of your organisation** checkbox and click **Accept**.
   {% endstep %}

{% step %}

## Configure SMTP

By default, automated emails (invitations, alerts, notifications) are sent through  GuardWare's mail servers. If a customer wants those emails sent from their own servers, you can configure a custom SMTP setting for that organisation.

1. Go to **ORGANISATION**, click **Actions** on the target organisation, and select **SMTP Settings**.
2. Enter the SMTP server address, port, and authentication credentials provided by the customer.
3. Send a test email to verify it is working, then click **Save**.
   {% endstep %}

{% step %}

## Set Up Data Type Templates (Optional)

A Data Type defines a specific piece of sensitive information that GuardWare looks for during a scan, such as a passport number or a bank account detail. A Data Type Template is a grouping of Data Types that you can build once and assign across multiple organisations, saving you from having to configure the same set individually each time.&#x20;

This is optional, as customers already have access to a library of pre-defined data types in their management console and can run scans without a template assigned from the partner portal.

### Create Custom Data Types

<figure><img src="/files/sizzQsRUv2AVyx5ZxIIZ" alt="" width="563"><figcaption></figcaption></figure>

1. Go to **Data Types > Data Type** and click **+New Data Type**.
2. Configure the data type settings and click **Save**.

{% hint style="info" %}
Data types created inside an organisation's environment are only available within that organisation. You cannot add them to a partner-level template.
{% endhint %}

### Create and Assign Data Type Templates

<figure><img src="/files/TLXqeloMw1LCQbX2wWob" alt="" width="563"><figcaption></figcaption></figure>

1. Go to **Data Types > Data Type Template** and click **+New Data Type Template**.
2. Enter a name and short description, then click **Continue**. Select **Import Settings** first if you want to copy from an existing template.
3. Click **Save Template**.
4. On the template list, find your new template and click **Add Data Type** under the Actions column. Select the data types to include and confirm.
5. Go to **ORGANISATION**, click **Manage Template** under the Integrations column of the target organisation.
6. Under Data Types, select the template from the dropdown and save.
   {% endstep %}

{% step %}

## Set Up PROTECT Templates (Optional)

{% hint style="info" %}
This section is only applicable if the customer has a PROTECT licence and PROTECT has been enabled for your account by GuardWare.
{% endhint %}

PROTECT encrypts your customer's files and ensures they can only be opened by authorised users in approved applications. The protection travels with the file regardless of where it ends up, on a device, in email, on a USB drive, or in cloud storage. If someone outside the authorised group tries to open it, they cannot.

A PROTECT template is built from three components:

* [**User Policy**](#user-policy) controls which PROTECT actions are available to end users on their devices, such as protecting a file, sharing it, or setting an expiry.
* [**Application Template**](#application-template) defines which applications are permitted to open, edit, and save protected files. Any app not on the list is blocked from accessing them.
* [**Avoid Folder Template**](#avoid-folder-template) specifies directories that should be excluded from encryption, typically system folders or application directories that should not be touched.

Default configurations are already in place, so you only need to configure what needs to be customised beyond those defaults.

You assign each component to an organisation separately via **ORGANISATION** > **Manage Template.**

### User Policy

<figure><img src="/files/dkcsXxiOgFe8biUdEMAK" alt="" width="563"><figcaption></figcaption></figure>

1. Go to **PROTECT > User Policies** and click **+New User Policy**.
2. Enter a title and description. Enable **Detours** to prevent protected files from being auto-synced to OneDrive or SharePoint.
3. Click **Save**.
4. Go to **ORGANISATION**, click **Manage Template** under the Integrations column of the target organisation, and select the policy from the User Policies dropdown.

### Application Template

<figure><img src="/files/G0kPDqPcD9U7YvEsc6La" alt="" width="563"><figcaption></figcaption></figure>

1. Go to **PROTECT > Application > Application List** and click **+New Application**. Configure the application settings and click **Save**.
2. Go to **PROTECT > Application > Application Template** and click **+New Application Template**.
3. Enter a name and description, then click **Save Template**.
4. On the template list, find your new template and click **Add Application** under the **Actions** column. Select the applications to include and confirm.
5. Go to **ORGANISATION**, click **Manage Template** under the Integrations column of the target organisation, and select the template from the Application Settings dropdown.

### Avoid Folder Template

<figure><img src="/files/GjJRuYrR6PyxeVmv7wZM" alt="" width="563"><figcaption></figcaption></figure>

1. Go to **PROTECT > Avoid Folders > Avoid Folder List** and click **+New Avoid Folder**.
2. Enter a title, the directory path, and any subfolders to include. Click **Save**.
3. Go to **PROTECT > Avoid Folders > Avoid Folder Template** and click **+New Avoid Folder Template**.
4. Enter a name and description, then click **Save Template**.
5. On the template list, find your new template and click **Add Avoid Folder** under the **Actions** column. Select the folders to avoid and confirm.
6. Go to **ORGANISATION**, click **Manage Template** under the Integrations column of the target organisation, and select the template from the Avoid Folders dropdown.

{% hint style="danger" %}
Do not modify the following system-defined entries: AppData, Program Files, Program Files (x86), and Windows. These must remain excluded.
{% endhint %}
{% endstep %}

{% step %}

## Monitor via the Dashboard

As your customer base grows, it becomes increasingly difficult to keep track of every organisation's licence status, agent health, and product usage individually. The Dashboard gives you a real-time, read-only overview of your entire portfolio in one place, so you can spot issues, track activation progress, and monitor how actively each organisation is using the platform without having to enter each one separately.

For the latest data, click **Sync** on the relevant column. The Last Synced column shows the date and time of the last sync for each organisation.

1. Go to **DASHBOARD**.
2. Review the tables below for a breakdown of what each section shows.
3. Click **Sync** on Number of Licences, Agent Status, or DISCOVER Usage to pull the latest data.

#### Number of Licences

Licences allocated to each organisation per product.

<table><thead><tr><th width="139">Column</th><th>What it shows</th></tr></thead><tbody><tr><td>Organisation</td><td>Name of the customer organisation</td></tr><tr><td>Date Enrolled</td><td>Date the organisation was added to the portal</td></tr><tr><td>DISCOVER</td><td>Active agents out of total licences issued, or Not Activated if the product has not been set up</td></tr><tr><td>INSIGHT</td><td>Active agents out of total licences issued, or Not Activated if the product has not been set up</td></tr><tr><td>PROTECT</td><td>Active agents out of total licences issued, or Not Activated if the product has not been set up</td></tr><tr><td>Last Synced</td><td>Date and time of the last sync</td></tr></tbody></table>

#### Agent Status

Total and active agents deployed per product across each organisation.

<table><thead><tr><th width="209">Column</th><th>What it shows</th></tr></thead><tbody><tr><td>Organisation</td><td>Name of the customer organisation</td></tr><tr><td>PROTECT Total Agent</td><td>Total PROTECT agents deployed</td></tr><tr><td>PROTECT Active Agent</td><td>Number of active PROTECT agents</td></tr><tr><td>DISCOVER Total Agent</td><td>Total DISCOVER agents deployed</td></tr><tr><td>DISCOVER Active Agent</td><td>Number of active DISCOVER agents</td></tr><tr><td>INSIGHT Total Agent</td><td>Total INSIGHT agents deployed</td></tr><tr><td>INSIGHT Active Agent</td><td>Number of active INSIGHT agents</td></tr><tr><td>Last Synced</td><td>Date and time of the last sync</td></tr></tbody></table>

#### Management Console Usage

Tracks login activity across organisation consoles.

<table><thead><tr><th width="225">Column</th><th>What it shows</th></tr></thead><tbody><tr><td>Organisation</td><td>Name of the customer organisation</td></tr><tr><td>Users Registered</td><td>Total number of users registered in the organisation</td></tr><tr><td>Last Login</td><td>Date and time of the most recent login</td></tr><tr><td>Last Logged In User</td><td>Email address of the user who last logged in</td></tr></tbody></table>

#### DISCOVER Usage

DISCOVER product usage across managed organisations.

<table><thead><tr><th width="244">Column</th><th>What it shows</th></tr></thead><tbody><tr><td>Organisation</td><td>Name of the customer organisation</td></tr><tr><td>Total Scan Jobs</td><td>Total number of scan jobs run</td></tr><tr><td>Files Investigated</td><td>Total files moved into investigation</td></tr><tr><td>Files Remediated</td><td>Total files remediated</td></tr><tr><td>Total Email Scans</td><td>Total email scan jobs run</td></tr><tr><td>Total Device Scans</td><td>Total device scan jobs run</td></tr><tr><td>Total SharePoint Scans</td><td>Total SharePoint scan jobs run</td></tr><tr><td>Last Synced</td><td>Date and time of the last sync</td></tr></tbody></table>
{% endstep %}
{% endstepper %}


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## 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, and the optional `goal` query parameter:

```
GET https://docs.guardware.com/partner-portal/getting-started/partner-portal-quick-start-guide.md?ask=<question>&goal=<endgoal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.

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.