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.
Sign In
GuardWare creates your first Partner Admin account. Your login credentials are sent to your registered email address.
Open a browser and navigate to your portal URL provided by GuardWare.
If you are accessing the portal directly on the server, use:
http://localhost/gw/loginor,http://<IP Address>/gw/login.
Signing in with email and password
Enter your email and the one-time password from your welcome email.
Set up 2FA using any Authenticator app such as Microsoft Authenticator or Google Authenticator.
Enter the authentication code from your Authenticator app.
Reset your password when prompted.
Log in again with your new password.
Enter your 2FA code.
Accept the End User Licence Agreement. This only appears once.
Signing in with a Microsoft account
Before signing in with a Microsoft account, ensure your account is connected to Azure AD (Entra ID).
Click Sign in with Microsoft and authenticate through your Microsoft account.
Accept the End User Licence Agreement. This only appears once.
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.
Only Partner Admins can add new users, so this needs to be done before your team can access anything.
Log in as a Partner Admin and go to PARTNER USERS.
Click +Add Partner User.
Enter the user's name, email address, phone number, and designation.
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.
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.
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.
Go to ORGANISATION and click +Add Organisation.
Enter the organisation name, timezone, country, city, address, website, and industry sector. Upload a logo if available. Click Next.
Enter the primary contact's name, email, phone number, job title, and department.
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.
Enable Is System Account if you want to send login credentials to this contact automatically so they can access their management console.
Click +Add Contact, then Next.
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.
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.
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:
DISCOVER
INSIGHT
PROTECT
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
Go to ORGANISATION, click Actions on the target organisation, and select Manage Users.
Click +Add User.
Enter the user's name, email address, and contact number.
Click Create. The user receives their login credentials by email and can sign in straight away.
From within the Organisation's Console
Enter the organisation's management console via the Partner button or by clicking the Connect button under the Organisation Name column.
Go to ORGANISATION > Users.
Click + Enroll New User.
Enter the user's name, email address, contact number, and select a password delivery method.
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.
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.
Go to ORGANISATION, click Actions on the target organisation, and select Manage Products.
To add a new product, click +Assign New Product, select the product and licence type, set the duration and user count, then click Save.
To manage an existing product, click Actions on the product entry and select the appropriate action based on the table below:
Update
Not Activated
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.
Delete
Not Activated
Removes the product from the customer organisation entirely.
Renew
Active
Renews the licence for a further period.
Deactivate
Active
Deactivates the product. It will no longer be accessible from the customer's console.
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.
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.
Go to ORGANISATION, click Actions on the target organisation, and select M365 Integration.
Click Connect M365 and select or enter the Global Administrator account for that organisation.
On the Microsoft consent screen, select the Consent on behalf of your organisation checkbox and click Accept.
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.
Go to ORGANISATION, click Actions on the target organisation, and select SMTP Settings.
Enter the SMTP server address, port, and authentication credentials provided by the customer.
Send a test email to verify it is working, then click Save.
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.
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
Go to Data Types > Data Type and click +New Data Type.
Configure the data type settings and click Save.
Data types created inside an organisation's environment are only available within that organisation. You cannot add them to a partner-level template.
Create and Assign Data Type Templates
Go to Data Types > Data Type Template and click +New Data Type Template.
Enter a name and short description, then click Continue. Select Import Settings first if you want to copy from an existing template.
Click Save Template.
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.
Go to ORGANISATION, click Manage Template under the Integrations column of the target organisation.
Under Data Types, select the template from the dropdown and save.
Set Up PROTECT Templates (Optional)
This section is only applicable if the customer has a PROTECT licence and PROTECT has been enabled for your account by GuardWare.
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 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 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 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
Go to PROTECT > User Policies and click +New User Policy.
Enter a title and description. Enable Detours to prevent protected files from being auto-synced to OneDrive or SharePoint.
Click Save.
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
Go to PROTECT > Application > Application List and click +New Application. Configure the application settings and click Save.
Go to PROTECT > Application > Application Template and click +New Application Template.
Enter a name and description, then click Save Template.
On the template list, find your new template and click Add Application under the Actions column. Select the applications to include and confirm.
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
Go to PROTECT > Avoid Folders > Avoid Folder List and click +New Avoid Folder.
Enter a title, the directory path, and any subfolders to include. Click Save.
Go to PROTECT > Avoid Folders > Avoid Folder Template and click +New Avoid Folder Template.
Enter a name and description, then click Save Template.
On the template list, find your new template and click Add Avoid Folder under the Actions column. Select the folders to avoid and confirm.
Go to ORGANISATION, click Manage Template under the Integrations column of the target organisation, and select the template from the Avoid Folders dropdown.
Do not modify the following system-defined entries: AppData, Program Files, Program Files (x86), and Windows. These must remain excluded.
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.
Go to DASHBOARD.
Review the tables below for a breakdown of what each section shows.
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.
Organisation
Name of the customer organisation
Date Enrolled
Date the organisation was added to the portal
DISCOVER
Active agents out of total licences issued, or Not Activated if the product has not been set up
INSIGHT
Active agents out of total licences issued, or Not Activated if the product has not been set up
PROTECT
Active agents out of total licences issued, or Not Activated if the product has not been set up
Last Synced
Date and time of the last sync
Agent Status
Total and active agents deployed per product across each organisation.
Organisation
Name of the customer organisation
PROTECT Total Agent
Total PROTECT agents deployed
PROTECT Active Agent
Number of active PROTECT agents
DISCOVER Total Agent
Total DISCOVER agents deployed
DISCOVER Active Agent
Number of active DISCOVER agents
INSIGHT Total Agent
Total INSIGHT agents deployed
INSIGHT Active Agent
Number of active INSIGHT agents
Last Synced
Date and time of the last sync
Management Console Usage
Tracks login activity across organisation consoles.
Organisation
Name of the customer organisation
Users Registered
Total number of users registered in the organisation
Last Login
Date and time of the most recent login
Last Logged In User
Email address of the user who last logged in
DISCOVER Usage
DISCOVER product usage across managed organisations.
Organisation
Name of the customer organisation
Total Scan Jobs
Total number of scan jobs run
Files Investigated
Total files moved into investigation
Files Remediated
Total files remediated
Total Email Scans
Total email scan jobs run
Total Device Scans
Total device scan jobs run
Total SharePoint Scans
Total SharePoint scan jobs run
Last Synced
Date and time of the last sync
Last updated