Partner Portal Detailed Guide

The GuardWare Partner Portal is the management layer through which partners provision and manage customer organisations. This guide covers all features and functions available to Partner Admins and Partner Users in the portal.

The portal supports two user 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.

For initial setup and a walkthrough of the core tasks, refer to the Partner Portal Quick Start Guide before using this guide as a reference.

Before accessing the Partner Portal, ensure a partner account has been provisioned by GuardWare and that login credentials have been received via email.

Access the Portal

The Partner Portal supports two sign-in methods: email credentials provided by GuardWare or a Microsoft 365 account. Two-factor authentication (2FA) applies to email-based sign-in only.

Navigate to your portal URL provided by GuardWare.

Signing in with email and password

1. Enter your email and the one-time password from your welcome email and click Log In.
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.

Signing in with a Microsoft account

1. Before signing in with a Microsoft account, ensure your account is connected to Azure AD (Microsoft Entra ID).
2. Click Sign in with Microsoft and authenticate through your Microsoft account.
3. Accept the End User Licence Agreement. This only appears once.

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.

Add 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

Templates allow partners to define and roll out consistent data types and PROTECT configurations across multiple organisations without having to configure each one individually. They are optional and can be assigned or changed at any time after creating them.

1. From the list:

   1. Assign a Data Type Template

      1. Select a Data Type Template from the dropdown.
   2. 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. If no templates have been created yet, skip this step and refer to Manage Templates after the organisation has been created.
3. 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.

Once an organisation has been created, it can be managed via the Actions menu on the ORGANISATION section. 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 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

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.

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.

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.

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.

Configure 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 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.

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.

Manage Templates

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.

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
• PROTECT Templates

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. Click Sync to refresh the table with the latest licence information.
• Agent Status: Summarises agent activity and highlights potential risks. Click Sync to refresh the table with the latest agent data.
• Management Console Usage: Displays usage statistics, including last login and user details.
• DISCOVER Usage: Reports DISCOVER product usage across organisations. Click Sync to refresh the table with the latest data.

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 Template name and an optional 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

Datatypes created by the System or super admins cannot be modified or deleted.

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.

Add or Remove Datatypes to Template

1. Navigate to Data Types > Data Type Template.
2. Click Add Data Type to open the side panel.
3. Click All and select to assign or unselect to unassign datatypes by clicking the checkbox.
4. Click Update Template to apply changes.

Click Add Data Type, select Assigned to view datatypes currently assigned to the selected template.

Delete a Template

1. Navigate to Data Types > Data Type Templates.
2. Click Delete to delete the selected template.
3. Click OK again 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

Only create a new datatype if the predefined data types in the library don't cover the sensitive data required for your organisation.

1. Navigate to Data Types > Data Type and click +New Data Type.
2. Follow the procedures here to create a custom datatype.

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.

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.

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.

For detailed guidance, follow the links in each heading to explore the topics.

User Policy

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

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.

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.

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

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.

The following entries are system-defined and must not be modified or removed:

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.

Click +Assign and select Assigned to view datatypes currently assigned to the selected template.

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.

INSIGHT

The INSIGHT section lets you create and edit Advanced settings for the client devices.

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 and 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,