Like the All Emails page, the All Files page gives you a record of all the secure attachments that have been sent by members of your team. The files themselves are not accessible through the Dashboard, but you're able to view the associated metadata and manage access permissions simply by clicking on the file you're interested in.
As with the message detail pane in the All Emails view, clicking into a specific file gives you the option to edit its security controls. Since Virtru encrypts files with their own keys, files can be revoked independently of the email with which they were sent. The disable forwarding and expiration date settings, however, are inherited from the parent email and cannot be edited for the file alone. If the parent email has an expiration date, that information will be listed for the file as well.
As with emails, revocation events are applied immediately without the need to save changes.
Allowed Users & Forwarding Tree
The Allowed Users section will show not only the original designated recipients of that file, but also the Forwarding Tree containing any new recipients of the document and the per-recipient access status for that file. In the example below, email@example.com and firstname.lastname@example.org were the original recipients.
In the Security Options section described above, the Revoke button removes access for all recipients of the file. In the Allowed Users section, you're able to selectively remove access for some users while maintaining access for others. Again, these revocations are specific to the file while leaving access to the parent email intact.
Email addresses with a strike through them in the image above have had their access to that file removed. You can revoke a recipient's access simply by hovering over the email address and clicking the red hand icon. Unlike the Security Options section, revocations performed via the Forwarding Tree do require that you save your changes.
The Validation Report in the All Files section will simply report the number of rules triggered by the email containing that file. To view the specific rules that were triggered, navigate to the All Emails page and view the associated email.
Searching for Files
The search function of the All Files page operates much like the All Emails search function. Unlike emails, the subject and has:attachment operators are not applicable to files and will return zero results.
The table below documents the supported search operators for files, with accompanying examples:
|from||Search for secure files sent by a specific email address.||from:email@example.com
Returns all secure files sent by firstname.lastname@example.org:dav*
Returns all secure filess sent by email addresses beginning with "dav".
|to||Search for secure files sent to a specific email address. Includes TO, CC, and BCC fields.||to:email@example.com
Returns all secure files sent to firstname.lastname@example.org.
|filename||Search for secure files by name or type.||filename:tax-return.docx
Returns all secure files called "tax-return.docx".filename:pdf
Returns all secure PDF files.
|AND||Search for secure files based on multiple required parameters. "AND" must be capitalized.||from:email@example.com AND filename:pdf
Returns all secure PDF files sent by firstname.lastname@example.org.
Search for secure files based on multiple optional parameters.
This is the default behavior for a search query if no boolean logic is specified. "OR" must be capitalized.
|from:email@example.com OR filename:pdf
Returns all secure files sent by firstname.lastname@example.org and all secure PDF files.filename:review from:dav*
Returns all secure files sent by email addresses beginning with "dav" and all secure files containing "review" in the filename.
Search for secure files where certain criteria must not be true.
The NOT operator cannot be used alone; it must be accompanied by another search term.
|filename:hipaa NOT from:email@example.com
Returns all secure files containing "hipaa" in the filename except those sent by firstname.lastname@example.org.NOT filename:confidential
Returns zero results. The NOT operator cannot be used alone.
|is:active||Search for secure files that are not currently revoked.||from:email@example.com AND is:active
Returns all secure files sent by firstname.lastname@example.org which are not revoked.
|is:revoked||Search for secure files with a current revoked status. Does not include expired emails.||from:email@example.com AND is:revoked
Returns all secure files sent by firstname.lastname@example.org that are currently revoked.
|was:forwarded||Search for secure files whose parent emails have been forwarded by the recipient. Clicking on a search result to view the detail pane will show the forwarding tree.||from:email@example.com AND was:forwarded
Returns all secure files sent by firstname.lastname@example.org that were forwarded by the recipient.
|has:expiration||Search for secure files whose parent emails have an expiration date.||from:email@example.com AND has:expiration
Returns all secure files sent by firstname.lastname@example.org with expiration dates.
|dateSent||Search for secure files based on the send date using the format YYYY-MM-dd.||dateSent:2018-01-01
Returns all secure files sent on January 1, 2018.
Returns all secure files sent during January.
|expirationDate||Search for secure files based on the parent email's expiration date using the format YYYY-MM-dd.
The search results may not show the expiration date, so click on a search result to view the complete detail view.
Returns all secure files set to expire on December 31, 2020.
Returns all secure files set to expire during December.
|Search for secure files with an exact phrase. Must be used in conjunction with another operator such as "filename:".||filename:"credit card"
Returns all secure files with the phrase "credit card" in the document name.
Returns an error. Quotes must be used in conjunction with another operator.
Denotes a wildcard, which can represent zero or more characters in a string.
Note: Neither * nor ? can be used as the first character of a search.
Returns all secure files sent by email addresses starting with the letter B.from:*@virtruprivacy.com
Returns an error. The wildcard cannot be the first character of your query.
|Used to group clauses to form sub queries. This can be very useful if you want to control the boolean logic for a query.
Used to group multiple clauses to a single field.
|from:email@example.com AND (to:bob* OR to:dave*)
Returns all secure files sent by firstname.lastname@example.org to either Bob or Dave.
Virtru search is based on Lucene and advanced users can read more about the general Lucene query syntax here.