Document Manager

Frequently Asked Questions

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Can I see documents in my Vault from my Microsoft applications or from Windows Explorer?
Document Manger Vaults are now seamlessly integrated with the Windows file system. Any Document Manager Vault that is connected on a PC will also appear as a mapped network drive on the PC. This allows Document Manager Vaults to be accessed directly from any software application. Should users encounter difficulty finding the Document Manager Vault mapped drives, simply navigate to the "My Computer" selection in the current dialog or Windows Explorer.
Can I move the Vault file to another place on my hard drive?
No. The Vault location cannot be changed. Manually moving the Vault to another location will render Document Manager inoperable.
How can I share files that are in my Vault with another user?
Remove the file from your Vault and place it on your hard drive. You can then share this file with another user. Remember, that once you remove a file from the Vault, it is no longer protected.
Where are the files in the Vault kept?
Files in the Vault are stored on your hard drive, but not in the same way as normal files.

The Vault contents are managed and secured by Document Manager and your PC TPM (Trusted Platform Module).

No one but the authorized user can access the content of files that are in the Vault, nor can they even see the names of the files that are in the Vault.
Are my files really secure...if a hacker breaks into my computer, can they get the data in the Vault file(s)?
Yes, your files are really secure and, no, a hacker cannot get the data in the Vault files.

Document Manager uses the security "key" that is physically stored in your PC TPM (Trusted Platform Module) hardware to secure your files.

A hacker can never gain access to this key, thereby protecting files in the Vault from exposure.
What happens if I forget my password or PIN?
It is important that you never forget your password or PIN as they cannot be recovered.
Is there any limit to the size or number of files and folders I can have in my Vault?
Document Manager does not have a limit on the size or number of files you can place on the vault.

The Vault is limited only by the amount of available space on your hard drive.

For example, if you have your Vault in the C: drive. The size of the files you place on your vault, will be limited to the amount of free storage you have on the C: drive.
Why can't I open a file by double-clicking on the file in the Vault?
To edit a file that is in the Vault, you can either use the Open Encrypted File button provided by Microsoft Word, Excel and PowerPoint, or you can Double-click the file to open it.

Currently Document Manager supports programs that access single file in a given folder.

Programs that are built on a database paradigm typically access multiple files simultaneously, it may appear to be just a single file. Programs such as Quickbooks, Quicken, SourceSafe, Access, would likely not be able to access their files from a Document Manager Vault.

The current workaround for this is to use these programs with the files in their native locations on the file system. then manually move the datafiles to a vault when not in use and to restore them to the native location for next use.

We are currently looking into this situation and will address this capability in a future release.
What is Document Manager?
Document Manager is a trusted application which provides the means to secure sensitive data through the use of file and folder level encryption engaging the Trusted Platform Module (TPM) for hardware based enhanced security.

Encrypted files are managed through use of a storage location called a Vault, which appears as a connected network drive in the My Computer. The friendly “Explorer” view of protected files and folders with the capabilities to encrypt a single file or complete folders makes the use of the “vault” intuitive.

Document Manager is integrated with Microsoft Office applications allowing direct toolbar access to “Open Encrypted File” and “Save and close Encrypted File” functions for the protection and easy management of files. For other applications, the file menu selections can be executed with their target action towards the Vault location.
Is EMBASSY® Trust Suite compatible with Vista?
EMBASSY Trust Suite and Vista Compatibility

Dell has released ETS "Lite" for Vista as version A14. This package includes Embassy Trust Suite, UPEK drivers, and the NTRU TSS. If your system shipped with a pre-installed copy of Embassy Trust Suite, you can obtain the Vista-compatible version from the Dell website.

If you are upgrading from XP to Vista, Please follow the upgrade instructions:
XP to Vista Upgrade

ETS Enterprise Security Dell Edition 3.x and Wave ETS 6.x fully support the Windows Vista OS.

Previous versions of these products do not support the Windows Vista OS.

Upgrading to a Vista-compatible version of ETS
- Dell customers should visit the Dell website for updates. (For more information on obtaining updates for your Dell computer, please see the following article PBA-002.)
- If you purchased ETS Enterprise through Envoy Data or Dell, you will need to purchase a new license.
How do I access my Vaults in Document Manager?
Document Manager Vaults are accessible in two primary ways; through the Document Manager Vault Interface or through Windows Mapped Drives. Items that are in a Vault are not accessible to unauthorized individuals. The Document Manager Vault supports drag and drop, as well as Windows Context menus (right-click in a file or folder from Windows Explorer or the Desktop to access the context menu).
How do I manage my encrypted files in Document Manager?
Document Manager provides the flexibility and functionality needed to easily manage secured files. Commands are available from the Document Manager Vault interface menu bar. These commands provide a way to create, manage, and back up Document Manager Vaults.
How do I encrypt files in Document Manager?
After the creation of a vault, files and folders are encrypted simply by placing them within the vault. The “Lite” version of Embassy Trust Suite bundled with Dell systems allow for the creation of a single vault which must be maintained on the hard drive, however the Enterprise version allows for up to 23 different vaults which can be on USB drives, network drives and/or the hard drive on your computer.

There are several methods for placing files in vaults. Choose the process easiest for you:

The Move To Vault command will move the selected file(s) and/or folder(s) to the root directly of the vault and then shred the source file(s) and/or folder(s)
1. Open Windows Explorer and navigate to the appropriate directory or work with files on the desktop.
2. Right click on desired file(s) and select Move to Vault.
3. Select vault. Authentication to the vault will be necessary if it is not currently open.
4. Once moved, the file will only be accessible through the vault.
The Drag and Drop method allows files to be dragged and dropped into the storage location, called a Vault, which appears as a connected network drive in the My Computer.
1. Navigate to the vault using the windows Explorer or launch the Document Manager interface by double clicking on the vault within the My Computer window.
2. Open the desired vault.
3. Drag the file(s) and/or folder(s) from the source location to the target folder in the Document Manager Vault.
4. Upon completion, the file(s) and/or folder(s) will be moved or copied into the Document Manager Vault and are secure. If the file was copied, verify the file has been successfully stored in the vault and perform a secure delete it from the original location by using the right click on the file and selecting the Document Manager Shred command.
From within an Application, accessing a Vault as mapped network drive storage makes placing file(s) and/or folder(s) as simple as using the standard file/open and file/save (as) commands under the file menu.
1. Authenticate (open and provide credential) to the Document Manager Vault.
2. Within your application, use standard File drop down menu options, selecting the actions target location to be the Document Manager Vault, which appears a network drive.
For Microsoft Office Applications, Document Manager provides convenient plug-ins to place files and folders in the vault without having to map to the Document Manager Vault. These options also appear as toolbar menus.
1. Authenticate (open and provide credential) to the Document Manager Vault.
2. Within your Microsoft Office application, use the Doc Mgr drop down menu options specifically designed for the Document Manager Vault
How do I create a folder in Document Manager?
To create a folder in Document Manager:
1. Start Document Manager or Windows Explorer.
2. Select the desired Vault and login.
3. Right click on the parent folder and select New > Folder.
4. Type the name of the new folder and press [Enter].
How do I delete a file or folder in Document Manager?
To delete a file or folder in your Vault:
1. Start Document Manager or Windows Explorer. Select the desired Vault and login.
2. Right-Click the file or folder to delete and select Delete.
3. Confirm the delete operation, the file or folder will be permanently removed the PC.
4. The file or folder will disappear from the Vault. No part of the deleted files will exist on the PC after the delete operation completes.
Note: The delete function permanently removes files or folders from your PC.
Does Document Manager work with McAfee VirusScan Enterprise v8.0?
There is a bug in McAfee VirusScan Enterprise v8.0 that causes Windows to crash and shutdown. The bug is a conflict between the mechanism McAfee uses to look for Buffer Overflow and a part of the Microsoft operating system that Wave Systems Corp. Document Manager makes use of. This bug is the result of the mechanism being used to look for the Buffer Overflow; it is not the result of a Buffer Overflow being detected. Buffer Overflow scenarios with Document Manager can be viewed here.
I am having a compatibility problem with a 16-bit application and EMBASSY Trust Suite. I see the following error when trying to run the application: The handle is invalid", ntvdm.exe error.
There are two possible fixes for this problem:

Option 1: Try to run the 16-bit program in Windows XP compatibility mode. Follow this link for instructions.

Option 2: If Option 1 does not work you will have to uninstall Document Manager. Follow this link for a detailed explanation on how to Uninstall Document Manager.
I have a conflict with the Document Manager vault (secure drive) location. How can I change the mapped drive location of the default Document Manager vault?
The steps to remap the default Document Manager vault to a different drive letter are outlined in a knowledgebase article that can be found by clicking here.
What types of files can be stored in my Vault?
Document Manager can store virtually any file type.

Limitations are currently set to files and file types that, if moved to the Vault, would cause your PC to not operate correctly. Document Manager will not store these important files.
How do I back up my Vault in Document Manager?
The Document Manager Vault allows for easy Backup and Restore through its integrated data and TPM key backup and restore capabilities.

Document Manager's Backup function creates a backup of everything needed to restore a Vault. This includes the Vault data, as well as the TPM key needed to access the Vault.

Using the Document Manager Vault Interface, open the Vault to back up or navigate to the desired Vault in Windows Explorer.
- Select Archive > Backup from the menu (Vault Interface) or Backup from the context menu (Windows Explorer).
- Select a target location and name for the backup and select Save. It is advisable to store the backup file off the local hard drive.
How do I Restore from a backup in Document Manager?
Restoration of the Document Manger Vault is simply a matter of identifying the backup file location and the Vault, which will receive the data.

Using the Document Manager Vault Interface, open the vault to restore to, or navigate to, the desired Vault in Windows Explorer.
- Select Archive > Restore to Current Vault from the menu (Vault Interface) or Restore from the context menu (Windows Explorer).
- Select the Vault to be restored. Document Manager will restore the Vault data and the TPM keys.
- Restoring to a New Vault is simply a matter of identifying the backup file location and the Vault, which will receive the data.
Why is the original file not removed when I move it to the Vault?
There are two possible reasons:
1. The file is read only: Document Manager can encrypt files marked as read-only, but will not delete the original file during a move.
2. The file is open by another program: If another program is using the file that you are moving to the vault, Document Manager will not delete the file during a move.
How do I manage my passwords in Document Manager?
When using Document Manager, users will be prompted for a Password for each Vault access. Passwords for each Vault are set by the user when they create the Vault. Users may elect to give each Vault a unique password or they may use the same Password for all Vaults. The Password is used to gain access to data that is protected by the PC's built-in secure hardware. It is important that users do not forget the Password of a Vault, as they will not be able to access the Vault without the Password.

As part of the EMBASSY Trust Suite (ETS), which also includes the EMBASSY Security Center, users have a valuable TPM password-management tool. Users can configure ESC so that a single password (the user's Windows account password) or fingerprint biometric is used for all TPM-protected applications, included Document Manager. Using ESC, users may achieve the security of different passwords per Vault with convenience of a easy Password or biometric authentication of ESC. Go to the User Tab of ESC and enable the TCG Security Password Vault to set up.
What happens to my PC if I encrypt System files by mistake?
Document Manager has built-in safety functions to guard against rendering the PC inoperable.

Document Manager will refuse to encrypt the following critical items:
- The System Drive (typically Drive C:) from the root level
- Critical Windows OS directories and files
- Document Manager directories and files
- Hidden, system and read-only files.
When I use the right-click "Move To Vault" function, what folder in the Vault do the file(s) go under?
To make access easier, Move To Vault will always put your file(s) in the root directory of the Vault.
If I delete a file in the Vault, is there any way to recover it?
No. Document Manager ensures file security from the time a file is added to the Vault to the time it is deleted from the Vault.

When a file is deleted from the Vault, Document Manager takes special measures to ensure that the file cannot be recovered.

Additional Support

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