Resolved an issue around One-time-access to Privacy Boxes

This fix resolves an issue that was experienced by some users without an idgard account. The issue occurred with specific web browser conditions and if a One-time-access link was used multiple times by the user to access a Privacy Box.

We've brought back the previous functionality of the One-time-access feature as known from version 1.19.

Launched new idgard Login

The new idgard Login pages come with a fresh look and provide information on our idgard apps for your smartphone, tablet, and your PC. You'll have quick access to download options and additional product information resources.

Note: If you are using a Login page that is customized to your corporate identity, these changes do not apply to you. Of course, the above information about our products is available to you as well via the idgard web page by following the path: Product > More Integrations.

Improved Column selector in the User management section

The Column selector is now more comfortable to use as it remains in a fixed position above the table while selecting or deselecting columns.

Polished the User management experience

• When you hover over the user list with your mouse, the row you are on is now highlighted to help you scan user information across this row.

• The Search field is now slightly larger, and it stands-out a bit more.

• We've also fixed some smaller bugs and glitches.

Removed non-actionable options from the User Management interface for Administrators

The 1.19.0 version release introduced a display glitch and the options "Manage permissions" and "Change user status" were unnecessarily shown in certain cases. For example, the user status cannot be changed for Guests with status "Initiated". We reinstated the desired functionality which only shows contextual buttons.

Provide an exportable Table of Contents for data room members

It is now possible for data room members to export an index of the data room. The permission is controlled by the owner, either as default for the data room or individually for each member.

Furthermore, the index is now available for export in Microsoft Excel format for convenient processing.

The permission can be set for every data room member, with some exceptions:

• Members without read permission cannot export the index

• A data room assistant can only export folder names and not file names, consistently with their permissions

• The feature is not avaialble for ERM data rooms

Prevent ERM deactivation

It is no longer possible to deactivate ERM once it is set for a data room. The reason is that a deactivation of ERM causes permissions to be reset, which can potentially lead to information being leaked if the owner is not aware of the impact.
The owners get informed during activation that ERM is not reversible, and they can decide to cancel activation if this is a problem.

Display the correct email template for notifications

When loading the default email template for notifications in the Enterprise Settings, the German text was shown regardless of the selected language. This is now fixed so that the template is loaded in the right language.

Improve reliability of SMS delivery

We received reports in the past about SMS delivery not always working, especially in some countries outside of Europe.
SMS delivery is used for two-factor authentication and critical notifications so a timely delivery is of outmost importance. We have partnered with a premium German supplier and improved the technical implementation for a higher delivery rate.

Polish and fixes

We've polished the previous version and implemented several smaller improvements and bug fixes.

Brought back notification count in the side navigation

We've resolved an issue and the notification count displays again.

Improved the PDF viewer

We've fixed an issue with opening PDFs that are password-protected.
Also, if PDFs have form content, this content now displays as expected.

Added a confirmation prompt before deleting users who are Data Room owners

When an Administrator selects a user for deletion who owns one or more Data Rooms we now show a dialog to prevent unintended Data Room deletion. Besides showing user names and number of their Data Rooms, the dialogue also asks for an additional confirmation if the Admin decides to proceed with the deletion.

Fixed a display issue for some existing logos in the new side navigation

With the introduction of the new side navigation, some customer-specific logos were displayed distorted. While uploading the logo again fixed the issue, this styling fix now also resolves the root cause.

Selecting Send invitation email no longer opens an empty browser tab in Firefox

The empty browser tab was without functionality, we've resolved the issue.

Improved the Create user flow for setting pass code as second factor for registration, and fixed a bug with saving the phone number for this registration method

Also, you can now create a user or guest even if no phone number is specified for the second factor registration. This way you can proceed and still add the phone number afterwards, if needed.

Added new Microsoft Outlook 365 Addin in the help section

The Help section was modified to point to the newly released Outlook 365 Addin.

Multiple security improvements and bug fixes

As part of our continuous effort to improve idgard, we have updated software components and made general improvements to the system. No visible impact is expected for the users.

Improve performance of the User API
Loading a list of users is now significantly faster. This is particularly noticeable with large numbers of users.

New navigation

This release introduces a new navigation. Here is what changed:

• Expand & Collapse: Select the arrow icon to expand or collapse the side navigation.

• For Administrators: We've added the option Enterprise settings to the side navigation for quick direct access. What used to be called Administration is now Users and merges the user and guest management sections.

• For Room assistants: We've renamed Room management to Data Room provisioning and added this option to the side navigation for direct access.

• Full license users will find a new version of the guest management in the same place in the side navigation by selecting My guests.

User and guest management > Overview

This release unveils the new user and guest management, offering increased speed and performance alongside an intuitive, flexible interface with productivity features.

For Administrators, the user and guest management sections are now merged into one. Apply the filter "Created by = Me" to view users and guests you've created. If, for example, you'd like to only see your own guests, add the filter License Type = Guest.

For Full license users, we've renewed the My guests section for managing own guests. It follows the same concept as for the user management for Administrators.

User management > Customizable user and guest overview

Opening the User management is now much faster. In the user list, use the column selector to customize the list to your needs by showing or hiding columns.

User management > Create new users and guests

Select the button Create user and let the stepper take you through the process smoothly.

User management > Search, sort, and filter options

Find individual users by searching for their name, email address, or user ID. Or, apply filter criteria to retrieve a list of users matching those criteria. You can then review or edit users either one by one, or in batch mode.

User management > Create and manage User groups

Use this feature to organize users in groups. In the user and guest overview, select the button Manage user groups to review and edit your existing groups and create new ones. You can assign groups to individual users, or to multiple selected users.

User management > Batch edit users and guests

Select several users and efficiently review or edit them in batch mode. You can assign user groups, set notifications, manage permissions, change user status, or delete selected users.

User management Beta - Thank You for your feedback

This release officially launches the user management and a big shout out and heartfelt Thank You goes out to our numerous Beta participants for the open communication and valuable feedback you provided. Here is a selection of what we already implemented:

• The Last login filter now allows filtering by a custom date

• The Admin role filter includes a filter criteria for Admin role= None

• Created by is now available for filtering

• The header of the user list is now sticky, table values are easier to read, and the overall interaction with the table is smoother

• The column Storage usage for invited was removed

• The User ID is available in the user list and in the user details; the ID is also searchable

• And much more ...

Implemented minor bug fixes and improvements

We've fixed a scrolling issue on the One-time Box access page that blocked the language selector for users with specific display settings.

In addition, we removed the icon for our interactive product tours from the poll section where it was partially covering a button.

Launched new User Administration for Beta testing

As part of our user interface modernization project, idgard is receiving a state-of-the-art design and technology. In addition, we reorganize pages and features to improve idgard’s overall usability and make things easier to find.

This release launches the new User Administration Beta, which is available to idgard Administrators.

These are our highlights:

• Intuitive creation of new users and guests

• Customizable user and guest overview

• Convenient search, sort, and filter options

• Simple creation and management of user groups

• Efficient management of multiple users

You have Admin permissions in your idgard account and would like to try out the new interface before it's generally available to all our Admin users?

Join the Beta and enjoy a completely reworked experience! Contact us at: info@idgard.com

Here is a short sneak-peek video for everyone: New idgard User Administration interface (Text in German)

Security improvement

Various security improvements and bug fixes.

Provide a warning about permission changes in case of ERM deactivation

When deactivating ERM in a Data Room, the permissions of every user revert to the ones configured as default. In certain scenarios, this might lead to data being visible to people who are not supposed to access it.

We now added a more explicit warning to make sure the users are aware and can prevent unwanted situations from happening.

Security improvements and bug fixes

This release brings multiple security improvements and bug fixes

Allow more than 15 boxes to be displayed in grid view
When selecting grid view, the visualization was limited to 15 boxes. This limitation is now removed and all boxes are displayed.

Access Protection Class changes no longer revert 2FA to SMS passcode

Changing the Access Protection Class to preset II or III in Enterprise Settings resulted in SMS Passcode being configured even if TOTP was already selected. This is not the desired behavior for most customers, so the system now honors the existing TOTP setting.

Enable creating guest accounts without phone number even if two-factor authentication is enforced

When creating a guest, some users prefer sharing the second factor for registration through a channel other than SMS like Microsoft Teams.

For this situation, it is now possible to create guests without a phone number when Two-Factor Authentication Registration is enforced.

Improve readability of default email templates

Some customers reported that the default email templates resulted with unnecessary whitespace when visualized in a subset of clients. We optimized the layout to make them more readable on those situations.

Allowed email addresses with subdomains

We've extended our email address validation to allow adding user email addresses that use subdomains.

Improve idgard connection security by deprecating weak cyphers on my.idgard.de

As part of our continuous improvement of idgard security, we are now retiring support for some deprecated cyphers. Clients connecting to idgard will be forced to use modern and state of the art connections.

Please note that some very old clients might not be able to connect anymore. If this is the case please update your client or browser to a supported version.

Additional bug fixes and security improvements
Minor improvements to the "Help" section as well as security improvements

Improved error management for File and folder upload API

We made some changes to the file and folder upload mechanism to improve reliability and error reporting. Not many changes are directly visible for the users in this version, but this enables some significant changes in the near future.

Added the option to filter and export the Admin log

You can now search the Admin log by user and filter by date range and action. You can then also export the log to Excel based on your selected filter criteria.

This feature is available to Administrators.

Improved usability for antivirus scan

Based on many customers' feedback, we have removed the additonal popup that informed users of an incomplete antivirus scan. You can now directly download files and notes you trust without the need for an additional click.
The existing icon next to each file still reflects the accurate scan status so that you can take informed decisions. And of course, the download of infected items is prevented as before.

Fixed a mistake in a description text

A text in the Enterprise settings for Administrators erroneously indicated that deactivating a user would free up a license. This is not the case as a deactivated user remains a licensed user in the system and can be activated again by an Administrator. We've corrected the text.

Phase out DUO as two-factor authentication method

In 2022 we introduced One Time Password (TOTP) as state of the art two-factor authentication method. Following up on that, we are now removing DUO as two factor authentication for idgard. Customers are invited to switch to One Time Password of possile or any other of the available methods.

Introduced more restrictive Content Security Policies

To better protect against malicious code execution we introduced a stricted Content Security Policy for the browser.

Please note that some features (e.g. visualizing PDF in the web application) require a recent browser version to work e.g. Chrome/Edge >= 97 and Firefox >= 102

Fixed an issue with opening large PDF files
Under specific conditions, loading a large size PDF files could lead to slower performance. This is now solved.

Consistent page numbers in meeting packs with mixed layout

When a meeting pack consisted of documents in different orientations, the position of the page number was not always consistent. This is now fixed.

Launched the idgard Next Generation User Interface

We are happy to announce our user interface modernization project. As part of this, idgard is receiving a state-of-the-art design and technology, plus we reorganize pages and features to make things easier to find and improve idgard’s overall usability.

We'll release the new sections step-by-step, so there are great things ahead of us.

Launched new Enterprise settings

This release delivers the Enterprise Settings as the first section of our reworked user interface. We're introducing a new navigation and many features have moved to a new location. The attached graphic provides a feature overview and where to find them.

Note that some of these features are available with specific price plans only.

We highly recommend to empty the cache of your browser to ensure that the user interface changes display correctly.

Enterprise settings > Customization

Drag&drop to upload your company logo and showcase idgard in your own brand colors - your selection is applied to all users in your organization. You will find these and more features to customize idgard to your needs on the new Customization page under Enterprise Settings.

Enterprise settings > Access protection

On the Access protection page, aside from the user interface rework, we've, for example, enhanced the Data protection settings recommendation feature. This feature now provides an overview and explanations for each of the data protection classes, offers presets, and transparently guides you through the selection process.

Enterprise settings > Boxes

The page Boxes groups all features that let you configure your different Box types on account level. It includes features such as Box expiration settings, Document classifications, and several others.

Enterprise settings > Users

Go to the Users page to configure, for example, the default Box creation permissions for new users in your account.

Enterprise settings > Clients

If you need to enforce specific behaviors for idgard apps and the Outlook Add-in, then those are still on the Clients page. This page still has the same features grouped under the same name, and we think it looks nicer now.

Enterprise settings > Account

The Account page replaces the previous Booking section and provides an overview of your organization and billing data, your booked package, and the licenses in your account.

You need to either be a Registration Administrator (Root Admin) or a Billing Administrator to see this page.

Enterprise settings > Admin log

The Admin log has a new design but we've also enhanced some action descriptions in the log to make them easier to read.

Fixed timezone in watermark and box journal

The German timezone is now used consistently across the application including document exports. We had some cases where UTC was used instead

Improvement and minor bug fixes

We did some improvement and provided minor bug fixes

We implemented several stabilisation and performance improvement measures

Added warning for the upcoming end of support for DUO

Account admins are properly warned about the end of support of DUO by March 31st, 2022 when they want to set up a method for a second factor

Improved second factor useability

Increase user friendliness through text and hints for each specific second factor method.

Bug fixes and performance improvement

We've implemented several bug fixes and performance improvements.

Enabled auto detection and update of old telephone format

User will be automatically proposed to update existing telephone numbers to match the E.164 format when accessing the preference, manage guest or user administration menus. User can then persistently save the change.

Added support for T-OTP as a second-factor authentication

A two-layer authentication process significantly increases the security of your idgard® account. With an authenticator app, you can now generate time-based one-time passwords - so called, verification codes - and use them as a second factor for authenticating with your idgard® account. To use verification codes, you need to install an authenticator app and pair it with your idgard® account.

Provided a journal export in the same format that user sees on the UI

User gets a file which matches with the journal as displayed and filtered, for the purpose of filing, and controlling.

Introduced TLS 1.3

TLS 1.3 provides a higher security level.

Added hint for format of mobile number

Users are informed about the acceptable format which is used to enter the mobile number.

Removed certificate pinning from products

idgard clients will consistently use https authentification mechanism which is secured and widely supported.

Fixed text for box share link to differentiate Box and DataRoom

User will be correctly prompted when sharing a link, and the recipients are correctly informed how to use such a link.

Filtered the journal export using UI filters

User can now export the journal using the filters offers on the user interface, and can better focus on the analysis work.

Provided option to assign Journal permissions to Data Room members

Data Room owners or managers can now allow Data Room members to view and or export the Journal of a Data Room by assigning them the corresponding Journal permissions.

Improved the distinction of object type in export for the event "CREATE"

User has a need to be able to distinguish what exactly has been created. In the journal export, to each Create event, the object will also be mentioned as File, Note or Folder.

Added a filter to screen the journal by username and by event type

User viewing the journal can now filter the records by specific user and event type, and can better focus on the analysis work.

Improved the poll feature

As the creator of a poll you can now decide whether or not to participate in the voting process yourself.

Added the option to filter the Journal view in the web interface

You can now filter your Journal entries by date and focus on the results relevant to you.

Added date filter to Journal export

As a Data Room Owner or Manager you can now limit your Data Room Journal export to a specified date range.

Migrated idgard® databases to new high-performance hardware

This migration increases the stability and performance of our idgard® services.

Fixed an issue with the Move files feature

Under specific circumstances the Move files feature did not function properly. This is now resolved.

Fixed an issue with PDF enforcement for meeting packs

When creating meeting packs in Watermark- or View only-enforced DataRooms, these PDF attributes are now correctly applied to newly created meeting pack PDFs.

Fixed a bug with displaying journal entries

In DataRooms with specific configurations for PDF enforcement, the journal could be exported but was not displayed properly. This is now resolved.

Added option to enforce Watermark and View only settings for PDFs in a DataRoom

In DataRoom settings, the DataRoom owner can now add an extra protection to PDFs in their Datarooms and enforce watermarking or View only settings for these files.

Improved navigation-tree to expand the current directory

When you navigate your folders step-by-step via the file and folder view of your Box, the navigation tree will follow your path and expand and collapse the folders as you open and close them.

Implemented a new internal PDF viewer for downloadable PDF files

This new viewer comes with enhanced functionality so you can easily navigate within your PDFs.

PDFs that are marked as Read-only, will still open in the classic secure viewer.

Added a Save As option for Structured and Simple Meeting Packs

You can now select the location within your Data Room where you want to save the Structured or Simple Meeting Pack, for example, in your personal folder.

In addition, the source and target directories for your Meeting Pack are now preselected and point to your current folder.

Added support for Bookmarks to internal PDF viewer for downloadable PDF files

If your PDF contains Bookmarks, you can now use those to navigate such PDFs within the internal viewer.

Improved the Data Room Journal to include changes to document classifications

If changes are made to the classification of a document, these changes are now tracked as a record in the Journal of your Data Room. Such a record includes the name of the user who changed the document classification and the date.

Made the Members overview in the administration menu more intuitive

The Show members only filter is now a check box with an explanatory text label, and is easily accessible at the top of the members list. This replaces the icon that was previously located in the Box navigation bar.

Fixed a display issue in the User Administration overview

The last record in the User Administration overview is now displayed properly again.

Fixed a bug with Box default permission settings

We've resolved an issue that was related to the assignment of Box default permission settings and occurred with specific configurations. The issue had been introduced with version 1.0.27.0.

Added a filter option for Box members

We've added a filter option for Box members to the Members overview. This makes it easier for Box owners and Box managers to view and manage permissions.

Members overview

Fixed a bug with displaying and exporting Journal activities

In a few specific cases, a bug caused that certain activities could not be exported and were not displayed in the Data Room Journal. This issue had recently been introduced with version 1.0.27.0 and is now resolved. All activities are now displayed again and can be exported.

Added an option to change permissions for several selected users at once

The User Administration area has been enhanced to allow changing permission settings for several selected users in one step. Such batch changes can be applied to all users, or to selected users by using the free text filter or Group selector.

Added the option to duplicate folder structures including ERM group permissions

In Data Rooms that use Enterprise Rights Management (ERM), you can now use an existing folder structure as a template. This new feature lets you duplicate the selected folder structure with already configured group permissions inside your Box. With only a few clicks, it helps you save time on administrative tasks. Also, files are not carried over to the duplicated structure, so that you can conveniently start using the new folders for your next project or meeting.

Improved Assistant role assignment

You can now manually assign the Assistant role to more than one member per Box.

Added configuration for iOS offline wipe

Admins can now configure a remote wipe option in the idgard® web app Enterprise settings for iOS. Activating this setting will remove all data from an idgard® iOS mobile client if the user has not logged in for a set period of time.

This feature supports idgard® iOS starting with version 6.4.0, and adds an extra protection for data stored in the idgard® iOS app, for example, on a mobile device that has been lost, stolen, or is no longer used.

Listed an overview of official uniscon apps

To increase transparency and support compliance requirements, under Help > Clients we now display a list of official uniscon apps that are authorized to access idgard® services.

Enabled creation of a custom email notification template

Admins can now create a template for Notification emails, for example, to add a corporate branding to these notifications, or to use a customized text.

Added copy and paste option for folders, files, notes

Existing folders, files, and/or notes in a Box can now be copied and pasted to a selected location in your idgard®.

A new Jobs overview pane lets you manage your copy jobs and view progress information. To go there, select Batch jobs from the side navigation.

Added option to combine multiple PDF files into a single meeting pack

You can now conveniently combine all your PDFs from one directory into a single PDF, for example, as a Meeting Pack. In a folder, use this new feature to merge all PDFs into one file using your selected templates for cover sheet and table of content. This feature is available in DataRooms.

Added option to sort Temporary Boxes by deletion date

In the Box overview, you can now sort your Temporary Boxes by deletion date to get a quick overview of the order in which these Temporary Boxes will expire and be automatically deleted.

Fixed link to TCDP data protection class checker

The link in the idgard® Admin section now points to an internal source and the checker can be accessed again. The Checker lets you determine your data protection requirement class based on the Trusted Cloud Data Protection Profile (TCDP) of the German Federal Government.

Changed icon for interactive in-app walkthrough feature

Our interactive idgard® walkthrough feature now has a question mark icon, and is more intuitive to recognize. You'll find it at the bottom right of your browser window. Please try it out and let us know if you like it.

Try out our idgard® walkthrough feature:

Added English version of Commissioned Data Processing Statement and T&C documents

Our Commissioned Data Processing and Terms and Conditions documents are now also available in English. To access these documents, log into your idgard® account, and go to Help > Legal.

Fixed an issue with the automatic Box content deletion date

In DataRooms, if the option Limit file time to live is activated, the deletion time stamp now only shows the deletion date for each file because the previously displayed detailed time information was misleading.

Facilitated usage of deep links with idgard® iOS app

Added the capability on the idgard® server in preparation for a planned iOS mobile app feature that'll let users open idgard® links directly from inside the iOS app.

Fixed a display issue with the idgard® internal viewer

PDF files and images are now displayed properly again in the idgard® internal viewer. This hotfix release resolves the issue, which had recently been introduced with version 1.0.26.14.

Enforced Admin setting for time limits in Temp Boxes

The Administrator sets the maximum time limit for Temp Boxes, for example, following regulatory requirements of their organization. Temp Box owners can only change the life time of their Box within that prescribed limit.

Increased character limit for Registration email template

The template now supports longer texts with up to 4096 characters.