Zybert Secure Portable Office Key SPOK


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Requirements
- Media
- Start SPOK
- PStart Processes
- PStart Setup
- PStart Menu
Programs
- Mail
- Calendar
- Files
- WinSCP
- VNC Viewer
- Remote Desktop RDC
Admin
- Connect to Office
- Connection Settings
- Generate Keys
- Stop All
- Change Pass Phrase
- Backup your SPOK
- Security

Before using SPOK please refer to the Terms & Conditions
Opening applications to your server may take several seconds depending on a number of factors.

Media. SPOK will run from any writeable media. The ability to write to the media is important as certain applications will cache data. To ensure the data is not cached on the host machine it must be able to write to the media from which it is run.

It is ideally suited to running from USB Drives with the intention of connecting to a Zybert GEM office network from remote locations. A drive of 128MB is adequate but putting other Portable Applications on the drive requires considerably more space. Open Office for example can take up 200MB. When purchasing also consider that higher data transfer rates are better.

Starting SPOK Start-Here.exe To start SPOK insert the media on which it is installed (generally this will be a USB Drive). Depending on the way the computer is set up it may ask you what to do. If not then navigate to the media you have just loaded and run the file Start-Here.exe

When prompted enter your Passphrase. If for any reason it is not accepted the box will remain visible and the Passphrase field will clear for you to re-enter it.

You now have a secure tunnel running to your Zybert server.

PStart Processes. When SPOK is running there are a number of items that show in the system tray.

The Pstart application.
Plink - an application which handles the SSH tunnel commands.
Pageant - an application that stores your Passhphrase such that you do not need to keep re-entering it throughout your session.

These applications should be left running while you are connected. When you 'Stop All' and close the PStart program they should disappear. If they do not, close them manually.

PStart Setup. PStart settings The Setup menu on PStart is in the main self explanatory. There are however, some points worth noting. Under General there is an option to set the action to take when the PStart application is closed. It is recommended that it is set at exit application rather than minimize as this could lead to the dangerous situation of inadvertently leaving the application running when you go away from the computer.

Under Items you can choose to execute programs with a single or double mouse click whilst at the same time choosing the required action. 'just run file' is the safest option if you are not sure.

Search searches Pstart items and when referring to users, searches for programs that are on the start menu for the user(s) of the computer you are currently working on.

Remember as with all computer data it is essential to back up your SPOK to an alternate media on a regular basis.

PStart Menu. The PStart menu can be arranged to suite your own preferences, by creating folders, moving items from one place to another, renaming items, changing icons and adding programs. Refer to Resources for other Portable Applications.

To move a menu item drag and drop it.

By right clicking you can add files, folders and groups or remove items. Choosing Properties provides a number of options for running programs including changing the name and icon you see on the menu. It also allows you to set the application path and optionally command line parameters and home directory.

Mail. Mail runs the Thunderbird mail client and connects to IMAP on the Zybert server in your office. The application has the typical configuration capabilities found in other e-mail clients. There are however some points worth noting. Firstly if you are running a local copy of Thunderbird, turn it off before running the portable version.

Thunderbird Portable

By dragging the lines with the red dots, the preview window can be sized or turned off completely, and likewise the calendar and folder tree. If one of these disappears completely then simply drag it back again.

When a date is clicked the calendar will show (see below). Click a folder to switch back to e-mails.

It is not advisable to allow Thunderbird Portable to automatically update. If you wish to update, do a backup first, then install the new version. To turn off Automatically check for updates.

Go to Tools
Options
Advanced
Update tab

Server settings should be:

Go to Tools
Account Settings...
Server Settings
the Server Name should be entered as localhost
User Name is your name on the server which is not necessarily your e-mail name
In Advanced... IMAP Server directory: should be set to mbox (this is important)

Calendar. The Lightning Calendar is currently undergoing development and testing. It is installed on the current version of SPOK (3.03) and only runs locally i.e. it is not able to run across the network or be shared. Lightning is an Extensions for the Thunderbird mail client.

Files. Files on the Zybert server Files uses the Windows Explorer program to display files on the Zybert server you are connected to. To be able to use this feature you must turn off the Server Service on the local machine.

Go to Control Panel
Administrative Tools
Services
Scroll down to Server
Double click on this to open its properties.
In the Startup type select Disabled and apply.
Restart the computer to implement the changes.

You can only turn off the Server service if you have the appropriate privileges. If you are unable to do this (for example in an Internet cafe) you may not be able to use Files. As an alternative use WinSCP. When you reach files on your Zybert server you will see your private folder and the shared files on your server (red arrows). Navigate to your files in the usual manner.

If you open a file for editing using Files and work on it locally, should your connection to the server drop, you may lose your work. It may be advisable to copy the file to your local machine, edit it, then put it back on the server. This can also be achieved using WinSCP. If you have un unstable connection then this may be an acceptable method.

Using Remote Desktop overcomes the problem of random disconnections as you are actually working on the machine you are connected to. Should the connection drop, the file you are working on will still be there when you reconnect.

WinSCP. A typical WinSCP window WinSCP is an open source freeware SCP / SFTP client for Windows using SSH. Its main function is safe copying of files between a local and a remote computer.

It has an Explorer interface from which you can choose a file on your Zybert server and copy it across to a drive on the local machine (e.g. the C: drive or your USB drive).

From here you can work on the file and put it back on the server when you have finished.

Be aware that in the mean time, if the same file should be modified by another user (in the office for example) then caution should be exercised when copying your modified file back to the server. Technically there are ways around this, but a simple understanding with the office personnel may suffice.

For full details and how to use WinSCP please refer to the WinSCP web site

VNC Viewer. VNC is a remote control program which allows you to view and interact with another computer (the Server) using a program (the Viewer) running on your SPOK.

The difference between VNC and Remote Desktop is that with VNC you can interact with a remote user in contrast to RDC which locks the computer that you connect to, presenting the local user with a login screen. The user is unable to login or observe what you are doing until such time as you log out.

Remote Desktop. NOTE: To use Remote Desktop, the computer you wish to connect to must be turned on (the monitor/screen can be turned off). As you will be working over the internet the speed of response will inevitably be slower than when you are sat in front of it. However with a good broadband connection the response will be quite acceptable. With a dial up connection, over an ordinary telephone line, it may be slow.

With RDC you get full access to your work computer via an Internet or network connection. For example, you can connect to your office computer from home and work with files, programs, and resources as though you were in front of your computer at work.

You will need Windows XP Professional on the computer acting as the Remote Desktop host (the machine you are connecting to). The client machine (the one you are connecting from) can run Windows XP Home Edition, Windows XP Professional, or any version since Windows 95 providing it has the Remote Desktop client software installed on it. A broadband connection is preferable though it will work over dial-up.

First of all it is necessary to enable Remote Desktop on the host machine to accept connections. Go to System Properties and select the Remote tab. Under the Remote Desktop section ensure 'Allow users to connect remotely to this computer' is ticked.
RDC Menu Item
Refer to 'Connection Settings' to configure the tunnel for the computer you wish to connect to.

To run Remote Desktop Connection use the Item on SPOK or:

Go to the Start Menu on the computer you are connecting from
All Programs
Accessories
Communications
Remote Desktop Connection

Enter 'localhost:3390' or the port number as set up in Connection Settings.

There is no need to enter a username or password, as the Remote Desktop Connection computer being contacted will request this as per your normal logon. Under Options>> the settings can be configured to optimize the connection for speed, such as screen size, color depth and visual effects.

When you wish to terminate your RDC you can Log Off, Disconnect or Shut Down the remote computer. There are different ways of achieving these options.

On a local XP system under the Start button there are these options
On Remote Desktop under the Start button there are these options
You can see from this there is no Icon for actually shutting down the remote computer. However this can be achieved by using the key combination Ctrl+Alt+End whilst connected to the remote computer.

Connect to Office. Pageant: Enter Passphrase The PStart application can be running on your computer without being connected to your Zybert office server. If you then want to connect to the office, click Connect to Office under Admin.

When prompted enter your Passphrase. If for any reason it is not accepted the box will remain visible and the Passphrase field will clear for you to re-enter it.

Connection Settings. Connection settings under Admin runs the PuTTY Configuration program allowing various parameters to be set including, your account at your office IP, the location of your private key file and tunnels for RDC. If you have purchased your SPOK from a Zybert reseller these will generally have been preset. Choose office and click Load.

To connect to your account: Go to Sessions In Host Name (or IP address) enter username@yourIP Go back to Session and click Save
To set your key location: Go to Connection Go to SSH Go to Auth In Private key file for authentication: enter the name and location of your private key Go back to Session and click Save
To set up a tunnel for RDC: Go to Connection Go to SSH Go to Tunnels Enter 3390 in Source port In Destination enter the IP of the computer on the network that you want to connect to followed by :3389 Click Add The entry will appear in the scrollable list above (note L is automatically added to the source port) Go back to Session and click Save

Further ports can be added for Remote Desktop by incrementing the value of the source port for example, source 3391 to destination 192.168.30.18:3389 in which case the computer for the localhost would be localhost:3391

Generate Keys. There are occasions when you may want to change your key. This is not the same as simply changing the Passphrase for your existing key. If you lose your USB device, for instance, it would be advisable to change your key and Passphrase and upload it to your server. How to generate a new key can be found on the Zybert Help & Information site.

Stop All. As the name suggests this stops all programs that are running. It does not however stop the PStart program itself. This remains open but you are no longer connected to your server. You can then shut PStart or you can reconnect to your Zybert server by clicking Connect to Office under Admin. Enter your passphrase again and you are reconnected.

Before assuming your session is fully terminated, check that no applications remain open. Refer to PStart Processes

Change Pass Phrase. PuTTY Key Generator

Changing your Passphrase does not change your key, there is therefore no need to upload new keys to the Zybert server.

Under Admin run Change Passphrase.
The PuTTYgen: Enter passphrase box will appear. Enter your current passphrase and click OK.
The PuTTY Key Generator application will open with your private key already loaded.
Do not do anything other than type a new Key Passphrase and Confirm passphrase then Save private key.
This will open the Save private key as: dialogue box which should default to the keys folder \POFiles\RunSSH\Keys where your private key is stored.
Overwrite your existing key with the new key, using the same name ssh2.ppk.
You are then returned to PuTTYgen which you can exit.

Backup Your SPOK.
As with all data it is advisable to backup up your SPOK. Simply copy the data, in its entirety, to another media e.g. another USB Drive.

Security.
As a SPOK user there are two points worth considering.

The Pass Phrase you use to logon with SPOK will accept any characters i.e. upper case, lower case, spaces and symbols. A Pass Phrase that mixes these characters is recommended. Do not simply use names or words that are in a dictionary. Try to think of something easy to remember with perhaps mixed case and a space or spaces. Perhaps an acronym or something of no meaning to anyone else.
If you should lose your SPOK then a strong Pass Phrase will protect your security in the short term. For complete security contact the administrator of your server and ask them to remove your personal key from the server. This way the SPOK becomes unusable, even in the event of someone obtaining you Pass Phrase.

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