Automatic File Locking and Unlocking for Office Files
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Automatic File Locking and Unlocking for Office Files

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Article summary

FenixPyre provides automatic file locking and unlocking for Office files (Word, Excel, PowerPoint) that are synced to your desktop from OneDrive or SharePoint. This feature ensures the integrity of encrypted files by allowing only one user or device to actively edit the document at a time, preventing conflicts and maintaining data security.

When a file is locked, it becomes read-only for all other FenixPyre agent or web users. Only the user who locked the file can unlock it, ensuring that simultaneous edits on encrypted files are avoided. This safeguards the document's security while streamlining collaboration.

Issues Addressed by Automatic file locking and unlocking File Locking

Preventing Data Leaks:

Without Automatic file locking and unlocking, encrypted files are at risk of unintentional data leaks, particularly in hybrid work environments where users switch between OneDrive Web and Windows desktop. The Automatic file locking and unlocking functionality ensures that file access is properly controlled, preventing conflicting edits and maintaining the integrity of the encrypted data.

Enhancing User Experience:

With Automatic File Locking and Unlocking, users enjoy a seamless experience when working with FenixPyre-encrypted files, ensuring smooth access and collaboration

  • Improved Workflow Efficiency:
    By preventing simultaneous file edits, FenixPyre ensures smooth collaboration without conflicts or interruptions, streamlining workflows and reducing delays

  • Data Integrity and User Confidence:
    With FenixPyre's conflict prevention mechanisms, users are assured that their data remains intact and secure, eliminating concerns over potential data loss or overwriting, and reducing confusion and frustration.

  • Clear Notifications: With the introduction of clear notifications on why files are opened in read-only mode, users can now resolve issues seamlessly and eliminate confusions

How Automatic file locking and unlocking Works

Automatic Lock on Open:

When you open a FenixPyre-encrypted Office file from OneDrive or SharePoint, the file is automatically locked to prevent other users from making changes. During this time, any other FenixPyre agent or web users attempting to open the file will only be able to access it in read-only mode.

Unlocking a File on Close:

Once you have completed your edits, the FenixPyre agent will automatically unlock the file when you close the document or save and exit. After the file is unlocked, it becomes available for other users to open and edit.

Feature Limitations

  • Applies to Office Files:

    • This feature is designed specifically for Word, Excel, and PowerPoint documents.
  • Works Only for OneDrive/SharePoint Files:

    • The functionality is limited to files that are synced from OneDrive or SharePoint to your desktop.
  • Works Only for FenixPyre Encrypted Files:

    • This feature is applicable only to Office files that have been encrypted using FenixPyre.
  • OneDrive Collaboration Disabled:

    • The lock/unlock feature functions only when OneDrive collaboration is disabled in the admin dashboard for your user role.

Frequently Asked Questions (FAQ)

1. Can multiple users edit the same file at the same time?

No, the locking feature ensures that only one user can edit the file at a time to prevent conflicts. If a file is locked, it will open in read-only mode for other users until it is unlocked by the original user.

2. How do I check if a file is locked?

  • Locked by Web User:

    • You will see a lock status icon as below in the web interface indicating that the file is locked.
      lock_web.png
    • You will see a lock status icon as below in the desktop interface indicating that the file is locked.
      lock_desktop.png
  • Locked by FenixPyre Agent:
    There is currently no lock status indicator for files locked by another FenixPyre agent on the web interface or desktop interface. However, when you try to open the file, a notification will appear stating that the file is locked by another user, and it will open in read-only mode.

3. Why do some files open in read-only mode via FenixPyre?

You may not have edit permissions for certain files. However, if you do have edit access and a file is locked by another user, you will receive a notification as below. Once the file is unlocked by that user, you will be able to make edits.
Picture 1.png


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