This guide helps you quickly get started with Ping32’s document encryption client, enabling you to master its key encryption functions with ease.
By following these steps, you can avoid operational errors, improve data handling efficiency, and ensure your organization’s information assets are fully protected.

Overview

Once the Ping32 client is correctly installed, encryption authorization is added, and the encryption service is running, administrators can deploy encryption and decryption policies via the Ping32 console.
Client users can then perform document encryption and decryption based on the received policies.

Transparent File Encryption

When administrators issue a transparent encryption policy, any file created via trusted applications will be automatically encrypted after editing and saving.
This provides end-to-end protection across the entire file lifecycle — from creation to disposal.

For example:
When a user creates a document using an authorized software such as WPS Office, edits it, and saves changes, the file will be automatically encrypted and display an encryption icon.

File Decryption

When the approval-based decryption policy is enabled, users who wish to decrypt a file must submit a decryption request.
Only after the request is approved by the designated approver will the file be decrypted.

Accessing the Decryption Request Interface

Users can enter the decryption request screen through any of the following three methods:

1. Right-click the encrypted file → Document Security → Request Decryption

2. Right-click the Ping32 tray icon → Start Approval → Apply for Decryption

3. Open the Approval Center → Create New Approval → Select File Decryption

If administrators issue a direct decryption policy, users can decrypt or encrypt files locally without approval.
While this provides flexibility, it carries significant risk, as it may lead to uncontrolled decryption and potential data leaks.

Adjusting Security Attributes

If a client user receives an encrypted document from another security domain or one with a higher classification level, they cannot open the file directly.
When administrators enable the security attribute adjustment policy, users can submit a request to modify a file’s attributes.
After approval, they can view the document normally.

Email Decryption

When the email approval decryption policy is issued, users who need to send encrypted files via email must submit a decryption request before sending.
Once approved, the user can send the email successfully.

Email Configuration Steps

Before sending encrypted files via email, configure your outgoing email account:

1. Right-click the Ping32 tray icon → Document Encryption → Email Configuration

2. Enter your email address, password, and SMTP server information

3. Click Save or Confirm to complete setup

Note: Email configuration only needs to be completed once.

File Distribution (External Sharing)

When the file external approval policy is enabled, users must submit a file distribution request to send files externally.
Only after approval can they generate a distribution file or external package to share securely.

Creating a File Distribution Request

1. Create a new file distribution approval.

2. Fill in the title and description to explain the purpose of the request.

3. Add one or more files to be shared.

4. Configure file distribution properties, including:

   • Password verification

   • Network validation

   • Binding to a specific device

   • Expiry date or access duration

   • Maximum open count

   • Restrictions on printing, screenshots, or copying

   • Adding watermarks

5. Click Submit to send the request for administrator approval.

If the administrator enables direct file distribution, users can create distribution packages without approval.
Users can access this feature through any of the following:

1. Right-click file → Document Security → Create File Distribution Package

2. Right-click Ping32 tray icon → Document Security Management → Create File Distribution Package

In the File Distribution interface, users can select files, define attributes, and choose to generate a distribution package or a shared file with customized access controls.

Offline Time Extension

When administrators enable the offline access policy, users can open encrypted documents for a limited time while disconnected from the corporate network.
Once the time expires, files become inaccessible.

If administrators allow offline extension requests, users can submit either online or offline time extension applications.

Online Extension Request

• Submit a time extension request before traveling.

• During the trip, if access expires, the user can import the extension code to continue accessing encrypted files without interruption.

Offline Extension Request

• When offline, users can generate an application code through the Ping32 client.

• This code can be sent to the administrator via a third-party tool for review and approval.

Importing the Extension Code

After obtaining an extension code (either from an online or offline request), users can import it to extend offline access:

1. Right-click the Ping32 tray icon → Offline Extension

2. In the Offline Extension window, import the saved code

3. Once imported successfully, the user regains access to encrypted files while offline

Viewing Approval Results

Ping32 provides a comprehensive approval history, allowing users to review all submitted requests within the Approval Center, including:

• File Decryption

• Security Attribute Adjustment

• Email Decryption

• File Distribution

• Offline Time Extension

This visibility ensures that all user actions are recorded, traceable, and auditable.

Scanning Encrypted Files

When the encrypted file scanning policy is deployed, users can scan their local drives or specific paths to locate all encrypted documents.

Using the Scan Tool

1. Right-click the Ping32 tray icon → Document Encryption → Scan Encrypted Files

2. Choose one of two scan modes:

   • Full Disk Scan: Scans the entire hard drive and lists all encrypted files.

   • Advanced Scan: Allows you to specify custom paths, file types, and filters for targeted searches.

This feature helps users quickly identify encrypted files and manage them efficiently across various business scenarios.