Team Zeus Blog

Motivational musings from Mount Olympus and beyond.

How To Keep Your Team Zeus Account Safe And Secure

“Protecting your data is paramount to us at Team Zeus”

Keep your Team Zues account safe and secure

Recently the “WannaCry” ransomware affected a number of large organisations in one of the most widespread cyberattacks ever seen, leading many firms to become increasingly worried about the safety of information stored on local computers, and shared between different users. This exploit is suspected to have been transmitted by email and is supposed to be disseminated more easily with the use of file sharing applications that are commonly used in multi-site businesses.

The NHS was amongst the victims of this incident that hit approximately 99 countries, which demonstrates the damage that such malicious programs can cause if sensitive information ends up into the wrong hands.

Fortunately, Team Zeus users cannot receive messages from people outside of the business, as our application is designed for internal use only. Moreover, all data is encrypted at source via a 2048bit SSL RSA public key, combined with the use of a SHA256 signature algorithm and an ECDHE_RSA key exchange. Together this provides security that is better that that which most banks currently use.

(You can read more about our security credentials here.)

To further increase the security of your information, we would like to share with you the best practices to adopt, in order to ensure that your Team Zeus account stays safe and secure. Here are a few tips to apply that will reinforce your account safety:

Make your password “impenetrable”

Your Team Zeus password gives you access to your company’s private data, and as such it needs to be kept private and be as strong as possible. You should therefore create a unique password that is at least 8 characters long with the use of both uppercase and lowercase letters, as well as numbers and characters that would make it more difficult to guess.

Workstations must also be secured by a unique password and we advise that employees sign out of their computer when leaving their desk, so as to ensure another user can’t possibly access Team Zeus in their absence.

Your password must be changed regularly to prevent giving access to someone who might have inadvertently found it out. Sometimes employees might get frustrated with having to regularly modify it and may instead opt for a weaker password. A way around this would be to ask your staff to use a password manager such as LastPass, which generates unique, random passwords.

Secure your connection to Team Zeus on your mobile device

In order to securely access your Team Zeus account via one of our mobile applications, you will need first to authorise your mobile device. To do so, login to the Team Zeus platform via your computer, then go to your profile, and select ‘My devices’. Click the ‘Request Code’ button, and you will get a code that needs to be entered when you first login on the native app.

Conversely, if you are changing your phone, we recommend you delete your old handset from the list of authorised devices. This will automatically log you out Team Zeus on that device permanently.

Limit access to some of your groups

When sensitive information needs to be discussed with members of a team, users can create a group that is either ‘restricted’ or ‘private’ on Team Zeus, so access is limited to the group members.

For a discussion that needs to stay totally confidential, it is best to set it as ‘private’, so it is invisible to people who are not part of that group.

“Off-boarding” staff

When an employee has left the company, they should be removed from Team Zeus, so they can no longer access your company’s internal chat. This will avoid the risk of having mischievous former employees sharing any sensitive or private information externally.

The IT team should work closely with the HR department, to ensure that users are removed from Team Zeus immediately after their departure.

Whitelist

On Team Zeus, users are able to export notifications that they receive by email to the Team Zeus application. But, this doesn’t mean that they can just share the content of any email on the platform, and potentially put the security of your company’s account at risk.

To do this, they have to first ask for the approval of an admin user, who will then add the email address or domain name to a whitelist, authorising this source to post content on Team Zeus.

Security checks

We suggest admin users regularly carry out a number of security checks, by inspecting the Audit Trail that is accessible via the Admin Dashboard.

With the audit trail you can verify who made a specific modification (i.e. user activation, email changes, password changes, etc), and see when this occurred. This will allow you to identify any unusual activities and to act upon them fast.

Files Encryption

When you share a sensitive file with your colleagues on Team Zeus, you should always encrypt it with a password. Microsoft Office enables you to easily protect a document with a password when you are about to save it onto your computer.

Security measures

To make the security of your Team Zeus account impenetrable, your enterprise should follow strict security rules.

Though it should go without saying for modern PC users, it is important that a reliable anti-virus package is used to secure all your company’s computers. At Team Zeus we suggest the paid version of BidDefender, which achieved the highest test scores in comparison with other anti-viruses, and also protects against emerging threats like ransomware.

Furthermore, your IT team must limit the ability for employees to install new software on their computers, by assigning them with a “limited account” that means they can’t install any malicious programs onto their computer.

Finally, remind your staff to install updates and patches, as they will not only serve the purpose of adding new features or fixing bugs, but they will most importantly help to fix security holes that could be exploited by malware.

These measures should form part of your company’s internal security policy, and will increase the security of the data you share on Team Zeus, and protect it against cyber threats. Luckily, Zeus has you covered!

Rapidly find a discussion with the “All Conversations” button

“All your team discussions in one place, in the “All Conversations” section” of Team Zeus!”

All your Team Discussion In one place!

Contrary to email, the main objective of Team Zeus is to facilitate team conversations, in order to enhance the level of cooperation and increase productivity between work colleagues.

Discussions on Team Zeus take place in different channels. For the sake of clarity and organisation, the application also automatically categorises users’ messages, so employees don’t have to waste their time managing their inbox – Team Zeus takes care of their admin for you!

We understand that team conversations usually take place within a group that is linked to a department or a common routine workflow shared by people from different departments, but the occasion may arise where people from different departments that are not part of the same group, need to speak together. Should this situation arise, a temporary conversation can be created, to which different groups or/and individual users can be added. These can be found in ‘Other Conversations’.

Some users may struggle to remember where a recent chat is located, and may not know whether the discussion was part of a group or was in ‘other conversations’; they may even not recall in which group it took place or the name of the conversation.

Fortunately, Team Zeus gives you the solution to track down your team discussions, with the ‘All Conversations’ section.

WHAT’S THE ‘ALL CONVERSATIONS’ SECTION?

The ‘All Conversations’ section combines together all the team conversations to which you have been added. Hence, messages from your groups or ‘other conversations’ can all be found in this location, removing the need for you to navigate through all your different channels, and allowing you to continue your conversation from where you let off.

Discussions in ‘All Conversations’ are organised in inverse chronological order, with the most recent chats displayed at the top. The date of the last message is also displayed next to each team conversations, enabling users to easily trace messages by dates.

Users can also narrow down their search for a conversation by applying different toggles, which are available under the ‘All’ drop-down menu at the top, and include the following:

1. Active conversations

By pressing the ‘Active conversations’ toggle, the application will only show team conversations that were active in the last 14 days. Consequently by using this button, users can view their most recent team discussions.

2. Archived conversations

By applying the ‘Archived Conversations’ toggle, users can reduce the scope of their search to view older messages in conversations that have been left inactive for more than 14 days. This can be handy if you know that the content you are looking for is not recent, and saves you from searching through the entire list of conversations.

3. Announcements

If the message you are looking for contained important information, or if you remember that you had to mark it as read, you can apply the “Announcements” toggle. By selecting this option, you can filter conversations to only view announcements.

THE LIMIT OF THE ‘ALL CONVERSATIONS’ FUNCTIONALITY

The ‘All Conversations’ view lists all the conversations you’ve had, but doesn’t include one-to-one chats with one single user.

To access a private chat that you just had with one colleague, you can instead use the ‘Recently Viewed’ functionality, or type the name of your co-worker in the search bar and click on his/her profile to start chatting together.

OVERALL BENEFITS

As a result, the ‘All Conversations’ section will help you to find a conversation in no time, without having to remember its location, exact date or name. ‘All Conversations’ is incredibly handy when you have a memory lapse and don’t know where to look for a conversation

Next time you need to locate one of your team conversations, save yourself a considerable amount of time, and check the ‘All Conversations’ section!

New Support Site

New Support Site

At Team Zeus, we make every effort to ensure that our application is as user-friendly as possible, in order to provide our users with full support from the day they sign up.

As a result, we are pleased to announce the release of our new support site, following the changes that were made to the old version of Team Zeus. The new support site provides full information and instructions about how to use the range of features available in the new version of Team Zeus, in the forms of small guides.

The tutorials are divided into 10 sections, and describe the steps to follow so that you can accomplish certain actions on Team Zeus. They are also illustrated with images from the app, to help you find the different tools that are mentioned more easily. Here is the list of the different sections you will find on the support site, as well as an overview of what each one covers:

Account

This section includes ten tutorials that show you how to properly set up your Team Zeus profile and configure your account. We also provide some instructions on integrating external apps onto Team Zeus.

Inbox

The different guides from the ‘Inbox’ sections defines what the Team Zeus Inbox is and explain how to effectively manage it with the use of the “Later” and “Mark as Read” buttons.

Groups

The various tutorials that are featured in the ‘Group’ section provide explanations about managing groups, such as: their creation, removal, or how to apply the various privacy settings that are available.

Messages

The message section offers guidance on carrying out different actions when you communicate with your colleagues, such as: attaching a file, formatting a message, editing and deleting a message.

Conversations

Conversations are group discussions about a specific topic. The ‘Conversations’ section reveals how to manage conversations on the Team Zeus instant messaging interface.

Chat

Within the ‘Chat’ section, find out how to use 1-1 chat to speak with one of your colleagues, including how to postpone a reply to a message and how to filter messages to find a file.

People

The tutorials from the ‘People’ section offer explanations about how to find a user, their contact details and check their availability.

Search

The guides from the ‘Search’ section describe how to use the advanced search system to quickly find an item on Team Zeus.

Calendar

The ‘Calendar’ section of the support site provides full guidance as to how to schedule and manage events on the Team Zeus Shared Calendar.

Admin

Finally, the ‘Admin’ section of our support site contains user guides for the different powers admin users possess on Team Zeus.

So, if you are new to the platform or want to find out how to perform a specific action on Team Zeus, why not take a look at our new support site to become a Team Zeus expert.

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