Monitoring Profiles

Monitoring profiles settings let you create and edit activity monitoring policies for users and departments and precisely control how much information will be collected. For example, some users and departments may have screen recording disabled and be monitored from 8am to 5pm only.

On the screen this can be seen, for example, as ‘Lite monitoring’ (no screen recordings, snapshots, keystrokes, emails) and ‘Hard monitoring’ (for users with low level of efficiency):

You can set various profiles for monitoring. To create a new profile, just click the "Create” button at the top of the page.

The General page includes the following:

  • Profile name
  • Users and the department's the profile will apply to.
  • Warning message text - This field is used to alert the user that his workstation is being monitored (message will appear on Windows sign in).
  • Allow the user to turn monitoring on and off: shows a taskbar icon with start/stop monitoring menu for non-invasive monitoring.

    Note: If the client (agent) is offline (he/she is not connected to the Controlio cloud server), then the monitoring profile will be applied at the next connection.

    Schedule

    The main function of this tab is to manage the time when the agent works and the user activity is recorded. You can control, setup and adjust employee work time using Controlio agent which in turn will track the user activities. The working period can also be set to be specific period of time - hours and week days.

    Note: if the Icon mode is enabled, Schedule settings will take a priority over user’s start/stop monitoring actions (User cannot start monitoring on non-working hours or days).

    Screen

    This tab shows the screen activity video streaming and the records settings. Note that during screen recording, idle periods when user makes no action on the keyboard or mouse will not be recorded.

    The Recording Method can be used for further customization to users profile for example you can choose to capture screens from all apps and websites or choose the option listed only or all except listed. This list applies for apps and sites running in the foreground. For example, you may except banking sites and apps from being captured. Filtering list supports app names, file paths and domain names. Masks are also supported:

    • Notepad
    • *calc.exe
    • cnn.com

      Controlio agent has live screen streaming mode, the video player makes it functional to view the remote desktop and watch what the user does in real-time session. The live streaming mode is available only when the user is online – from Online Sessions report.

      Note the two video formats MPEG4 and PNG for recording video sessions. It is recommended to enable the MPEG4 but in cases where there are issues with video encoding you are recommended to use PNG format.

      Controlio agent offers high quality video format which can be configured to scaling quality of multi-monitors with the default maximum screen width 1920 which can be increased to 3840 on customer request. You may also use the scaling parameters (given as 25%, 50%) to reduce the resolution and network bandwidth.

      Keystrokes

      Keystrokes report shows the pool of all keystrokes pressed in your account. In addition to regular keys, the use of special keys such as the Print Screen button, hidden symbols for examples Delete keys and others. All the keys are captured, regardless of the user's selected language.

      The Recording Method can be used for further customization to users profile for example you can choose to capture keystrokes from all apps and websites or choose the option listed only or all except listed. This list applies for apps and sites running in the foreground. For example, you may except banking sites and apps from being keylogged. Filtering list supports app names, file paths and domain names. Masks are also supported:

      Applications

      This feature tracks the time the user spent in any focused windowed application and records the time the user(s) spent on them.

      • Notepad
      • *calc.exe

        The Recording Method can be used for further customization to users profile for example you can choose to track all apps or choose the option listed only or all except listed. This list applies for apps running in the foreground. For example, you may except a banking client app from being tracked. Filtering list supports app names and file paths. Masks are also supported

        Web surfing

        This feature tracks the time spent on web pages opened in most popular web browsers: Google Chrome, MS Edge, Firefox, Internet Explorer, Opera, Mozilla.

        The Recording Method can be used for further customization to users profile for example you can choose to track all websites or choose the option listed only or all except listed. This list applies for websites running in the foreground. For example, you may except a banking site from being tracked. Filtering list supports domain names. Masks are also supported:

        • *.facebook.com
        • cnn.com

          Files

          This feature monitors file operations (create, copy, rename, delete, move) on the local drives and external drives such as USB drives and flash media.

          Note that in order to exclude Windows system paths, All except listed filter is applied by default:

          Searches

          Searches monitoring report lets you track keywords from search requests to sites like Google, Bing, Yahoo, etc.

          Note: Web surfing function has to be enabled to make this feature work properly. Please view the search report page here.

          Session

          Sessions monitoring report shows all user sessions including: Time Started, Time Finished, Duration, Work Time, user(s) and Computer to which a remote user is connected. View the trend graph for the session report here.

          Emails

          The email monitoring function helps you understand how productive your team is when it comes to email usage. You will be able to see how much correspondence is sent by/to your employees. See the email report here.

          The Email monitoring report tracks all emails being sent or received including information about the Senders, recipients, email subject and body. The system can also save a copy of outgoing attachments.

          This feature monitors all the emails sent or received using Microsoft Outlook application and also monitors webmail’s such as Gmail, Yahoo mail, outlook and more.

          It also offers saving Email attachments. Simply check the box on the save attachment and save a copy of the file.

          Please note of the following:

          • You can save attachments from the Microsoft Outlook application only.
          • If you turn off webmail's monitoring it disables web filtering driver installation on the user’s PC (This may fix incompatibility issues with other software).
          • Microsoft Outlook app tracking does not use a web driver.

            Printing

            The Printing monitoring report tracks all documents sent to the local or network printers from user’s PC. The report shows the name of the document, printer, computer, user and the usage time. See the printing's report here.

            Idle sensitivity

            This parameter determines how the active and idle time is tracked. If a user makes no keyboard or mouse actions for a period of 60 seconds which in this case is the default idle sensitivity for Controlio agent, active time will stop and idle period will start.

            Also, this feature supports higher idle sensitivity values for correct tracking of online meetings, webinars and other activities that do not require mouse/keyboard usage for a long time. Here is an example of predefined meeting apps and sites:

            Note: You may add any app or site to the list with ‘+’ button.

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