CaTS Blog

In this article:

• Service Transition Timeline
• SharePoint Secure File Share to Replace ProofPoint SecureShare
• Discontinuation of ProofPoint Anti-Spam Service

Earlier this year CaTS was notified that ProofPoint’s SecureShare, our current secure file-sharing service, is being discontinued this Summer. With the elimination of SecureShare, ProofPoint’s service offerings were no longer as attractive.  As a result, we are migrating away from ProofPoint products in favor of software already in our portfolio.

This migration will consist of several modifications to email processing and the transition to a Microsoft 365-based file-sharing portal. The impact on email processing and file sharing will be minimal.  

Service Transition Timeline

• May 1st, 2024: 
  • New Secure File Share opened for testing to individual employees
• June 3rd, 2024:
  • The ProofPoint anti-spam administration portal is being switched to Microsoft.
  • The ProofPoint daily spam digest is being switched to Microsoft.
  • External message tag on email will look different.
  • The backend Malicious/Spam/Junk email engine is being switched.
  • Spam defense URL will change from ProofPoint to a Microsoft URL.
• June 15th, 2024:
  • Last chance to download data from ProofPoint’s SecureShare
• June 20th, 2024: 
  • SharePoint Secure File Share Portal officially launches.
  • ProofPoint Anti-Spam portal goes offline
  • ProofPoint SecureShare portals goes offline.
  • Corresponding URLs will be redirected to the new services.
• June 30th, 2024: 
  • Project Completes

SharePoint Secure File Share to Replace ProofPoint SecureShare

With the elimination of ProofPoint SecureShare, Wright State members will now be able to utilize SharePoint's Secure File Share to share sensitive documents with others, both inside and outside of the university. 

What is Secure File Share?

Secure File Share is a secure SharePoint site that allows you to securely share files with other people, both inside and outside the university. The files are stored for a temporary amount of time (typically 30 days) and are then deleted from the system. Files are encrypted while they are stored on SharePoint, and also during transfer.  

You can access Secure File Share at securefileshare.wright.edu.

Who can use Secure File Share?

At this time, all individual Wright State employees can utilize the new Secure File Share service. You can also request a Library be set up for a Microsoft Group by submitting the CaTS Online Communities request.

When will ProofPoint SecureShare go away?

ProofPoint SecueShare will be officially replaced with SharePoint's Secure File Share on June 20th, 2024. CaTS strongly recommends downloading any files currently stored in SecureShare by June 15th, 2024. Any files stored in SecureShare will be deleted once this service is discontinued on June 20th. 

When is it Appropriate to use Secure File Share?

Secure File Share should only be used for sharing files that contain confidential data. The University Data Classification and Risk Matrix provides more information to help determine the type of restricted data your document may contain, and how best to share/transfer the file to another individual. For standard file sharing services, individuals should use Microsoft OneDrive.

How do I use the new Secure File Share service? 

Requesting a Secure File Share Library (Individual Employees)

1. Log in to securefileshare.wright.edu
2. Click 'Request your Secure File Share Library'
3. Review the Wright State University IT Security Policy, select 'Yes' and hit 'Submit'
4. Your Secure File Share Library will be automatically set up (this process takes under a minute), and will appear in the 'Files shared with you' menu on the bottom half of the Secure File Share homepage

Sharing a File or Folder

1. Log in to securefileshare.wright.edu
2. Open your Document Library by clicking your name in the 'Files shared with you' menu on the bottom half of the Secure File Share homepage
3. Upload the file(s) or folder(s) into the Document Library by either dragging/dropping them or by clicking 'Upload' at the top of your Library
4. Right-click or click the '...' menu to the right of the file or folder name
5. Choose Share from the menu, and enter the email address of the person or Group you wish to share your file with

Important Notes:

• If you request a file, be sure to follow up with the user.  These are classified as spam by many providers because they're asking the user to provide information to an unknown point.
• Links to anonymous users are valid for 30 days.
• Files collected in this site can be moved or copied to any other SharePoint site where you have access to do so and permission to store that particular data; just select the files or folders and choose Move or Copy at the top.  There is no requirement to download in between.

Discontinuation of ProofPoint Anti-Spam Service

In addition to ProofPoint SecureShare being discontinued, the Anti-Spam service will also be discontinued on June 30th, 2024. After this date, you will no longer receive a daily ‘End User Digest’ email from pps@wright.edu.

Important Notes:

• ‘Blocked Senders’ and ‘Safe Senders’ lists in ProofPoint will be deleted once this service is discontinued. To request an extract of your current list(s), please click here
• Blocked/safe sender lists saved in the Microsoft Web App, Outlook Client, or other email clients outside of ProofPoint will NOT be deleted.
• After June 30^th, existing quarantined emails within ProofPoint will be deleted and spam will be filtered into the ‘Junk Email’ folder.

Due to a security issue that can be exploited when using the one-time passcodes generated in the Duo Mobile App, CaTS will be disabling this feature on June 30^th, 2023.  These codes do not expire until they are used, which allows hackers to capture the one-time passcodes via a fraudulent authentication page.  With an individual’s password and the one-time passcode, the hacker can then add their phone number as an authorized 2FA device.

To protect the Wright State community from this exploit, CaTS will be disabling the use of Duo Mobile generated one-time passcodes on Friday, June 30^th.  Individuals will instead be required to use the Duo Push option in combination with the Duo Mobile App.

This change will not affect the other methods of authenticating via Duo, such as push notifications (preferred), the phone call feature (Faculty and Staff only), SMS/text passcodes, and FOB access codes.

For more information on the Duo 2-FA authentication service and its usage, visit https://www.wright.edu/information-technology/two-factor-authentication.

If you have any questions, please contact the CaTS Help Desk at 937-775-4827 or helpdesk@wright.edu.

CaTS has been made aware that Proofpoint SecureShare is currently experiencing authentication issues, causing users to receive a login failure error message when attempting to access this service.

CaTS is monitoring this situation and will notify campus once this issue has been resolved.

The CaTS Help Desk was recently made aware that yesterday afternoon a large number of Wright State faculty, staff, and students received an email from an Alexa Brown at Retirement Expert with a subject line of ‘Retirement And Pension Meetings for Wright State University Employees’ indicating eligibility to receive a free consultation for retirement benefits. Please be aware that this message originated from a third-party organization that is NOT affiliated with Wright State University.

Employees are advised to NOT reach out or provide any personal or financial information to them.

If you have any questions regarding this email, please contact the CaTS Help Desk at 937-775-4827, or email helpdesk@wright.edu.