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Employee Acceptable Use Policy for using AI at Work

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Purpose: This Acceptable Use Policy outlines the guidelines and expectations for employees using Artificial Intelligence (AI) technologies in the workplace. The policy is designed to ensure responsible and ethical use of AI tools, promoting a secure and productive work environment while safeguarding the privacy and sensitive information of both the organization and its stakeholders.

Scope: This policy applies to all employees, contractors, and third-party collaborators who utilize AI technologies in the course of their work for the organization.

Policy:

1. Authorized Use: Employees are permitted to use AI technologies provided or approved by the organization for work-related tasks, as outlined by their job responsibilities and tasks designated by their supervisors.

2. Data Privacy and Security: a. All AI activities involving sensitive information, confidential data, and personally identifiable information (PII) must be carried out following the organization’s data protection and privacy policies. b. Employees must not use AI technologies to access, collect, or manipulate data that they are not authorized to access.

3. Responsible AI Usage: a. Employees must ensure that AI tools are used ethically, avoiding any actions that could cause harm or discriminate against individuals or groups based on race, gender, age, religion, or any other protected characteristics. b. The use of AI for fraudulent, malicious, or deceptive activities is strictly prohibited.

4. Compliance with Laws and Regulations: Employees must adhere to all applicable laws, regulations, and industry standards related to AI usage, data protection, privacy, and intellectual property.

5. Intellectual Property: a. When utilizing AI tools to develop new software, applications, algorithms, or processes, employees must follow the organization’s intellectual property policies. b. Employees must respect third-party intellectual property rights when using AI tools.

6. Transparency and Accountability: a. If an employee’s role involves AI-generated content or interactions with stakeholders, they must disclose when AI is being used to ensure transparency. b. Employees are accountable for the outcomes of AI-generated actions performed under their supervision.

7. Avoiding Bias: a. When utilizing AI technologies that involve data processing, employees must make efforts to identify and mitigate biases that could lead to unfair or discriminatory outcomes. b. If an employee suspects bias in AI-generated outputs, they should promptly report the issue to their supervisor or the designated contact.

8. Reporting Misuse or Concerns: a. Employees should promptly report any misuse or concerns related to AI technologies to their supervisor, IT department, or the designated contact. b. Reports of possible AI-related security breaches or vulnerabilities must be submitted as per the organization’s security incident reporting procedures.

9. Training and Education: The organization will provide training and educational resources to employees to enhance their understanding of AI technologies, ethics, and best practices.

10. Consequences of Violations: Failure to adhere to this policy may result in disciplinary actions, up to and including termination of employment or legal action, depending on the severity and impact of the violation.

Conclusion: By following this Acceptable Use Policy for Employees Using AI at Work, employees contribute to a responsible, ethical, and secure use of AI technologies. Adherence to these guidelines ensures that AI tools contribute positively to the organization’s objectives while maintaining a safe and respectful work environment.

How to add a signature in Outlook 365

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To add a signature in Outlook 365, follow these steps:

  1. Open Outlook 365: Launch the Microsoft Outlook application on your computer.
  2. Access the Signature Settings: Click on the “File” tab in the top-left corner of the Outlook window.
  3. Go to Options: In the File menu, select “Options” located at the bottom of the navigation pane. This will open the Outlook Options window.
  4. Navigate to Mail Options: In the Outlook Options window, click on “Mail” from the left-hand side navigation pane.
  5. Click on “Signatures”: Within the Mail options, click on the “Signatures” button, located in the “Compose messages” section. This will open the Signatures and Stationery window.
  6. Create a New Signature: In the Signatures and Stationery window, click on the “New” button to create a new signature.
  7. Enter a Name: Give your new signature a name in the “New Signature” dialog box. This name is for your reference and helps you identify the signature if you have multiple signatures.
  8. Compose your Signature: In the “Edit signature” section, compose your signature. You can include your name, job title, contact information, company logo, and any other details you want to appear in your email signature.
  9. Format your Signature: Use the formatting toolbar to adjust the font, size, color, and style of your signature. You can also add hyperlinks to websites or email addresses, insert images, and customize the layout.
  10. Set Signature Options (Optional): In the “Choose default signature” section, you can set different signatures for new messages and replies/forwards. You can also select whether to include the signature automatically on messages or insert it manually when composing an email.
  11. Save your Signature: After creating your signature, click the “OK” button to save and exit the Signatures and Stationery window.
  12. Apply the Signature: The newly created signature should now be available to use. When you compose a new email or reply to an email, the signature will automatically be included if you chose the automatic option. If you selected the manual option, you can add the signature by clicking on the “Signature” button in the Outlook message compose window.

That’s it! Your signature is now added and ready to be used in Outlook 365 for your emails.

Egnyte Power and Standard User Guides

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Egnyte Power User Guide

This guide will walk you through Egnyte’s primary features for Power Users and provides a solid foundation of knowledge about many of our capabilities. Some of the more advanced features are explored in greater detail elsewhere on our Helpdesk.

Egnyte Standard User Guide

This guide will walk you through Egnyte’s primary features available to Standard Users. Share this guide with new Standard Users so they can get the most out of Egnyte.

Folder Permissions

When you share a folder with another user in your Egnyte account, you make all of the files contained in that folder accessible to them. Depending on the other user’s folder permission level, they can read, edit, move, copy, or delete the contents. This is different from sharing a file or folder link, which only permits the recipient to download the contents. Follow one of the links below to learn more. For further questions on how permissions work in Egnyte, please refer to the Permissions FAQs. You can learn by watching a short video about Granting Access with Folder Permissions.

Invite a User or Group to Access a Folder

Once you’ve created a new folder, you can share the folder with colleagues. Navigate into the folder, select Share from the list of options, and click Manage Folder Permissions.

Note

Only Admins and folder owners can grant access to shared folders.

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The Folder Permissions window shows all users that have access to the current folder. If you want to share files with colleagues who already have an Egnyte user account, enter their username or group name in the search bar. If you haven’t yet invited any colleagues to Egnyte to share files, click Create new account for “____” and enter a new username, email address, and password. An invitation will be sent to your colleague’s email address with instructions for logging in.

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When inviting new users into Egnyte, you have the option of choosing what type of user they are added as. To learn more about the different user types, you can do so here.

When you invite a user, you’ll need to provide their email address and a user name. The User Name field will auto-populate with a suggested name based on the email address you enter for the new user.

You’ll also need to apply the permissions level you’d like the user to have. You can learn more about the access levels in the next section. By default, the new user will be given Editor access to files in these folders, allowing them to download as well as edit files. Click Done once you’re ready. The new user will have immediate access to all files in the current folder as well as all the files contained in its sub-folders (if permissions are inherited from the parent folder).

Remove a User or Group from a Folder

As users’ duties and responsibilities change, you may find that they have access to folders they no longer need. To make the change, you’ll need to navigate into the folder you want to remove them from, select Share from the list of options, and click Manage Folder Permissions.

Note

Only Admins and folder owners can change access to shared folders.

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Locate the user or group you’d like to remove and click the x next to their name.

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Once all of the users or groups have been removed, click Save to apply the changes.

Folder Access Levels

When fellow employees and outside business partners collaborate on a project, you may want collaborators to have different levels of control over the files contained in the folder to protect against file deletions and other unauthorized modifications. Egnyte provides the ability to assign four different access levels to project folders: Viewer, Editor, Full, and Owner. The following chart lays out each level’s permissions.

 

Viewer

Editor

Full

Owner*
Download/Read Files, Folders Yes Yes Yes Yes
Copy Files, Folders Yes Yes Yes Yes
Upload/Edit Files, Folders No Yes Yes Yes
Create Sub-folder No Yes Yes Yes
Rename Files, Folders No Yes Yes Yes
Move Files, Folders No No Yes Yes
Delete Files, Folders, or Versions
 No No Yes Yes
Edit Folder Sharing No No No Yes
Create Upload Links No Yes Yes Yes
Set Permissions No No No Yes

*The owner permission is called “permit” in the Classic UI.

Sub-Folder Access

When you share a folder with fellow employees or business partners, they automatically receive access to all the folder’s sub-folders. However, you can modify sub-folder level access by managing permissions at the sub-folder level. You can also configure a folder so that it doesn’t inherit permissions from its parent

Learn more about Egnyte’s folder sharing structure.

Learn more about disabling permissions inheritance for a folder.

Learn more about “None” permission in the “Folder Permissions Report.”

Sharing from a Mobile Device

You can share a folder with users and groups and even invite new users to share from your Android device, iPhone, or iPad using one of Egnyte’s mobile apps. Long tap a folder or tap the 3 dots next to the folder to see the options panel on the bottom of the screen. Tap Permission and select Add User or Add Group on the next screen.

Choose who to share the file with by searching for an existing user or group and tapping their record when it appears. If you want to add a new user, tap the + icon to select someone from your contacts or type in their name, and tap Invite new user. Enter their information, specify whether you want to make them an Administrator, Employee (Power User), or Non-employee (Standard User), and select their permission level (Owner, Full, Editor, or Viewer). Once you have their information entered, tap Invite, and they will be sent an email with login instructions.