Shield
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How to use

How to use Openn Shield

The everyday jobs, step by step.

Short guides to what most teams do in their first week. Stuck on something else? Write to support@theopenngroup.com or see every feature.

Create your workspace

  1. Press Start, enter your work email and choose Email me a code.
  2. Enter the 6-digit code from the email and press Sign in. The code works for 15 minutes.
  3. Give the workspace your company or team name, pick its time zone and press Create workspace. You are its owner.

Add the AI tools you allow

  1. Open AI tools and press Add an AI tool.
  2. Enter its name and web address, choose Approved, Restricted or Under review, and pick an owner.
  3. Tick the kinds of data it may see, write the business purpose, set the next review date, then press Add to register.

Add your confidential keywords

  1. Open Keywords. Enter a keyword or phrase, such as a project or client name, and choose how serious it is.
  2. Press Add keyword. The scanner uses it from the next scan.
  3. Everyone who uses the scanner receives this list in their browser, so never add a term that is itself a secret, like a password.

Publish a policy

  1. Open Policies and press New policy. Start from one of the two templates, or from a blank page, and press Start the draft.
  2. Edit the policy text, set its owner and review date, and press Save draft. The templates are not legal advice: replace the placeholder before you publish.
  3. Press Publish as version 1. The text is saved as a numbered version that nobody can edit, and everyone is asked to agree to it.
  4. Open the policy to see who has agreed to each version, or download the agreements as CSV.

Agree to a policy

  1. Open Policies. A policy waiting for you says Needs your agreement.
  2. Read it, tick the statement and press Agree. A new version will ask you again.

Check text before you paste it

  1. Open Scanner. Paste the text into Text to check and press Scan text, or press Scan a text file.
  2. Each finding shows its rule, how serious it is, the line, a masked value and what to do. Remove what should not go out.
  3. Press Yes or No, not sensitive under a finding to tell us whether the rule was right.
  4. Press Save summary only if you want a record: it keeps the counts per rule, never the text. Press Clear when you are done.

Record a risk

  1. Open Risks and press Add a risk.
  2. Describe what could happen, choose the category, likelihood and impact, the owner, the mitigation and a due date, then press Add risk.
  3. The owner updates the status and adds notes as the work goes on. Everything is kept in the risk’s history.

Add your team

  1. Open Team, enter a person’s email, choose their role and press Add to team.
  2. They sign in with their own email and a code. There are no passwords to share.
  3. Change a role at any time with Change role. Only owners can add or remove owners.

Turn on two-step sign-in

  1. Open Security and choose Set up two-step sign-in. Scan the code with an authenticator app and enter the code it shows.
  2. Keep the recovery codes somewhere safe. Each works once, if you lose your phone.
  3. Owners can press Require it for owners and admins.

Export or delete your data

  1. Owners open Privacy to choose how long saved scans and read alerts are kept.
  2. Press Download export (ZIP) for every record in the workspace, as JSON files.
  3. To close the workspace, type its name and press Delete this workspace. It is erased 14 days later; until then, Cancel the deletion stops it.