It’s the Small Things

No, I’m not referring to diamonds and pearls. I’m talking about the mobile user experience. In fact, last week we were meeting with a professional services IT team who was complimenting us on our email features. Their network engineering lead said, “I like the way that you have thought about email. It’s the small things which make a big difference.” So true. The mobile user experience is about small capabilities which make working from mobile devices easier.

Mobile is a new cat. Let’s face it, keying in data is slow and cumbersome compared to the desktop keyboard. Do you key with two hands on your smartphone? Not if one is clutching your briefcase or the subway strap.

The less we have to type on our smartphones, the better. If I am reading an email from Elizabeth and I want to see all of my emails from Elizabeth, I really don’t want to have to type “Elizabeth” in a search box. I want to tap to find all of my other emails from her. And if I want to find an email which Elizabeth had sent me which has an attachment, I want to narrow my search to Elizabeth’s emails with attachments by tapping as well. To advance through those emails, I want to use a swipe gesture.

One of the workflows which we are focused on is taking action on files. If my company’s files are stored behind the company firewall, e.g., in CIFS fileshares, SharePoint, and an ECM, then I want to be able to quickly access those files without typing. If I am waiting for a flight and need to send a file to a client, I want to be able to attach that file to my email in matter of a few taps. If I want to save a file to review it on that flight, I need to be able to do that with a couple of taps.

We enable all of these use cases, and more, in Link. But the work on user experience is never done and we would love your input.

Take our Link Test Drive. No software is deployed on your site. It’s an easy way to see how the little things in Link can enable you to get real work done from your smartphone or tablet. You can contact us here.

– Maureen

What Did You Do Today?

Mobility is moving on.

Today we are in Phase III.

Phase I was the BlackBerry. It was a godsend. Let’s not forget our devotion to our CrackBerries. Email-on-demand turned our worlds around. We could be in contact with our jobs no matter where we were. My first smartphone was a personally owned BlackBerry. I had global customers who were working on all kinds of schedules. I no longer had to tether myself to my notebook PC all weekend. I was free.

BlackBerries got the job done for many years. But they were a closed system.

Phase II was Mobile Device Management. The good news was that now a variety of devices, and especially those iPhones initially, could be used for work. Where I worked in those days, if you were in sales or field engineering, the company isssued you a BlackBerry. But the field engineers bought their own iPhones, and then Androids, and rigged their own access, mostly to email. Unsupported, of course. Hence, the reaction was to manage those devices. Require a pin code. Wipe the device. Onerous, yes. But the company felt compelled to take action to protect its data.

Years later, where are we with Phase II, the MDM Phase? Per GigaOm’s discussions with CIOs, we have not gotten very far. A couple of their findings:

  • Device management was limited to password enforcement and remote wipe.
  • Email was the only widely supported secure app.

Phase II leaves us in about the same place as we were in Phase I, but on more types of devices.

Now, we’re in Phase III.

What did you do on your mobile device today?

Here’s what I did today on my way to a meeting.

I received an RFP via email from one of our customers. I was headed to the train where connectivity is unreliable. I read the email and saved the attached RFP for offline access.

I reviewed the RFP on the train, offline.

Still offline on the train, I wanted to add a reference from one of our existing success stories. So, I went to my company’s List of Customer References via our SharePoint App. I found a great reference to use.

I created a proposal, including the key reference.

Back on line, I checked the proposal into our SharePoint Shared Documents site.

I emailed a link to the proposal to one of our engineers for technical review. He checked it out of SharePoint, added some specs, checked it back into SharePoint and sent me an email with a link to the document.

I received his email. I reviewed the document and his additions. It was ready to submit.

I sent an email to our customer and attached a link to the proposal. Voila. Proposal created and returned. Time for my meeting.

Phase III. It’s about moving beyond email. It’s about taking action on real work. Now.

–Maureen

Email, Meet Mobility

Enterprise email is changing. It has to. If you have a corporate condoned email application on your mobile device, the chances are that it feels laborious compared to your device email app. That same corporate desktop email application which is very productive for us in the office is a heck of a thing to use on a mobile phone. The less I need to type on my touchpad keyboard to respond to a work email, the better. Reading an email on my smartphone can be worse than not reading it. I read my colleague’s email. Acting on it is too complex. I let it go for later. Now it’s submerged in a day’s worth of email.

I recall a tip from a time management class that I went to in the era when we still had paper in the office. “Only touch any piece of paper in your (then physical) inbox ONCE.” Disposition it when you first touch it. Don’t let it remain an open action to be dealt with again later.

While an email in my Inbox is virtual now, the objective is the same. Disposition it the first time.

What will allow you and me to manage email efficiently on our small screen mobile devices? Two things. The first, a user experience designed for mobile. Gesture-based, streamlined and intuitive. The second, integration with the files and data which we need to respond to that email. If I want to check a price sheet for data to answer a question I need to be able to view that data in a few taps. If I want to reply with a file to a sender, I need to be able to tap reply and tap to attach the file.

Our Link Email App is optimized for a mobile experience. Swipe through your inbox. Create an appointment. Tap to see the free/busy scheduler. Reply with a file attachment quickly, accessing any file which you can reach from your desktop.

For daily email actions, Link makes it easier to disposition that email while standing in line at Starbucks. That’s the reality of our work world today.

– Maureen

Offline Access to Data – The Holy Grail of Mobility

Mobility is fantastic, until you have no signal. I had to smile listening to Visage Mobile’s Mobile Justice League webinar when Benjamin Robbins of Palador commented that he experiences “datanoia”. Datanoia is the nagging concern, will I have the right data with me when I am offline? Benjamin (tweets as @PaladorBenjamin) is famous for working, much of the time on the road, entirely “mobile only” for one and a half years now. Tablet and smartphone only. It is definitely a challenge to have the right presentations, spreadsheets, and proposals, etc., at hand when the corporate network and the cloud are out of reach.

We identified this need for offline data a couple of years back. Offline access is a cornerstone of our offering. I can specifically save files for offline access in our encrypted Container. Moreover, if I have accessed a file while I am online, it will be cached to the secure container automatically. If I lose connectivity while I am working, I will be able to continue to work with a file which I have accessed. I can read, edit, and annotate files while offline, then sync them back when I am reconnected.

To be very clear, access control and security are of paramount importance to us at Mobile Helix. I only have offline access if IT has granted it to me via role, application and geo-location policy. Our Link solution includes policy control pertaining to:

• Which data can be cached offline
• How much data can be cached offline
• How long data can remain in the container before it expires
• What type of password or pincode is to be used for authentication
• Container idle – after a configurable idle period should the container be locked out?
• Whether the user may edit Word and Excel files
• Offline access to Link Email

Finally, all data is encrypted from end-to-end. The container is encrypted with AES-256. Data in-transit is encrypted with HTTPS/SSL.

Don’t lie awake with datanoia. Take your data with you, encrypted.

– Maureen

Additional Resource: Offline Data Architecture White Paper

A smarter approach to securing sensitive corporate data while increasing flexibility and reducing complexity. Too good to be true?

We are going to be talking about security a lot because we see some real issues with the current enterprise security models and we also have some smart and practical ideas about how to do it better. To help frame our thinking at the highest level, it all starts with a shift in focus to securing sensitive corporate data and not the device that is being used to access it. This shift is profound, and has impacts on the whole enterprise security paradigm.

Over the last 10 years, corporate IT has witnessed an astounding transition often called “consumerization”, but better termed “empowerment”, as individual employees have assumed the right to seek and adopt the tools that they need to best execute their jobs. Consumerization has had a profound impact on IT’s software infrastructure, and now its impact is extending to endpoint computing devices. Technology has arrived at the point where IT can cease to treat the various devices that employees use to interact with corporate data and applications as infrastructure, and can treat them as tools.

Infrastructure should be centrally managed and controlled by IT. However, the increasing device diversity in today’s endpoint computing market does not fit with a “command and control” model. Diversity in form factor and operating system encourages consumers (who are also employees) to adopt the devices that best fit their personal needs, budget and preferences. As such, IT’s preferences are becoming increasingly irrelevant, as employees find a way to bring their chosen tools to work – starting with mobile phones and then tablets and now leaking into other computing devices. Hence, IT needs to recognize that devices are tools, not infrastructure, and IT can (and should) embrace this transition.
Rethinking endpoint devices as tools requires two fundamental changes in thinking for corporate IT: (1) applications infrastructure must migrate to a ubiquitous platform, not a vendor or device-specific platform, and (2) endpoint security must focus on data, not devices.

Corporate applications, whether they are built in-house or built by a 3rd party, must operate on any device to enable employees to choose the best and most convenient device tools for their jobs. IT has already made great strides in this area – application infrastructure for “fixed” use has increasingly moved to the corporate intranet or, more recently, the cloud. The web and the browser is already a ubiquitous delivery vehicle. What has been missing is the full feature set required to power IT’s complete application stack across both fixed and mobile access and use: including sufficient performance, offline access, flexible and powerful graphics, and a complete client-side programming language.

HTML5 is very close to being that platform. Where gaps in the standard remain, PhoneGap (now Apache Cordova) is a viable, cross-platform, and open source option for closing those gaps through simple integration. Hence, with the browser as the target application platform, IT can build a unified applications suite targeting devices as varied as smartphones and desktops.

While HTML5 addresses the development and delivery of applications to any device, it does not necessarily secure the data. However, browsers do solve one of the most important aspects of endpoint security via the https protocol – browsers can ensure end-to-end trusted communication to the corporate network. Hence, a security solution for browsers is simply a matter of securing data at the endpoint and leveraging the features already available in the https protocol to ensure trusted communications.

Notice that device security plays no role in securing corporate data delivered through a browser. IT cannot keep up with the diversity of devices employees will demand while dragging along an expensive and complex software security stack (including anti-virus, personal firewalls, full-disk encryption, network access control, application whitelisting, mobile device management, etc.) to secure them. A more reasonable and effective goal than securing all devices touching corporate data is to secure all apps touching corporate data. The more those apps converge on the browser as the delivery platform, the more this challenge reduces to building a secure, cross-platform corporate browser. In brief, building a truly secure corporate browser requires:

• Full encryption of all client-side data
• Client and server validation using https’ certificate validation features
• Protecting access to corporate apps with a unified sign-in
• A comprehensive data policy engine built into the browser that allows policies for data sharing and offline access to travel with the data itself and be contextually aware
• App-level device-independent implementation of all critical security functionality to ensure that security is not compromised by a compromised device or operating system

A secure browser that enhances the rendering and communication features of a standard browser with the additional security features outlined above enables corporate IT to build a unified applications platform that extends across devices of all shapes and sizes without compromise in functionality, performance, or security. The endpoint device then transitions to a tool for employees to select, rather than another piece of infrastructure that must support the sanctioned IT software stack to ensure its acceptability in the corporate environment.

Mobile security is part of our mission at Mobile Helix. We provide our customers with highly secure solutions which allow their employees to meet and exceed the company’s business objectives. Our solutions support this approach to security – to find out more about them, please go to our website: www.mobilehelix.com

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– Seth