Securely access data on the go

Craftsmanship 4.0: Access to customer and project data from anywhere via the internet makes everyday work more convenient for craft businesses. A popular solution is remote access via VPN.

This article is part of the special topic Digital Crafts

If tradespeople want to always have access to the most up-to-date customer and project data while on the move, there are basically two options: They can either manually copy the latest versions to their laptops, smartphones, and tablets daily in the office – or they can use an internet access option. Remote access to data in the office via a virtual private network, or VPN for short, is particularly convenient and secure. The biggest difference compared to a conventional public Wi-Fi network is that a VPN provides an encrypted connection, preventing data from being intercepted by hackers.

Access to current data anywhere

Technically, it works like this: A so-called "client" – for example, a smartphone or tablet – establishes an encrypted direct connection to a VPN server via the VPN, through which company data can be accessed in the office. The VPN server can be, for example, a single PC on the company network or a router that provides access to data across the entire company network. The advantage is obvious: This way, all colleagues in the office and on the go always work with the most up-to-date file versions. At the same time, the time-consuming copying of data to different devices is eliminated.

Minimum speeds for VPNs

To effectively use a VPN on the go, two requirements must be met: The mobile device's internet connection must be stable and at least at UMTS speed (384 kbps). Connections via HSDPA or LTE are even better and faster. The internet connection of the connected VPN server in the office should also have a certain minimum speed so that data access doesn't become a test of patience. Since DSL connections typically allow very fast downloads but only slow uploads, at least DSL 16.000 is required to set up a VPN. The upload speed for such connections is usually 1.024 kbps, which is the lower limit for remote access. Furthermore, it should be noted that when a VPN is activated on a mobile device, all data is routed via the company network. This may slow down downloads from other sources or internet browsing.

If all requirements are met, remote access can be implemented in several ways: Operating systems such as Windows, Android, macOS, or iOS already come with their own tools for setting up a VPN. However, depending on the available hardware and software, configuring a VPN on your own isn't always easy. Therefore, there are other solutions that even non-technical users can implement quickly.

You might also be interested in:

Operations management

Optician wins against data privacy challenger

Operations management

Direct interface to Datev in ToolTime

Operations management

Data protection: Caution with GPS tracking in company vehicles

Hardware and software solutions

Routers that directly support VPN functions are particularly useful. Examples include various models from AVM, Lancom, and Zyxel. These allow you to configure the router to determine which data is allowed for access via a VPN. Accessing the device while on the go is then particularly convenient using dedicated apps, which some router manufacturers offer for free download.

If your company doesn't have a router with direct VPN support, you can alternatively use a PC on the company network as a so-called "gateway": Simple software solutions like "Wippien" or "Ammyy Admin" are available to set up the VPN, which other laptops or PCs can then access. Some of these solutions also allow complete remote control of computers, provided this so-called "remote maintenance" function isn't deactivated.

VPN with mobile devices

If a VPN server is already set up in your company, you can connect mobile devices such as smartphones and tablets directly to the company network in just a few steps (see text block below: Connecting an Android device to a VPN). Data access can also be achieved without a VPN server using apps, which are available from various providers as free or paid versions. In this case, the appropriate software must be installed on both sides—for example, on an employee's tablet and an office PC. Software solutions such as "TeamViewer" or "AnyDesk" work this way. Since the setup and use of each app works differently, the providers provide corresponding instructions online or within the apps themselves.
lancom.de
avm.de/vpn
zyxel.com

Connect your Android device to a VPN

Note: Depending on the device manufacturer and Android version, the names of the menu items and the individual steps may vary slightly.

Open the "Settings" on your Android device, for example via the gear icon in the top right corner.

Under "Networks and Connections" or "Wireless and Networks," select "More" or "Additional Connection Settings."

Open the "VPN" menu item.

Tap "Add VPN" or the "+".

Complete the VPN profile with the correct information.

Finally, click "Save".

In the future, you can now easily log into your VPN by clicking on the connection name.

Important technical terms

DSL
Abbreviation for "Digital Subscriber Line." A digital transmission technology that provides fast broadband Internet access over the telephone network.

Chippers
Hackers exploit security vulnerabilities in computer systems to gain unauthorized access to other people's computers over the internet. Their goal is to take control of a computer or steal data.

HSDPA
High-Speed ​​Downlink Packet Access technology can theoretically increase the data rate of a UMTS connection to up to 14,4 megabits per second. With HSDPA+, even up to 42,2 Mbps.

LTE
Abbreviation for "Long Term Evolution." This current fourth-generation (4G) mobile technology theoretically enables download speeds of up to 500 Mbps. In practice, it's usually less.

Router
A router controls the transition between a local network and the internet. For example, multiple devices such as PCs or smartphones can access the internet wirelessly via Wi-Fi. Furthermore, different devices can be networked together via a router.

UMTS
The transmission standard "Universal Mobile Telecommunications Systems" can achieve transmission rates of up to 384 kbit/s. 

WiFi
Abbreviation for "Wireless Local Area Network." It refers to a wireless connection via a radio network.