SecureMail concepts explained
Updated 3 years ago
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admin
SecureMail users can be internal or external in their relation to the sender of the secure message.
An internal user is a user of the Email Security product with the SecureMail license activated, whether they are the sender or the recipient.
Only internal users can initiate a new secure message. This happens by composing an email message in their standard email client (e.g. Outlook) that meets the trigger criteria for matching the SecureMail rule.
If internal users need to view and respond to replies to their SecureMail messages, they must be enrolled in the End User Portal.
An external user is a recipient outside of the Email Security product and can be any recipient with a valid email address. External users access an isolated SecureMail web based dashboard which can be branded to suit your organisation style, and they are required to register with their email address and password in order to view and respond to SecureMail messages. The URL of the external interface is displayed in the SecureMail Settings section.
For the avoidance of doubt, if the recipient is also a user of the Email Security product but without a SecureMail license, then they will be treated as an external user.
External users can view or respond to the message, depending on the permissions that have been set in the SecureMail Settings of the sending user Email Security account.
Example Scenarios
The most common scenario is Internal to External, however all scenarios are explained for convenience.
Internal to Internal
Big Apple Coaches in New York is using the Email Security product and has the SecureMail product licensed.
Troy's Tyre's in Cape Town is using the Email Security product and has the SecureMail product licensed.
An admin clerk at Big Apple Coaches sends Troy's Tyre's a new purchase order via email that meets the SecureMail trigger criteria. The email is converted to a SecureMail link and delivered to the recipient at Troy's Tyre's.
This is an internal to internal scenario. Both sender and recipient will access the SecureMail dashboard via the End User Portal and neither need to register for a SecureMail account in order to participate. Both users should be enrolled in the End User Portal.
Internal to External
Dollar Bank in Washington is using the Email Security product and has the SecureMail product licensed.
Dollar Bank wishes to send a financial statement to a customer, Ken Doe, who uses Gmail for email messaging. The financial controller at Dollar Bank composes a new email that meets the SecureMail trigger criteria and the email is converted to a SecureMail link and delivered to the Gmail recipient.
Ken Doe will click the link to view the secure message and enroll in the SecureMail portal for the first time. Depending on the permissions set by Dollar Bank, Ken Doe may be able to reply to the message. Any replies will be viewed by the Dollar Bank financial controller in the End User Portal.
This is an internal to external scenario. Ken Doe will first receive a notification that they have a SecureMail message. They will be able to view the message after registering and logging in to the isolated SecureMail dashboard.
External to Internal
Ken Doe replies to the email from Dollar Bank using the SecureMail web portal.
This is an external to internal scenario.
This is only possible if the Reply permission is enabled.
External to External
This is not supported. The sender must be an Email Security product customer with the SecureMail product licensed.