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RMail - Acturis: User Guide

Updated

The RMail® for Acturis integration enhances the Acturis platform with industry-leading email security, compliance, and efficiency tools. Seamlessly embedded within Acturis workflows, this integration empowers users to send secure, compliant, and traceable emails while automating essential email security and compliance processes. Users also benefit from the flexibility of leveraging RMail® features within Microsoft Outlook via the RMail® for Outlook plugin.

 

Pre-requisites 

- An RMail® account.

- Having the integration fully set up in your Acturis account.

How to use RMail for Acturis

Please click on the following article to read how to setup RMail for Acturis.

Once the setup has been completed, follow these steps to start using the integration:

Different RMail features are available to Acturis users within this integration, as described in each use case below:

Use case 1: Sending a Registered Email™ from Outlook

Use case 2: Sending a Registered Email™ from Acturis

 

Sending a Registered Email™ from Outlook

Once the RMail for Acturis integration is enabled for your organization and the user has activated RMail functionality in the Acturis Assistant Settings, a new "Send Registered and Upload" button will appear in Outlook.

Steps to Send a Registered Email™ from Outlook:

1. Compose your email as usual within Outlook and select the Send Registered option that best suits your needs and the RMail pop-up will appear.

2. Select the desired RMail features, such as Registered Email™, encryption, or eSignatures and click Send to submit the email:

3. After sending, the message is automatically uploaded to the Electronic File section of the corresponding Acturis record. A pop-up will appear, prompting you to complete the Activity or Task related to the record.

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Additionally, any attached documents sent with the Registered Email™ will also be stored within Acturis.

 

Sending a Registered Email™ from Acturis

Users can also send Registered Email™ messages directly from within Acturis.

Steps to Send a Registered Email™ from Acturis:

1. Navigate to the relevant Acturis record and select Create Email:

2. Choose the required email template and complete all necessary fields in the email composer.

3. Depending on your workflow, choose one of the following options: Edit in Outlook or Send via RMail. 

  • Edit in Outlook: Make final adjustments to the email and click Send Registered to access RMail Sending Options before sending.

If a user forgets to click Send Registered and the RMail system detects sensitive information that should be sent securely, the RMail Recommends pop-up will appear. This feature proactively alerts users to apply enhanced security measures to certain emails, ensuring compliance and data protection. RMail Recommends can be customized via a configuration file to align with specific security policies and user requirements, available at an additional cost.

  • Send via RMail: This will automatically open Outlook with the RMail Sending Options pop-up, allowing you to configure security and compliance settings before sending.

4. Once sent, the Registered Email™ and any attached documents will be stored in the Electronic File section of the corresponding Acturis record.