The MessageProtect™ feature empowers email senders to protect their content for the future life of the thread, regardless of whether the email is forwarded, or recipients mistakenly reply to all.
To learn about how to enable the MessageProtect™ feature and its pricing, contact your RPost Sales or Customer Success representative.
This article covers the following features:
Redact Text
The MessageProtect™ feature can be enabled either company-wide or for selected users. Once enabled, it helps prevent the exposure of confidential information by allowing senders to redact sensitive content from email messages.
How the message is processed depends on the configuration defined in RPortal. Administrators can configure Redact to:
- Send email as a Protected Message
- Redact text between caret symbols
Send as Protected Message
When the configuration is set to Protected Message, you can choose to redact the entire message and attachments, or all content after the first 100 characters. The content is delivered to recipients as a Protected Message, which they can access through a secure website. Note: In RPortal, you can configure additional settings, such as allowing recipients to reply directly from the Protected Message interface, requiring replies to be sent as Protected Messages, and defining the landing page recipients are redirected to after submitting a reply.
Note: The ability to send Protected Messages is currently available in RMail Online by selecting the Protected Message option in the Options panel.
Redact text between caret symbols
When the configuration allows manual redaction, senders can mark the text to be redacted using caret symbols (^), as shown in the example below.
Once the email is ready to be sent, click on the Send Registered button: the Sending Options panel will be displayed. This feature is compatible with all RMail features in the sending options panel. Select RMail features as desired and click on the Send button.
In the example below, the Track & Prove marked option is selected.
Note: When the MessageProtect feature is configured to redact content enclosed in caret symbols, you can send the message from any platform where RMail is enabled, including RPostONE for Outlook, RMail Online, and RMail for Gmail.
When only specific portions of the message are marked using caret symbols (^), the redacted content can be shared with the intended recipients either as an attachment, or through a secure website, depending on the option configured in RPortal:
Sharing the redacted text as an attachment
The text enclosed between caret symbols is extracted from the body of the email and added to a .txt, .pdf, .tiff, .jpg, or .html file, which is attached to the sent email.
The following example shows how the recipient receives the redacted sensitive information. Note that in this example, the redacted text has been configured to be added to a pdf file.
The attached Redacted Text file consists of two main elements:
- The confidentiality statement: an introductory and configurable paragraph added to Redacted Text files.
- The redacted text.
Sharing the redacted text in a secure website
The text enclosed between caret symbols is extracted from the body of the email and sent to a secure website only accessible through a link added to the body of the sent email, where the originally redacted text was located.
The example below shows how the recipient receives the redacted sensitive information.
Note: The Redacted Text: Click to View text, as well as the link available time before expiration are configurable.
When the recipient clicks on the Click to View link, they will access the secure website where the redacted text is hosted.
Sharing the redacted text in a secure website offers many configurable elements:
- The button to allow copying the redacted text can be enabled/disabled.
- The secure webpage can be branded with the sender’s company logo in the top right corner.
- The number of times the text can be viewed per viewer can be determined.
- How long the text can be viewed per viewing session can be determined.
Managing Protected Messages
When the configuration is set to send emails as Protected Messages, meaning the system will redact either the entire message or the content after the first 100 characters, these Protected Messages can be managed from the RPost Hub.
1. In the RPostONE hub, navigate to the RMail section and select the Search RMail tab, where all transactions sent within the last 30 days are displayed. Click on the arrow to expand and see more information about a message.
2. Click on the menu on the right and click on Manage Protected Message.
3. From this pop-up, you can manage the Protected Message by setting viewing limits, defining an expiration period, specifying an expiration date, or immediately disabling access to the message using the Kill Now option.
ViewProof™: Evidence that the redacted text in the secure website has been viewed
Sharing the redacted text in a secure website or as a Protected Message, additionally offers the ability to receive verifiable proof that readers have viewed the redacted text hosted in it.
When ViewProof™ is enabled, the Registered Receipt™ will include a timestamped record of access to the secure webpage hosting the redacted text per viewer, as well as the viewer’s email and IP address.
Redact Recipients
The Redact Recipients capability can be enabled company-wide or for specific users. Once enabled, this feature automatically removes the recipients in the To and CC fields for blind carbon copied (BCC) recipients or for both CC and BCC recipients, depending on how the setting is configured in RPortal. This way, senders can have peace of mind that BCC or both CC and BCC recipients cannot mistakenly reply to all, exposing that they were copied.
In the email the BCC or both CC and BCC recipients receive, the To and CC recipients will be replaced with the sender’s email address to prevent them from replying to all, depending on how the setting is configured in the RPortal. Those To and CC recipients will be added to a text file named Sent-To-Redacted-Addresses.txt and attached to the email the BCC or CC and BCC recipients receive.
The attached Sent-To-Redacted-Addresses file consists of two main elements:
- An introductory and configurable paragraph.
- The redacted To and CC recipients addresses.