Try RMail PRE-Crime Services – As Customer Administrator, you can configure settings company-wide or for users in particular within your account.
Read about company and user settings in general here.
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This article describes every setting available in RPortal for you to adjust as needed. Note: settings are grouped in the following tabs:
General settings
The General settings tab is available at company and user level. Read more about company and user settings here. These are the available settings in the General Settings tab:
Service language
The Service language setting provides the ability to determine what language is to be used for service notifications, such as the Acknowledgement email, or the Registered Receipt, among others. By default, the service language is set to English.
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Date format
The Date format setting helps you decide how dates should be displayed in service notifications, such as the Open Receipt email, as well as in Usage Reports.
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Local time zone
The time zone selected for the Local time zone setting will be reflected in RMail system notifications, such as the Registered Receipt. By default, the UTC (Coordinated Universal Time) time zone is applied.
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Track & Prove
These are the available settings in the Track & Prove tab:
- Receive Acknowledgement email
- Send unmarked by default
- Track unmarked email
- Receive Acknowledgement for Secure Reply
- Receive Acknowledgement for Registered Reply
- Prefix Registered to subject
- Enable read receipt request
- Receipt dispatch delay (all open)
Receive Acknowledgement email
With this setting, you can decide whether the Acknowledgement Email is to be received by all (if configured at company level) or some (if configured at user level) users in your account. When enabled (set to Yes) or disabled (set to No) through RPortal, the configuration in the Outlook plugin or other RMail apps become irrelevant, as the RPortal configuration prevails.
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Send unmarked by default
The Send unmarked by default setting allows you to decide whether emails sent using RMail Track & Prove should be sent without banners. When enabled (set to Yes) or disabled (set to No) through RPortal, the configuration in the Outlook plugin or other RMail apps become irrelevant, as the RPortal configuration prevails.
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Track unmarked email
The Track unmarked email setting gives you the power to decide whether to track email opening when sending them through RMail Track & Prove without banners (unmarked). Even when deciding not to track if the email has been opened, you will receive a Registered Receipt detailing when the message was delivered to the RMail server, as well as if and when it was delivered to the recipient's mailbox, to the mail server, or if there was a delivery failure.
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Receive Acknowledgement for Secure Reply
When you send an email using RMail Encryption, the recipient will have the ability to reply securely. The Receive Acknowledgement for Secure Reply setting allows you to decide whether to receive an Acknowledgement Email for that transaction.
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Receive Acknowledgenent for Registered Reply
Messages sent with the Register Reply option will cause the recipient’s reply email to also be sent as a Registered Email™ message, providing the original sender with proof of content & time of the recipient's reply in the form of a Registered Receipt. The Receive Acknowledgement for Registered Reply setting allows you to decide whether to receive an Acknowledgement Email for that transaction.
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Prefix Registered to subject
By default, when sending an email through RMail, the email subject will carry the prefix Registered. The Prefix Registered to subject setting provides the ability to send Registered emails without the prefix.
Note: Emails sent using RMail Track & Prove without banners, i.e. unmarked, will not display the Registered prefix.
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Enable read receipt request
The Enable read receipt request setting gives you the option to decide whether the recipient of your email sent using RMail will be requested to confirm they have read the received email.
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Receipt dispatch delay (all open)
When an email is sent using RMail services, a Registered Receipt is generated and sent back to the sender within two hours from the time the email was sent. When all recipients have opened the email within those two hours, the Registered Receipt is automatically sent. However, you can delay the Registered Receipt dispatch time by configuring the Receipt dispatch delay (all open) setting.
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Encryption
These are the available settings in the Encryption tab:
- Encryption method
- Message level encryption workflow
- TLS minimum version
- Automatically send custom decryption password by email
- Allow recipient to retrieve decryption password by email
- Allow recipient to create decryption password
- Encryption attachment option
- Encryption attachment download expiration
- Sender receives a notification by email if the secured RMail file is being downloaded
- Enable Secure Reply feature
- Secure Reply Encryption Method
- Secure Reply landing page
- Enable copy me Secure Reply feature
- Mask subject text
Encryption method
The Encryption method setting gives you the option to determine whether every email sent using RMail Encryption is to be sent using Message Level Encryption or TLS. When configured (set to Message Level Encryption or Preferred Connect -TLS-) through RPortal, the configuration in the Outlook plugin or other RMail apps become irrelevant, as the RPortal configuration prevails.
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Message level encryption workflow
The Message level encryption workflow setting lets you choose between sending the password to the recipient to decrypt the email, or requiring the recipient to create their own password prior to receiving the encrypted message. By default, when MLE workflow is set to Set by App both at company and user level, the effective setting is Password generated for recipient.
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TLS minimum version
RMail allows companies and users to set a minimum Transport Layer Security (TLS) transmission while using the Transmission Encryption option. This minimum establishes the lowest level of TLS required on the recipient’s mail server to transmit the email using the Transmission Encryption option. All emails below the minimum set threshold will be sent using the Message Level Encryption feature requiring the recipient to enter a decryption password in the AES 256-bit encrypted PDF with the message and attachments embedded in it.
- When the None option is selected, no minimum TLS connection requires any TLS server connection to transmit using Transmission Encryption.
- When the 1.0 option is selected, the minimum TLS connection is TLS 1.0
- When the 1.1 option is selected, the minimum TLS connection is TLS 1.1
- When the 1.2 option is selected, the minimum TLS connection is TLS 1.2
- When the 1.3 option is selected, the minimum TLS connection is TLS 1.3
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Automatically send custom decryption password by email
When sending Message Level Encrypted emails using RMail, the sender has the option to choose what is the decryption password the recipient must use, as well as whether the decryption password should be sent via email or not. When the Automatically send custom decryption password by email is enabled (set to Y), the decryption password is sent to the email recipient automatically. When enabled (set to Yes) through RPortal, the configuration in the Outlook plugin or other RMail apps become irrelevant, as the RPortal configuration prevails.
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Allow recipient to retrieve decryption password by email
When the Allow recipient to retrieve decryption password by email is enabled, the recipient of a Message Level Encrypted email will find a link to retrieve the password used to decrypt the received email.
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Allow recipient to create decryption password
When the Allow recipient to create decryption password is enabled, the recipient of a Message Level Encrypted email will find a link to create a password they can use moving forward to decrypt those received emails.
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Encryption attachment option
When Message Level Encrypted emails include attachments, these can be accessed in different ways. The Encryption attachment option setting lets you choose how the recipient can open those attachments.
- When the Located in Encrypted PDF option is selected, the attachments can be accessed in the attachments section of the PDF reader program.
- When the Located in RMail Secure Web Portal option is selected, the attachements can be accessed by clicking the yellow Attachments button. You will be directed to a secure website to download the attachment.
- When the Both option is selected, the attachment will be accessible within the PDF and in the secure website.
Depending on the selected option, the corresponding instructions will be shown for the recipient to follow.
The example below shows how the experience is for the recipient when both options are available.
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Encryption attachment download expiration
When Message Level Encrypted emails include attachments, you can determine for how long they can be dowloaded, when accessed through the secure website option. By default, it is set to 14 days. However, you can have it changed from 1 to 90 days.
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Sender receives a notification by email if the secured RMail file is being downloaded
When Message Level Encrypted emails include attachments, and these are accessed and downloaded through the secure website option, the sender receives a File Download Notification email including information such as the date and time the email was sent, and the date and time the attachment was downloaded.
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Enable Secure Reply feature
Data breaches often happen when people forward or reply to emails in an unsecure way. RMail provides the ability for recipients of encrypted emails to reply securely, reducing the risk of data breaches.
- When enabled (set to Yes), a link to reply securely will be visible when receiving an RMail encrypted email. Note: There are two Yes options available. The number enclosed in brackets denotes the allowable number of replies for the secure email message.
- When disabled (set to No), no link will be visible.
Read more about secure reply here.
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Secure Reply Encryption Method
The Secure Reply Encryption Method setting allows you to choose the encryption method the recipient will use when replying via the secure reply link. You may choose between the following options:
- Same as Initial Secure Message: The secure reply will use the same encryption method as the original message.
- Message Level Encryption: All secure reply messages will be sent using MLE, regardless of whether the initial message was sent using TLS or MLE.
- TLS: All secure reply messages will be sent using TLS, regardless of whether the initial message was sent using TLS or MLE.
Secure Reply landing page
The Secure Reply landing page setting allows you to specify where the recipient of an email sent using RMail Encryption should be directed upon replying securely through RMail.
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Enable copy me Secure Reply feature
When enabled (set to Yes), recipients of encrypted emails who opt to respond using the Secure Reply feature will have the option to choose whether they wish to receive a copy of the email they are sending.
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Mask subject text
When enabling (set to Yes) the Mask subject text setting, a set of fields are displayed where you can determine what the subject line should be when sending Registered Email messages.
You can mask the subject for one or more services, as well as you can use different texts for each of them.
In addition, you can decide whether the original subject or the custom subject is to be displayed in Receipts and in Reports.
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Electronic Signatures
These are the available settings in the Electronic Signatures tab:
- E-Sign agreements available for signature
- E-Sign invitation configurable
- E-Sign invitation (100 characters max)
- Days before first reminder
- Days between reminders
- Days before expiration reminder
- Document annotation
- Signing order
- E-sign show client code
- Add signature certificate to the signed contract
- Signing method
- Attached pdf to signing invitation email
- Signature authentication mark
- Signer label on signature certificate
- Send signing notice
- Separate multiple documents after signing
- Allow one-click signing from non-recipients
- E-sign landing page ("Accept")
- E-sign landing page ("Decline")
E-sign agreements available for signature
This setting, E-sign agreements available for signature, determines how long a recipient of a signature request will have to access the signing interface and sign the document. By default, documents can be accessed and signed for 14 days before the request expires.
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E-sign invitation configurable
The setting E-sign invitation configurable, when enabled, provides the flexibility to customize the text that appears in the email sent to the recipient, instructing them to sign a document.
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E-sign invitation (100 characters max)
When the E-sign invitation configurable setting is enabled, the E-sign invitation (100 characters max) text box becomes available, allowing the sender to input the specific message they want to appear in the email invitation for signing. The default message is A document has been sent for you to review and electronically sign.
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Days before first reminder
The Days before first reminder setting allows you to configure the number of days after sending the signature request before an initial reminder is sent to the recipient if they haven't signed yet.
Note: In the case of sequential signing, reminders will not be sent to users who have not yet received the document (because the previous signee has not yet completed their signature), nor to emails that have already signed.
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Days between reminders
The Days between reminders setting enables you to determine the specific time intervals at which reminder notifications are sent to recipients for signature requests. You can define the number of days that should elapse between each reminder sent to the recipient until the document is signed.
Note: In the case of sequential signing, reminders will not be sent to users who have not yet received the document (because the previous signee has not yet completed their signature), nor to emails that have already signed.
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Days before expiration reminder
The Days before expiration reminder setting allows you to choose how many days in advance the recipient will receive a reminder to sign the document before it reaches its expiration date.
Note: In the case of sequential signing, reminders will not be sent to users who have not yet received the document (because the previous signee has not yet completed their signature), nor to emails that have already signed.
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Document annotation
This setting allows you to configure which annotation methods will be available to the signer when completing the document. It applies specifically when the signature request was initiated using the e-paper option.
- Draw, Sign and Add Text: Signers can draw directly on the document using either their cursor or a touchscreen device. Additionally, signers can append their signature and insert text onto the document.
- Sign and Add Text: Signers can add their signature and text onto the document.
- No Annotation: Restricts the signer from adding any annotations, drawings, or additional text to the document. In this case, the signer should proceed to add their signature in the subsequent step of the signature process, after clicking on Next.
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Signing order
This setting allows you to choose whether recipients of the RMail E-Sign request are to sign sequentially or first come first serve basis.
By default, the order is set to first come first serve basis.
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E-sign show client code
This setting allows you to choose whether the Client Code you enter while creating the signature request should appear in the final signature certificate.
When enabled (set to Yes) or disabled (set to No) through RPortal, the configuration in the Outlook plugin or other RMail apps become irrelevant, as the RPortal configuration prevails.
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Add signature certificate to the signed contract
This setting allows you to choose whether the Signature Certificate should be appended at the beginning or at the end of the signed document, or if it should not be appended at all.
- First Page: The Signature Certificate will be positioned at the beginning of the document.
- Last Page: The Signature Certificate will be positioned at the end of the document.
- Off: The Signature Certificate will not be displayed within the document.
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Signing method
The Signing method setting provides the ability to determine how the recipient of an RMail E-Sign request is to fill out the signature field:
- If the Type only option is selected, the signer will be able to type their name when filling out a signature request.
- If the Draw only option is selected, the signer will be able to draw their name on the provided drawing space when filling out a signature request.
- If the Type and Draw option is selected, the signer can choose whether to type or draw their name.
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Attached pdf to signing invitation email
The Attached pdf to signing invitation email setting allows the sender to choose whether the recipient will receive the PDF document for signing as an attachment in the email.
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Signature authentication mark
The Signature authentication mark setting enables the addition of an authentication mark to the signature. This mark enhances the document's credibility and trustworthiness.
When set to Y, the authentication mark becomes visible on the final document.
Note: The authentication mark is also visible to the signer at the time of signing
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Signer label on signature certificate
The Signer label on signature certificate setting determines the label that appears on the signature certificate. Depending on the selected option, the label can vary.
- if Signer 1 label: Signed By is selected, the Signed By label will precede the signer's name.
- if Signer 1 label: Created By is selected, the Created By label will precede the signer's name.
- If Signer 2 label: Review by is selected, the first signer's label will be Signed by, while the second signer's label will be Reviewed by.
- If Signer 3 label: Review by is selected, the first and second signers label will be Signed by, while the third signer's label will be Reviewed by.
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Send signing notice
The Send signing notice setting, when set to Y (enabled), sends notifications to the sender as each recipient signs a document, facilitating real-time tracking of the signing process when multiple parties are involved.
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Separate multiple documents after signing
The Separate multiple documents after signing setting provides the ability for multiple documents sent for signature as part of a single transaction to be returned as multiple documents and not as one large document.
- If No (disabled) is selected, once the documents are signed by all recipients, they become available for download as a single merged document.
- If Yes-PDF (enabled) is selected, while documents are being signed, they will appear stacked together as one document on the signing interface. However, final signed documents will be available as separate files.
- If Yes-ZIP (enabled) is selected, while documents are being signed, they will appear stacked together as one document on the signing interface. However, once the documents are signed by all recipients, they become available for download as a zip file containing each individual document.
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Allow one-click signing from non-recipients
The Allow one-click signing from non-recipients setting determines whether, in the case of a One-Click e-sign request (where a document is signed by simply responding to an email), only the intended recipient can register their signature, or if others who receive the forwarded email can also sign the document.
- When set to Y (enabled): Not only the original intended recipient but also anyone who receives a forwarded email can sign the document using the One-click e-signature method.
- When set to N (disabled): Only the original recipient is allowed to sign the One-click signature request.
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E-sign landing page ("Accept")
The E-sign landing page ("Accept") setting allows you to specify where the recipient of a signature request sent using RMail E-Sign should be directed upon signing.
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E-sign landing page (Decline)
The E-sign landing page ("Decline") setting allows you to specify where the recipient of a signature request sent using RMail E-Sign should be directed upon declining to sign.
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File Share
These are the available settings in the File Share tab:
- File retrieval link available for download
- One-time file download
- Reminder before the file expires if the download link has not been clicked
- Sender receives a notification by email if the File Share is being downloaded
- Automatically send Registered Receipt email by File Share when over this size
File retrieval link available for download
The File retrieval link available for download setting allows users to specify the number of days a download link for a file remains active.
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One-time file download
The One-time file download setting allows users to determine whether a file sent through File Share can be downloaded by the recipient only once or multiple times.
- If set to Y (enabled): Recipients can download the files only once.
- If set to N (disabled): Recipients can download the files as many times as they want.
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Reminder before the file expires if the download link has not been clicked
The Reminder before the file expires if the download link has not been clicked setting allows users to choose whether to send reminders to recipients who haven't yet downloaded files shared through File Share, ensuring timely access to important documents before the download link's expiration date.
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Sender receives a notification by email if the File Share is being downloaded
The Sender receives a notification by email if the File Share is being downloaded setting allows users to choose whether they want to receive an email notification when recipients download files shared through File Share.
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Automatically send Registered Receipt by File Share when over this size
The Automatically send Registered Receipt email by File Share when over this size setting allows you to specify the size threshold at which you want the Registered Receipt to be sent via File Share.
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Email Routing
These are the available settings in the Email Routing tab:
- Receipt copy address
- Receipt re-route address
- E-signed emails copy address
- E-signed emails re-route address
- Acknowledgement re-route address
- File Share download notice copy address
- File Share download notice re-route address
- Secure Mail download notice copy address
- Secure Mail download notice re-route address
- Customizing Email Routing settings precedence
Receipt copy address
When the Receipt copy address field is filled out, a copy of all Registered Receipts generated for your account will be sent to the entered email address.
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Receipt re-route address
When the Receipt re-route address field is filled out, all Registered Receipts generated for your account will be sent to the entered email address instead of to the email sender.
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E-signed emails copy address
When the E-signed emails copy address field is filled out, a copy of all emails e-signed with RMail services will be sent to the entered email address.
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E-signed emails re-route address
When the E-signed emails re-route field is filled out, all emails e-signed with RMail services will be sent to the entered email address instead of to the email sender.
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Acknowledgement re-route address
When the Acknowledgement re-route address field is filled out, all Acknowledgement emails generated for your account will be sent to the entered email address.
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File Share download notice copy address
When the File Share download notice copy address field is filled out, a copy of all notifications that the files sent using the File Share service were downloaded will be sent to the entered email address.
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File Share download notice re-route address
When the File Share download notice re-route address field is filled out, all notifications that the files sent using the File Share service were downloaded will be sent to the entered email address instead of to the email sender.
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Secure Mail download notice copy address
When the Secure Mail download notice copy address field is filled out, a copy of all notifications that the files sent using RMail Encryption service were downloaded will be sent to the entered email address.
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Secure Mail download notice re-route address
When the Secure Mail download notice re-route address field is filled out, all notifications that the files sent using the RMail Encryption service were downloaded will be sent to the entered email address instead of to the email sender.
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Customizing Email Routing settings precedence
Company settings will typically take precedence over User settings. However, customer admins have the flexibility to allow User settings to override Company settings in specific cases. This can be accomplished by using the Override Settings column. When a customer admin checks the Override Settings box for any specific field, an Add/Edit button will become available, allowing them to specify the email address of the user whose settings should take precedence over the company settings. After entering the user's email address, click on the green Save button. The user's email address will be saved successfully, and their settings will take precedence.
Contacts
The Contacts tab allows you to store contact details of customers and clients. You may:
Adding a contact
1. Click on Add contact. A pop-up window will appear prompting you to enter the contact's information. After doing so, click on Save Contact.
- Read only: When selected, users can use the contact but are unable to edit it when sending messages via RMail online.
- Share contact across the company users: When selected, all users within the company can view the contact when sending an email via RMail online.
Importing contacts
This option allows you to add multiple contacts to the system at once.
1. Click on Import contacts. A pop-up window will appear prompting you to download the sample upload form of your choice.
2. Complete the upload form and save it.
3. Click on Browse to add the completed upload form and then click on Upload.
4. The contacts will now be available.