Try RMail PRE-Crime Services – In the Manage tab, you can find all generated and sent RPDs and manage them. You can continue to control the RPD and apply additional security measures beyond those you have already applied in the Generate or Send tabs, ensuring complete control over who can view and interact with the document.
Note: Those who have a customer admin role will be able to view and manage the RDPs created by users of their company in addition to their own.
This article covers the following topics:
- Organizing your RPDs in folders
- Sharing your folders
- Control after sending
- Expiring and re-activating a document
- Activating/Banning a specific recipient
- Killing a document
- Access Management
Organizing your RPDs in folders
Within the Manage tab, there is a Folder View option that allows you to create folders and organize RPDs within them, enhancing organization and ease of access.
You can create folders by clicking on the +Folders button. All created folders will be listed below myFolders.
To move an RPD, select the checkbox next to it, click on the move icon, select the destination folder and click on Move. In the confirmation prompt click on Confirm.
Note: Shared folders will be marked with an icon to distinguish them from the others.
You can rename or delete folders by clicking on the Edit icon.
Sharing your folders
Customer Admins can share their folders with users within their company, allowing them to add RPDs to the shared folder.
It is important to note that only the customer admin will be able to see all the RPDs in the folder, including those they added themselves and those added by the users. Each user, when accessing the shared folder, will only be able to view the RPDs they have added.
To share a folder, click on the Edit icon. Then, under Folder Access, choose your sharing preference.
- Selecting myFolder keeps the folder private within your personal folders.
- Selecting Share with Specific allows you to designate users within your company to share the folder with. After selecting the users, click on Confirm.
- Selecting Share with Everyone will share the folder with all users in your company.
After making your selection, click on Save to apply the changes.
Control after sending
You can select a document by clicking on the arrow icon to expand and view all the information about it.
Note: The search functionality enables you to sift through records using multiple filters based on various criteria simultaneously.
. Control status: You can view all the settings assigned to the document at the time of creation or sending, such as the expiration date, restricted regions, or if a watermark was set.
Click on the Edit icon to adjust existing properties, including the security level. When done, click on Save.
Note: When downgrading the security level, irrelevant fields for the selected level are disabled. Conversely, upgrading enables relevant fields pertaining to the chosen security level.
A History icon will appear whenever a modification was made to the RPD, signifying that the document properties have undergone changes. By clicking on the history icon you can expand and view the historical changes related to that report definition. This provides valuable insights into the evolution of the report over time. The properties that have been updated/changed will be highlighted in the specific recording indicating a change.
. Track interactivity: It displays the list of readers showing their email addresses, time of first read, total number of times each reader accessed the RPD™, the count of minutes spent reading, their vote, and even allows to ban/unban individual readers. Clicking on the pencil icon next to the readers' email address allows you to add or modify the first name and last name.
In the case where the chosen security level is 3 (Limit Readers), you can add authorized readers after the RPD™ was created or sent, by clicking on the add icon. Note: You may add recipients in bulk using Excel or CSV templates without having to enter individually. Clicking on the Bulk upload readers icon prompts a pop-up guide to download Excel or CSV templates. Download the one you prefer, add the necessary details and upload the completed file.
. Summary: It displays the time of the first access to the RPD™, total number of reads and total minutes readers spent reading.
. Activity log: It shows detailed information about every event with an RPD™: type of event, email and IP address associated with that event, geographical location, network name and address, and the timestamp of their activity.
. Statistics: It provides insights into the most frequently visited pages within the RPD.
Expiring and re-activating a document
In the Status column you can see if the RPD™ is Active or Expired. You can temporarily expire or re-activate any document by simply clicking on the Active or Expired buttons.
Activating/Banning a specific recipient
You can temporarily ban or re-activate any recipient, simply by clicking on the Active or Banned buttons in the Track Interactivity panel.
Killing a document
You can permanently kill any RPD™ and all its associated metadata. This ensures that confidential documents are completely wiped out and cannot be accessed by unauthorized users. To do so, you need to select the documents you want to delete and click on the Kill Selected button.
Enter the reason for killing the document.
Click on Confirm.
If the Track killed documents setting is set to Yes, you will be able to view the list of deleted RPDs by selecting Killed from the Status dropdown in the search bar at the top, and clicking on the magnifying glass.
Access Management
In the Access Management section you can check if any unauthorized user has requested access to a document. Additionally, you can track the status of an access request you made for an RPD you were unable to open, which was sent by someone else.
To learn more please refer to this article about managing document access requests in RDocs.