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.
Within the Manage tab, you will find three key sections: All Items, which displays all generated and sent RPDs, providing a comprehensive overview of your documents; Folder View, where you can organize your RPDs into different folders for easier management and access; and Access Management, where you can view pending access requests and decide whether to grant access to the requested documents. Each section features a Search and Filter bar at the top to help you easily find the specific RPDs you are looking for.
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:
- Control after sending
- Expiring and re-activating a document
- Activating/Banning a specific recipient
- Killing a document
- Organizing and sharing your RPDs in folders
- Access Management
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, page restrictions, or if a watermark was set, among others.
Click on the pencil icon to edit existing properties, including the security level.
Adjust the settings as needed and click Save at the bottom to apply the changes.
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, add a mobile number and a reference for that reader. This reference helps identify and organize readers more easily, especially when dealing with long recipient lists or when email addresses are not easily recognizable. This information is visible only to the sender.
In the case where the chosen security level is 3 (Restrict 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.
Upon expanding the reader information you will be able to see more details.
Clicking the Filter icon allows you to sort data based on different criteria in either Ascending or Descending order. Once you’ve selected your preferences, click Apply to confirm the changes.
. Summary: It displays the time of the first and last 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.
Note: If you click on the arrow of each activity you will be able to view the time spent by the reader and the total pages viewed during that session.
. 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.
Additionally, you can activate or expire multiple RPDs in bulk by selecting them. When doing so, the Activate and Expire buttons will appear.
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.
You can also ban or unban readers in bulk by simply checking the boxes next to their names. Once selected, the Ban Selected and Activate Selected options will appear, letting you apply the action you want to those users.
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 Enabled, 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.
Note: When expanding an RPD, the reason fo the killing will be displayed.
Organizing your RPDs in folders
In the Manage tab, you’ll find the Folder View option, which lets you create folders and neatly organize your RPDs. This helps keep everything structured and easily accessible.
For more details, check out this article on organizing and sharing your RPD folders.
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.