Try RMail PRE-Crime Services – The RDocs™ service offers various ways to control document access, allowing you to customize its security measures. When generating or sending an RPD, you can manage file-embedded security controls in the following panels:
Access Control
Access control allows you to select the level of security required to access a document, based on the specific use case.
- Protect views: allows you to assess the popularity of a document by tracking the number of views by reader IP.
Full capabilities include:
. Opening times recorded: Records the opening times for each reader
. Geo-location: Records the geo-location for each activity with the RPD™
. Reader IP recorded: Records the IP address associated to each activity
. Restrict access by IP: Provides the option to restrict access to the RPD™ to a range of IP addresses
. Watermark: Provides the option to add a watermark to the RPD™
- Control readers: This option provides all the controls and insights of the first level of security plus it records views both by IP and by email address, which enables you to build lists of readers (for example, for marketing purposes).
Full capabilities include all the controls and insights of the first level of security plus the ones below:
. Authorization with verification code required: Protects the RPD™ with an access code
. Reader email addresses recorded: Records the email address associated to each activity with the RPD™
. Restrict access by domain: Restricts access to specific email domains
. Times read per reader: Records the number of reads per reader
. Time spent reading per reader: Records the total read time for each reader
. Limit number of reads per reader: Provides the option to set a maximum number of reads per reader, after which the RPD™ will automatically expire for that reader
. Voting/Vote sharing: Provides the option to allow readers to vote/display each readers’ votes to the rest of the authorized readers
. Notification of reading: Provides the option for you to receive a notification for each access to the RPD™.
- Restrict readers: This option provides all the controls and insights of the first two levels of security plus the ability to restrict access to a list of pre-authorized readers. Regardless of whether the RPD™ file is forwarded, unauthorized viewers will not be able to access the content of the file and, instead, will be prompted with the following message: “This document has restricted distribution”. Two-factor authentication ensures the reader associated with their email address is in fact who the originator has authorized to access the RPD™ file.
Full capabilities include all the controls and insights of the first two levels of security plus the ones below:
. Restrict viewing of the document to a registered viewer or list of authorized viewers.
. Restrict forwarding of the RPD™.
. Make changes to the list of authorized readers after the send.
Real-time interactivity
Depending on the security level selected, specific features in the Real-time Interactivity panel will be available.
. SideNote: Allows you to include a note for additional context, instructions, or comments. This note will be displayed in the reader interface when clicking on the message icon in the top right corner.
. Allow responses to: Allows you to set a reply-to email address different from your own. Readers can send a reply directly from the reader interface.
. Send verification code: When enabled, the access code to open the RPD will be sent to each reader. If it is not enabled, the reader will need to request the code at the moment of opening the RPD.
If you have purchased the SMS add-on, the code can also be sent via text message.
You can choose to send the code to both the email and the mobile number, or to only one of them. If there is more than one reader, you can make this selection at the reader level by clicking on the reader and choosing how they should receive the code.
Note: For both delivery options to be available at the reader level, they must first be enabled in the Real-time Interactivity panel.
. Proof of sending: When enabled, you will receive confirmation via email that the document has been successfully shared.
. Display distribution list: When enabled, it allows readers to see the list of authorized readers.
. Notification of reading: When enabled, you will receive a notification for each access to their protected document.
. Voting: When enabled, it provides the option for readers to vote (like or dislike) within the RPD™.
. Share votes: When enabled, it displays each readers’ votes to the rest of the authorized readers.
. Page locker: When enabled, it allows you to set specific access restrictions on individual pages within RPDs, adding an extra layer of security. When activated, readers attempting to view restricted pages will encounter a restricted screen, preventing unauthorized access to sensitive content. Click here to learn how to apply page level restrictions.
Location protection
With RDocs™, you can choose to restrict access to an RPD™ based on geographic or internet location. There are two ways to use Location Protection:
- Interactive Map: Click and mark in red the areas you want to block. Users located in those regions will not be able to access the RPD.
- Authorized IP Range: Manually enter the IP range in CIDR format to precisely control who can access the document and from where. Only users within the specified IP range will be able to open the RPD.
CIDR (Classless Inter-Domain Routing) is a method used to allocate IP addresses more efficiently. Document originators can restrict access by defining a list of authorized CIDR blocks.
Note: The map settings override the IP settings. For example, if South America is marked in red on the map, and you authorize an IP located in South America, that user will not be able to access the RPD because the region is blocked.
Content protection
Depending on the chosen Access Control option, specific features in the Content Protection panel will be enabled. You may apply additional advanced content protections to the document.
Capabilities include:
. Scheduling document availability: You must set the date from when the RPD™ can be accessed by readers and an expiration date. Note: If you wish to have the ability to set the exact launch and expiration times for the RPD, please reach out to your Customer Success representative to enable this option on your account.
. Restrict to domains: Access to the document is limited exclusively to readers within these domains.
Note: If a user from an authorized domain tries to access the RPD from a region that is blocked on the interactive map, they will not be able to open the document. The geographic restriction takes precedence over the domain-based access.
Also note: If both an IP restriction and a domain restriction are set, access is only granted to users who meet both conditions. That means users must access from an authorized IP and use an email address from the allowed domain. The domain restriction adds an extra layer of access control on top of the IP filter.
. Watermark: Imprints a watermark onto the document.
. Max read per reader: Allows you to set the maximum number of reads per reader before the RPD™ automatically expires for that reader.
. Identify leakers: When enabled, this feature allows you to embed each reader’s email address and/or Document ID as a dynamic watermark on the document. The watermark appears both as cipher text embedded directly into the file and as a floating text overlay across the RPD, making it very difficult to remove or tamper with. By having this information visible throughout the document, users are discouraged from taking screenshots or leaking the content, since it can be easily traced back to them. All floating text and cipher text options can be configured in the Settings tab and further customized in the Send and Generate tabs at the RPD level.
. Timestamping: When enabled, a timestamp is added inside the RPD™ with the time sent.
. Can print: When enabled, the reader will be able to print the RPD™.
. E-Disclosure: When enabled, Terms of Service will be displayed when recipients open an RPD, ensuring clarity and compliance from the start. Readers must click Agree to view the document—if they click Disagree, access will be denied. Note: The Terms of Service message can be customized in the settings.
To learn how to control the RPD after it has been sent or generated, click here to access the available features in the Manage tab.