User guide
Instructions for users how to work with the SecuMailer platform
Introduction
SecuMailer is the new method for secure mail in your organisation. Using SecuMailer for all your emails guarantees the use of encrypted connections. This provides you with the easiest method to send emails with personal data. The privacy for you and your customers is safeguarded.
Portal
When an email can’t be directly delivered by a secure connection, your organisation has chosen to send the recipient a message with a link to get the e-mail via a portal. This message is secured with a one time password (OTP) code via SMS.
The recipient can use the link and will be directed to your organisation's website. At the website the recipient can securely download the original message (with attachments if there are any). To open the message the recipient needs to use the OTP code that will be provided by SMS.
Process
The usage of the portal is fully automatic and generally does not require any action from the sender unless a recipient doesn't have a registered phone number. The process looks as follows:
The sender sends an email
The recipient uses an insecure mail server, therefore the email can't be delivered
If there's no mobile phone number registered for the recipient a message will be sent to the sender to register a mobile phone number for the recipient
If there's a mobile phone number available for the recipient an email will be sent to the recipient with an invitation to retrieve the email from the sender organisation's website
At the website the recipient needs to request a one-time password, this will be delivered to the mobile phone of the recipient
The recipient enters the code and gains access to the email. The email can be downloaded to the mail client of the recipient and can be opened and used for responding
The first two steps do not require any specific action other than sending an email.
Provide phone number
If there is no registration of a mobile phone number for the recipient the SecuMailer platform will send a registration request to the sender. This request will be in the form of an email (example below).
Please click on the link in the email, this should bring you to your own organisation's website. On the website you will find a section resembling the screenshot below where you can provide the phone number of the recipient.
After you have entered the phone number please click on the 'Submit' button, if everything went well you will see a 'Stored' notification with the confirmation that the phone number was stored successfully.
You can close the website after this step, no further action is needed from you. The next time you're communicating with the same recipient you will not be asked for the phone number anymore and communication will appear as seamless as a regular email.
In case you're wondering what the recipient's experience looks like please read on.
Recipient experience
The recipient will receive an email notification with an invitation to retrieve the email from your organisation's website. This email contains a link to your website, following this link will show the message below to the recipient.
The recipient will have to click on the 'Request pin code' button to receive the one-time password. After clicking on the button the pin code will arrive shortly, depending on the mobile provider of the recipient. The recipient will input the pin code and click on the 'Submit' button (see below).
If the pin code is correct the message will be shown to the recipient.
The secure email delivery has an option to download the email to the recipients mail client via the 'Download' button. By downloading the email the recipient can open it in their mail client of choice and respond to the email in the regular way. The reponse back to the sender will be secure.
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