Managing SafeBoxes in SendSecure Web Application

Administrator -

This article provides all information to access and manage your SafeBoxes using the SendSecure Web Application.

Managing the SafeBox List

To access the SafeBox list, login on the Web Portal and access your SendSecure home page.
Note: To create a new SafeBox from here, see Sending Files Securely using the SendSecure Web Application.

The SafeBox list allows you to browse through all your past and current SafeBoxes.

SafeBox Indicators

The SafeBox subject is the Subject that was entered when composing the very first message at SafeBox creation. As it cannot be changed afterwards and because it is displayed here in the list for identification purposes, it is a best practice to enter relevant subjects for the different SafeBoxes you create.

The date/time shown at the right is the latest contribution time – i.e. the last time a participant (including you) replied or added some content to the SafeBox.

Several other visual indicators are intended to help you to quickly get basic/summarized information about each SafeBox:
  • Content and participants
    The SafeBox includes some content that you did not read/retrieve yet or that you marked as unread (here, 2 elements).
    The SafeBox has other active participants in addition to yourself and the participant displayed below the subject (here, a total of 5).
  • SafeBox status
    The SafeBox is open: all active participants can access it and may be able to contribute (according to the SafeBox Security Profile).
    The SafeBox is closed: participants (including you) can no longer contribute, but you (as the Owner) can still access the SafeBox content.
    The SafeBox content was permanently deleted, but you still have access to the Activity Details/Audit Record.
  • SafeBox source
    The SafeBox was created by a third-party via a Secure Link.

Ordering & Filtering

SafeBoxes are always ordered by latest contribution time.

Several filters are available at the top right of the list (below the Search field) – for example to list only the SafeBoxes that have a specific status.
Note: By default, all SafeBoxes are shown (not filtered), but you can alter this default by changing the corresponding setting from your SendSecure Options.

Text & File Search

The Search field can be used to search text among all SafeBoxes. It may return results on SafeBox subjects, SafeBox messages (except for SafeBoxes having message encryption enabled), file names, participant names or SafeBox IDs.
Note: The text search functionality is designed to search for a phrase (i.e. a continuous sequence of words). It will not separately search for each word of the entered phrase.
Files (i.e. SafeBox attachments) can be searched among all SafeBoxes or within a single SafeBox, based on their unique fingerprint. This functionality requires to have a local copy of the searched file in order to perform the fingerprint comparison.
Note: The local file is not uploaded to the SafeBox during this operation.

Text and file search results may still be returned on SafeBoxes whose content has been already deleted – according to the information found in the SafeBox Activity Details.

Accessing a SafeBox

To access a SafeBox, simply select it in your SafeBox list.
Note: You might be prompted to provide the SafeBox decryption key in some cases – if Double Encryption was enabled on the SafeBox.

SafeBox Header and Action Menus

The SafeBox header contains basic info on the SafeBox and its current status. Some elements can be expanded to display more info, such as the Security Profile details and the current participant list.

The participant list may include visual indicators intended to inform you when participant are potentially unable to access the SafeBox (e.g. revoked access or delivery failure). To take action in such cases, see Managing Participants.

All actions that you can perform on the SafeBox can be selected from the drop-down menu located at the right of the header (down arrow), as well as from the top menu bar of the application. Available actions vary depending on the SafeBox current status and Security Profile.

Retrieving SafeBox Content

Once in the SafeBox, you can retrieve all content (i.e. read messages and download files) that you and the other participants may have already added.
Note: If the SafeBox content is already deleted, you can only access to the SafeBox Activity Details (and the Audit Record). For more details, see Monitoring/Auditing SafeBox Activity.

  • To download files, simply click on each desired file icon – or select the Download All option (when available) from the menu at the top right of the message frame where the files are located.
  • You can mark a message as read/unread according to your personal management needs using the message envelope icon – or even the whole SafeBox, using the Mark as Read/Mark as Unread options in the SafeBox menu.

Replying/Adding SafeBox Content

Replying to participants or adding supplementary messages/files to a SafeBox actually represent the same action and can be achieved through the same functionality.
Note: If the SafeBox is already closed, this functionality is no longer available.
To Add content to the SafeBox:
  1. Click Reply among the available actions – or directly at the bottom of the SafeBox page.
  2. Type a message and/or upload files to be added as attachments.
  3. Click Send.

You should see the new content displayed in the SafeBox. On their side, the other participants will be notified by email that you added some new content to this SafeBox (with a link to access it again).

Monitoring/Auditing SafeBox Activity

All the activity that occurs in the SafeBox is systematically recorded from the very moment the SafeBox is created. As the Owner, in addition to the basic info displayed in the SafeBox header, you can access the SafeBox Activity Details (sub-page of the SafeBox), and once the SafeBox is closed, a SafeBox Audit Record is made available to you.

Activity Details

The Activity Details page represents a snapshot of the current SafeBox content and status by the time you look at it. To display it, simply select Activity Details in the SafeBox menu.

The content of the Activity Details changes/grows each time an action is taken by the Owner and all other participants and when specific system events occur. It includes:
  • The SafeBox detailed properties (ID, time info, Security Profile...).
  • Participant information including summarized activity status for each.
  • All visible (non-encrypted) details of the contributions/exchanges.
  • A detailed status of downloads per participant.
  • The complete and detailed history of all participant activity and system events.
Note: The Activity Details page can still be displayed after the SafeBox is closed and even beyond the SafeBox content deletion.

Audit Record

The Audit Record is a Signed PDF intended to serve as a non-repudiable proof of all exchanges that occurred in the SafeBox from its creation until the time it was closed (i.e. the SafeBox contribution period). Its content is organized the same way as in the Activity Details.

The Audit Record is automatically sent by email to the Owner once the SafeBox is closed (within the closed SafeBox email notification). It can also be downloaded from the SafeBox by selecting Audit Record in the SafeBox menu.
Note: The Audit Record remains available beyond the SafeBox content deletion.

Managing Participants

To manage the SafeBox participants, select Manage Participants within the SafeBox action menu.

Adding New Participants

If needed, additional participants can be invited to a SafeBox that is already created, as long as the SafeBox is not closed. To achieve this, simply use the Add Participants section, which works exactly like in a context of SafeBox creation.
Note: The participants are added only when you click Apply; they will then receive an email notification to access the SafeBox.

Revoking/Restoring Participant Access

For traceability purposes, existing participants cannot be removed from the SafeBox. Instead, you have the option to revoke the SafeBox access of a participant. Participants whose access was revoked can no longer access the SafeBox content and no longer receive notifications from the SafeBox.

Conversely, when a participant access is revoked (either manually by you, or automatically after multiple unsuccessful authentication attempts by the participant), you have the option to manually restore it.

Under the Current Participants section:

Marks the participant for SafeBox access revocation.
Marks the participant for SafeBox access restoration.
Note: Participant access revocation/restoration become effective only when you click Apply.

Modifying Participant Info

If needed, you can modify the contact information of Current Participants, for example to adjust or add a phone number intended to be used for two factor authentication purposes.

To achieve this, simply use the pencil icon at the right of the participant. Do not forget to click Apply to save the information in the SafeBox after clicking OK. Note that this does not have any effect on your Favorites.
Note: By design, the participant email address cannot be modified. If you actually need to modify it, you will have to revoke access for the affected participant and add a new participant with the correct email address.

Controlling the SafeBox Life Cycle

Note: The options described below may not be available depending on the Security Profile of the SafeBox.

Extending the SafeBox Duration

If you need to provide more time for allowing you and the other participants to contribute to a SafeBox, select Extend Duration in the SafeBox menu. You will be prompted to specify the amount of time to add before the SafeBox is intended to be automatically closed.
Note: Depending on the Security Profile, the SafeBox duration may also auto-extend when a participant replies while the SafeBox is about to close (according to its schedule).

Closing a SafeBox

Each SafeBox has a predefined schedule for being automatically closed after a certain time. However, if you need to manually close a SafeBox without waiting for the scheduled time, simply click Close Now in the SafeBox menu.
Attention: This action cannot be undone.

When a SafeBox is closed, all participants (including you) can no longer contribute to it. As its Owner, you may still have access to its content if a retention period was defined in the Security Profile. Otherwise, the content is automatically deleted once the SafeBox is closed.

Deleting the SafeBox Content

If you need to manually delete the content of a closed SafeBox during the retention period, simply click Delete Now in the SafeBox menu.
Attention: This action cannot be undone.

When a SafeBox has its content deleted, it remains in your SafeBox list and the only information you still have access to is the one found in its Activity Details/Audit Record.

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