This article provides all information to access and manage your SafeBoxes using the XM SendSecure Web or Mobile App.
This article assumes that you have an XM SendSecure account, with either an access to the XM SendSecure Web Application (in XM SendSecure portal) or the XM SendSecure Mobile App installed on your mobile device.
If you need to install the Mobile App, see: XM SendSecure Mobile App.
Accessing the SafeBox List
- If you are using the Web Application, on the Web Portal and access your XM SendSecure home page.
- If you are using the Mobile App, simply open it (as the main screen is the SafeBox list).
The SafeBox list allows you to browse through the SafeBoxes in which you are (currently) and were (in the past) intended to participate – except when you are a Guest.
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.
- Content and
- SafeBox status
- Other indicators
Accessing a SafeBox
To access a SafeBox, simply select it in your SafeBox list.
- Each participant contribution is represented by a message box with detailed authoring information.
- Each box may include a message and/or attached files.
- Message boxes are always listed in a top-down chronological way (from the oldest to the latest).
- Your own contributions are always displayed on the right side.
- Any contributions appearing on the left side are always from other participants.
Taking Basic Actions on a SafeBox
Retrieving the SafeBox Content
- 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.
Reply among the available actions – or
directly at the bottom of the SafeBox page.
Note: The action is Reply All if more than two participants appear in the list of the SafeBox header.
- Type a message and/or
upload files to be added as attachments.
Note: If you are the Owner or a Privileged Participant while the other participants don't see each other (According to the Security Profile), ensure to write a message that will not introduce confusion in the discussion – as all participants will receive it.
Note: Depending on the Security Profile, you may need to accept a statement of consent before adding content for the first time to the SafeBox. If you are the Owner (in the same context), you accepted the same statement de facto by creating the SafeBox.
Unfollowing/Following a SafeBox
When you become a participant in a SafeBox (including when you are its Owner), you are implicitly expected to follow its activity. However, if you need to take a step back, you can still hide the SafeBox from your current view and mute all notifications that you would basically receive about it.
To achieve this, select the SafeBox in the list and use the Unfollow option from the menu.
As a result, assuming that your current SafeBox list filters the unfollowed SafeBoxes (as per application default), you should no longer see the affected SafeBox in it. Also, you should no longer receive notifications about this SafeBox (i.e. replies, downloads, close...) – except on events that require your action if you are the Owner or a Privileged Participant (i.e. non-delivery report or self-revoked participant due to multiple login failures).
That said, as long as the SafeBox content is kept available to participants (depending on the SafeBox current status, on the Security Profile and on your role), you can still access it by selecting the Unfollowed criteria in the filtering options of the list.
Once in the unfollowed SafeBox, you can still contribute to it as long as it is open. You can also decide to get back on track for this SafeBox by using the Follow option from the menu.
Finding a SafeBox
Ordering & Filtering
SafeBoxes are always ordered by latest contribution time, and by default, the list displays all the SafeBoxes that you are following (unless you changed your personal XM SendSecure Options).
Searching for Text (by Word or Phrase)
A text search may return results on SafeBox subjects, SafeBox messages (except for SafeBoxes having message encryption enabled), and also SafeBox IDs, participant names and attachment file names. It will however never return results on the text contained in any attached files, because the files are always encrypted.
Text search results may still be returned on SafeBoxes whose content has been already deleted – according to the information found in the SafeBox Activity Details.
Searching for a File (by Fingerprint)
- Access the advanced search options by selecting the down arrow at the right of the search field:
- Select the
Search SafeBoxes that include the following
Note: The text and file search options are exclusive (i.e. you can either search for a text phrase or for a file).
Choose File to select your local copy of
the file that you are searching for and then click
Note: The local file is not uploaded during this operation. Only its fingerprint is retrieved for being searched.
File fingerprint search results may still be returned on SafeBoxes whose content has been already deleted – according to the fingerprint information found in the SafeBox Activity Details.
Monitoring/Auditing SafeBox Activity
- Basically, you can deploy the participant list in the SafeBox header to have a basic summary of the content retrieval status for each participant.
- If you need to further investigate, you can access the SafeBox Activity Details (sub-page of the SafeBox).
- Finally, once the SafeBox is closed, a SafeBox Audit Record is made available to you.
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 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.
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.
Managing SafeBox Participants
Adding New Participants
Re-sending Participant Invitation
You can manually re-send to any existing participant the notification that was initially sent at SafeBox creation (either as a reminder or when the participant did not get it or lost it).
Revoking/Restoring Participant Access
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.
In all cases, do not forget to click Apply to ensure that the participant access will be modified.
Modifying Participant Info
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. Note that this will have no effect on your Favorites.
Modifying Participant Role
You can promote as Privileged Participant any XM SendSecure user from your Enterprise Account. By doing so, you allow this person to benefit from the same administrative role as you (the Owner) on the SafeBox. You can also remove privileges from a participant that was already promoted.
This applies to both sections Current Participants and Add Participants. In all cases, do not forget to click Apply in the end.
Controlling the SafeBox Life Cycle
Extending the SafeBox Duration
Closing a SafeBox
A SafeBox always has an expiration delay after which it is closed. Depending on the Security Profile, it may even automatically close after all participants retrieved the intended content.
When a SafeBox is closed, all participants (including you) can no longer contribute to it. However, you may still have access to its content, depending on the Security Profile. If no retention period was set, the content is automatically deleted once the SafeBox is closed.
Deleting the SafeBox Content
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.