Using SendSecure: Overview

Administrator -

This article introduces the main SendSecure concepts and features from the user point of view.

How Does SendSecure Work

Email vs. SendSecure

When you send an email, the written message and the attached files are always conveyed within the email, which is directly received by the recipient (but can also be intercepted on its way by a malicious third party).

With SendSecure, from the moment you send a secure message:
  1. A temporary SafeBox is automatically created, and the content you sent (written message and attached files) is securely uploaded and stored (encrypted) in this SafeBox.
  2. The recipient is invited by email to privately access the SafeBox through a reliable authentication process, in order to securely retrieve the content you sent.

SafeBox Life Cycle

Each new communication initiated with SendSecure involves the creation of a new SafeBox.

That said, as long as the SafeBox is open to contributions, it may also allow you to have a private and secure continuous exchange with the other participants, depending on the way the SafeBox was initially set up.

The SafeBox is closed to any contribution after a certain time, and the SafeBox content is eventually deleted. An Audit Record summarizing all the activity that occurred in the SafeBox remains available for further reference.

SafeBox Security Profile

Each created SafeBox has several specific properties that can be regrouped this way:
  • Life cycle, which defines when/how the SafeBox is intended to be closed and how/how long its content is intended to be retained.
  • Participant contribution mode, which defines if/how the participants can interact with you and/or the other participants.
  • Participant authentication methods, which define how the SendSecure Guests will be able to access the SafeBox content.
  • Content encryption level, which includes advanced options for fine-tuning content encryption management.

All these properties are set through a Security Profile (Security Options) selected when composing the initial secure message. They cannot be changed once the SafeBox is created.

Security Profiles are defined by your account administrator. As such, you may be able to use one or more profiles and you may be able (or not) to customize some of their settings. For more information about Security Profiles and their availability, contact your account administrator.

SafeBox Participants

Once the SafeBox is created, you and the recipients all become SafeBox Participants.
  • If the SafeBox was created by you (or on your behalf through a Secure Link), you are the SafeBox Owner.
    • You can directly access the SafeBox within your SendSecure Web Application.
    • From there, you can monitor the SafeBox activity, add/retrieve content, manage the participants and control the SafeBox life cycle.
  • All the other participants are SafeBox Guest Participants.
    • They always receive a private link by email to access the SafeBox using their Web browser.
    • They typically need to authenticate using a security code before gaining access to the SafeBox. This Security code is provided separately by email, by SMS or via a voice call (depending on the Security Profile).
    • Once in the SafeBox page, they can see and retrieve the available content, and optionally reply and add their own attachments.

Sending Files

As a user of the SendSecure Service, you may have access to several means to compose a secure message in order to securely send your files through a SafeBox:
Note: Other custom/integrated application(s) may also have been especially designed for your corporate needs. In such a case, refer to your account administrator.

In all cases, a SafeBox will be created and you will be able to access and fully manage it as its Owner through your SendSecure Web Application.

Receiving Files

As a user of the SendSecure Service, you can securely receive files in several different ways:

Requesting Files Through a SafeBox

If you are expecting to receive files securely from someone in particular, you can create a SafeBox for this person, with a simple message requesting the files. In that case, you need to ensure to select a Security Profile that will allow the participant to Reply.

Once your contact has replied with the expected files, you will be able to directly retrieve them from the SafeBox through your SendSecure Web Application.

Receiving Files From a SendSecure User

If the sender has a SendSecure account, he has typically the same options as you have to create a SafeBox and securely send you files.

However in that case, the sender will be the Owner of the SafeBox, and you will be a simple Participant of the SafeBox.
Note: In that case, the SafeBox will not appear in your SafeBox List. You will only be able to access it as a Guest Participant (i.e. with authentication process and Web interface dedicated to SendSecure Guests).

Receiving Files From a Third Party (by Secure Link)

To securely receive files from any of your trusted contacts, you may have the option to provide them with a Secure Link, through which they will be able to create SafeBoxes on your behalf.

If someone sends you files through a Secure Link, you become the Owner of the created SafeBox. You can then further manage the SafeBox and retrieve the files directly through your SendSecure Web Application.

Note: For more information on this functionality and the available options, see your account administrator.

Managing SafeBoxes

All your SafeBoxes appear in the SafeBox list available from your SendSecure Web Application.

From there, you can browse the list in order to access the SafeBoxes – typically to monitor the SafeBox activity, retrieve or add content, manage participants and control the SafeBox life cycle. Search and filtering tools are available to help you find the SafeBoxes and their content.

For more details, see Managing SafeBoxes in SendSecure Web Application.

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