XMedius Cloud Update • 2019-02-22

Administrator -

This article lists the changes of the XMedius Cloud platform and services as of 2019-02-22.

Account Administration

  • In an effort of corporate branding consolidation, the XMedius Cloud services have been renamed across the platform:
    • XMediusSENDSECURE becomes XM SendSecure
    • XMediusFAX becomes XM Fax
  • Various other improvements and security fixes.

XM SendSecure

(Service update 10)

User Participant Access via SafeBox List

XM SendSecure users are no longer considered as external guests when contributing to a SafeBox involving participants within their enterprise account.
  • As long as they are XM SendSecure users from the same Enterprise Account as the SafeBox Owner:
    • Users can access and manage all their SafeBoxes through the same SafeBox list within their usual XM SendSecure interface, regardless to their role (Owner or not) in the SafeBox.
    • Users no longer have to validate their identity using a security code; they simply need to login through their usual XM SendSecure authentication flow.
    • In SafeBox recipient/participant management lists, users are identified as such with a specific tag and are not required to have a phone number, even if the Security Profile requires it for guests.
  • External guests and XM SendSecure users can cohabit in the same SafeBox and their contribution experience within the SafeBox is the same; only their access method is different.
  • All the same improvements (simplified login and single interface experience) apply to any Secure Link accessed by a user from the same Enterprise Account as the Owner.

Secure Team Messaging & Privileged Participants

A new "Privileged Participant" role can now be granted to specific participants in selected SafeBoxes, in order to enable Secure Team Messaging within your enterprise.
  • About the Privileged Participant role:
    • Privileged Participants are necessarily XM SendSecure users from the same Enterprise Account as the SafeBox Owner, and there can be several of them in the same SafeBox.
    • The Privileged Participants and the Owner are all considered as "SafeBox Administrators"; they are visually identified in SafeBoxes with different "shield" icons.
    • Privileged Participants have all the same privileges as the Owner on the SafeBox (among others: see, manage and reply to all participants, control the SafeBox life cycle, always access the content after close...) – except that they cannot revoke the Owner's access, while their own access can be revoked by any other SafeBox Administrator.
  • Several means are offered to add users as Privileged Participants when creating a SafeBox:
    • On the fly: the Privileged Participant role can be manually granted (or removed) by the Owner at SafeBox creation.
    • Through Favorite properties: users can configure any of their Favorites to be automatically promoted as Privileged Participants when adding them to a SafeBox.
    • Through user personal settings: users have the option to automatically promote any user of their enterprise as Privileged Participant when adding them to a SafeBox.
    • Through a Security Profile: an option has been added to allow the automatic and mandatory addition of a predefined set of users or groups at SafeBox creation and promote them as Privileged Participants (which also applies to Secure Link context).
  • The Privileged Participant role can also be manually granted or removed afterward by any SafeBox Administrator once the SafeBox is created (regardless to the way participants were added at SafeBox creation).

SafeBox Administrator Alias

An Alias can be optionally configured for easier identification of the SafeBox Administrators as a single entity (for example, a team or department) or to preserve their anonymity.
  • Alias configuration is done through a Security Profile, which must be selected at SafeBox creation.
  • When an Alias is set up, all recipients see all SafeBox interactions performed by any of the SafeBox Administrators as coming from the same Alias (while the SafeBox Administrators themselves still see each other under their actual identities).
  • In Enterprise Secure Links, an Alias does not override the Secure Link Display Name (shown as a title in the Secure Link pages). Thus, the purpose of the Secure Link (Display Name) can be distinguished from the team (Alias) processing the resulting SafeBoxes.

Unfollowing SafeBoxes

XM SendSecure users can now "Unfollow" a SafeBox (manually) to virtually step back from the activity of the other participants, without actually losing access to the SafeBox content.
  • Any unfollowed SafeBox is intended to disappear from the SafeBox list shown to the user (according to the default list filter).
  • All unfollowed SafeBoxes can be listed and accessed using the dedicated "Unfollowed" filter available above the list, and the user can "Follow" back any of them.
  • When a user unfollows a SafeBox, all activity notifications (replies, downloads...) coming from this SafeBox are no longer received by this user.
  • If the user has an administrative role in an unfollowed SafeBox, any notifications about events that require an action (auto-locked participant, NDR received...) are still sent to this user.

Participant Access to Closed SafeBox

Security Profiles can now be configured to let Participants (including Guests) keep access to the content after the SafeBox is closed (until the content is deleted):
  • Messages can still be viewed and documents can still be downloaded, but the participants (including SafeBox Administrators) can no longer contribute.
  • SafeBox Administrators can still manage participants during that period (i.e. revoke/restore accesses, add and edit participants).

SafeBox Auto-Close after Content Retrieval

Security Profiles can now be configured to auto-close the SafeBox once all participants have retrieved all the SafeBox content (i.e. all messages have been read and all files downloaded):
  • The SafeBox will automatically close after a specific configurable delay – without waiting for the SafeBox scheduled expiration.
  • If a participant adds a contribution within this delay, the auto-close process is reset, until the new content is retrieved by all the other participants.
  • Participants whose access was manually revoked by a SafeBox administrator are excluded from the calculation that triggers the auto-close process.

Customizing XM SendSecure Email Templates

XM SendSecure email notifications can now be customized to reflect specific corporate branding rules, with the following options offered:
  • Changing the colors and corporate logo.
  • Displaying or not the email footer.
  • Customizing the XM SendSecure info & help links appearing in the footer.

User & Guest Experience Improvements

  • The SafeBox invitation email can now be resent to any participant after the SafeBox is created:
    • This option is available to SafeBox Administrators in the Manage Participants section of the SafeBox.
  • The Guest authentication experience has been improved:
    • The authentication process is now presented in 2 steps only (get & enter a code).
    • The security code is now requested through a single action (destination and method selected at the same time).
  • A few notification emails have been slightly redesigned/simplified for better participant experience:
    • The invitation email seamlessly adapts to the Privileged Participant & Alias contexts.
    • The SafeBox access link area (including notification icon) has been made more compact to optimize space and improve focus.
    • The Download notifications now have a link to access the SafeBox (except for double-encrypted SafeBoxes).
  • Other enhancements for better user experience within XM SendSecure user interfaces:
    • The countdown (before close/delete) has been replaced with a humanized display of the remaining time.
    • The action menus have been slightly redesigned, reordered and restructured.
    • The SafeBox list filter now supports multiple selection – and the default filter is set to list the "Followed" SafeBoxes only.
    • Users can also setup their own default filter with multiple selection (among their XM SendSecure personal settings).
    • The SafeBox recipient input fields now support RFC compliant emails so that users can copy-paste recipients from any mail client such as Outlook.

Other Improvements

  • A custom link to your corporate privacy policy can be added in the footer of Guest pages:
    • The URL can be configured among XM SendSecure General Settings by Enterprise Administrators.
    • The custom link will appear along with the link to XMedius privacy policy.
  • The certified signatures of Audit Records (PDFs) have been improved to be trusted in the long term according to Long-Term Validation (LTV) specification.
  • The XM SendSecure REST API v2 has been updated according to the new features and improvements hereby described.
  • Various other improvements and security fixes.

XM SendSecure for Outlook

A new version of XM SendSecure for Outlook ( is available:
  • General updates to support the latest features and improvements of the XM SendSecure service update 10.
  • Name changed to "XM SendSecure for Outlook" to reflect the new service name.
  • Improved support for Outlook 2016 & 2019 and the latest Windows 2010 updates.
  • Added support for environments that use TLS 1.1 or 1.2.
  • Big file upload process improvement to avoid timeout issues.
  • Various improvements in contact & recipient management.
  • Other minor improvements and fixes.
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