Product Tour

How to Send Encrypted & E-Sign Email with Zimbra

RPost worked closely with Synacor to build RMail into Zimbra as an all-in-one Zimlet add-in that provides user with a simple, elegant e-sign and e-security user experience; and importantly, with a process that makes it easy for any Zimbra BSP, VAR, or corporate server administrator to deploy.

Summary of Features and Benefits

RMail for Zimbra adds a one-click “Send RMail” button in the normal compose message pane for users to choose RMail® features – Track & Prove, Encryption, E-Signature, LargeMail File Share, and SideNote®.

Track
Step 1: Add recipients in the “To” field and subject in subject line, and compose an email message.
Step 2: Click “Send RMail” button. In the RMail features popup panel, choose “Marked as Registered Email™ message”, and click send.
Step 3: The RMail acknowledgement email is returned to the sender as a proof of sending.
Step 4: The Registered Receipt™ email confirms proof of email delivery and opening. It also includes an audit trail with legally verifiable information.

Prove:
Proving email delivery and email message content with the Receipt Authentication™ email is easy.
Step 1: Go to your RMail® Receipts folder in your inbox, or your inbox itself. Find the Registered Receipt™ email and forward it to the RPost verification address.
Step 2: Within minutes, the authentication email will be returned; the Receipt Authentication™ message verifies the authenticity of the receipt content with underlying internet forensic records of transmission and original message content.
Step 3: These forensic records and re-constructed validated original messages are court admissible evidence to resolve any dispute about who said what when by email.

Encryption:
Senders can choose their preferred encryption method: TLS encryption or a password protected AES 256-bit encrypted PDF wrapper. The RMail system dynamically adjusts to the right levels of email encryption based on the recipient system, message content and sender preference.
Step 1: Add recipients in the “To” field, add a subject in subject line, add attachments and compose an email message.
Step 2: Click “Send RMail” button. In the RMail features popup panel, senders choose “Encrypt” option to send encrypted emails with TLS and the preferred transmission mode or with “RPX” to force encryption inside a password protected AES 256-bit encrypted PDF wrapper.
With the “Encrypt” option, receivers will receive an email with Registered Email banner having the text “Transmitted Encrypted”. Receivers can also reply encrypted using a link in the email.
If the recipient system doesn’t support TLS, then the RMail® system will automatically send the email in a password protected AES 256-bit encrypted PDF wrapper. The attachments will be also wrapped inside in the PDF, recipients can reply using a “Secure Reply” button within the PDF.

E-Signature:
Step 1: Add recipients in the “To” and Cc fields, add a subject in subject line, compose an email message and attach documents to obtain recipient electronic signatures on the documents.
Step 2: Click the “Send RMail” button. In the RMail features popup panel, senders choose the “E-Sign” option and click the “Send” button.
Step 3: The RMail acknowledgement email is proof of sending and will be returned into the sender’s inbox.
Step 4: The recipients will receive an email with a link that redirects to to the e-sign process. Recipients can add the required text and drag & drop a signature onto the document, or e-sign typed or hand-drawn signatures, and click “Finish”.
Step 5: The sender will receive e-signed document and a Registered Receipt™ email for proof of email delivery and email message content e-signed.

LargeMail
The RMail® LargeMail™ feature helps senders send extra large files as attachments to email; files too large to be sent using standard email (up to 1GB per send).
Step 1: Add recipients in the “To” and Cc fields, add subject in subject line, compose an email message and attach large files.
Step 2: RMail automatically detects that large files have been attached to the email and pops up an alert “Do you want to use RMail Large File Transfer (LargeMail™) to send this attachment” with options “OK” and “Cancel”.
Step 3: If the sender clicks “OK”, RMail® uses the LargeMail™ service to send the large file attachments.
Step 4: At the recipient’s end, receivers are redirected to a LargeMail™ retrieval portal to download the large files when they click “Download Files” link in the email.
Step 5: The sender will receive an Acknowledgement email, notice that the recipient has downloaded the file and Registered Receipt™ proof of delivery email.
Senders can set large file size parameters in the “Zimlets” settings for RMail® to detect and trigger the LargeMail™ service. A common setting is for senders to choose to automatically transmit anything more than 10 mega bytes wtih this service.

SideNote
The SideNote® feature enables senders to add a private message to provide context specific to recipients in the Cc and Bcc fields.
Step 1: Add recipients in the “To”, Cc and Bcc fields, add the subject in subject line, and compose an email message.
Step 2: Click the “Send RMail” button. In the RMail features popup panel, senders can choose Cc or Bcc or both; this is who will see the SideNote® message.
Step 3: Recipients in the Cc or Bcc will have SideNote® message on the top of their email. There will not be a SideNote® message in “To” field recipients’ email.
Step 4: The sender will receive an Acknowledgement email and Registered Receipt™ proof of delivery email.