RMail Protect-the-Thread is a set of features and functionalities that empower email senders to protect their content for the future life of the thread, regardless of whether the email is forwarded, or recipients mistakenly reply to all.
The features that are part of RMail Protect-the-Thread are RMail Redact and Double Blind CC. This article focuses on RMail Redact. To learn more about about the Double Blind CC, click this link.
To learn about how to enable RMail Protect-the-Thread and its pricing, contact your RPost Sales or Customer Success representative.
Using RMail Redact
RMail Redact can be enabled company-wide or for specific users. Once enabled, this feature allows senders to tag particularly sensitive content in their emails so that it is removed -or redacted- from the body of the message to prevent exposing such confidential information.
To determine where the text to redact should begin and end, use the caret symbol (^), like in the example below.
Once the email is ready to be sent, click on the Send Registered button: the Sending Options panel will be displayed. RMail Redact is compatible with all RMail features in the sending options panel. Select RMail features as desired and click on the Send button.
In the example below, the Track & Prove marked option is selected.
The way the redacted text can be shared with the appointed recipients is configurable, and the available options are:
- Share the redacted text as an attachment
- Share the redacted text in a secure website
Sharing the redacted text as an attachment
The text enclosed between caret symbols is extracted from the body of the email and added to a .txt, .pdf, .tiff, .jpg, or .html file, which is attached to the sent email.
The following example shows how the recipient receives the redacted sensitive information. Note that in this example, the redacted text has been configured to be added to a pdf file.
The attached Redacted Text file consists of two main elements:
- The confidentiality statement: an introductory and configurable paragraph added to Redacted Text files
- The redacted text
Sharing the redacted text in a secure website
The text enclosed between caret symbols is extracted from the body of the email and sent to a secure website only accessible through a link added to the body of the sent email, where the originally redacted text was located.
The example below shows how the recipient receives the redacted sensitive information.
Note: The “Redacted Text: Click to View” text, as well as the link available time before expiration are configurable.
When the recipient clicks on the “Click to View” link, they will access the secure website where the redacted text is hosted.
Sharing the redacted text in a secure website offers many configurable elements:
- The button to allow copying the redacted text can be enabled/disabled
- The secure webpage can be branded with the sender’s company logo in the top right corner
- The number of times the text can be viewed per viewer can be determined
- How long the text can be viewed per viewing session can be determined
ViewProof™: Evidence that the redacted text in the secure website has been viewed
Sharing the redacted text in a secure website, additionally offers the ability to receive verifiable proof that readers have viewed the redacted text hosted in it.
When ViewProof™ is enabled, the Registered Receipt ™ will include a timestamped record of access to the secure webpage hosting the redacted text per viewer, as well as the viewer’s email and IP address.