Our top tips highlight some of the most useful features of Mailock to make sure you're getting the most from it!
#1 | Initially sending clients a secure email, requesting a reply, will prompt the quick and simple Mailock registration process. |
Your clients have a choice to register for a free account with Beyond Encryption, or to remain an unregistered user. |
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As an unregistered user, a client will be able to read your secure emails, but will not be eligible to join your “secure community.” |
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If your client registers they will become part of your secure community, removing the need for further security challenges. Registering also allows them to reply to you securely, for free. |
#2 | Using a secure Mailock email to request sensitive data from a client will enable them to send that information to you securely! |
Your Mailock Business Premium licence allows recipients to reply to you securely for free. |
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A very useful feature when you need to request sensitive data from a client as part of an ongoing transaction. |
#3 | For Outlook users with the add-in installed, take a moment to check any Mailock secure email that you send has been addressed correctly as you have the option to completely revoke a message. |
Breaches often occur due to an email being inadvertently sent to the wrong person. |
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The Mailock identity challenge addresses this problem by ensuring that only the correct person can access the email. 5 failed attempts at the identity challenge will result in the email being automatically revoked by the system. |
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For Outlook users using our add-in, Mailock also offers the sender a complete revoke function, far more robust that the normal email recall request. |
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Opening the sent email and selecting the “access details” - via the drop-down arrow on the Mailock blue button - offers the sender a revoke option. If this option is ticked the recipient will be advised that the email is revoked and is unavailable to view. |
#4 | If you are using Microsoft Office, you will most likely have access to Outlook. You can link any web-based emails – for example Gmail – to Outlook and then you can utilise the functions of the Mailock Add-in, including the full audit trail. |
Using Outlook will enable you to install the Mailock Add-in, which provides you with a full audit trail of your secure emails. |
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This includes the date and time a secure email was opened, date any attachments were opened and any revoke activity. |
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This information is available if you open the sent email and select the drop-down arrow on the Mailock icon. |
#5 | Configuring “nudge” words in the Mailock admin console demonstrates to the ICO an ongoing commitment to staff training around data security. |
Outlook users |
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These words are already pre-set within the system but can be tailored to your individual requirements. |
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Outlook and web users |
#6 | Be sure to apply your company logo to demonstrate your brand's commitment to the securing of client data. |
In the Mailock Company Admin console, you can apply your logo/branding. |
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This will then appear on the recipient’s notification email and is a great way to assure your clients that you are committed to meeting both your regulatory requirements and their expectations in terms of the processing of personal data. |