[ver.2] Settings of automatic encryption for attached files

This article is about settings of automatic encryption for attached files.

※Email DLP settings in the administrator guide have three parts: "Settings for filtering service", "Team mails", and "automatic encryption for attached files". This article only explains "automatic encryption for attached files". Regarding "Filtering Service" and "Group mail", please refer to the following articles.

[ver.2] Setting Procedures of the Filtering Options

[ver.2]Team Mail function (Email DLP)


*HDE Email DLP uses "traditional PKWARE encryption", which is compatible with ZIP 2.0. Files attached in emails are automatically sent after being converted to Zip files with password protection. Screen captures embedded in the body of emails will be excluded from the automatic encryption. Please refer to the following article for more details.   

Should an image embedded in mail text be a ZIP encryption target?


This article consists of two parts.
1) Definition of Encryption Type 
2) Definition of Encryption Policy

1) Definition of Encryption Type

* 1 - The menu on the left side "Encryption" - "Define Encryption Type" and click on "Create".

Screen_Shot_2020-02-12_at_15.34.56.png

☆ 2 - Input the "Name".
Screen_Shot_2020-02-12_at_15.35.27.png

☆ 3 - Input the "Password Type".
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Setting Options:
Password Type: There are two options available for system automatic encryption.

  • Random Password : A random password will be generated each time the file is encrypted.
    ※If random password option is selected and the "Generate unique password per recipient" option is checked. A unique random password will be generated for each unique recipient.

  • Fixed Password: For the fixed password option, a predefined password entered in the box below will be the password every time the file is encrypted. Fixed password option will not have any notification Email sent to the recipients.

☆ 4 - For the "Fixed Password" option, please enter a fixed password like in the image below.
Screen_Shot_2020-02-12_at_15.35.51.png

Setting Options:
Password Format: For fixed passwords, it is possible to enter up to 60 characters with any of the following combinations:

  • Alphabet: Capital or small case letters
  • Numbers :    0123456789
  • Symbols :    `~!@#$%^&*()_+-={}|[]\:;'<>?,./"
  • Wildcard Parameters :
       ((%YEAR%)):   The year that the Email was delivered on.
       ((%MONTH%)):   The month that the Email was delivered on.
       ((%DAY%)):  The day that the Email was delivered on.
     ※The date used for the above parameters will be the date and time appeared in the message headers from Office 365.

☆ 5 -  For the "Random Password" option, if a unique random password is desired for each unique recipient, please choose this option.
Screen_Shot_2020-02-12_at_15.36.00.png

Setting Options:
1) Generate unique password per recipient: Please check option this if a unique password is desired for each recipient.

2) Notification : Please choose either "To Sender", "To Recipient" or both to enable the system notification.
     ※If no option is checked, the system will not send any notification about the password information.

☆ 6 - Please choose a "Encoding of Filename".
Screen_Shot_2020-02-12_at_15.36.12.png

Setting Options:
Encoding of Filename: Select the encoding method that is used to generate the individual file names within the ZIP file. Please choose from one of the following options.

  • Japanese(CP932)
  • Traditional Chinese(CP950)
  • Simplified Chinese(CP936)
  • Thai(CP874)
  • UTF-8

☆ 7 - Please set the "ZIP Filename".
Screen_Shot_2020-02-12_at_15.36.25.png

Setting Options:
ZIP Filename: The generated ZIP file will be given the filename entered in this option. The default filename without any option entered will be "encrypted_files.zip". Following characters are possible.

  • Alphabet: Capital or small case letters
  • Numbers :    0123456789
  • Symbols :    `~!@#$%^&*()_+-={}|[]\:;'<>?,./"
  • Wildcard Parameters :
       ((%YEAR%))  :   The year that the Email was delivered on.
       ((%MONTH%))  :   The month that the Email was delivered on.
       ((%DAY%)) :   The day that the Email was delivered on.
       ((%HOUR%)) :   The hour that the Email was delivered on.
       ((%MINUTE%)) :   The minute that the Email was delivered on.
       ((%SECOND%)) :   The second that the Email was delivered on.
     ※The date used for the above parameters will be the date and time appeared in the message headers from Office 365.
     
    ((%ORIGINAL-NAME%)) :   The original filename of the files attached with the Email. If there are are multiple files attached at the same time, the system will filter for the filename with the header: "Content-Disposition: attachment; filename=" and use the first filename that was found in the Email.

☆ 8 - Please configure the "File Extensions Not Encrypted".
Screen_Shot_2020-02-12_at_15.36.36.png

Setting Options:
File Extensions Not Encrypted: It is possible to skip the file encryption for specific file extensions. Please enter them here. The available characters are "0-9 a-z A-Z _", and please separate each extension with a new line.

2) Define Encryption Policy

☆ 1 - Please select from the left menu "Encryption" - "Define Encryption Policy" and click on "Create".
 Screen_Shot_2020-02-12_at_15.41.32.png

☆ 2 - Please set a "Priority".
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Setting Options:
Priority: Please enter a number between 1~99,999. A lower number will be more preferred than a higher number.

☆ 3 -  Please enter the "Sender" and "Recipient".
Screen_Shot_2020-02-12_at_15.42.15.png

Setting Options:
1) Sender : This Sender is not the From Header, but the Envelope From Header. Please select a Group that you have previously created in the "Address Group".
2) Recipient : This Recipient is not the To/CC Header, but the Envelope To/CC Header. Please select a Group that you have previously created in the "Address Group".

For how to setup "Address Group", please refer to the following article:  [ver.2] Setting Procedures of the Filtering Options

☆ 4 - After defined "Encryption Type" please click on "Create" to submit.
Screen_Shot_2020-02-12_at_15.42.28.png

Setting Options:
Encryption Type: Please select the Encryption Type that you have created in the previous procedures.

☆5 - If you wish to edit or delete the previously created Encryption Policies, please click on either icons on the right.
Screen_Shot_2020-02-12_at_15.42.48.png

          
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