Question
When using HENNGE Secure Download, what should I be aware of when the sender is a group address or the recipient is a group address or the recipient transfers received emails ?
Answer
Please refer to the following Notes for each condition.
Note 1. When the sender is a group address
If the sender is a group address, HENNGE One users cannot view the HENNGE Secure Download history in the HENNGE Email DLP user console.
The HENNGE Email DLP User Console can only check the emails associated with the email address of the user logged in to Microsoft 365 / Google Workspace (the envelope From is the email address of the user who is logged in).
Therefore, if the email is sent from a group address, the history of HENNGE Secure Download cannot be viewed.
Note 2. When the recipient is an external group address
If the recipient is an external group address, authentication cannot be performed with the email address expanded to the members of the recipient group address.
HENNGE Secure Download issues a dedicated download URL for each email recipient (envelope To) on HENNGE Email DLP.
When downloading a file from a URL, it is necessary to authenticate with the recipient's (envelope To) email address. So if the destination is a group address, authentication with the group address is required.
Note 3. When the recipient is an internal group address
If the recipient is an internal group address, the operation depends on whether the internal email goes through HENNGE Email DLP.
If you are using Microsoft 365 (Exchange Online), in that case, emails between internal domains are delivered inside Exchange Online, not through HENNGE Email DLP, so the HENNGE Secure Download function does not replace attachments.
On the other hand, if you are using Google Workspace, some internal domain-to-domain emails may also be routed through HENNGE Email DLP.
The HENNGE Secure Download functionality may also replace attachments to internal emails if you have configured HENNGE Email DLP to send emails between internal domains.
Note 4. When sending an email specifying both an individual address and a group address as recipients
In some cases, an email was sent with both [(1) an individual] and [(2) a group address that includes the individual] specified as the recipient. We have confirmed a problem: duplicate message IDs in personal emails (1) and (2) cause one of them to be shown randomly on the receiving side. This behavior is common to Microsoft 365 and Google Workspace.
Example:
If you email the following address, the attached file is sent by HENNGE Secure Download:
To：user@example.com（personal address）
Cc：group@example.com（Group address, including To individual address）
In such a case, if the message ID is duplicated, only one of them will be displayed as described above, so if you access the URL of the PDF file attached to the email received by your personal address, it will be displayed on the HENNGE Secure Download authentication page. The group address (group@example.com) may be displayed instead of the individual address (user@example.com) as the email address for receiving the authentication code. Also, regardless of the order of To / Cc, only one of the received emails will be displayed randomly, depending on the order in which they were received.
Note 5. When multiple addresses are included in the recipient field and one recipient forwards the email to another recipient
When an email is sent to multiple addresses and one recipient (A) forwards the email to another recipient (B), a duplicate message ID issue occurs. This causes recipient B's mailbox to randomly display either the forwarded email from recipient A or the original email that recipient B received directly. This behavior is common to both Microsoft 365 and Google Workspace.
In this case, if recipient B's mailbox displays the email forwarded from recipient A, and recipient B attempts to access the URL in the attached PDF file or the URL for downloading the file added to the email body, recipient A's email address will be displayed as the authentication code recipient email address on the HENNGE Secure Download authentication page.
Cautions
1. The content of this article is based on product specifications as of October 2024 and is revised accordingly without advanced notice.