Secure@Mail Logiva - FAQ

Below we have gathered answers to the most frequently asked questions about the Secure@Mail solution from Logiva. If you have further questions about Secure Mail that we should answer on this page, you are welcome to contact the IT Forum Group.

Should I use the "Send securely" button for in-house communication?

Mail in Exchange Online:
When it comes to internal emails, the email is sent "inside the belly" of the mail server, and if your mailboxes are distributed across several Microsoft mail servers, the connection between them will be encrypted. Therefore, it is not necessary to use Send Securely button in this case. However, you must be extremely careful not to connect an external person later in the correspondence, as the email will naturally be sent over the Internet to the recipient's mail system. In a mail system, it is also possible to set a forwarding on a mailbox that points externally, which poses the same risk. The challenge with this is that the sender cannot see if the colleague has forwarded to the mailbox, but internal rules can be made to ensure that this is not allowed

Mail in Hosit:
For internal emails, the email is sent "inside the belly" of the mail server, and if your mailboxes are distributed across multiple mail servers with us, the connection between them will be encrypted. Therefore, it is not necessary to use Send Securely button in this case. However, you must be extremely careful not to connect an external person later on in the correspondence, as the email will naturally be sent over the Internet to the recipient's mail system. In a mail system, it is also possible to set a forwarding on a mailbox that points externally, which poses the same risk. The challenge with this is that the sender cannot see if the colleague has forwarded to the mailbox, but internal rules can be made to prevent this.

Can case managers tell from your email that it's not secure?

It can sometimes be difficult to tell if the email was sent insecurely, as it will be a matter of looking at the details of the email (the header) and then it quickly becomes a technical issue.

Can you reply insecurely to emails that contain sensitive personal information?

No, only if it is an internal recipient. However, you must be extremely careful not to connect an external person later in the correspondence, as the email will naturally be sent over the Internet to the recipient's mail system. In a mail system, it is also possible to set a forwarding on a mailbox that points externally, which poses the same risk. The challenge with this is that the sender cannot see if the colleague has forwarded to the mailbox, but internal rules can be made to prevent this.

How long does it take to send a secure email?

The email will be added for processing immediately after Send Securely button is pressed. After this, it can take up to 10 min. before the email is processed and sent. You will receive a receipt when the email has been processed and sent.

When should I ship securely?

When the email contains sensitive or confidential information. When in doubt, use the Send Secure button once too often rather than once too little.

What do I do if I receive an insecure email from e.g. the municipality? Should I make the sender aware of the problem?

It's up to you as the recipient if you want to notify the sender if the email is sent insecurely, but it's not a requirement. The most important thing is that the received email is processed and stored securely.

Can Secure Mail messages sent to me via the web app (SecureMailBox) be routed directly to the relevant recipient/department?

Yes, in the web app (SecureMailBox), the sender can select the recipient/department that the sender wants to send to in the recipient field. If this is missing or you want to edit the list of relevant recipients/departments in your Secure Mail web app so that a Secure Mail message is routed directly to the relevant recipient, please contact support. Click here for an example of this solution.

How can I see on an email I receive if it was sent securely or not?

When an email has been processed by the Secure Mail system, there will be a Signature certificate attachment, which contains some technical details about how the email has been encrypted:

What does the mail flow look like when using Secure Mail?

When replying via the web form in SecureMailBox, the reply will be returned with the subject field SecureMailBox message receivedafter which the email can be replied to again via the Send securely button: