Google Apps / Drive / Gmail How-To

Easy-to-follow instructions to customize ZSentry for enhanced Google use. Collaborate, store, send, and read files safely. Get and give more mobility, functionality, and compatibility, in addition to security, HIPAA, and Safe Harbor compliance. No add-ons or installation.
Setup
Start here: ZSentry for Google >>

HIPAA Compliance
Use the [HIPAA] tags below to focus on what is specific to HIPAA compliance. Some tags may not apply to your setup. If help with HIPAA compliance is needed, you can read the ZSentry Compliance Statement >> and request >> the ZSentry HIPAA advisory for configuration choices.

[HIPAA] 1. HOW-TO Send ZSentry Mail using Google: Login as usual to Google Apps or Gmail. Click the From link when you compose a new message. If you're replying to or forwarding a message, click the field where your recipients are listed, then click From. After clicking From, you'll see a drop-down menu next to your address, where you can select the email address that uses ZSentry and click Send. That's all!

  • If you do NOT see a drop-down list for the 'From' address: (or if you want to verify that your setup is correct) Log in to Google Apps / Gmail or refresh (reload) the Google screen for the desired account. Click the "option wheel" icon on the top right, then click "Mail settings" or just "Settings". For Google Apps: click the tab labeled "Accounts"; for Gmail: click the tab labeled "Accounts and Import". Go to the section labeled 'Send mail as' and verify that it says 'Mail is sent through: zsentry.com' under the account name for your secure email.
  • iPhone, iPad, BlackBerry: With these devices, you may not see a drop-down list for the 'From' address. To work around this limitation, apply the following instruction on "Secure by default". This issue does not occur with Android phones and tablets.
  • Custom Signature: Google Apps and Gmail let you add a custom signature that is specific to the ZSentry secure account. Go to Tools/Mail Settings/General and find the Signature area. Select the ZSentry secure account and enter the text you want. Click Save Changes. Note: apply these instructions if you are unable to enter any text in the body of the message, after you switch to the ZSentry account to send a secure email.
  • [HIPAA] Secure by default: To allay regulatory and financial risks, you may want to prevent inadvertently sending unencrypted email. You can make the 'From' address that uses your ZSentry account be your default address for sending email, which prevents an inadvertent privacy violation while still retaining the ability to select an unsecured 'From' address if desired. For sending messages: in Google click Tools/Mail Settings/Account (or Tools/Mail Settings/Accounts and Import in Gmail), click on "make default" in the 'From' address that uses ZSentry. For replying to messages: after the former setting is done, in the same Google Mail Settings/Account screen, go to the item "When receiving a message" and select the option "Always reply from default address". Test to make sure that it works as you want.
  • ZSentry Customization: Use the ZSentry Dashboard to personalize the ZSentry behavior used by Google Apps and Gmail. Click Login in the ZSentry AppClick and bookmark and verify, set or reset the Dashboard settings for Control, Delivery, and Tracking options. Then click Dashboard/Personalize/Save to make them readable by Google during ZSentry SSO. For more information on personalization, read item #4 in Help for New Users. To create a ZSentry Secure Vault in Google, see item #4 in this page.
  • Google Mobile: The Gmail and Google Apps screens for mobile devices have different capabilities whether you are in Mobile or Desktop modes. Click mobile instructions on how to send securely either way.

[HIPAA] 2. HOW-TO Read and Reply securely: you receive secure email Zmail in your Gmail or Google Apps Inbox. Read securely (and off-Google) by clicking a link (also by copy-and-paste, or as the sender has defined). After you read, you will see options to reply, forward, and save securely using ZSentry App. You can also copy-and-paste the message from ZSentry App to a Google compose screen, and send securely using ZSentry + Google.

[HIPAA] 3. HOW-TO Clean up the plaintext copies stored in the Sent mail folder in Google: Gmail and Google Apps store your sent messages in plaintext, which may be a HIPAA violation. Manually, or automatically upon sending by means of a Google filter, you can delete all plaintext copies of messages that are sent through ZSentry. To create a filter, go to Tools/Mail Settings/Filters, click "Create a new filter" and set it as follows:

Search Criteria:
From: one

click "Next Step" and check the box:
[ check ] "Delete it"

click "Create Filter". You may apply it to existing matches. Next, please test it. When the filter works correctly, Google will show you an "Error" message stating that the message will not appear in your Sent Mail.

NOTE: the email address used in the "From" will never be present externally and is usually one to use ZSentry + Google. Should you have a question, please contact us.

[HIPAA] 4. HOW-TO Create a ZSentry Secure Vault in Google: The ZSentry Secure Vault service allows you to securely store electronic records in the cloud. The ZSentry Secure Vault is created in your Google Apps (or Gmail) account, and then you can use Google tools (depends on your Google edition) to store it in Google Drive or wherever you want. After you set this up, your Google account will automatically receive and store an encrypted archival copy (the ZSentry Secure Vault) of every secure email that is sent, without expiration. The archival copy is encrypted and can only be read by the sender upon ZSentry login. Premium users also have optional Return Receipt protection, so that an auditing confirmation with What-Who-Where-How-When and other tracking information is sent and logged every time a Secure Vault copy is accessed. To setup, click Login in the ZSentry AppClick and bookmark and check the box [Bcc Me] in the To/Cc bar. Then click Dashboard/Personalize/Save. Afterwards, use the next two HOW-TO instructions to ensure delivery and archive the Secure Vault messages.

Off-line Access: The Secure Vault copy can be provided with secure off-line access, allowing archived electronic records to be decrypted locally even if there is no network access. Please contact us with your requirements if Off-line Access is needed by your organization.

[HIPAA] 5. HOW-TO Ensure delivery of Secure Vault messages: If you are using a spam-blocking filter or service, such as Postini, the messages from ZSentry Secure Vault may be blocked because they contain an attachment (with your full sent message, encrypted). You need to update your filter, or login to your spam-blocking service, and enable the delivery of messages to your email address From: SecureVault

[HIPAA] 6. HOW-TO create a filter to archive your Secure Vault copies: (if you do not create this filter, Google may send your Secure Vault copy to Spam). Go to Tools/Mail Settings/Filters, click "Create a new filter" and set it as follows:

Search Criteria:
From: SecureVault
To: {type your own account address}

click "Next Step" and check the boxes:
[ check ] "Skip the Inbox (Archive it)"
[ check ] "Apply the label" where you create the new label "BCC"
[ check ] "Never send it to Spam"

click "Create Filter". You may apply it to existing matches. Next, please test it.

NOTE: The email address used by ZSentry to send your Secure Vault copy is send-only. There is no need to send or reply to its From address.

7. HOW-TO Send through zsentry.com SMTP servers: During setup using Google Apps, when you try to add zsentry.com for securely sending your email, you may not see a screen to choose zsentry.com as the SMTP server. In this case, you need to first ask your organization's Google Apps administrator to allow using an external SMTP in Google Apps, as follows:

Using an administrator account for your domain, login to the Google Apps Control Panel. This is usually at https://www.google.com/a/your_domain.com (replace 'your_domain.com' with your actual domain name).

Click Settings, go to Email Settings, item Outbound relay. Check the box that says Allow users to send mail through an external SMTP when configuring a "from" address hosted outside your email domains.

Click Save Changes, sign out, login again to your Control Panel and review this Email setting for the Outbound relay to make sure that the changes were actually saved (if they are not, contact Google for support).

Google may take about 24 hours to update the account with the new Control Panel settings. If you still cannot set the external SMTP in a user account, try again after 24 hours.

NOTE: if you did not do this before, but tried to setup and did not see the SMTP server option, you may have to reset the external From address. Please do the following:
  1. Log in as admin to your Google account and verify that the above SMTP authorization step was saved in your Google account.
  2. Log off and then log in as the Google account user.
  3. Delete any previous settings for adding ZSentry.
  4. Add your ZSentry account per our instructions.
  5. Look for the confirm link in your Inbox or spam folder; we send it back within 60 seconds of arrival.
After this is done, use the setup instructions given in your PASS.

[HIPAA] 8. HOW-TO use your Mail client to allay cloud risk concerns: With this setup option, no plaintext copies of your messages will be stored (even temporarily) in a folder or cache in Google Apps, Gmail, or elsewhere online. This is usually preferred due to some important benefits including:

  1. easy mashup of local and cloud data/services;
  2. before sending, message scanning can be done locally and/or at a server that you can designate;
  3. you can safely store, read, and search offline (for example, in a local drive) a plaintext copy of the sent secure email or drafts;
  4. rather than have two, three or more separate user interfaces, you can choose a single user interface (for example, your phone's Mail client) and use it securely with ZSentry for all platforms;
  5. eliminates an external cause for breach fines and notification liability;
  6. Most Importantly: prevent leaving a plaintext copy in Google, prevent scanning, and prevent potential leaking of the vulnerable plaintext of your sent email or drafts.
You will need to use a Mail client such as Outlook, Apple Mail, Thunderbird, iPad, iPhone, or Android, or Microsoft Exchange. You will setup your Mail client or Exchange to receive email from Google Apps, Gmail, and other accounts. The secure email will be read securely using ZSentry. You will be able to send regular email using Google and other accounts, and send directly through ZSentry any message that you want to send securely. You can also let your Mail Client or Exchange scan your message and automatically send through ZSentry according to policies that you define. This setup versatility offered by ZSentry allows your organization to directly address your specific needs, such as implementing additional data security requirements in the cloud, and with Google Apps. More information at ZSentry for Mail clientsGo

[HIPAA] 9. HOW-TO Read / Reply / Forward / Save secure email directly with your Mail Client: This feature works with desktop, laptop and Android devices; may not work with iPad, iPhone, and BlackBerry. It is available only for ZSentry users. When you receive a ZSentry secure email in the Google Apps web interface, click the link, or copy-and-paste it into your web browser's location line. This will cause the email to be decrypted (may require login) and then open securely in your web browser. Next, to use your Mail Client to read/reply/forward/save, click the link that is marked "Secure Reply" (not the "Secure Quick Reply" button). This may need setup.

Click for more ZSentry + Google How-To instructions >>

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