ZSentry for Google:
Message Encryption and More


Data Security and Privacy in the Cloud

Easy-to-follow instructions to customize ZSentry for enhanced Google Apps and free GMail use. Test drive ZSentry for Google Apps with free GMail.

HIPAA-compliance for Google Apps
With ZSentry, you can shop for best value in cloud services, knowing that it is not material to HIPAA compliance whether or not the cloud provider signs a BAA.
Expand / CollapseEncryption, Privacy, Regulatory Compliance (tap to expand)
Expand / CollapseGoogle Apps, Drive, Docs, Spreadsheet, and Calendar

ZSentry for Google is uniquely able to relieve privacy and value concerns in the cloud, online, and at rest in the Inbox and sent mail folders. ZSentry works with desktop, tablets, phones, and BYOD (Bring Your Own Device), is not just for email, and is ready for your organization to take advantage of the added functionality. Collaborate and communicate safely in the cloud and online. Get and offer more mobility, utility, and compatibility, in addition to security, HIPAA, and Safe Harbor compliance. No plugin or installation — not even of a digital certificate.

Purchase
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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.

Cloud Privacy
Cloud Data Privacy and Security »
Overview: ZSentry for Cloud »

[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. 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. To create a Google filter that can automatically delete all plaintext copies of messages that are sent through ZSentry, 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 GMail / Google Drive: The ZSentry Secure Vault (ZSV) is an included service that allows you to securely store electronic records in the cloud. The ZSV can also be used to protect the sent mail folders, particularly critical when using cloud providers such as Google, phones, and online systems.

Each ZSV file contains your entire message, without expiration, encrypted and with two-factor authentication protection. You can store all ZSV files using:

- GMail (a folder that you create in your GMail account)

- Google Drive

- Anywhere

The instructions below are for the first option (Gmail / Google Apps). After you set this up, your Google account will automatically receive and store an encrypted archival copy (the ZSV file) of every secure email that is sent. The archival copy is encrypted and can only be read by the sender upon ZSentry login with two-factor authentication. Click ZSentry Secure Vault for instructions and make sure that you save your personalized setting using the ZSentry Dashboard. 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

HINT: if you did use the correct setting as given below, and yet Google is not allowing your account to choose the SMTP server then you can try to "cycle" your setting in the Control Panel by saving an OFF option on the "outbound gateways", log off and then log in to the Control Panel, save with ON and then log off. If that does not work right away, you may just have to wait a bit for Google to make the change available for you. If that still does not work then try again after one hour or contact Google Support.
For instructions, refer for the Google Apps help item for "Outbound relay". Usually, the "classic" instructions are as follows:
  1. Using an administrator account for your domain, login to the Google Apps Control Panel. This is typically at https://www.google.com/a/your_domain.com (replace 'your_domain.com' with your actual domain name).
  2. Depending on your edition (see which one applies):

    - In the Dashboard, under "Your Google Apps", click Settings after GMail. Look for "Allow per-user outbound gateways" and set it. OR

    - Click Settings, go to Email Settings, item Outbound relay.

  3. Check the box that says Allow users to send mail through an external SMTP when configuring a "from" address hosted outside your email domains.
  4. Click Save Changes, sign out, login again to your Control Panel and review your setting for the Outbound relay to make sure that the changes were actually saved (if they are not, contact Google for support).
NOTE: Google may take a bit 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 one hour or contact Google Support.

IMPORTANT: if you tried to setup ZSentry for a Google Apps account user before authorizing the Google SMTP outbound server option as explained in this item, 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.

NOTE: If this step does not work for you and while that is not solved by Google for your account, you can (1) get a free GMail account and set it to use your custom email address as an external address with ZSentry (same instructions), and/or (2) setup a Mail client (your phone or desktop) as your interface to use ZSentry and Google Apps. For instructions, please click the button "Devices" in the home page and choose your option.

[HIPAA] 8. HOW-TO use your Mail client to relieve 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. Organizations can use Google Apps, GMail or cloud providers with regulatory relief because with ZSentry cloud providers cannot obtain, scan, use, collect, disclose, store, share, own, control, or create Protected Health Information (PHI).

Using a Mail client is also 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 clients »

[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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