RMail Support – GMail

What is a registered receipt?

Whenever you send any email message with RMail, you will automatically receive proof of delivery within a maximum of 2 hours. This proof of delivery (compliance record) represents a complete receipt and is sent by email to the sender or archived centrally with the sender. The proof of delivery contains all the information required to prove delivery, content, time and compliance. Only the sender receives and manages his proof of delivery. The information collected is not stored permanently on any server.

Explanation of proof of delivery (Registered Receipt^™)

1. HTML Receipt

The attachment "HTMLReceipt" of the Registered Receipt contains the actual receipt. This file consists of the original email including all attachments, the facts of delivery (Audit Trail), proof of delivery, digital fingerprints and the respective time data in encrypted and digitally signed form. All information is thus tamper-proof.

2. Verification

In the event of a dispute involving information sent by email, or if compliance with the data protection laws is challenged, the facts of sending can be restored with the Registered Receipt. The sender can send the receipt to the opposite party at any time so that they can verify the integrity of the email and compliance themselves.

3. Delivery Status

The Registered Receipt contains the proof of delivery and the delivery status. If the message has not been received and opened by the recipient before the receipt has been sent, the sender will be informed about the opening of the message by a read confirmation.

4. Audit Trail

e-communications: RMail records the track & trace information of the email. This includes the server logs as well as further transmission data and thus the verifiable course of delivery.

FAQ

How can I prove my email?

With RMail you can send your email correspondence securely by registered email. Email tracking and the receipt confirmation with information on content, attachments, time and recipient offer you full data security. The RMail proof of delivery guarantees compliance with international data protection acts like GDPR and HIPAA.

Step by Step

Need more details? Watch this!

Marked - Step 1

First, create a new email and press "Send Registered".

Marked - Step 2

Select the option "Marked" and click "Send".

Marked - Step 3

Optionally, you can activate "Receive proof of content and time of replies to this message". If the recipient replies to you, his answer will be sent registered.

Marked - Step 4

This is what the email looks like in the recipient's inbox.

Unmarked - Step 1

First, create a new email and press "Send Registered".

Unmarked - Step 2

Choose the option "Unmarked" and click "Send".

Unmarked - Step 3

Optionally, you can activate "Receive proof of content and time of replies to this message". If the recipient replies to you, his answer will be sent registered.

Unmarked - Step 4

The email appears unmarked as a normal email in recipient's inbox.

FAQ

How can I encrypt emails?

This works via the so- called TLS-encryption. RMail transmits the email encrypted. If the recipient cannot receive the email with TLS, it becomes a secure email automatically, which only can be opened with a password that comes in a separate email.

Step by step

Need more details? Watch this!

Step 1

First, compose a new email and press "Send Registered".

Step 2

Click on the small gear wheel at the bottom in the middle. Go to the Encrypt tab. Now, you can set the encryption mode to "Use transmission encryption when available". Your mail is transmitted via a forced encrypted connection (TLS). If this is not possible, the email will be sent encrypted via a secure PDF. Then press the "Save" button.

Step 3

Next, activate "Encrypt message and any attachments" and click the "Send Registered" button.

Step 4

This is what the email looks like in the recipient's inbox.

FAQ

The FAQ for email encryption can be found in section 2. "Automatic encryption"

How can I encrypt an email password protected?

If you like to send a password encrypted email directly as a “secure mail”, you can set this with RMail. Thus the content of the email is sent as a secure PDF and it is encrypted, so it can only be opened with a password.

Step by step

Need more details? Watch this!

Step 1

First, create a new email and press "Send Registered".

Step 2

Click on the small gear wheel at the bottom in the middle. Go to the Encrypt tab. Now, you can set the encryption mode to "Only use password encryption". Your mail is transmitted with a password. Then press the "Save" button.

Step 3

Next, activate "Encrypt message and any attachments".

Step 4

You have two options to choose from: RMail generates a password itself or you can choose your own. If "Email custom password" it active, the password set by you will sent to the recipient in a seperate email. If this option isn't active, you can inform the recipient about the password by telephone for example. Click the "Send Registered" button.

Step 5

The first email contains the password...

Step 6

...and the second one the encrypted PDF-file. The orange note can be ignored by the recipient if it's an email sent via RMail.

Step 7

To open the PDF-file you need to enter the password.

Step 8

You will find the document on the left side in the PDF-file.

FAQ

How can I sign an electronic document by hand?

With the electronic signature by hand, you can sign a PDF. The PDF is also called electronic contract. RMail uses the so called esign feature. To proof that the document was signed, both sender and recipient will receive an email certificate.

Step by step

Need more details? Watch this!

Step 1

First, compose a new email and press "Send Registered".

Step 2

Activate in the E-Sign tab the option "Send your attachments for electronic signature". You can also set, if the signing order is whether "first come"-principle or sequential. Click the "Send Registered" button.

Step 3

The email the recipient receives contains a link. By clicking on this, he will be forwarded to a secure web-plattform.

Step 4

An instruction will appear..

Step 5

The recipient can click on "Click to Sign" and enter his name.

Step 6

After pressing the "Done" button he can move his signature per drag and drop to the desired position.

Step 7

The insertion of text works according to the same principle.

Step 8

If all the required elements are set, the signer clicks on the top right on "Finish".

Step 9

The signer can create his signature. Either typed...

Step 10

...or drawn by hand.

Step 11

Both sender and recipient will get a confirmation email.

Step 12

The appendix contains a proof of the signature.

What is a SideNote?

A SideNote is a private message, which can only be read by Cc or Bcc recipients, but not by the original email receiver. The SideNote looks like a yellow stickynote.

Step by step

Need more details? Watch this!

Step 1

First, create a new email and press "Send Registered".

Step 2

Go to the SideNote tab. Now, you can choose, who (Cc- and / or Bcc-recipient) will recieve the email and write your message. Click the "Send Registered" button.

Step 3

This is what the email looks like in the recipient's inbox.

Step 4

This is what the email looks like in the Ccs or Bccs mailbox.

What happens with PDF conversion?

With this function, you can compress your files such as Word, Excel or PowerPoint into a PDF with just a few clicks.

Step by step

Need more details? Watch this!

Step 1

First, compose a new email and press "Send Registered".

Step 2

In the PDF Convert Tab you can set individual file formats or all file formats to be converted to PDF.

Step 3

This is what the email looks like in the recipient's inbox.

Step 1

In Google Chrome, click the three dots at the top right, then click "More tools" and "Developer tools".

Step 2

Right-click anywhere in the console on the left and then click "Save as".

Step 3

Save the file as "Browser Console - Your Name".

Step 4

Enter "chrome://extension" in the search bar, activate the "Developer mode" in the upper left corner and click on "background page"

Step 5

Repeat step 2.

Step 6

Save the file as "Console Log - Your Name"

Step 7

Send both files to one of the following addresses:
For the United Kingdom to
For the Netherlands to
Others to