Skip Ribbon Commands
Skip to main content

Breadcrumb

  1. Home
  2. Services
  3. Catalog
  4. Hosting
  5. Secure Web Delivery
  6. Secure Web Mail Delivery FAQ

Secure Web Mail Delivery FAQ

FAQ Index

    Questings

    What is Secure Web Mail?

    Secure Web Mail (SWM) is an option that guarantees secure delivery of email by either delivering Transport Layer Security (TLS) or by storing the email in the State of Illinois Secure Web Delivery (SWD) server and providing a secure link to retrieve the email.

    How does the process work for the State Employee sending a secure email?

    • The sending email address must be an account on the CMS/BCCS email perimeter/protected agencies.
    • The sender will need to input #secure# in the subject line of the email.
    • When the email is sent, SWM will detect the trigger word #secure# and complete the process via SWD.
    • SWD will verify that the recipients email system is TLS enabled.
    • If it is TLS enabled, the SWD will simply send the message TLS and the recipient receives the email directly in their inbox as normal.

    If TLS is not enabled on the recipient domain: 

    1. SWD will utilize the "Pull" method to keep the email on the SWD server and an email notification will be sent to the recipient indicating that a secure email message is waiting. 
    2. The first time they receives a SWD message they will also receive a Welcome SWD message telling then how they should sign-up for credentials to access the SWD secure site. 
    3. Once they have successfully signed up for SWD they will be able to review their message and any further messages by logging into the SWD web portal. The SWD portal displays their emails in an inbox format.
    4. After viewing the message they can Reply, Print, Delete, or Leave the message on the SWD server.  They can also bookmark the URL and comeback to at any time.

    What is TLS?

    TLS stands for Transport Layer Security and is a protocol designed to provide communication security over the internet.

    How can I know if a recipient email system is TLS enabled?

    The best way to know if another external entity is TLS enabled is to send a test message using the trigger #secure# to a known user on the external email system and communicate with them to see how they received the message. If received email directly into their email account then they have TLS enabled otherwise they do not and the will receive the SWD message.

    How long does a secure email reside on the SWD?

    To avoid accumulating too many messages in your mailbox, Secure Web Mail Client deletes expired messages.  The administrator configures two expiration periods as numbers of days for messages to remain in your mailbox:
    * Expiration for unread messages, based on the time the message arrived is 30 days.
    * Expiration for read messages, based on the time when you read the message is 60 days. 
    Secure Web Mail Client generates two notifications each for both read and unread messages, one when deletion is approaching, but is not imminent, and one when deletion is imminent. You can access your mailbox and take action on the messages if necessary.

    How do recipients access Secure Web Mail?

    To access Secure Web Mail Client the recipient must set up their access to the Illinois Secure Web Mail Portal in order to view any secure email messages sent to them.  The first time the recipient receives an email they will receive a welcome message. They will need to follow the instructions to create their new account and log into the Secure Web Mail portal.  They should ensure to bookmark the login page so they can go back to it in future.

    How do I login to Secure Web Mail Client for the first time?

    The first time the recipient logs on to Secure Web Mail Client they must create an account.  They will be able to do this when they receive their 1st notification that they have a secure message waiting.  They receive two messages when they1st receive an encrypted message through Secure Web Mail.  The 1st message informs them they have been assigned a Secure Mail account and the 2nd is a link to the encrypted message.  They will activate their account from the below message.
    1. To login click the link in the notification message.

    2. The login window will appear.

    3. Select your language preference.

    4. Enter your password and confirm password.

    5. Click on the Save button.

    You will be prompted to select three security questions. 


    After login, your secure messages will be available for viewing. 


    How do I access a message using the Secure Web Mail Portal?

    *Follow the link from your notification email message.  "Click here to Read Message".


    1. Select your language preference

    2. Enter your password

    3. Click on the Sign In button



    Your message will now be displayed.  From the message display window you may select Reply, Delete or Print.



    How do I manage my secure mailbox?

    Your secure mailbox is the place where you can view your messages and take action on them.
    From the mailbox window, you can perform one or more of the following actions:
    * View your list of secure messages
    * Refresh the list of displayed secure messages
    * Flag one or more messages for follow-up
    * Select one or more messages to be deleted
    * View individual messages
    * Compose new messages
    * Search for messages

    When do messages expire from the Secure Mail Delivery server?

    To avoid accumulating too many messages in your mailbox, Secure Web Mail Client deletes expired messages.  The administrator configures two expiration periods as numbers of days for messages to remain in your mailbox:
    * Expiration for unread messages, based on the time the message arrived is 30 days.
    * Expiration for read massages, based on the time when you read the message is 60 days.  Secure Web Mail Client generates two notifications each for both read and unread messages, one when deletion is approaching, but is not imminent, and one when deletion is imminent. You can access your mailbox and take action on the messages if necessary.

    How do I Search for a message in my Secure Web Mailbox?

    From your secure mailbox, you can search for one or more messages using the search fields at the upper right of the window.
     
    * To search for messages that have a specific status, select the status from the drop down list.  Select Any, Unread, Read, Flagged, Expiring, or Draft.  When you conduct your search, only messages with the selected status will display. You can search for only one status at a time.

    * To search for messages using a text string, type the string in the search box.  For example, you can search for messages from one recipient, or messages containing specific words in the subject.  When you conduct your search, only messages that meet your text criteria will display.

    * You can restore your full message list by clicking “Show All” in the action bar or by deleting your search text.

     * To search for messages that have a specific status, select the status from the drop down list.  Select Any, Unread, Read, Flagged, Expiring, or Draft.  When you conduct your search, only messages with the selected status will display. You can search for only one status at a time.

    * To search for messages using a text string, type the string in the search box.  For example, you can search for messages from one recipient, or messages containing specific words in the subject.  When you conduct your search, only messages that meet your text criteria will display.

    * You can restore your full message list by clicking “Show All” in the action bar or by deleting your search text.

    How do I Delete messages from my Secure Web Mailbox?

    * To delete an open message, click Delete in the message action bar. The message is deleted.
    * To delete one or more messages from the message list, select the messages you want to delete by selecting the check box to the left of each message.  Click Delete. A confirmation message then appears.  Click delete selected messages.  The selected messages are deleted.

    How do I reset my Secure Web Mail Portal password?

     After receiving a secure message notification, click “read message”.  From this window you can select “Forgotten your password?”



    You will be prompted to answer two of your three security questions.



    You will receive a notification message to check your mailbox for the password reset message.

     

    Click on the "Reset your password" link.




    How do I view and edit my account settings?

    When logged into the Secure Web Mail Portal, you can view/change your accounts settings by accessing your preferences using the icon in the upper right corner.  Here you can change the following settings.  After making changes, make sure you hit save in the lower right corner.