FileCap is a godsend for many an organization for secure e-mailing and exchanging large files. In many cases, customers use the tool on a voluntary basis: FileCap is deployed by the user at times when he or she deems it necessary. In some situations, however, you will want to mandate FileCap use. And at other times, the tooling should be disabled. In this how-to, we'll tell you how to get this done.
In cases where you are 100 percent certain that the recipient can be trusted and using FileCap may cause delays or problems with, for example, processes to automatically handle emails and/or attachments herein, you can disable FileCap. For example, some organizations have software running on certain internal mailboxes to fully automatically extract PDF files from incoming e-mail and process them in an accounting package, for example.
In such situations, you can specify within the admin that mails to certain domains or email addresses should never be sent using FileCap. To do this, go to the admin and click through Configuration to Business Rules. Check if it is turned on. If not, activate Business Rules and check the checkbox next to Enable 'Never with FileCap' list. Below, enter the domains and/or e-mail addresses where FileCap should not be used.
Sometimes you want to be sure that sending to a certain e-mail address is done with FileCap. For example, if you have agreed internally that because of laws and regulations FileCap must be used in order to always have control over e-mail traffic and to be able to read an audit trail.
In such a case, if you want to require users to use FileCap, then in management also go to Configuration and Business Rules. Make sure that Business Rules are on (if not, activate them with the slider. Scroll further to the option Enable 'Always with FileCap' list, turn it on and enter here the fill in your domains and/or email addresses where FileCap should always be used when sending.
Mandating the use of FileCap for outgoing emails provides organizations with a solid mechanism to protect sensitive information and facilitates regulatory compliance. At the same time, excluding certain addresses from FileCap use provides the necessary flexibility and efficiency for (automated) business processes. These features enable organizations to balance security and business needs with FileCap.
