Email Encryption Setup

INKY encrypts outbound email and delivers it through a secure portal. Recipients access messages via authentication, keeping sensitive content protected.

Written By Matt Sywulak

Last updated 4 months ago

Enabling Encryption

Requirements:

  • K365 User with INKY Pro or

  • Standalone INKY Pro

Encryption Methods

Automatic Encryption

Trigger encryption via workflow rules:

  1. Create workflow rule with conditions

  2. Add Encrypt action

  3. Messages matching conditions encrypt automatically

Common triggers:

  • Specific data types (credit cards, SSNs)

  • Subject line keywords

  • Recipient domains

  • Custom patterns

User-Initiated Encryption

Default keyword method:

Users type [encrypt] or (encrypt) in subject line to trigger encryption.

Customize the keyword:

  1. Navigate to Outbound Protection Settings

  2. Edit the "Encrypt Message" rule

  3. Change subject line pattern to your preferred keyword

  4. Save

Example: Change to [secure] or custom phrase

Combined Approach

Use both automatic rules and user-initiated keywords for flexibility.

How Recipients Access Messages

  1. Recipient receives Email Assistant notification

  2. Clicks View Encrypted Message button

  3. Authenticates via:

    • Email-based sign-in (one-time code)

    • Microsoft SSO

    • Google SSO

  4. Views message in secure portal

  5. Can reply securely through portal

Encryption + Approval Workflow

Combine encryption with approvals:

  1. Rule detects sensitive content

  2. Approver reviews and approves

  3. INKY automatically encrypts on approval

  4. Message delivers via portal

This ensures both oversight and secure delivery.

Read Receipts

Enable read receipts to know when recipients view encrypted messages:

  1. Edit workflow rule with Encrypt action

  2. Click gear icon on Encrypt action

  3. Check Send Read Receipts

  4. Senders receive notification when message is opened

Sender Notifications

Default: Senders receive confirmation when message is encrypted

Disable notifications:

  1. Navigate to Outbound Protection Settings → Notifications

  2. Check Disable encryption sender notifications

  3. Users no longer receive encryption confirmations

Useful for frequent encryption users who don't need repeated confirmations.

Best Practices

  • Test first - Send test messages to verify portal access

  • Communicate to users - Explain the [encrypt] keyword

  • Combine with training - Educate on when to encrypt

  • Monitor usage - Review encrypted message volume