How to Automatically Secure Email Attachments with Vera

This is the tenth installment in our How-To series: an ongoing set of product posts full of tips and tricks for getting the most out of Vera. Today, we’re focused on driving adoption through automation: invisibly securing, tracking, and revoking access to sensitive email attachments

In the past, we’ve discussed how Vera makes it easy to secure individual files shared in email with our simple integrations into Outlook, Apple Mail, and common webmail clients.

But we also know that not everyone thinks about security and data control as actively as we do. And, whether you have several thousand employees or several dozen, keeping track of all the data flowing out of your organization can seem a monumental task. To really make security as invisible as possible, you need a way to automatically protect files as they leave.

To help, we’ve built a simple rules engine to help you track important files as they leave anyone’s inbox. Many customers are choosing this automation as a more effective, less expensive way to introduce DLP into their organization. By protecting files as they leave, with security that travels with the data, you’ll always be able to track and revoke access.

Here’s how you can implement secure email attachments in three easy steps with Vera’s rules engine.

1. From the Vera Dashboard, access, Settings > Rules
This is the easy part. As an administrator (or co-administrator), log into the Vera Dashboard, select Settings from the left-hand nav, and then pick Rules from the submenu. If you have rules already in place, you’ll see them here, in the order they’re enforced.

how to email rules 1

If you’re curious, here’s a quick primer on how to set up rules for Box and Dropbox, too.

2. Next, create a new Email Rule
In the upper right-hand corner, there’s a button to create a New Rule. Clicking this will open a dialogue box that lets you choose what kind of rule (here, Email), and the name of it so you can keep track of it later. You can create multiple email rules, depending on how you manage information across teams.

Once you’ve done this, it will open a new rule definition form, which will allow you to determine the conditions of the rule.

how to email rules 2 (1)

Rules can be created based on three main criteria: who is sending the files, who is receiving them, and file name properties. The most common rules I see customers creating are usually based on domain. For example, secure all files sent from a primary domain, or secure all files with Confidential in the filename sent to specific groups.

3. Grant any additional access and permissions
By default, a rule to secure email attachments in Vera will grant access to any recipients in the To: or CC: line of the email. But, based on your use case, you can also assign additional permissions to domains, groups, or individuals.

For example, you could automatically grant everyone in your organization view-only access to files sent internally. That would ensure that everyone who receives the file can access it without requesting special permissions.

how to email rules 3

The primary benefit of automatically applying Vera security to email attachments is you’ll get better visibility into what information is leaving your organization, without impeding the way people work. You’ll be able to track who’s accessing files, from which devices, and you’ll gain the ability to get notifications, change permissions, and even revoke access at any time.

If you want to see these email protections in action, check out our short demo video posted in our resources section, or request a demo and we’ll find 30 minutes to help make your team more secure.

Written on March 16, 2016
by Grant Shirk
  • How To