Frequently Asked Questions

CenturyCare's Secure Mail Encryption is a Secure Mail option that gives our clients the ability to send sensitive infomation securely through email without the risk of regulatory fines, lawsuits, negative PR and a loss of company intellectual property.

Century's Secure Mail Encryption uses a solution that is hosted and maintained in SysTrust-Certified and SAS-70 type II accredited DataCenters.

• The first method a client can send an encrypted email is by using "Force Phrases". Force Phrases are simple words and phrases that tells the Secure Mail Encryption system to encrypt the email no matter what the content.
  
  
• The second method is a Policy-Based encryption. When a Secure Mail Encryption subscriber sends an email with sensitive information within the email, the Encryption system recognizes that information and encrypts the email automatically. Some of the different policies are Social Security Numbers, HIPAA related content, and credit card information. For a list of the other policies that Secure Mail Encryption can use, email us at info@centuryks.com

Recipients who receive an email that has been encypted using DSM Encryption will receive a notification email that they have been sent an encrypted email from you. They are then directed to a website that will allow them to create an account using their existing email address and a password. From there they can read your email message and even reply using the same system.

All you need to do is to email us with your request at info@centuryks.com and we will get back with you as soon as we can to discuss if Secure Mail Encryption is right for you!

Go to Secure Mail Portal login with the username and password you were provided with in your welcome email. 

o Century Care's Secure Mail click on the Forgot Your Password. 

Sure, just go to Secure Mail Portal log in with your current credentials, go to the User Options tab at the top, choose Password from the bottom of the drop down menu. Enter your current password, enter the password you want to change it to and click Confirm. 

When you receive the quarantine emails, open them up and review each message that is currently in quarantine. If you see one that should be allowed through click on one of the Action items on the far right. If you click on the "Release" link,  it will allow that email to come through, but it may be quarantined again. This will allow you to see if it is a legitimate email that you want to allow. If you click on the "& Allow" link, this will allow the sender to send emails and bypass the quarantine altogether. 

Go to Secure Mail Portal log in with your current credentials, go to the User Option tab at the top. Choose either "Allow List" or "Block List" from the drop down menu. Click on the "Click here to add a new entry" button to add a new email address to that list.

Go to Secure Mail log in with your current credentials. On the right, click on the "View My Quarantined Messages" link. This will take you to a page of all the emails currently quarantined for your account. From here you can release and/or allow, delete, or delete and block multiple senders and their domains. Be very careful on this page as you could allow a spam message through or block a legitimate email sender.

The Secure Mail Control Panel is a quick way to see how this particular email has been scored by our system. You can also block the sender or their domain if desired. As always, be cautious about your allow and block choices.

The Secure Mail system automatically pulls in your email aliases from your Exchange system.

Its easy to manage your organization's users using CenturyCare Secure Mail! Once your role on the Secure Mail site is changed to that of an Enterprise Administrator, you will notice new links for management purposes.

• You can add and remove users. This feature is not always necessary because Century is already managing your server infrastructure and anytime a new user is added, that user's account is automatically created in the Secure Mail system!
   
• You can modify allow and block lists for your users and organization. Whenever a new domain needs to be added for either list, you can log into the Secure Mail console to add/remove entries to both lists.
   
• You can access the quarantine lists. This will allow you to manage the quarantined emails for the users in your organization.
   
• You can see which emails have been blocked and even release those emails or add the email address or domain entirely.
   
• You can see the inbound and outbound history for all your users. This allows you to see whether or not an email was sent from your Exchange server. This helps in troubleshooting outbound email problems. You can also check to see if that email from an outside sender ever made it through.

If you see an email in the inbound list, you know that it was received by the Secure Mail system and forwarded on to your Exchange server. These management tasks will help you manage the day to day email problems that your organization's users may run into. As always, if you ever have any problems, or simply want Century to take care of the issue, just call or email and we will take care of it!

The Secure Mail Quarantine Report is fully customizable based upon your organization’s needs. Secure Mail already sends your report on a daily basis, but it also has the ability to send your report at the top of every hour of the day. Or you could have the report sent once every 4 hours, however you prefer.

If you wish to receive your quarantine report at a di!erent time or frequency, let us know at help@centuryks.com. Put "Secure Mail Quarantine Report Change" in your subject line.

Yes, Secure Mail has the ability to handle multiple domains per client.

Yes, you can add aliases to your email account without having to go into your Exchange server and add them there. To add an alias, go to the Secure Mail Portal log in with your current credentials, go to the User Options tab at the top, choose Addresses from the drop down menu. From there, you can see all your existing aliases. If you want to add a new one, go to the User Options tab at the top, hover over Addresses from the drop down menu and choose "Add New Alias" from the menu that pops out to the right. Note: you can only add aliases for domains that your company has associated with it.

Files may be pinned to make them available for offline viewing. To pin a file, tap the pin icon while viewing the file listing. The state of the pin icon indicates the files offline status:

• White Circle: the file has not been downloaded or pinned.
   
• Divided Blue Circle: the file is being downloaded, the circle fills with blue as the download processes.
   
• Blue Circle/Gray Pin: the file is not pinned but it has been downloaded and is temporarily available offline.
   
• Blue Circle/White Pin: the file is pinned and available offline.

If you have any questions regarding your Secure Share subscription, please feel free to contact us. Our FAQ page is updated based upon our clients questions and requests.

Pricing is based on the number of users a company has in their subscription. If you are interested in Secure Share please contact us for a free quote. Trial subscriptions are available too!

• Absolutely! That is one of the key features of Secure Share! There are two ways to share files with others who do not have a Secure Share subscription. First way is to browse on your computer to "Secure Share" listed under your Favorites or found on the desktop icon. Browse to the folder or file that you would like to share, right click, scroll down to "Secure Share", and select "Share Link. This will take you to the web console of your synced files. From there you can choose your Share Options. If you would like to put an expiration date on the share, you can do that under Share Options. This will make the download link inactive after a certain date. If no date is chosen, it stays active until you remove the recipients you shared with. Under Share With, you add the emails of the users that you want to share this folder or file with. As you add each recipient you can see them added down below. If you added someone by mistake you can click the X to the right of their name so as to remove them from the email that will be sent. Type in a message if you wish. At the bottom, you can give the recipients the ability to upload data back to that share, or even delete. If you do not choose anything, all they can do is download. Take caution when sharing data with third parties so that you don't give them too much power. Click Save and the recipients will be notified by email of the share.
   
• The second way to share is to use the Outlook plug-in. Log back into the web console, click on "Download Century Dynamic's Secure Share App" in the black banner at the top, select and download the Outlook Plugin. You will most likely be required to restart Outlook. After you have installed the Outlook Plug-in, you can share directly from your email client! Create a new email and add your recipients to the email. Once you have completed that step, click on the Secure Share icon that says "Attach". From there, browse to the folder or file that you wish to Share and put a check in the box to the left of it. At the bottom of the dialogue box you can change the default settings for this particular email. You can change the number of times the recipient is able to download the file as well as the expiration date.
   
• To watch how to share files with other users using both methods, as well as how to change your global settings for the Outlook Plug-in, watch this instructional video here.

Yes there are size limits for your Secure Share subscription. Each users is allotted 50GB of storage with a 300MB upload cap. These numbers are default and can be changed based upon each client's need. All this is discussed during the initial setup discussions that Century schedules with a client prior to implementation.

• For installation on a computer, go to your company's individual URL. This is setup during the initial subscription and will look something like this https://companyname.syncedtool.com, log in with your credentials (these are usually the same credentials you use to log into your computer) and at the top of the page, in the black banner you will see a link that says "Download Century's Secure Share App". Click on that link and it will take you to the download page. From there select the proper installer.
  
  
• After the installer downloads, click run to start installation. Do not change any of the options during the installation. Once the installer completes, you will be required to register the app. This is how Secure Share knows you have a subscription. When the Registration Wizard box starts, click Next, if your subscription is tied to your Active Directory then click on the check box "Use Domain Credentials", type in your domain information including username and password. You may need to gather this information from your administrator. After entering your credentials, leave the option "Typical" selected and click Next. Click Finish to complete the registration. At this point your Secure Share folder should open to reveal your currently synced data, if any. It will also show you the list of shares that you are a subscriber of. This is set by your administrator.

Because of the flexibility of Secure Share, you can use the service in a number of different ways. You can sync files from your desktop, you can sync files strictly in the cloud, you can also sync files from a folder that sits on your server! It all depends on how you or your administrator has decided to set your subscription up. As with any service from Century, training is always included. We will work with you to make sure you know how to use the service!

Century's Secure Share uses one of the most secure technologies to keep your data encrypted. It also keeps a history of your changed files so that if you ever need to revert back to a previous copy, you can! In addition to file sharing, Secure Share also does file based backups, which can help you recover data in the event of a system crash.

Century Business Technologies has partnered with a leading vendor who has focused on providing a secure data management solution. This partnership was built out of Century's own need for centralized secure data sharing among laptops, servers, and mobile devices.

Secure Share allows you to share files across, Windows, Android, Mac, iOS, and even Linux systems. So you can access the same file from your Windows laptop as you can your iPad or Android smartphone!

nswer: Yes. You can allow others to share files with you using Guest Accounts.

Here is how.

1. Log into your Secure Share web page. (If you do not know what your webpage is, email help@centuryks.com with what is my Secure Share URL in the subject line and we can get you that information).
    
2. At the top, click on Guests.
    
3. Click on Create Guest.
    
4. Fill in the information. You can click in the check box next to “auto-generate” if you want the system to create the Guest’s account password automatically.
    
5. Click on Save. Your guest will be sent an email with instructions on how to log in.
    
6. While still logged into your Secure Share web page, browse to the folder you want this user to have access to. You can also create a completely new folder for them to have access to if you want to limit what they see. This is usually the best security measure.
    
7. Right click on the file and choose Share. (This can also be done from your computer that has Secure Share installed on it).
    
8. When the Share Access window opens, Expand out Share Options and select expiration date.
    
9. Expand out Share With. In the Recipients window, start typing in the email address or full name of the Guest you just created.
    
10. Type in an optional Message.
     
11. At the bottom, the Guest account will be listed. This is where you assign their permissions. Click the “Can Upload’ box if you want them to share files with you. Choose the “Can Delete” box if you want to give them the ability to delete anything in that folder.
     
12. Click Save.

If you see a file in one of your Secure Share and it has "collision #" in the title, it means that there has possibly been an attempt to save multiple copies of the same file at the same time. Say you have the same file open in two different locations (your tablet and on your computer) and you make a change to one and save it while the other one is still open. Secure Share will allow both files to be saved, but the one that was saved first will "win". You will notice the file that has been saved second will have the "collision #" in the title. What you need to do is open both files, merge your changes, save the correctly titled document, and delete the "collision" file.

• Log into your Secure Share web management console. To add an user who already exists on your domain, click on Settings > Authentication, select "Import users from an authentication source". Select the server from the drop down box under "Which Authentication Source". Scroll down to Organizational Units > Expand out Active Directory and browse to the container that holds the user in which you wish to add. If you are having trouble finding the right container, contact Century's Managed IT Service department for assistance.
   
• To create a non-domain users, log into your Secure Share web management console. Select Accounts at the top. Click on "Create Account" and fill in the necessary data. You can auto-generate a password if desired, make sure to set your user's space quota. If you are unsure of what it should be, contact Century. Choose which team shares to add the user to and click save.