User Guide: Sending Emails with HawkShield in Outlook
When Sending an Email in Outlook
If HawkShield is Disabled: Emails are sent normally, without any protection or encryption.
If HawkShield is Enabled by the Admin: When the user clicks Send, a login prompt for HawkShield will appear. Once logged in, the email will be processed through HawkShield.
Managing HawkShield Protection Settings (User Side)
Users can adjust HawkShield settings for individual emails:
In Outlook, click on Enhanced Outlook with Apps.
From the list of extensions, select HawkShield.
A panel will appear on the right side with configurable options.
Available Settings:
HawkShield Protection: Toggle on/off to apply or bypass encryption.
Scan: Enable to check the email for sensitive content. HawkShield will apply Warn, Block, or Encrypt based on policy. (P.S. You can only disable this option if the “Force Scan” is off in the “User Settings”)
Expiration Date: Set or disable email expiry. You can define a custom expiration date.
Download: Allows or restricts file downloads for the recipient.
Watermark: Automatically applies a watermark to attachments. The watermark text comes from the admin settings.
Classification: Adjust the classification level as needed for the email or attachment.
Email Scanning & Finalizing Send
If Scan is enabled and the user clicks Send, a confirmation pop-up appears:
Click Proceed to Scan to allow HawkShield to scan the email.
Based on the scan results and security policies, HawkShield will take the appropriate action.
If the policy is set to ‘Warn, the email is blocked, and a warning message will appear.
Click on the "View Report" button to check the report for which you are getting the warning.
Clicking the down arrow will open the detailed report.
If you want to send the email, click on the Send button, which will open and pop-up message with 3 options.
Click on the "Send anyway" button to send the email.
If the policy is set to ‘Block’, the email is blocked, and a warning message will appear based on the 3 set policies
Permanent block
Block
Force Send
For a permanent block, the user will get a message of Email Blocked.
Click on the "View Report" button to check the detailed report, just like the "Warn" case.
After reviewing the report, click on "Proceed."
Request Access: A form appears where you can select your admin email and "Send Request."
The admin receives a request and can approve it by clicking the “view request” button in their email.
Email Approval: Once approved, you’ll receive an email with a “view mail” button to access the approved email.
If the policy for email is set to 'block' with enabling ‘force request send’, then an action block message will appear on scanning, with a Request Access Form to be filled up.
As the 'Force request send' is enabled in the policy section, the “Force Send” button will be enabled to send the email forcefully.
Clicking on the "Force Send" button, a 'request access form' will pop up. The user can send the email forcefully after a quota check for this action, which is already set.
If the policy is set to block permanently, after scanning, the report will be shown, and the user won't be able to send the email.
Verification of Recipient's Mail Access
The recipient will receive an email template. They can open it and view the attachment by clicking “Open Message”.
Upon clicking “Open Message”, a login page appears. The recipient can choose to sign in using Google, Microsoft, or an OTP-based email authentication method.
OTP Verification Process
Attachment Options: After signing in, they can view the email and hover over any attachment to see the options to “Download” or “Preview”. The sender’s email address will be visible as a watermark on the attachment.
Email View After Approval
Logout: To exit the view, the recipient can log out by clicking the “Logout” button at the top right of the page.
Revoke the Option from the Sender
If necessary, the sender can revoke access at any point, depending on the settings.
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