User Guide of Email Protection (for G-Mail)

Step 1: User Authentication

1. Go to your Gmail account, and a customizable message box (with your brand's logo and theme) titled "Welcome to XYZ Company" will appear.

2. Click the customizable "Connect to HawkShield" button to begin authentication. You will then be redirected to the Sign in with Google page, where you can select the email ID you wish to connect with Hawkshield.

3. Once your email address is authenticated, the Hawkshield Gmail protection will be ready for use. Click 'Ready to Send' to start securing your email communications.

All messages and buttons mentioned, including the welcome message and the "Connect to Hawkshield" button, can be fully customized with your company’s branding, such as logo, colors, and theme, to ensure a cohesive and personalized user experience.

Step 2: Select of Options

1. Click on 'Compose' to start writing a new email, the way you usually do. The green toggle bar at the top-right corner indicates that email protection is activated.

2. Click on the message options, on the left side of the toggle bar. Encryption is automatically enabled to secure your email from unauthorized access.

1. To set an expiration date for email access, turn on the ‘Expiration Date’ option. A calendar will appear for selecting the desired expiry date and time.

2. Turn on the ‘Download’ button if you want recipients to be able to download the attached files.

3. Turn on the ‘Watermark’ button to apply a watermark to attachments upon download, ensuring additional security.

Step 3: Real-Time Content Analysis

1. Enter the content of your email and add attachments. The email protection will automatically scan the email body, the header, and also the attachments.

2. The file names will be appended with the suffix 'hs', indicating that they are encrypted.

1. Then, click 'Send' to initiate the security scan.

Step 4: Detection and Reporting

1. After clicking 'Send', you will see a detailed list of all detected data types within each attachment and the email body, allowing you to review the information.

Case 1: Warn

1. If your email content has any information that violates company policy, a “Warn” pop-up will appear.

1. You can view specific details, such as values, data types, line numbers, and confidence levels, by expanding the dropdown for each attachment or email section.

1. After reviewing, click on 'Send' to send the final email.

Case 2: Block

1. If your email contains anything that violates any policy, a “Blocked” pop-up will appear.

2. You need to request it from the admin, by clicking on the ‘Request Admin’ button on the bottom right corner.

3. Clicking on the continue button you will return to the ‘Compose Mail’ box.

1. Clicking on ‘Request Admin’ will open a Feedback Form, where select the concern email list and Predefined Jurisdiction. Click on ‘Request Access’ in the bottom right corner.

1. The admin will receive an email to approve. Once the request is approved by the admin, you’ll be able to send the email.

Case 3: Encrypt

1. If your email contains sensitive company data, an "Encryption" pop-up will appear, indicating that company policy requires certain content to be encrypted. The system will automatically encrypt the necessary content before sending.

1. Click "Send" to encrypt the sensitive information and ensure secure delivery to the recipient.

2. Once the encrypted email is sent, the admin will receive an email alert notifying them of the action.

Step 5: Recipient's Mail Access

1. The recipient will receive the email but won’t be able to view the content immediately. They must click 'Open Message' to be redirected to the verification page.

Step 6: Verification of Recipient’s Email Access

1. The recipient can verify their email via OTP or by signing in with Google or Microsoft. To authenticate via the OTP process, enter your email address and click 'Send OTP'.

Step 7: OTP Verification Process

1. A. The recipient will receive a six-digit One-Time Password (OTP) via their registered email address.

2. B. The recipient must enter the OTP on the verification page and click ‘'Login.'

Step 8: Email View After Approval

1. After successful verification, the recipient can access the email body and any attachments.

2. Bring the cursor near the attachments, you will see two options: Download and Preview.

3. A. If you want to download the attachments, click on ‘Download’.

4. B. If you want to preview the attachments, click on ‘Preview’. If the watermark feature is enabled, the preview will display a watermark of the sender’s email address.

Note: The watermark feature will also be enabled on downloaded attachments in the upcoming version.

1. The recipient can refresh the page as needed.

Step 9: Revoke the Option from Sender

1. The sender can revoke access to an email by clicking on the hand icon in the top right corner.

2. Choose the recipient from whom you want to remove access by ticking the checkbox next to their name.

3. The "Security Settings" button allows recipients to set email expiration dates via a calendar and provides senders with options to manage file access, including toggling downloads and enabling/disabling watermarks on attachments.

1. To revoke email access, the sender must click the “Manage Access” button. A pop-up will appear displaying the recipient's email along with an enable/disable toggle. After disabling access, click "Apply Changes" to finalize the revocation.

1. If the sender revokes access to the email, the recipient will no longer be able to view its content.