Help Center > Zivver WebApp administrator manual

Zivver WebApp administrator manual

WebApp overview

In the Zivver WebApp, the users can do work on conversations. The administrators can use the WebApp to configure their Zivver products. The Organization overview in the WebApp is the window from where you access the functions of the Zivver WebApp.

The WebApp is a cloud application. As such, installation, uninstallation, and updating are not required

Deployment

To start the WebApp administrator panel, you open the page Organization Overview in a web browser.

WebApp system requirements

The Zivver WebApp runs in a browser. For details, refer to the Product compatibility guide.

Change the WebApp interface language

IntroductionThe WebApp user interface is available in these languages:

English
Dutch
German

Procedure

Open the Profile Settings
Profil-Einstellungen, Profiel.
In the dropdown box Language, select the language.

Organization Overview window

The Organization overview in the WebApp is the window from where you access the functions of the Zivver WebApp. You can access those functions through the menu structure, the tiles, and through a URL.

General (Algemeen, Allgemeines)
- Organization account settings (Organisatieaccount, Organisationsprofil)
- Organizational units, (Organisatie-eenheden, Organisationseinheiten)
- Domains (Domeinnamen, Domains)
- Notifications (Notificatieberichten, Benachrichtigungen)
- DNS settings (Notificatieberichten, Benachrichtigungen)
User administration (Gebruikers beheren, Benutzerverwaltung)
- Account settings (Gebruikers beheren, Accounts)
- Single sign-On (Single sign-on, Single Sign-on)
- Trusted networks (Vertrouwde netwerken,Vertrauenswürdige Netzwerke)
- Export user data (Exporteer gebruikersdata, Benutzerdaten exportieren)
Security (Veiligheid, Sicherheit)
- Business rules (Bedrijfsregels, Organisationsregeln)
- Recipient verification (Gedeelde ontvangerscontrole Empfängerverifizierung)
- Messages revocation, (Verloopdatum berichten, Nachrichten zurückziehen)
- Verification methods (Verificatiemethoden, Verifizierungsverfahren)
Insights (Inzichten, Analyse)
- Audit log, (Auditlog, Audit-log)
- Statistics (Statistieken, Statistik)
Apps & Integrations (Apps & Integraties, Apps & Integrationen)
- Plugin settings(Plug-in-instellingen, Plugin-Einstellungen)
- API keys (API sleutels, API-Schlüssel)
- Conversation starters (Conversatiestarters, Conversations Starter(s))
Support (Support, Support)
- Support contact setup (Support contact setup, Support contact setup)
- Zivver Support(Zivver support, Zivver Support)
Add-ons (Uitbreidingen, Add-Ons)
- Mail submission (Mail submission, Mail submission)
- Specials (Specials,Sonderfunktionen)

Organization Branding of your (sub)organization

Configure the appearance of the Zivver notifications.

In the Zivver WebApp, the administrator can make customizations of your Zivver WebApp messages. You can also configure the appearance of units that are part of your organization.

Set your organization logo for the notification mails.
Change the theme of the Zivver user interface for guest users: Organization branding for guest users.
Customize the text of your notification message.
Enable and edit the introduction email to new recipients.
Set the sender of the notification message.
Configure the branding of organizational units that are part of your organization.

To review the functions, open these WebApp pages.

If you want to have more customizations in the guest environment, refer to Customize the guest portal screen

Change organization name

IntroductionThe administrator can change the organization name. The notification emails show this name.

Procedure

Open the Organization Account page in the Zivver WebApp.

Business account holder

The business account holder is the contact person between your organization and Zivver.

After the implementation of Zivver in your organization, you can stay connected with Zivver. For an efficient communication, the administrator can appoint a contact person to become responsible for Zivver-related matters. Zivver can offer personalized support and share information with your contact person.

To enter the contact information, open the page in the Zivver WebApp Organization Account in the WebApp. Then, scroll down to Zivver Business Account Holder.

Delete your organization from the WebApp

Introduction

If you remove the account of your organization in the Zivver WebApp, you also remove all the conversations and files of all the users. If you claimed a domain, this domain becomes available again. Zivver cannot restore the data.

WARNING

If you delete your organization, all the data is lost. There is no possibility to restore the data.

Procedure

Open Organization account in the WebApp.
Scroll down to the section Delete organization.
A button Delete becomes visible when you hover over this section.
Click Delete.

Network configuration overview

To use the functions of the Zivver WebApp, you must configure your network. Refer to the particular articles.

DNS configuration overview

The Zivver WebApp does checks on the domains that you administer for the presence of DNS records. In the DNS settings, you can see the results.

By default, the Zivver notification message appear to come from noreply@zivver.com. The recipient can think that this message is spam. But you can change noreply@zivver.com to your own address. To change, you must configure your DNS settings in the WebApp.

For more information, refer to Sent Zivver mails from your own domain.

You can change the DNS configuration so that your messages appear to come from your domain.

SPF

SPF verifies that spf.zivver.com is an authorized host for your organization.

The Zivver Sender Policy Framework (SPF) entry shows that Zivver is allowed to send email on behalf of your organization.

DKIM

DKIM verifies that the domain owner authorized the email that the sender sent from that domain.

With DomainKeys Identified Mail (DKIM) Zivver can take responsibility for a message. In this process, a recipient can verify that message. Zivver generates a public key in the Zivver DNS settings in the admin portal. Then, Zivver signs the emails with a private key so that the receiving mail servers can verify the email.

DANE

With DANE the domain administrators can specify the keys for TLS servers or clients in their domain. With this feature, you do not depend on third-party certificates that attest the legitimacy of the keys. Zivver does tests for a TLSA reclord and of DNSSEC proof

If you configure DANE correctly for your domain, delivery of verified and encrypted SMTP becomes possible. You can then choose that Zivver directly deliver inbound Zivver messages to your organization.

Returnpath CNAME

The returnpath CNAME is for the processing of non-delivery reports (¨bounces¨)

The Return-Path CNAME points the return path of Zivver emails back to Zivver. These are the consequences:

Zivver receives non-delivery reports (NDR) and the other email feedback that the receiving mail servers sent.
Zivver can pass this feedback to the Zivver user. For example, Zivver tells the user whether a Zivver message caused an NDR.
The email passes the SPF alignment test. This is a part of DMARC.

When you create a CNAME record, you create a subdomain zivverbounce. and point it to returnpath.zivver.com. With this, email providers can route emails back to Zivver.

The administrator must create a subdomain zivverbounce.yourdomain.com and set the CNAME record to point to that subdomain. Zivver does checks only on the zivverbounce subdomain for the existence of a CNAME record. Zivver ignores every other subdomains that you create and to which you added CNAME records.

If a CNAME record is configured, do not set other records for the same subdomain.

Secure delivery of unencrypted messages

Use Inbound Direct Delivery for secure delivery of unencrypted messages. Inbound Direct Delivery is useful, for example, when you want to store incoming messages in a document management system.

The administrator can configure Inbound Direct delivery in the Zivver WebApp under DNS Settings. For more information, refer to the Inbound Direct Delivery article.

User administration overview

Typical user administration task include these tasks. You can do these tasks from the Accounts page in the Zivver WebApp.

Note

To prevent lockout, make sure that you have two administrator accounts. To add an administrator, refer to How to add a second administrator account.

Add user account or functional account

Procedure

Open the accounts page in the Zivver WebApp.
Add a user account or a functional account.
- To add a user account, click Add user.
- For a functional account, refer to Create functional account.
The email address must be an address of your claimed domain.

(Un)suspend an account

Introduction

To suspend an active account, unsuspend a suspended account, do these steps.

Procedure

Open the accounts page in the Zivver WebApp.
Highlight the account that you want to process. Then, click Edit
Scroll to Suspend or Delete Account.
Click Suspend, or Unsuspend.

Delete an account

Introduction

To delete an account, do these steps.

Procedure

Open the accounts page in the Zivver WebApp.
Highlight the account that you want to process. Then, click Edit
Scroll to Suspend or Delete Account.
Click Delete.

Change account type

Promote, demote an account or change to functional.

Introduction

In the Zivver WebApp, you can change an account into an administrator, personal user account, or functional account.

If the users use single sign-on (SSO), you can upgrade a user account to a administrator account. But then, you must set a new temporary password. This is to make sure that administrators can always log in even when SSO does not function (temporarily).

Procedure

Open the accounts page in the Zivver WebApp.
Highlight the account that you want to process. Then, click Edit
Scroll to Account type. Then, choose the account type.

Create mail alias

Requirements

You must have a claimed domain.

Introduction

In the Zivver WebApp, you can add a mail alias to an existing account.

Procedure

Open the accounts page in the Zivver WebApp.
Highlight the account that you want to process. Then, click Edit
Scroll to Mail aliases.

Grant access to read and send on behalf

Introduction

In the Zivver WebApp, you can grant other accounts the permission to read and send emails on behalf of a different account. The users of the other accounts cannot change the host account settings and password.

This name of this function is Account Delegation.

Procedure

Open the accounts page in the Zivver WebApp.
Highlight the account that you want to process. Then, click Edit
Scroll down until you see the relevant section.

Single sign-on overview

With single sign-on (SSO), users can access more than one applications with one password.

For more information, refer to Single Sign-on Setup.

In the Zivver WebApp, you can configure SSO in the Single sign-on page. Select Use Single-sign On.

Invite users to your organization

Introduction

The procedures to invite users to your organization are different for an organization that uses single sign-on and that does not use single sign-on.

Open the links for the procedure.

With single sign-on
Without single sign-on.

Send invitation again

Introduction

If the status of an account is Invited, you can send the invitation again or revoke the invitation.

Procedure

Open the accounts page in the Zivver WebApp.
Highlight the account.
Click Resend invitation

Revoke invitation

Introduction

If the status of an account is Invited, you can send the invitation again or revoke the invitation.

Procedure

Open the accounts page in the Zivver WebApp.
Highlight the account.
Click Revoke invitation.

Merge of accounts

In the Zivver WebApp, an administrator can merge two existing accounts. You must enter an existing account as an alias with a second existing account.

Users log in to the primary e-mail address or an alias. The password is the same. Zivver messages that senders send to an alias arrive in the primary account mailbox. At this moment, it is only possible to send e-mails from the primary email address.

You must have a claimed domain.
You cannot merge an administrator account with a user account or functional account. You can do the reverse.
You cannot merge accounts if the email address is an alias instead of a user account or functional account.

WARNING

You cannot undo the merge.

Merge accounts

Introduction

WARNING

You cannot undo the merge.

Procedure

Open the accounts page in the Zivver WebApp.
Highlight the account that you want to process. Then, click Edit
Scroll to Mail aliases.
Enter an existing account.
Select a claimed domain.
Click Add alias.
In the new window, click Merge.
Make the alias that you set the primary email address.

Change password (administrator)

Introduction

In the Zivver WebApp, an administrator can change the password of a user or an administrator.

You cannot change the password of a functional account because a functional account does not have a password.

You cannot change a user password if the users use single sign-on

Procedure

Open the accounts page in the Zivver WebApp.
Highlight the account that you want to process. Then, click Edit
Scroll down until you see the relevant section.

Export user data

We have disabled this functionality by default to improve the security of the application. Please request Support to enable the FTP export for your organization. With the function Export user data, you can download data these artifacts of your organization.

Zivver message bodies
Information about the sender
Information about the recipient
Information about the read receipt
Information about the attachment.

The function downloads the data with the File Transfer Protocol (FTP) as EML files.

A user can export their data. For more information, refer to Export user data via FTP.

Export user data

Requirements

Make sure to have an FTP client where you can configure explicit TLS.

Introduction

Do these steps to export your organization data by FTP.

Procedure

Open Organization Settings > Export user data.
In your FTP client, create a connection to ftp.zivver.com
Configure for this connection:
- Explicit TLS
- Port 21
Connect to the host with these credentials:
- User name: In the Organization Settings > Export user data, copy the user name from the username field.
- Password: In Organization Settings > API Keys, generate an API key. Then, copy this key.
Trust the new certificate.

Results

You can now download the files with the FTP client.

Security policies

Configure Business rules, recipient verification, messages revocation, verificaion methods for your organization.

In the Zivver WebApp, the administrator can configure these policies for secure mailing of your organization. For information about the functions, open the links to the WebApp in the Policy column.

Security policies

Policy	More information
Business rules	Business rules in Zivver
Recipient verification	Recipient verification methods
Messages revocation	Revoke access to a secure Zivver message
Verification methods	Trusted-device authentication

Business Rules in the WebApp

Business Rules are the rules that causes an audit event, suggestion, warning or, error when a user writes an email. In the The Zivver WebApp, you configure the Business Rules for your organization.

For details about the Business Rules and the optimal use, refer to Business Rules in Zivver.

In the Business rules page, you can enable a rule and set the warning level.

Encourage regular or Zivver emails

Introduction

The administrator can encourage users to send secure emails or regular, not secured, emails. They can exempt messages between certain domains from Zivver encryption and authentication. For addresses in such domains, Zivver shows the suggestion that it is not necessary to enable Zivver for this message. But the sender can still enable Zivver for that message.

For example, the mail system can deliver messages to certain domains through an internal relay.

Note

No recipients verification takes place in trusted domains. Zivver does not encrypt messages to addresses in trusted domains.

Procedure

Open Business Rules in the The Zivver WebApp.
Scroll down to Trusted and untrusted domains list.
Make the changes.
- For a trusted domain, enter the domain name.
- For an untrusted domain, enter a leading - (minus) then, the domain name.
Separate each domain with a new line.
```
zivver.com
-untrusted.org
```

Message revocation

Message revocation is useful in these situations

The user wants to withdraw a message that the user sent in error.

Examples: wrong recipient, wrong content.
The user must comply to retention policies or laws.

A user can revoke the message that they sent manually. The administrator can set the defaults for their organization. Refer to Set organization message revocation policy.

Users can change the default interval and default scope before the message expires. They can also cancel the expiration.

For more information, refer to Zivver data access, retention, and deletion.

To monitor the message revocation in your organization, use Zivver Insights. Refer to Message revocation statistics.

Verification methods administration

The Recipient Verification list in the Zivver WebApp shows the mobile-phone numbers and shared access codes that users entered. Users in your organization automatically use the authentication methods in this list.

These are the consequences.

The senders do not need to choose an authentication method every time that they send an email to a known recipient.
The recipients can always use the same verification method.

Zivver automatically chooses the most secure standard authentication method. Users cannot change the default authentication method. Only an administrator can change the default. Users can choose to use a different authentication method.

You can set a default authentication method for recipients manually and with a CSV file.

Verification methods in the WebApp (administrator)

The administrator can configure the verification methods for each recipient in the Set verification methods window. These settings are valid for the full organization.

These are the available alternatives.

SMS to personal contact
Access code
SMS to new number
Verification email

You can configure the verification method for each recipient manually or with a CSV file.

Note

Zivver users can have two separate contact lists, a personal contacts list and an organization contacts list. The latter is shared with all the users in the same organization or organizational unit.

Note

If you select SMS to new number, these are the consequences:

The users must enter a mobile-phone number for every new conversation with every recipient.
Mobile numbers are saved in a user’s personal contacts list only if you select SMS to personal contact.

For more information about verification methods, refer to Recipient verification methods

Import verification methods

Introduction

With a CSV file, you can set a default authentication method for recipients in the Zivver WebApp.

This is an example of such CSV file. This file results in two entries. One uses SMS on phone number 611111111, the other uses the access code .

email_address,full_name,phone_number,access_code,access_code_hint
imported_sms@zivverimport.nl,use sms,611111111,,
imported_acc@zivverimport.nl,use accescode,,1234567,how many days is a week?

Procedure

Prepare the CSV file that you want to import.
Open Recipient Verification.
Import access rights opens.
Click Upload
Import the CSV file that you prepared.
The next screen reports which rows are rejected and accepted.

Add verification method manually

Procedure

Open Recipient Verification.
Click Edit
Fill out the fields. Then click OK.

Manage the default verification method

Introduction

For each user, the administrator can update the settings of the default verification method in the Zivver WebApp. You can also delete the entry.

Procedure

Open Recipient Verification.
- Update the default verification.
  1. Click Edit
  2. In the new window, make your changes.
  3. Click Ok.
- Remove the user from the list.
  1. Click Delete

Data leaks prevention

Use Zivver Insights to prevent data leaks.

With the metrics of the email traffic, you can assess the security of your emails. From Insights for Zivver Secure Email you can get the metrics. This tool shows how well you prevent email data leaks and where you can improve. For more information, refer to Insights for Zivver Secure Email

View events in the WebApp

Introduction

You can view administrative actions in the Zivver WebApp. This information can be useful to troubleshoot (security) issues.

You can save monthly logs as .CVS files with Download monthly records

Procedure

Open the Audit log page.
You can filter the data and export.

Statistics Insights - monitor data leaks

The Zivver WebApp collects usage information. With this information, you can monitor data leaks.

The WebApp shows these dashboard sections of the Zivver Insights statistics.