ZIVVER Chrome Extension for Gmail - User Manual

Introduction

With ZIVVER you can easily and securely share privacy-sensitive information with colleagues, customers, patients and other recipients. If you send a message securely, only you and the recipient (s) can read this message.

You can securely e-mail from your Gmail e-mail account in the Chrome web browser. This user guide focuses on the use of the ZIVVER Chrome extension for Gmail.

Reading guide

This manual is intended as a reference. You don’t have to read it from start to finish to be able to email securely. Each chapter stands on its own. In each section we provide quick and easy steps to get started with the ZIVVER Chrome extension for Gmail and what it takes to go through the steps.

Questions?

Contact the service desk of your organization, they can best help you further.

Install

To email securely from your Gmail account, you need the ZIVVER Chrome extension for Gmail and a ZIVVER account.

Note
Your account must be part of a GSuite organization. The ZIVVER Chrome extension does not work for a personal Google account.
Note
If your organisation is already using ZIVVER, you probably have a ZIVVER account already. Please see How to create a ZIVVER account otherwise.

Install from Google Chrome Web Store

  1. Navigate to the ZIVVER Chrome Extension for Gmail Chrome Web Store page

  2. Click Add to Chrome
    A permissions windown pops up

  3. Click Add extension
    The extension is installed. A window pops up explaining how to start the extension. An option to install the extension on other Chrome devices may also be offered, provided there are any connected to your account.

  4. Log in to ZIVVER to start the extension
    There are two different ways you can log in, depending on your organization settings. Namely, you will either be redirected to the SSO service used by your organization and enter your workplace credentials or you will need to enter your ZIVVER password.

Log in with workplace information

Depending on settings chosen by the ZIVVER administrator in your organization, you may be automatically redirected to a login page of your organization Enter your workplace login details on this page to log in.

Log in with email address and ZIVVER password

Is your e-mail address not yet activated for ZIVVER? Then click the Activate your e-mail address link and enter your ZIVVER password to log in.

To stay logged in, place a check next to Remember my information for 30 days. You will now be logged in to this device for 30 days.

Have you already set up an additional login method? Complete it on the next screen.

You are now logged in to ZIVVER in Gmail and ready to read and send secure messages. If you don’t see a ZIVVER bar when you create a new message, you may have to refresh the page first. Contact the ZIVVER administrator within the organization if you have problems logging in.

Send a message securely

You must be logged in to ZIVVER via Gmail:

  1. Click Compose in Gmail.
    A message editor window pops up

  2. Compose a message as usual - add recipients, enter a subject and message.

  3. Toggle the Secure send switch to enable secure mailing.

  4. Optional: Click Add attachments in the lower compose bar to add an attachment (up to 5 TB).

  5. Toggle Secure send to ON.
    If you are sending a ZIVVER message to a recipient for the first time, you will be asked to set a verification method.

Security notifications

Your organization has drawn up various rules to ensure that sensitive information is always sent with ZIVVER. ZIVVER uses security notifications to inform you when a certain rule has been activated.

Read receipts

You can view a read receipt for each message sent. That way you know who has read your message and who has not. You will find this read confirmation in the form of a small envelope icon in the lower right corner of a sent ZIVVER message. Click on the envelope or hold the mouse pointer on the envelope icon to see who has read the message and who has not.

  • A gray, closed envelope means that the message has not yet been read by the recipients.

  • A gray, open envelope means that the message has been read, but not yet by all recipients.

  • A blue, open envelope means that the message has been read by all recipients.

  • The number next to the envelope indicates how many recipients have read the message.

Message revocation

ZIVVER messages can be revoked at any time after being sent, either for every participant (including the sender) or just for recipients. Message revocation can be scheduled to occur after a set period, or immediately. Revocation is designed to fulfill two major functions: - to allow the withdrawal of a message that was sent in error - to allow for situations in which laws or organizational policy require that copies of messages are not kept indefinitely You can revoke sent messages, or set messages to expire, before or after sending.

Set revocation for new messages

  1. Click the revocation history icon in the bottom of your message editor pane

  2. Click the toggle toggle_off
    A new window titled Revoke access to message appears

  3. Click RECIPIENTS if you want the message to be removed from recipients' inboxes.
    OR
    Click EVERYONE if you want the message to be removed from both recipients' inboxes and your own.
    WARNING: Choosing EVERYONE will effectively delete the message after the set period passes. Messages deleted in this manner cannot be recovered by any means.

  4. Click LATER if you want the message to be revoked later
    OR
    Click NOW if you want the message to be revoked immediately.

  5. Set a time period using the input box and the drop-down selector. Your organization may or may not have set a default period.
    The scheduled message revocation date displayed changes, in accordance with the time period you choose.

  6. Press SET
    A confirmation pop-up window appears

  7. Press OK to confirm your choices.
    If you have chosen to revoke the message LATER, a light blue banner is displayed above the message header, stating the revocation period
    If you have chosen to revoke the message NOW, a greyed-out banner is displayed above the message header, stating that access to the message was revoked. NOTE: Revoking a message will remove it from the ZIVVER inboxes of all recipients, including those you have added in CC: and BCC:.

Change revocation settings for sent messages

  1. Navigate to your Sent messages Gmail folder

  2. Locate and click on the message you wish to revoke or change revocation settings for. ZIVVER messages contain the string [This message is encrypted with ZIVVER] in the subject line

  3. Click EDIT SETTINGS in the top right corner of the message pane.

  4. Make changes as needed

  5. Click Set

Recipient verification

ZIVVER attempts to verify recipients' identity by means of checking that the recipient is in possession of a preshared secret - usually an access code, sent by means other than email. Please refer to Verification Methods for details.

Personal Settings

Click Personal Settings in the extension menu to change ZIVVER settings. Please refer to the ZIVVER WebApp user manual for information on the various settings.

Business rules

ZIVVER Chrome Extension for Gmail monitors the Gmail message editor window and may produce warnings when you add possibly sensitive information to a message or trigger some other ZIVVER business rule. Some business rule violations may prevent messages from being sent via ZIVVER; in such cases the SEND button in the editor is greyed out until the issues are resolved.

To address this:

  1. Click the warning Issues button in the top right corner of the message editor window.
    A window titled Security issues pops up, listing issues with your message and possible actions.

  2. Click Ignore to tell ZIVVER to ignore a particular issue.

  3. Click OK to close the security issues notification window and return to the editor.

  4. Change or remove any elements of your message that are triggering warnings.

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