The Encrypted Mail Gateway provides an interface for credential management of users who send and receive encrypted email. Different credentials for external recipients include Secure PDF passwords, and Message Pickup Center Web Portal accounts.

The Encrypted Mail Gateway Administrator will use this console to perform credential management such as resetting a PDF or web portal account when the user has forgotten their password.

Encryption rules, logo, and other encryption settings are not edited through credential management.

To start with Credential Management, you must login to the Encrypted Mail Gateway.

If you are an Enterprise Administrator, the access page to Credential Management is available for you.

Credential manager

To access the Credentials Management screen:

  1. Log into the Encrypted Mail Gateway.
  2. To access the Credentials Management page, perform either of the following steps:
    a. Click Home from the menu.
    b. Under the Credentials tile, click Manage Credentials. The Credentials Management page appears.
    OR
    a. Click Credentials from the menu. The Credentials Management page appears.

Manage PDF Passwords

Search a PDF User

To view a list of PDF users:

  1. On the Credentials Management page, click PDF Passwords tab.
  2. Enter a string in the Email field.
  3. Click Search. A list of all PDF users for the specified search string is displayed.

Search

Set a Recipient Preference

You can view each user's preferred delivery method (Web or PDF) in the user details. You can manually update the user preference, as well, if required.

To update the user preference,

  1. On the Credentials Management page, click PDF Passwords tab.
  2. Enter a string in the Email field.
  3. Click Search. A list of all PDF users for the specified search string is displayed.
  4. Under the Preference column, click the preference to change it for a particular user. A dialog appears.
  5. Select the required preference from the drop-down list.
  6. Click Ok.

PDF

Expire a PDF Password

You can manually expire a PDF user's current PDF password. You may choose to do this to force the user to choose a new PDF password for their next PDF message.

To expire a user's PDF password:

  1. On the Credentials Management page, click PDF Passwords tab.
  2. Enter a string in the Email field.
  3. Click Search. A list of all PDF users for the specified search string is displayed.
  4. To expire a PDF password for a specific PDF user, click Expire Key. A confirmation prompt appears.
  5. Click Yes. The PDF password, for the specified user, expires.

Reset a PDF User

Resetting a user might be necessary if that user has forgotten their recovery information. Resetting a PDF user will delete their account recovery information so that they can re-enter that information. The deleted recovery information can include challenge questions and alternate email addresses, if they exist for the environment that the user is in. Administrators should take care to verify the authenticity of any recovery information reset request.

To reset a PDF user:

  1. On the Credentials Management page, click PDF Passwords tab.
  2. Enter a string in the Email field.
  3. Click Search. A list of all PDF users for the specified search string is displayed.
  4. To reset a PDF user's recovery information, click Reset. A confirmation prompt appears.
  5. Click Ok. The user will receive a recovery notification.

Delete a PDF User

You can delete a PDF user's password history from the Gateway database. This will permanently remove the email address and all associated PDF Passwords.

Warning: If a user requests to be deleted, they should be advised to save a copy of their PDF Password history beforehand. When you delete a PDF user, that user's password history is gone forever; it cannot be recovered.

To delete a PDF user:

  1. On the Credentials Management page, click PDF Passwords tab.
  2. Enter a string in the Email field.
  3. Click Search. A list of all PDF users for the specified search string is displayed.
  4. To delete a PDF user, click Delete. A confirmation prompt appears.
  5. Optionally, enter a reason of deleting a user.
  6. Click Ok. All the PDF passwords of the specified user are deleted.

Migrate PDF Password Histories

To move a specific user's PDF Password history to a new email address:

  1. On the Credentials Management page, click PDF Passwords tab.
  2. Enter a string in the Email field.
  3. Click Search. A list of all PDF users for the specified search string is displayed.
  4. To migrate the keys, Migrate Keys. A Migrate Keys dialog appears.
  5. New Email-Enter the user's new email address to which the PDF password history is to be moved.
  6. Select the enterprise from the drop-down list.
  7. Click Ok. The password history of the specified user is assigned to the new email address.

Unlock a PDF User

You can unlock a PDF user account after a user locks their account. A user may have their account locked after failing to login because they entered an incorrect password more times than they are permitted to. Their account will be unlocked automatically after the lock time expires. The administrator can unlock the user account when the user is looking for immediate assistance.

To unlock a user:

  1. On the Credentials Management page, click PDF Passwords tab.
  2. Enter a string in the Email field.
  3. Select the User Type as either User Accounts or Question/Answer Messages from the drop-down list.
  4. Click Search. A list of all users for the specified search string is displayed.
  5. To unlock a user, click Unlock. A confirmation prompt appears.
  6. Click Yes. The user is unlocked.

Manage Message Pickup Center Web Portal Accounts

Search a Web Portal User

To view a list of web portal users:

  1. On the Credentials Management page, click the Web Portal tab.
  2. Enter a string in the Email field.
  3. Select the User Type as either User Accounts or Question/Answer Messages from the drop-down list.
  4. Click Search. A list of all web portal users for the specified search string is displayed.

Reset a Web Portal User

Resetting a user might be necessary if that user has lost their recovery information. Resetting a Web Portal user will delete their account recovery information so that they can reenter that information. The deleted recovery information can include challenge questions and alternate email addresses, if they exist for the environment that the user is in. Administrators should take care to verify the authenticity of any recovery information reset request.

To reset a web portal user:

  1. On the Credentials Management page, click Web Portal tab.
  2. Enter a string in the Email field.
  3. Select the User Type as User Accounts from the drop-down list.
  4. Click Search. A list of all web portal users for the specified search string is displayed.
  5. To reset a web portal user's recovery information, click Reset. A confirmation prompt appears.
  6. Click Yes. The user will receive a recovery notification.

Delete a Web Portal User

You can delete a web portal user's account including all the messages from the Gateway database.

To delete a web portal user:

  1. On the Credentials Management page, click Web Portal tab.
  2. Enter a string in the Email field.
  3. Select the User Type as either User Accounts or Question/Answer Messages from the drop-down list.
  4. Click Search. A list of all web portal users for the specified search string is displayed.
  5. To delete a web portal user, click Delete. A confirmation prompt appears.
  6. Optionally, enter a reason of deleting a user.
  7. Click Ok. The web portal user is deleted.

Unlock a Web Portal User

You can unlock a web portal user account after a user locks their account. A user may have their account locked after failing to login because they entered an incorrect password more times than they are permitted to. Their account will be unlocked automatically after the lock time expires.  The administrator can unlock the user account when the user is looking for immediate assistance.

To unlock a user:

  1. On the Credentials Management page, click Web Portal tab.
  2. Enter a string in the Email field.
  3. Select the User Type as either User Accounts or Question/Answer Messages from the drop-down list.
  4. Click Search. A list of all web portal users for the specified search string is displayed.
  5. To unlock a user, click Unlock. A confirmation prompt appears.
  6. Click Yes. The user is unlocked.