Send secure messages from the Toolbox

Here you can get help on how to send messages with sensitive information which require a login. As a customer of TellusTalk, you have access to a Toolbox on the webpage where you can send your mailings. No installation required. 

Add recipients and turn on logging

Enter the recipient in “To-field”, sending to multiple recipients at the same time is possible, including a mix between phone numbers and email addresses. As you type. As you type, the system  provides suggestions for recipients that you have saved in your address book or were sent previously.
The country code is needed if you send to the phone numbers which are not Swedish.

Copy-paste from Excel
Do you have a recipient list in an xls-file? Copy the entire column with email addresses and paste. If you also want to have the recipients’ names, the name column must be in the right in the xls file, then you must copy both columns.

Add from the adress book

Click on Ikon adressbok to the right in “To field” to search for recipients from your address book.

Now you automatically get the contents of your address book, you see which labels you can choose from, and you can also search in the “value-filed” if you have imported an xls file. You are free to modify your search and will always see the search result at the bottom left, then click on Save selection. Click on New selection if you want to add more recipients with other labels and close the box when you are done. Your selections are now in the To-field, click on it if you want to review or change them.Tillagda från adressbok

Turn on secure messages

Click on Lås and change it to On: 

Here you can choose which option the recipient should use to login, the default is BankID. You can also can choose different options for each recipient. If you pick “Optional/Any eID”, the recipient can choose between any eID on this list except for the one-time password/OTP.

You can also enter the recipient’s Personal ID to reduce the risk of the wrong person logging in. Keep in mind that different countries do not have the same Personal ID.

If you usually send secure messages, you can save your message as a template allowing message protection to remain active as a default setting.

Secure - to-field
Write the message & attach files

Write your message and attach a file if needed.

The subject field is used as usual when you send to an email address. If you want to send to a phone number, the text in the subject field will appear first in the SMS. Just keep in mind that this affects the length of the text message.

Click on Grått gem to attach documents. If you attach several files, they will automatically merge into one file.

Send or schedule

When you are finished composing your message, you can choose to Send right away, Schedule, save as a Draft or a Template.
If you just want to send right away, click Send.

Now-Schedule-Draft

Schedule - If you don´t want to send your message right now, you can schedule it for later. Add the date and time when you want the message to be sent from us and click Save. You can read more about scheduling further down on this page.

Draft - If you don´t want to send your message right away you can save it as a draft for later. You can read more about drafts further down on this page.

Template - A message you use a lot can be saved as a Template, to be used for future messages. You can read more about templates further down on this page.

Now-Schedule-Draft
The recipient gets a message or email

The recipient receives a message. They should click on the link and log in with eID or the one-time password in order to read your message.

The recipient can reply to your message by clicking Reply or they can block messages from you.

This is what a secure SMS looks like:

Säkrat sms

This is what a secure email looks like:

säkrat mail

Recipient logs in and reads

When the recipient clicks the link, they can log in with the identification option you chose. Before logging in, they can send you a reply, asking about the nature of the message.
Secure message 1

After the login, the contents of your secure message is displayed along with files and pictures you may have attached. The recipient can reply to you from this view as well.
Secure message 2

Add signature functionality to your secure message, GDPR safe! 

You can combine Signing functionality with Secure messages, used when you want to send an agreement or other sensitive information. The recipient should first login with an eID or a one-time password to be able to read the secure text, then they can sign it.  Read more about electronic signatures here.

 

Combine eID log in and Signing

You can combine Electronic Signatures with Secure Messages, this can be a good idea if you are sending an offer or something else containing sensitive information. The recipient must first log in with eID or OTP to be able to read the protected message. After they have logged in they can also sign.

Click and choose how the recipient should identify themselves:

Protected message

Log in with Swedish BankID is standard, you can choose other eID:s or OTP instead.
You can add a personal id on each recipient, locking the login to a specific individual. If you don´t, you will have a note with the personal id of anyone logging in.

Then click grå penna and choose again what alternative the recipient should have for signing your message.

choose signing option

 

If you don´t want to use Signature Order or add Reminders, just close the little window in the top right corner and send!

Hide Personal ID
 

If you have chosen that signing should be performed using an eID, you can choose to have the personal ID hidden in the signed file.

hide personal ID

We will replace the personal ID with a hash that can be used to verify the ID of the signature in the future. This is useful if you don´t want to have the personal ID to be displayed in the signed document.

Signature Order and Already Signed
On Individual Settings you can set Signature Order. The invitation for signature is not sent to recipients in the 2:nd order until all recipients in the 1:st order has completed their signatures.

set signature order

When Signature Order is set, there is also a preview activated in the recipients web view, showing who has already signed.

Signaturordning och tidigare signatur

Signature Reminders

Signature order is optional and will be sent to all recipients. After you click on the symbol grå penna , select the Signature Reminders tab.

Select the date and time and click on the plus symbol. When you are done, close the window.

These settings can be edited for each recipient after sending.

Save as draft
 
When you have finished a message, you can save it as a Draft and use it later. Select Draft at the bottom right and click “Save”.
 
You can find the messages that you saved as drafts under the Draft tab.
 Click on Ikon - öppna detaljer  to open the draft and edit it.
 
You can keep the messages as a draft or send it when your are done.
Schedule your messages

If you do not want to send your message directly, you can choose to schedule it instead.

Enter the date and time that you want to send your message and click Save.

By default, repetition is not activated for a scheduled message. To activate repetition for your mailing, click on “Does Not repeat”.

You can choose how often your mailings should be repeated and the interval between them (week/month). Also which days of the week the message should be sent and an end date. Close the window when you are done.

You can find all your scheduled messages under the Schedule tab.

 

Save as template
A message that you use often can be saved as a template, so you can use if for your future mailings. Select the Template option at the bottom right, enter a name and click on Save. You will find your message templates in the Template tab.
 
 
 

Tip! Use a template as a standard format for new messages

This is useful if you often send the same type of messages. In a template you can save text, recipients and all other settings you do in a message.

 
 
Tick the botton option and then click on Select – done! Now all your new messages will be made by this template.
 
If you want to create a message with another template, you just go to the Template tab and click on  Ikon - använd som mall för nytt meddelande . The template that you want to use for a new message with the correct settings will be created immediately.
 
Here Bettina shows how you can make templates in the tool box:
 
 
 

 
 
Sent messages
 
Here you can find the messages which you sent from the Tool box.
Click on Ikon - öppna detaljer to see more details and to bring up the following options:
 
 
 
Ikon - använd som mall för nytt meddelande Create a new message using this message as a template.
Bild - blå penna Manage signatures. Here you can keep track of the signatures, add additional recipients for signing, and download signed files.
 
 Check the logs for just this mailing. 
 
Ikon - blå soptunna Delete the mailing from the Sent tab. The details remain in the logs if you need them later.
 
 
 
Tip for keeping track of electronic signatures
If you make different mailings for an electronic signature and you want to keep track of who has signed and who has not, it is better to delete the mail from the Sent tab when the recipients have signed. Then only the mailings which have to be signed in the Sent tab remain.

More settings in the send window

 

appendix
Attach a file

For regular emails, you can attach files up to 10 MB.
If the recipient should sign a document (only in PDF), we recommend a maximum size of 3.5 MB. Text messages will automatically be sent as a Link SMS if you attach a file and there is no size limitation.
For fax messages, it is better to send grayscale PDFs as fax machines do not register color. Befor sending xls files, check the functions and graphs as they can be registered by fax machines. Convert them to PDF befor sending.

Combine with BankID logging

You can combine Signing with Secure messages, it can be practical when you want to send an agreement or other sensitive information. The recipients must first log in with BankID or a one-time password to be able to read the secure text. Then they can sign it.

Click on  and select how the recipients should log in:

Login with BankID is selected by default. You can also choose which social security number or numbers should be able to log in.

If you do not enter a personal ID, anyone receiving the message can log in with BankID. You will then receive a notification of which personal ID has logged in.

Watch the video to see how you can secure your message with a one-time password:

gray pen
Combine with Signing

You can combine your text message with signing, it is useful when you want to send an agreement or other sensitive information. The recipient must sign the sent document with eID or a one-time password, the signed document will then be sent back to your email or URL.

Click on the Grå penna  symbol. There are several signing options to choose from:

Choose which eID the recipient should use to sign the document. The default is the Swedish BankID, but you can also choose the eID for Finland, Norway or Denmark.

You can also select a one-time password as a signing method. Click on the arrow to bring up the signing options. The one-time password is sent to the recipient in the same way as you send your signing request, either via email or SMS.
One-time passwords are created automatically when the recipient is ready to sign.

If you select signing directly on the screen (draw) as the signing type, the recipient can sign by drawing their signature with a mouse or with their finger.

Gray A message format
Choose the right message format

To the right of the subject field, you can choose which format you want for your message.

Plain text can be used for most mailings. For example, SMS and messages which contain plain text.

Rich text is good for sending emails. You will get more tools to make your email organised and you can attach images and other files.

Plain text/Rich text is selected if you want to send Link SMS. You can write a short text as an SMS in the field “Plain text”, then we automatically add a link at the end of the SMS which the recipient can click if they want to see your message.

This option is also good it you want to send a message to phone numbers and email addresses at the same time. The formatted message is then sent as a regular HTML- formatted email to the email addresses.

Three dots
More settings for the message

Here you can make more advanced settings which only apply for a particular mailing.

SMS delivery

The validity time determines how long we try to deliver an SMS after it has been sent. For example, you send a meeting reminder one hour before a meeting, but you do not want the reminder delivered after the meeting is over. Enter the validity time in hours:minutes. The minimum time is 5 minutes, the maximum is 72 hours. Validity time has no effect on fax or email messages.

As the originator, you can choose between:
– SMS Reply: the recipient can reply and their response will be sent to your email address. We set different numbers as originators.
– Text: the recipient can not reply to your message. A maximum of 11 characters can be set as the text originator.
– Number: you can put your own phone number (or a virtual number that you rent from us) as an originator. The recipient can reply to your message and their response will be sent to the specified number.
 
 

Email delivery

You can set a name for your email with any text. For example, the company’s name or a specific department can be set as a name for an email. However, this does NOT change the email address that is used as the originator.

If you add no-reply here, the recipient can not respond to your email.

 
 
Payment Request

If you have activated this function and linked one or more payment options to us, you can send a payment request via SMS or email. Here you can read more about payment request.

 
Gray trash can
Delete the message

If you are not satisfied with your message, click on Går papperskorg for deleting/clearing the current message and start over from the beginning.

 

SMS-delar

At the bottom of the "Plain Text" field is a calculator that shows the number of characters in the message.
SMS counter

This calculator is helpful for you when sending SMS, so you know approximately how many SMS-parts your message will be. Keep in mind that the subject line and other texts can be added in addition to what is in this field.

Test an SMS to yourself if you are unsure. A message that contains more than 160 characters is divided into the number of SMS needed to accommodate the text. You can send up to 1224 characters, which is divided into a maximum of 8 SMS-parts.

The number of parts can be limited by the user's and/or the account's SMS-settings. There you can specify whether you want to limit the possibility of sending many SMS-parts. Each part costs as an SMS.
If your message is longer than the number of parts you specified, the end will be cut off.

Send test

Before you send a message you could send a test to yourself to make sure it looks ok and also see how many SMS parts it will be. This could be important if you are sending a message to many recipients.

If you are adding recipients in the To-field

Start by adding yourself in the To-field and compose and send until you are happy with your message. Go to the Sent Messages fold to use a good one as a template for the next.
Contact us if you need help to check how many SMS parts your message will be divided into.

If you are sending to recipients from your Address Book Ikon adressbok

When choosing recipients from your address book, the address book settings will be applied to your message. You will have to add yourself to the address book first, add a label "Test" to make it easier sending the test only to you.
Add test recipient

In the To-field you click Ikon adressbok and filter yourself by checking the Test box. Click Save Selection and close the window.Select test recipient

Test i Till-fältetNow this message will have the same settings as do the address book. Compose and send your test message until you are happy with it. Go to the Sent Messages fold to use a good one as a template for the next. Contact us if you need help to check how many SMS parts your message will be divided into.

When your test looks good you can finally filter and add the other members of your address book.

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