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
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.
Turn on secure messages
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.
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.
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.
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.
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:
This is what a secure email looks like:
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.
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.
Add signature functionality to your secure message, GDPR safe!
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.
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.
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 eID as signature method, you can choose to hide the personal ID in the signed file.
We will replace the personal ID with a hash that can be used to verify the signature in the future. This can be useful if the personal ID should not be presented in the signed file.
Signature Order and Already Signed
When Signature Order is set, there is also a preview activated in the recipients web view, showing who has already signed.
Save as draft
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
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.
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
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.
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:
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.
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.
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.
More settings for the message
Here you can make more advanced settings which only apply for a particular mailing.
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.
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 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.
At the bottom of the "Plain Text" field is a calculator that shows the number of characters in the message.
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.
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.
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.
Now 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.