Keywords:  Restrict public access to internal mailings; view as web page; internal only emails; no public access to internal emails

 

(If you have security concerns, you could also consider this solution which allows you to prevent recipients from browsing to an unintended part of your campaign.)

 

Scenario:  
You want to lock down access to your internal emails.  You do not want anybody to view the internal emails except from an IP address that you specify.  How can you lock down certain emails so they cannot be accessed externally?

 

Note:  It is not possible to lock down the text of an email.  If a contact forwards an email externally, the text in that email will be visible to the external contact.  However, it is possible to lock down images and hyperlinks.  There is a solution described below.

 

Solution:

It is possible to restrict access to files in a container by IP address. This can be useful to restrict access to file downloads or landing pages.  It could also be useful to ensure that internal-only emails can only be viewed as a web page by users on your internal IP address.  To do this, you will need to ensure that your internal-only emails are held in the restricted container(s).

 

Note that Vuture's Technical Services Team will need to set this up for you.  Contact your Account Manager.

 

Note:  Emails sent from this restricted container will have images blocked, except for when being viewed from the allowed IP addresses. The Embedded Images option can be used to allow images to be included in the email without needing to be downloaded.

 

Process:
You will specify a list of internal IP addresses and give them to your Account Manager.

Create a Restricted Internal Only Mailings container in your instance.

The Vuture technical team will do the set up.

Educate your Vuture users about the new Restricted container.  Internal Only mailings must be sent from this container only.

 

Q&A

Q.  What will be restricted?

A.  Any mailings sent out from the Restricted container will not be able to be viewed as a web page, except from the allowed IP addresses you supply to our Technical Team.

 

Q.  Does this include Landing Pages (RSVP forms, for example) and pdf attachments?

A.  Yes, all file types and page types will be restricted when sent from the Restricted container.

 

Q.  What about emails that are forwarded from an internal account to an external email account?

A.  There is nothing Vuture can do to prevent an email Forward, via an email provider.  However, if you have some content which you want to be super secure, save it as an image and include the image as a link.  If the email is forwarded externally, the link will not work when the external person clicks the link to open the attachment.