When using Virtru Pro, you can fully control all aspects of any secure email — both before and after you send it. This ranges from message encryption, to setting expiration dates for secure messages you’re sending (or have already sent) with Virtru.

The expiration date feature can be accessed via the Virtru protection bar when you’re composing your secure email. Once set, it will revoke access for all recipients to your email once the selected time has elapsed. Expiration can be updated or disabled at any time.

1. Start by clicking “Compose” to start writing your new email message, then make sure Virtru Protection is togged to “ON”.

View in Gmail

Virtru ON Gmail

View in Outlook

Virtru ON Outlook

2. Select the Expiration feature, and enter your desired time-frame.

View in Gmail

Virtru Expiration in Gmail

View in Outlook

Virtru Expiration Outlook

3. Finish composing your message, and when you’re ready click “Send Secure”.

Updating Your Expiration Settings From Your Sent Mail Box

Expiration (or any other protection features) can be updated or disabled at any time. You can do this simply by finding the secure email in your Sent Mail Box, opening the sent secure email and updating the time frame in your Virtru Protection Bar.

View in Gmail

Expiration in Gmail

View in Outlook

Expiration in Outlook

Updating Your Expiration Settings From Your Virtru Dashboard

You can update or disable protection settings on any Virtru-secured email, anytime, via your Virtru Dashboard.

1. Go to your Virtru Dashboard.

2. Select the secure email you wish to update.

Virtru Dashboard View

3. Update your Expiration Settings (or any other necessary protection settings in the right side bar displayed).

Virtru Dashboard Security Settings

4. Click “Save Changes” at the bottom of the side bar for these changes to take effect.

Change Virtru Features from Dashboard

 

 

To configure the default position of the Virtru toggle that their users will see when they compose new Gmail messages, you should start by accessing your Virtru dashboard at www.virtru.com/dashboard.

From the dashboard, click on the ‘Settings’ tab on the left of the screen. You will now see an ‘Email Encryption Default’ section from which you can adjust your default Virtru toggle position. If you’re unable to view this section from your dashboard, it means that the organization administrator for your Virtru domain has configured a default setting for your organization and has not granted individual users the ability to update their personal settings.

By clicking ‘On’ in the ‘Email Encryption Default’ section, Virtru will be toggled on by default when you go to compose new emails from your Virtru-supported email client. To toggle Virtru ‘Off’ by default, click the ‘Off’ button. If you’d like Virtru to ‘remember’ the setting used for the last Gmail message composed, click ‘My Last Setting.’

Default Toggle Settings 1

For example, if you select ‘My Last Setting’ and then send an email with Virtru toggled on, Virtru will be toggled on by default the next time you compose a new email. If you send that second email with Virtru toggled off, Virtru will be toggled off by default when you go to compose your third new email.

It’s important to note that the settings that you set will currently only be applied when composing new messages from Virtru’s Chrome extension for Gmail.

Additionally, when you forward or reply to emails that you receive, the Virtru toggle will default to the encryption options that were initially applied by the sender. So if someone sends you a Virtru-encrypted email, your reply to that message will have Virtru toggled on by default. If the original message is sent unencrypted, your reply will turn Virtru’s toggle off by default.

Regardless of the default position, users will always have the option to toggle Virtru on or off for a given message.

Please find a video overview of these instructions below:

Virtru administrators can configure the default position of the Virtru toggle that their users will see when they compose new Gmail messages.

To adjust this feature, Virtru administrators should first access the Virtru dashboard at www.virtru.com/dashboard. It’s important to ensure that ‘Organization Admin Mode’ has been toggled on in the upper left corner of the dashboard.

From the dashboard, click on the ‘Org Settings’ tab on the left of the screen. You will now see options for your organization’s email encryption default settings.

By clicking ‘On,’ Virtru will be toggled on by default when you go to compose new emails from your Virtru-supported Gmail client. To toggle Virtru ‘Off’ by default, click the ‘Off’ button. If you’d like Virtru to ‘remember’ the setting used for the last Gmail message composed, click ‘My Last Setting.’

Default Toggle Setting 2

For example, if you select ‘My Last Setting’ and then send an email with Virtru toggled on, Virtru will be toggled on by default the next time you compose a new email. If you send that second email with Virtru toggled off, Virtru will be toggled off by default when you go to compose your third new email.

After you’ve chosen your setting, you must choose whether or not your users are able to set their own default, or if you’d like to maintain a global setting for your domain. Check the ‘Allow users to override default’ box if you want your users to set their own default settings, or leave the box unchecked to apply a global setting for the entire organization.

If you leave the box checked, your end-users will be able to adjust their individual default settings by accessing the ‘Settings’ tab from their individual Virtru dashboards.

It’s important to note that the settings that you and your users set will currently only be applied when composing new messages from Virtru’s Chrome extension for Gmail.

Additionally, when your users forward or reply to emails that they receive, the Virtru toggle will default to the encryption options that were initially applied by the sender. So if someone sends you a Virtru-encrypted email, your reply to that message will have Virtru toggled on by default. If the original message is sent unencrypted, your reply will turn Virtru’s toggle off by default.

Regardless of the default position, users will always have the option to toggle Virtru on or off for a given message.

Please find a video overview of these instructions below:

When you forward or reply to emails that you receive, the Virtru toggle will default to the encryption options that were initially applied by the sender.  So if someone sends you a Virtru-encrypted email, your reply to that message will have Virtru toggled on by default.  If the original message is sent unencrypted, your reply will position Virtru’s toggle off by default.  

These settings apply no matter which Virtru platform from which you’re responding.  You will also experience the same settings when composing new Virtru messages from Outlook.

When composing new Virtru emails from Gmail, the Virtru toggle will be positioned off by default – unless you are part of a Virtru organization whose administrator has adjusted the default toggle position either to be off or to ‘remember’ the setting used for the last Gmail message you composed.

Regardless of the default position, users will always have the option to toggle Virtru on or off for a given message.

Virtru customers can create a Google Group on their G Suite domain and only add their desired Virtru senders to that group. By creating a Google Group on their domain called “virtru-provisioning-group” and adding selected users to this group, those users will become the only people in your organization who can compose new encrypted messages. Everyone else in your domain will still be able to decrypt the messages that are sent to them, but they will be unable to create new encrypted emails even if they have Virtru installed.

Virtru’s PDF Watermarking feature adds each recipient’s email address as a watermark to any encrypted PDFs that you attach to a particular Virtru email. When PDF Watermarking is enabled, recipients will be prompted to view all PDF attachments from Virtru’s Secure Reader, and they will not have the option to download the file. Currently, Virtru users cannot enable PDF Watermarking without also disabling downloading of the attachments they send.

When you turn on ‘Disable Forwarding’ to a Virtru email that you’ve already sent out, any future recipients that have that email forwarded to them will be unable to read the contents. However, recipients who had the email forwarded to them before ‘Disable Forwarding’ was turned on will still be able to read the email contents. It is important to note that ‘Disable Forwarding’ only applies to emails forwarded after this policy was selected for a particular email.

If you are on a Virtru Enterprise plan, Super Administrators can give individual users in your organization the ability to apply DLP rules for specific OUs and Groups to which they already belong.

To assign these privileges to your users, go to your Virtru Admin Dashboard and ensure that you have have ‘Organization Admin Mode’ toggled on at the top left of your screen. Depending on which type of grouping you want to edit, select either the ‘OU’ or the ‘GROUPS’ tab from the left side of the dashboard.

You will see a tree on the left displaying either the OU or Group hierarchy for your domain. Click on the OU / Group for which you want to assign DLP privileges. Next, click on the ‘Add Admin’ button at the top right of the screen.

You’ll see dropdown of all users in that OU / Group, from which you can search and select individual users to assign as Virtru admins. Then, check the box under each of your selected users in the row titled ‘Create DLP Rules.’ In doing so, you will give these users the ability to create, edit, and remove DLP rules created for the specified OU / Group. The next time they log into their Virtru Dashboards, they will see a ‘RULES’ tab on the lefthand side from which they can configure OU- and Group-specific DLP policies.

To remove a user’s OU / Group admin privileges, hover over their email address (which should now appear as a column header for the displayed matrix), and click the ‘x’ icon in the top right.

If you are on a Virtru Pro or Virtru Business plan and would like the ability to access these capabilities, please reach out to your account manager or contact Virtru sales.

For more information on these capabilities, check out the video below:

Virtru Enterprise customers have the ability to set DLP rules for certain subsets of their users.

After purchasing a Virtru Enterprise subscription, Super Administrators for your domain can set Virtru DLP rules to apply only to certain OUs and Groups. Super Administrators can also give individual users in your organization the ability to define DLP rules for specific OUs and Groups to which they already belong.

To apply DLP rules for certain OUs and/or groups, click on the ‘RULES’ tab on the left side of your Virtru Dashboard (if you are an administrator for your Virtru organization, make sure you have ‘Organization Admin Mode’ toggled on at the top left of your dashboard).

Once you’ve clicked the ‘RULES’ tab, scroll down to the bottom of the screen, where you will see a ‘+’ sign. Hover over this icon to click ‘New Custom Rule’ and enter Virtru’s custom DLP rule builder. Here, you will see two options at the top of the screen, where you can choose to scope your rule to any number of OUs and/or Groups.

Click on the ‘+OU’ or ‘+Group’ button to display a list of selections from which to choose. The selections listed come directly from the OUs and Groups that have already been configured for your domain. Once you’ve identified the OUs and Groups to whom you want your rule to apply, you can continue building your DLP policy and click ‘Save & Exit’ to apply it to those specified user populations.

If you are on a Virtru Pro or Virtru Business plan and would like the ability to access these capabilities, please reach out to your account manager or contact Virtru sales.

For more information on these capabilities, check out the video below: