As a user, you may receive secure messages from your organization via VisualVault. These contain important information and/or attachments, so please be sure to open and read them.
Objective
The objective of the Secure Messaging feature is to enable secure, auditable electronic message delivery by enforcing encryption and recipient authentication. This ensures that sensitive messages are accessible only to verified recipients, maintaining data confidentiality, integrity, and compliance with industry security standards. All data is protected both at rest and in transit using modern encryption protocols (TLS 2.0 or higher), and access is controlled via identity verification mechanisms based on email-delivered one-time use passcodes.
Description
The Secure Messaging Service enables secure communication through a process that protects message content and controls recipient access:
Data Protection: All data is encrypted at rest and in transit using TLS 2.0 or higher.
Recipient Verification: When a message is sent, the recipient receives an email with a secure link to access the message.
Access Control: Upon visiting the secure Web page, the recipient must generate and enter a one-time use passcode, sent to their email, to view the message.
User Privacy: In multi-recipient scenarios, each recipient receives an individual notification and is unaware of other recipients.
Audit Logging: Every access attempt and message transaction is recorded in a persistent audit trail within VisualVault.
Configurability:
Passcode expiration time is adjustable.
Expired passcodes can be regenerated by the recipient.
The number of OTP requests per message can be limited.
Message expiration can be configured, after which no new OTPs can be generated and the message becomes inaccessible.
This service ensures that messages are only accessed by intended recipients, remain secure during transmission and storage, and are fully auditable to support compliance requirements.
Walkthrough
To access a Secure Message:
Open the initial notification email and click the link to verify your identity,
In the browser, click the “Send Code” button to receive a one-time use code.
Check your email inbox for a separate email that will contain the one-time use code. Copy the code.
Click the link to go enter the code in the browser.
In the browser, paste the code. Click the “Verify” button to read your message.
FAQ
Why do I need to verify my identity with a code?
This process ensures that only the intended recipient can access the secure message, keeping your information safe and confidential.
I didn’t receive the one-time code. What should I do?
Please check your spam or junk folder for the message from <no.reply@visualvault.com>. If it’s not there, go back to the verification page and click “Send Code” again to request a new one.
How long is the one-time code valid?
The code is typically valid for a limited time (often around 10–15 minutes). If it expires, request a new code by clicking “Send Code” again.
Can I access the message later with the same code?
No. The code is valid for a single use only. If you close the window or lose access, you'll need to repeat the process and request a new code.
What should I do if the verification link doesn’t work?
Ensure you are clicking the link from the initial notification email. If it still doesn’t work, try copying and pasting the URL into your browser or contact VisualVault Support for assistance.
Need help? Please contact your organization’s administrator, for troubleshooting. If the issue remains unresolved, VisualVault Support is available to assist.
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