In this day and age of password overload all of us are having issues with email users logging into our secure email portals.
Infrequent use of tools like your RadarMail 360/Zix email encryption makes this problem even more frequent.
User error is 100% of the problems here but to help minimize the issues for people we have implemented the following for our RadarMail 360 shared portal and all of our client’s branded portals if they have authorized it.
1) Simplifying passwords to the bare minimum – 6 characters with no number, letter, Caps requirements
2) Add this text re: password Reserts – “If you are locked out click here to Reset your password.”
3) “Remember Me” - add to the portal to allow users to decide if they want their login name saved
4) Change the link for “Online Help” to “Online Help/FAQs” with this link with more specific FAQ help:
http://www.zixhelp.com/zixport/3.7/en/webhelp/portalhelp.htm
Avoiding Client Spam Filters
When a user is not getting the emails from you or from resetting their password this is a client network spam filter issue or client browser same filter issue – NOT A ZIX ENCRYPTION ISSUE. To solve this issue be sure that the client has the following domain in their network and Outlook whitelist:smtpout.zixmail.net - which is IP addresses 63.71.8.100 through 63.71.8.109 for inbound mail.
Online Resources
- Also your branded portal User Awareness Site, like mine for shared portal users, should be linked to from your website.
- And you can feel free to use this one page PDF overview as well.
- Of course the easiest way to improve communication with your clients is to get them using ZixMail which you can buy for them or they can buy themselves at the special RadarMail customer addon price of $50/user.
User Browser Options
Short of a user getting on the Zix Network at the user level I would recommend having users review secure browser capabilities and addons in the context of their own company computer, browser, network and HIPAA HITECH security policies.
Depending on the sophistication of the user they can enable login/passwords being remembered in their browsers. If used properly this is the easiest solution but potentially the least secure if used wrong :
Firefox – go to Tools|Options|Security and you can enable saving passwords as well as a “master” password to protect use by an unauthorized user. Best, most secure and easiest to use.
- Other free browser Addons can be reviewed here:
IE 8 – Tools | Internet Options | Content | Auto Complete – no master password so less secure
Chrome – Click on the “wrench” icon on the upper right corner | Options | Personal Stuff | Form Autofill – NO master password option makes this insecure
- Other free browser Addons with better security can be reviewed here: https://chrome.google.com/extensions/search?itemlang=&hl=en&q=form+fill
Safari- Preferences | Autofill | Allow login/passwords – no master password makes this insecure.
- Browser plugin – http://lastpass.com/
Opera – Menu Tab | Settings | Preferences | Forms | Password Manager – no master password makes this insecure
Implementing an appropriate solution will not only help with your HITECH compliance activities but a user’s use of the web in general.
If these resources do not help your users then there is really nothing further to be done for them.
As the old adage says, “you can lead a horse to water but you can’t make them drink.” 
Caution – Any of these actions should be reviewed by a user in the context of their corporate security and HIPAA HITECH privacy policies and the links provided by The Industry Radar/RadarMail 360 are solely for information purposes only.
