Mail Security

For the safe use of LINE WORKS Mail, set company-wide security policy for the Mail services.

Import external emails

You can set whether to allow each member to use the ‘Import external email’ function.

For the users who have been using other mail services, this feature allows them to view emails sent to both the email address of other providers and the LINE WORKS Mail service.

  1. Select ‘Security’ from the left to expand the menu and press ‘Mail Security’ to access the page. On mobile, tap the button to access the menus.
  2. Press right to the ‘Import external mail’ field to edit.
  3. Change the settings for the ‘Import external mail’ field.
    • Allow: All members can use the ‘Import external mail’ function.
    • Do not allow: All members cannot use the ‘Import external mail’ function.
      If this option is already selected, all set information will be deleted.
  4. At the top right, press ‘Save’.

Block image/link of external mail

If you receive an email from outside the company, you can set not to show the image or link in the email to members.

Even when images/links are blocked, members can still decide to press and view images/links hidden according to the administrator’s settings.

Administrators can choose whether to apply this security feature on all members or give the option to use the function to the members.

  1. Select ‘Security’ from the left to expand the menu and press ‘Mail Security’ to access the page. On mobile, tap the button to access the menus. 
  2. Press right to the ‘Block image/link of external email’ field to edit.
  3. Select from the following options on whether to apply the ‘Block image/link from external email’ function.
    • Block image/link in the mail of all members: If you select this option, the admin blocks images/links of the external emails from all members by default.
    • Give options to each member: If you select this option, each member has the option to choose whether to block images/links from external emails.
  4. At the top right, press ‘Save’.

Security level settings

The security levels of LINE WORKS Mail include General, Restricted, Confidential, and Non-business. The administrator can decide whether to use each security level.

Members can send an email by specifying one of the security levels currently in use.

  • General: General emails do not have set expiration dates and are always allowed to forward. Emails that members do not specify a security level are the ‘General’ level.
  • Restricted and Confidential: The security level for sending emails with critical information. You can change the security level and its name according to your company policy.
    • Level name: You can change the security level name by clicking ‘Edit’ next to the ‘Restricted’ and ‘Confidential’ levels.
      • The edited level name will be displayed in Admin and throughout services.
      • In the audit log, Restricted or Confidential is included in front of the new level name to distinguish the two.
    • Level-specific settings: You can change the setting on ‘Expires after’,’Forwarding prohibited’, and ‘Delete sent emails after expiration’.
  • Non-business: The security level for sending emails not related to business.
    • Emails set as ‘Non-business’ are excluded from the monitoring. However, these emails will be audited and archived.
    • The ‘Non-business’ level cannot be used alone and requires at least one another security level in use.
  1. Select ‘Security’ from the left to expand the menu and press ‘Mail Security’ to access the page. On mobile, tap  to access the menus.
  2. Select ‘Security level’.
  3. Press right to the ‘Security level’ field to edit.
  4. Select whether to use each security level.
    • Use: Members can specify a security level when sending an email.
    • Do not use: Members cannot specify a security level when sending an email. Also, all emails are treated as the ‘General’ level.
  5. If you turn on the ‘Restricted’ and ‘Confidential’, you make changes to advanced settings for ‘Restricted’ and ‘Confidential’ emails.
    • Expires after: The last date on which you can check the email. Emails that have passed the expiration date will be deleted. You can select from None, 1 day, 1 week, 1 month, 3 months.
    • Forwarding Prohibited: Restrict recipients from forwarding the email to another person.
    • Delete sent emails after expiration: After the expiration date, an email will also be deleted from the sender’s ‘Sent’ mailbox.
  6. At the top, press ‘Save’.

Attach files with download expiration date

You can set whether to allow sending files larger than the ‘Files with download limit’ in Mail.

If the function is on, the file that exceeds the attachment limit can be downloaded up to 100 times in 7 days.

You can set the ‘Files with download limit’ for emails in the ‘Admin > Services > Mail > General’ page.

If you are allowed to send ‘Files with download limit’, the maximum number and file size of attachments can be set in the ‘Admin > Service > Mail > General‘ page.

Setting function Description Admin menu location
Attachment size limit You can set the maximum file size of the attachments available for download without any restrictions. Admin > Service > Mail > General
Files with download limit – Allow attachments or not You can choose whether to allow sending attachment files larger than the set file size limit in Mail.

These files can be downloaded up to 100 times in 7 days.

Admin > Security > Mail Security
Files with download limit (Attachable number and file size) When sending a file larger than the set file size limit, you can set the maximum number and file size that members can attach per email. Admin > Service > Mail > General

 

  1. Select ‘Security’ from the left to expand the menu and press ‘Mail Security’ to access the page. On mobile, tap the button to access the menus.
  2. Press right to the ‘Files with download limit’ field to edit.
  3. Choose whether to use the ‘Files with download limit’ function.
    • Allow: The file that exceeds file attachment limits can be downloaded up to 100 times in 7 days.
    • Do not allow: You cannot attach a file larger than the file attachment limits.
  4. At the top right, press ‘Save’.

Email backup/Save to PC

You can set whether to allow members to use the mailbox backup function and save the original email to PC.

  1. Select ‘Security’ from the left to expand the menu and press ‘Mail Security’ to access the page. On mobile, tap the button to access the menus.
  2. Press right to the ‘Mail backup / Save to PC’ field to edit.
  3. Select whether to turn the ‘Mail backup / Save to PC’ on or off.
    • ON : All members can use the ‘Mail backup / Save to PC’ function.
    • OFF : All members cannot use the ‘Mail backup / Save to PC’ function.
  4. At the top right, press ‘Save’.

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