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, and Confidential levels.

The administrator can choose whether to use the security level, set the expiration date, and allow forwarding for each security level.

Members can specify a security level when sending emails only if the administrator enabled this function.

  • General: General emails do not have set expiry dates and are allowed to forward. Emails that members do not specify a security level are the ‘General’ level.
  • ‘Restricted’ and ‘Confidential’ level: Treated as secured emails and are deleted automatically according to the expiry date set by the administrator. Also, forwarding can be restricted.
    • Expiry date: You can check the email until this date. Emails that have passed the expiry date will be deleted.
    • Forwarding  available: The recipient can send the email to another person.
  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 ‘Security settings’ field to edit.
  3. Choose whether to use the ‘Security settings’ function.
    • 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.
  4. If you turn on the ‘Security settings’, you can set the expiry date and whether to allow forwarding for ‘Restricted’ and ‘Confidential’ emails.
    • Expiry date: You can select from 1 day / 7 days / 30 days / 90 days.
    • Forwarding available: If off, you cannot forward the emails of the given level.
  5. At the top right, 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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