docLOCK HELP

docLOCK FOR OUTLOOK

1. Use MS Outlook as normal

Draft your email, add your email signature and attach documents as you would normally do.

2. Secure Documents

Once you click on send, a new window (Secure Documents) will pop up on your screen. This is where you decide which documents you want to secure with a password and/or convert to a PDF.

Note: docLOCK secures attachments, it will not secure any links in your email.

A. Security Pin Codes (Fixed Pin)

Use this option if the sender and recipient have agreed on a fixed (permanent) password/code for documents. The recipient will receive the document encrypted with the agreed password.

Select the recipient from the drop down recipient list and the pin code will be shown.

Add a new recipient and pin code in the drop down recipient list. 

To delete a pin select the recipient and click on the delete bin icon.

B. SMS Pin Codes

Use this option should you wish to send the Secure Documents Encrypted Password via SMS. If the recipient’s mobile number is saved in your Outlook contacts, their mobile number will be automatically added to the SMS list.

Click on “Recipients Initialized / Not Initialized” to open the “Edit Mobile Contact Details” box to add missing mobile numbers for recipients. When adding new mobile numbers, click on “save” to save it to your outlook contacts.

Select the recipients who are to receive their pass code by SMS. Recipients who are not selected will receive their passcode via email and the docLOCK portal.

Recipients cannot reply to these SMS’s for security reasons.

*SMS Pin Codes are only available on the Enterprise Package.

C. Secure Settings

Make use of this option for quick select all or deselect all.

D. Documents

Select the documents that you wish to secure and then select the documents that you wish to convert to PDF. Documents that are already in PDF format cannot be converted to PDF, the tick box will not function.

Documents that do not need to be secured must not be selected, but can still be converted to PDF without any security/encryption if you wish.

When done, click on send.

3. docLOCK Processing

docLOCK will start to process your documents, securing them before Outlook delivers them to the intended recipients.

You will see the docLOCK progress screen. This process cannot be cancelled and will take only a few seconds to complete. 

NAVIGATING THE TOOLBAR

docLOCK Vault

Go directly to the Password Vault Log In page.

Request License Key

Launch a new email to the docLOCK Sales team and request a license key.

Manage License Key

See your license key and expiry date.

Update Now

See your docLOCK version and run an update if required

Send Quick SMS

Open the “Send Quick SMS” window

1

Enter the recipient’s email address, mobile number and name. Click “Save” to save the details to your Outlook contact list. Mobile numbers must begin with South Africa’s country code “27”.

To easily search saved recipients begin by typing either the email address, mobile number or name in the relevant field, OR, use the drop down arrows.

2

Enter your email address in the “Reply Email” field. When the  recipient replies to the SMS, the reply will be sent to this email address.

3

Type your message. SMS messages are limited to a maximum of 160 characters.

Click on the “SMS Credits on Hand” link to see how many SMS credits you have available to you.

Quick SMS’s use 1 credit per SMS.