Support Center

Email Notifications

Last Updated: Mar 15, 2019 07:33PM PDT
This article enumerates Email Notifications in response to configuration changes and events.

Administrative Notification
Email communicates important Account status, configuration, and component event changes to affected Accounts and related Organization Administrators/ Delegates.

Some notifications are specific to Individual Accounts and/ or Organizations, while others are specific to core and optional system components. Each falls into one of the following categories:

 
  • Account and Organization Creation
  • Password and Password Policy Changes
  • Feature Changes
  • Feature Events for Component Processing
  • State Changes for LOCKDOWN and Honeypots

Notification Details
Email notification is always from ssp-admin@definisec.com with a Display Name SSProtect Administrator. Newer, updated notifications include the [SSProtect] moniker in the Subject to facilitate Inbox message and alert management. This will be applied to all in upcoming releases.

Details for each notification, including intended recipients, are included below.


Account and Organization Creation - [SSProtect] Create Account
Sent in response to Account Creation as described in the article, Creating an Account. This notification is delivered to the email address associated with the new Account, and includes the Code used to complete the Provisioning process. This applies to the creation of both Individual and Organization Accounts.


Account and Organization Creation - [SSProtect] Change Organization
Sent in response to migration from an Individual Account to an Organization. This instructs the recipient - the new Organization Administrator, to perform Refresh Login... to establish a new Login Session and context that leads to another 1st Time Use request to export keys (which should be done since this will then include Organization Keys that didn't exist before).


Account and Organization Creation - [SSProtect] Register Account
Sent in response to the creation of a new Organization Account, and delivered to the new User's associated email address, providing directions for Registering a new Account with temporary credentials as described in the article, Using the Registration Email.


Account and Organization Creation - [SSProtect] Validate User Request
Sent to all Privileged Organization Accounts after a new User completes the Registration Procedure for a new Account (in response to the previous notification), providing the email address for the User that needs to be Validated from the Administer Users display.


Account and Organization Creation - [SSProtect] Validate User Confirmation
Sent to a new Organization Account holder, with all Privileged Organization Accounts on the CC:, notifying the new User that he/ she has been Validated and may now Login to SSProtect.


Passwords - [SSProtect] Change Password Policy
Sent in response to a Password Policy Change, to the affected Individual Account or all Privileged Organization Users, indicating that Password Policy has changed, with details. For more information, see the article, Password Policies. Additional Administrative guidance is included in the articles,
Administering Your Account, and also Managing Organization Users.

Passwords - [SSProtect] Account Password Reset Notification
Sent to the affected Account whose Password has been Reset by a Privileged Organization User, and includes the temporary Password required to Login and execute a Password Change (which must adhere to Password Policy). Successful execution results in the Validate Password Change request/ notification, below.

Passwords - [SSProtect] Password Reset Notification
This notification is functionally equivalent to Password Reset Notification in the previous paragraph, though is the result of execution by DefiniSec Support rather than a Privileged Organization User. The email title and message format differs only slightly, but will be retained to help recipients identify the different source actors.


Passwords - [SSProtect] Validate Password Change
Sent in response to use of a Temporary Password (resulting from a Password Reset), and delivered to all Privileged Organization Users (when applicable), indicating that an Organization Account must be Validated before it can be used. Note that Validation re-uses the Validate User Confirmation notification described above.


Feature Changes - [SSProtect] Notify - Org Change Request
Sent in response to a request to add/ remove feature components, and includes specifics related to the change being requested. This message goes to DefiniSec Support (who has to grant the request on behalf of an Organization or Individual Account) and also to Privileged Organization Users when applicable. For more information, see the article, Adding Feature Components.


Feature Changes - [SSProtect] Notify - Org Signup Policy Change
Sent in response to a Signup Policy modification that either permits or denies Account Signup requests to join the Organization, or modifies the number of requests that can be submitted and/ or processed over time. For more information, refer to the article, Managing Sign-Ups.


Feature Events - [SSProtect] Notify - Quota Limit Imposed
Sent when a managed file is re-protected (usually on close) and the resulting re-protection would push the owner's Quota past the defined limit. When this happens, the file is re-protected using Optimized Offloading as reflected in the notification email delivered to the User and target Organization's Privileged Users. For more information, refer to the article, Archives and Quotas and also to the article, Operating Modes.


Feature Events - [SSProtect] Third Party Trust Notification
Sent in response to being added or removed as a Third Party Trust - and delivered only to the affected user, this includes the sharing Organization and its' associated Privileged (or Individual) Account. To take advantage of the change, the affected User must Refresh Login... in order for the associated key exchange to take place - required before shared materials can be accessed.

Feature Events - [SSProtect] :xRecovery Request Result
This message is sent after an :xRecovery Archive is created and ready to be downloaded. Subsequent action requires the requesting Privileged (or Individual) Account holder to visit the :xRecovery Panel to acquire resources to access and download the Archive. For more information, refer to the article, Abbreviated Procedures for :xRecovery.


Feature Events - [SSProtect] :Respond Summary Notification
This is sent when executing a :Respond Analysis, after Summarize has been selected, and when the Waiting... state transitions to Notify. :Respond is further described in, Using :Respond.

Feature Events - [SSProtect] :Respond Request Notification
This notification is sent to targeted Users requesting Refresh Login... so an Analysis can be performed as part of an Organization :Respond proceeding. This is delivered as a result of a Privileged User choosing individuals from an Account list, then proactively choosing to send email notification. More details can be found in, Using :Respond.


Feature Events - [SSProtect] :Respond 3rd Party Report Available
Feature Events - [SSProtect] :Respond 3rd Party Report Approval

Feature Events - [SSProtect] :Respond 3rd Party Report Reviewed
Feature Events - [SSProtect] :Respond 3rd Party Report Removal
:Respond generates 3rd Party Reports showing Disclosure Risk for items accessed by the Users of the Organization for which a Report is generated. These Reports are not disclosed to the 3rd Party until they are Reviewed and Approved by an Organization Privileged User. 3rd Party Review also generates notification back to the Privileged Users of the generating Organization - as does any Removal action carried out by the same. For more information, refer to the article, Using :Respond.

State Changes - SSProtect LOCKDOWN Activated
Sent in response to a LOCKDOWN action, broadcast to all Organization Users. This indicates to them that SSProtect-managed content cannot be accessed, temporarily. See the article, LOCKDOWN for more information.

State Changes - SSProtect LOCKDOWN Lifted
Sent in response to an UNLOCK action, broadcast to all Organization Users. This indicates to them that SSProtect-managed content is now (again) available for Users to work with. See the article, LOCKDOWN for more information.


State Changes - **** SSProtect Offline Honeypot Access ****
Sent in response to a Honeypot file being accessed while the target host's SSProtect instance was offline, not managing an active Login Session. The message is delivered only to the User that defined the Honeypot. This message includes the target file, additional information about the event, the Calling Process (if any), and whether or not the target file has changed since instantiated as a Honeypot. For more information, see the article, Honeypot Behavior: Scope and Triggers.

State Changes - **** SSProtect Honeypot Access ****
Sent in response to a Honeypot file being accessed while the target host's SSProtect instance was managing an active Login Session. The message is delivered only to the User that defined the Honeypot. This message includes the target file, additional information about the event, the Calling Process (if any), and whether or not the target file has changed since instantiated as a Honeypot. For more information, see the article, Honeypot Behavior: Scope and Triggers.


State Changes - **** SSProtect Honeypot Removal Notification ****
Sent when a Honeypot-configured file is taken out of service, and delivered only to the User who originally defined the Honeypot file. This includes the name of the User removing the Honeypot (which should be the recipient), whether or not removal succeeded or failed, and whether or not the file has changed since originally instantiated as a Honeypot. For more information, see the article, Honeypot Behavior: Scope and Triggers.


State Changes - **** SSProtect Honeypot Collision Notification ****
Sent when a Honeypot-configured file is the target of a Protect request, i.e. an attempt to Protect/ Encrypt a file that has been configured as a Honeypot - and sent to the Honeypot File's Owner. This allows the owner to notify the User attempting to protect a managed file, since failure does not immediately indicate to the User that the target is a Honeypot (to avoid Information Disclosure). For more information, see the article, Honeypot Behavior: Scope and Triggers.


Additional Notifications
A number of notifications are routed to DefiniSec Support to make sure needs are being properly serviced. This currently includes feature requests, failure to download an Update, and :xRecovery Archive requests (which require Support participation).

 

This article was updated w/ v9.1.0 of the :Foundation Client

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