DRACOON for Outlook version 5.5 or later
With DRACOON for Outlook, you can create password-protected shares and file requests. In this case, the user of the share or file request must first enter the password before being able to download or upload files via the share or file request.
The specified password must be provided to the user. For security reasons, however, you should not send it along with the share or file request link in an email - if someone intercepts the email, he would have all the information needed to use the share or file request. That is why you should send the password in a separate way, for example via chat. However, you can also conveniently send the password via SMS using DRACOON for Outlook, provided that you know the mobile phone number of the email recipient or if it is stored in your Outlook address book.
Turn password transmission via SMS on/off
- In the Outlook ribbon, in the DRACOON group, click Options, and then click Send download password via SMS to switch password sending on or off.
If the Send download password via SMS command is not visible, the SMS password send function is not activated on your DRACOON server. In this case, contact your administrator.
Transmit password via SMS
- While you composing an email, create a share or file requests in it, e.g. as described under Send shares for files, folders, and data rooms stored in DRACOON.
- Specify a password for the share or file request.
- As soon as you send the email, DRACOON for Outlook tries to find the mobile phone number for each specified email recipient in your Outlook address book.
- If the phone number for at least one recipient cannot be found in the Outlook address book, a dialog box appears.
- In the Telephone number field, click each email recipient and enter their mobile phone number.
- Click OK to transmit the password to the specified numbers via SMS.
Restriction for encrypted data rooms: Please note that for shared files and folders from encrypted data rooms, the password cannot be sent via SMS. This also applies if you share entire encrypted data rooms.
In these cases, you must therefore manually notify the recipient of the password by other means, e.g. via chat.
The reason for this restriction is that the password for the share or file request must be sent in plain text via the SMS gateway. Since the password for encrypted data rooms is also used to decrypt the shared files, a security risk would exist. The strict security concept of DRACOON requires that decryption passwords must never leave the user's end device and never be stored anywhere in plain text. This principle would be violated when decryption passwords would be sent in plain text via SMS.
Telephone numbers that are not stored in the Outlook address book must be entered again each time an SMS is sent (under step 4). To avoid this, if you repeatedly send to certain receipients, you can specify that DRACOON for Outlook automatically saves newly entered numbers in the Outlook address book. They will then be added to any existing contact with a matching email address; if there is no matching contact found, a new one will be created.
If you want to use this feature, select the Save phone numbers in Outlook's contact folder option under Settings > General.