Secure/Large Email Attachments

Pepperdine Secure Email Attachments Login Screen

Pepperdine University's secure attachment service allows you to send encrypted attachments. This service is useful for sending very large files, up to 20 GB per message.

Pepperdine students, faculty, and staff can use the system to send attachments to other Pepperdine community members as well as to recipients outside of the university.

Best Practices and Benefits

  • Attachments are encrypted. This is required by University policy when transmitting RESTRICTED information.
  • The body of the message is not encrypted; do not place RESTRICTED information in the body of the message.
  • File attachments sent through this system do not count against Google email attachment size limits.
  • Attachments are accessed by a hyperlinked button in the email message for the recipient to download.
  • Download links that expire are securely deleted from the system.
    • Attachments smaller than 2 GB are only available for download for forty-five (45) days.
    • Attachments larger than 2 GB are only available for download for fourteen (14) days.

Send Secure Email Attachments

Send Secure Attachments

The Pepperdine Secure Email Attachments system, also called Accellion, is available to all students, faculty, and staff who have an "@pepperdine.edu" email address to send large and secure email attachments. NOTE: when "Secure access" is set, a non-Pepperdine recipient will be prompted to create an account when they attempt to access files.

Instruction

To send a secure attachment to another member of the Pepperdine community OR to an external contact:

  1. Visit https://attachments.pepperdine.edu.
  2. Enter your NetworkID or Pepperdine email address & click "Next" 
    Accellion Login Screen

  3. Enter your password and click "Sign in"

  4. Select "Compose"
    Side Bar Screen Compose

  5. Enter the recipient email address(es) in the "To:" field.
    You may also click the "To:" link to search for a Pepperdine recipient.
  6. Enter the title of your email message in the "Subject" field.
  7. Enter a message for your recipient(s) in the "Compose Message" box.
  8. If desired, select "More Options"
    • Select the desired options and click Save
      Attachments-message options screen
      • Secure access - We recommend that this is left checked for maximum security. When unchecked, the recipient will not need to log into the secure attachments service to download the file and you will not be able to receive any notification when the recipient downloads the file.
        If sending RESTRICTED information, the box should remain checked (secure) so that a password is required and you can receive a notification when downloaded.
      • Notify me when files are downloaded - When selected, you will receive an email notification when a recipient downloads the file. You can also add other individuals (to receive these download notifications) in the "Also notify" box.

  9. Click "Add Files" and select an upload option
    How to add files in attachments

  10. Navigate to the file(s) you want to send and click Open
  11. Click "Send" to send the attached file OR click "Discard" to cancel.

Retrieve Confidential Files

Retrieve Confidential Files

Instruction

  1. Secure attachments marked as secure access by the sender requires authentication to download.
    Require authentication to download screen

  2. A member of the Pepperdine University community will use their official Pepperdine NetworkID (or email address) and password to access the file(s).

    • Recipients outside of Pepperdine, will use their non-Pepperdine email address and be prompted to create a guest account on first access. Guest credentials may be used thereafter.
    Attachments - account creation window

Retrieve Non-Confidential Files

Retrieve Non-Confidential Files

Instruction

Secure attachments with secure access removed by the sender do not require authentication to download. The recipient will simply click the button in the email message. Once on the secure email attachments service, click the download link to retrieve your file(s).

  1. View the email from the sender about the secure attachment.
  2. Click the button to access the file(s).
  3. Click the Download link to begin. You can also click the direct link(s) on the site to download the file(s).
    Pepperdine Attachments - Requested File screen

  4. Save the resulting download(s) to your local computer in a location where you can find them later.

Request Confidential Files

Request Confidential Files

If you require a sender to email you a file with RESTRICTED information, perhaps the easiest way is the "Request File" option in attachments as instructed below.

Alternatively, if you require a non-Pepperdine sender to email you RESTRICTED information on a regular basis, simply send a message without an attachment and invite the recipient to Sign in using their email address to create a guest account on the secure email attachments service. After that, they can Send Secure Email Attachments to you.

Instruction

  1. Select All Files
    All files window with red arrow

  2. Right click My folder and select Request Files
    Attachments - request files window

  3. Compose File Request
    Pepperdine Secure Attachments - Request Files screen

    Advanced option:
    Select "Require authentication for file uploads" if desired for added security from the "Advanced" options dropdown menu below the message window.
    Attachments-request file screen-advanced

 

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