We have a Notes database that as part of it’s functionality generates an encrypted e-mail with an attached Word document, after a form has been filled in and “submitted”. This e-mail is sent to a “group” e-mail database that has a “group” .id file associated with it.
Our Privacy and Security department will not allow us to give the 5 users that need access to this database the group id and password. As a result we have added all of the users who need access to the group mail inbox ACL.
If the mail being sent to the group inbox was not encrypted this would allow them to view any mail in the database. However, our Privacy and Security department is requiring us to encrypt these e-mails.
Since the users of this group inbox are not logged in as the “owner” of the inbox (with group id and password) and since they are not an addressee on the e-mails (the group inbox id is), they can not access the attached Word document that is in these encrypted e-mails.
Is there any way in Notes to allow these people to open a Word attachment in an encrypted e-mail without being logged in to Notes with the group ID and password associated with this group mail inbox?
You create a group in the form of a person, require that incoming mail is to be encrypted, and then don’t allow the use of the necessary id file to read the mail. That mailbox has effectively become a black hole since no one can read the mail going in to it.
Create a mail-in database document instead, with a standard mail file, and set the users as a group to be editors in the ACL.
Your Privacy and Security department doesn’t know anything about Notes or cryptographic keys. If there’s a REQUIREMENT that the emails be encrypted, and there’s a REQUIREMENT that the users not have the key, then they necessarily can’t read the emails.
Why don’t you just create a traditional mailing group with the individual members and send it directly to their mail?