Frequently Asked Questions
What is Inperson365?
From the very beginning, we have designed Inperson365 as a secure digital transfer service.
As such, Inperson365 makes sure your data is protected at all points of risk on the journey from sender to recipient, meaning from the time it leaves the relative safety of your firewall until it reaches its intended destination.
When your data is in transit it is most at risk because this is precisely when it is most vulnerable to third-party attacks.
To secure your data exactly when it needs it most, Inperson365 has much more to offer than simply email security.
Powered by its many innovations, Inperson365 not only enables exchanges between individuals using email in a traditional way, but also facilitates communication for machine-to-machine and application-to-application use cases – challenges that every enterprise are facing.
I received a secure email from Inperson365. What to do? - Is this even legitimate?
You have received a Inperson365 transfer notification from a sender that you know? Congratulation!
This means, that the sender has recognized, that the transferred data were too confidential for a normal (insecure) email or the files were simply too large for email attachments. So this is really a reason for joy!
To access the transmitted data, please open the notification email again and click on "Download Files".
Your browser will open the Inperson365 web application of the sender then.
The sender has most likely defined a password that is needed to retrieve the data. This is an important security aspect.
Please call the sender and ask for the password (Unless you have already received the password via SMS).
You will find the sender's name and phone number in the left upper corner of the Inperson365 notification email.
After entering the password, you can access the download page and preview and/or download all files and messages.
Don't worry, all contents that are transferred with Inperson365 were scanned for viruses and malware.
This is not the only reason why Inperson365 is a very secure transfer method.
By the way:
If you want to send confidential data or large files back to the sender, just click on the "Reply" link in the upper right corner of the Inperson365 notification email, verify your email address and send it with the web application. There is no need to use an insecure transfer method anymore with this communication partner.
How much does Inperson365 cost?
The price depends on several factors:
How many employees will use Inperson365?
Would you like to make it easier for your employees to communicate securely using our Outlook or Notes integrations?
Do you want to automate processes and need access to the Inperson365 API?
How is Inperson365 different than other transfer methods?
While keeping a high level of security, Inperson365 is much more intuitive and user-friendly that other methods for transferring large or secure information such as Email, S/MIME, FTP, S-FTP or portal solutions.
Inperson365 combines the following advantages:
No client software installation required – a browser is sufficient.
No special know-how required using the system – the user frontend is self-explanatory.
Attractive, intuitive and simple user interface that everybody can understand and that can be adapted to your corporate design.
No need to set up user accounts. No forgotten passwords, dead accounts or time-critical creation requests.
Full audit trail of all transfers. The senders will be informed about the status of their transfers. A log gives information about all transfers in a central place.
No dead files. Inperson365 deletes all transfer packages after a configurable number of days and thus cleans up itself.
Integration into Outlook and Notes can be used to further increase the ease of use.
No file size limits. Inperson365 can exchange files of any size.
Cryptshare is ideal for ad-hoc file transfers in the area of B2B or B2C communication, especially as external parties can send you confidential data without having to fulfill any pre-requisites.
How is Inperson365 different than other products and providers of services for web-based secure file transfer?
Inperson365 is characterized by the following advantages:
Inperson365 is under your control, in your data center or hosted as a private cloud service. It can be used as your company’s portal for exchanging your files with your partners. Inperson365 is not a public cloud-based file sharing solution but a business server product running under your control. This makes sure that sender and recipient have access to the Inperson365 server URL and are not blocked by their firewall or filter systems from accessing the system. Also you can be sure that no one can read your data but you. There is no backdoor for lawful interception as with many cloud services.
Consistent encryption without having to exchange certificates or software in advance.
No user accounts. No time-critical creation of accounts, no resetting of forgotten passwords, no deletion of unused accounts.
No cost for external users, no matter if they send or receive files.
No limits or costs for transfer volumes (apart from ISP cost).
No limits or costs for bandwidth (apart from ISP cost).
No storage cost in Inperson365. Only the cost of physical storage you allocate applies.
How is Inperson365 for Outlook different from S/MIME or PGP?
Easier to use
You can send a secure message ad-hoc to any recipient without any preparation. Recipients do not need to have an S/MIME or PGP installation, nor do you need to exchange public keys with them before you can communicate. They don't even need to have a Inperson365 installation, licence or user account. The only need to have an email address and you need to inform him on a separate way about the password that you have set for the message. In case you forget, the recipient automatically gets your contact details and can get in touch with you.
No size limit
S/MIME and PGP encrypt your email message, but do not help you with large file attachments. Typically, size limits apply either on your mail server, on the recipient's mail server or on the systems of email providers on the way. Often, these limits are as low as 10 or 20 MB. As a result, large files cannot be attached. With Inperson365 for Outlook, you can attach very large files to your message, up to multiple gigabyte. The files are not transported via email, but via your Inperson365 server, even taking the load off your and the recipient's email system. Only your system administrator can limit the size by configuration.
For technical reasons, S/MIME and PGP can encrypt the email body text, but not the subject line. With Inperson365 for Outlook, you can choose to also send the subject line encrypted if it contains confidential information. Thus, you protect yourself and your recipient from eavesdropping and social engineering attacks. Also, S/MIME and PGP use the same encryption keys every time you communicate. If the private key gets compromised, so is any communication you have encrypted with the corresponding key pair. Inperson365 uses another key for each communication between two parties.
More compliance and audit trail
Inperson365 will inform you when your message has been delivered to the recipient and will keep a full audit trail about all communications. Your message will not be routed through a series of mail servers of which some are out of your control. Instead, your message is uploaded to your own, secure server and downloaded by the recipient straight from there, using latest transport and storage encryption technology. This allows to provide a full audit trail about all communications, notifications to the users e.g. about successful deliveries or attempts to attack the contents and takes away headaches with data protection legislation in many countries and industries.
Does Inperson365 for Outlook work with Office 365?
Inperson365 for Outlook can be used with any supported version of a local Outlook installation on your PC, no matter how Outlook has been licensed or purchased. This includes all Office365 plans where you can download and install Outlook on your computer. However, Inperson365for Outlook is not yet available within the Outlook Web App (OWA).
Where can I download the installers of Inperson365 server, Inperson365 for Office 365 & Outlook and Inperson365 for Notes?
Since we as a manufacturer of security technology are subject to certain regulations, we cannot make the files completely publicly accessible.
However, you can open a user account in our customer and partner area at any time and download the files afterwards.
Can the domain names registered in the license key be changed later on?
Yes. The registered domain names can be changed at any time. To have them changed, please get in touch with your reseller. You will then get a modified license key. We charge a handling fee for all changes to the licence key.
Do external communication partners need an extra license?
No. External communications partner that communicate with you using your company's Inperson365 Server do not need to be licensed. Neither if you send information to them nor when they send information to you. Also, they don't need to create a user account or set up any software.
Can the number of licensed domains be increased later on?
Yes, you can add more domains to your license key as long as these domains are owned by your company as well.
Please get in touch with your reseller. You will then get a modified license key. We charge a handling fee for all changes to the licence key. If you add more users by adding more domains, you might have to increase your license.
Is Cryptshare for Outlook included in our license?
The use of Inperson365 for Outlook requires an Business Licence Key to be installed on the Inperson365 Server. As a user, you cannot check whether or not Inperson365 for Outlook is licensed on your Inperson365 Server. However, your administrator can check the licence key as described in our admin documentation.
I have purchased a named user licence and would like to change the listed names. Is that possible?
I have purchased a named user licence and would like to change the listed names. Will there be a charge for this?
We reserve the right to charge for repeated requests of listed name changes.
Technology and Architecture
Which encryption technology is used by Inperson365?
Inperson365 uses latest transport layer security (TLS) to protect the communication between clients and servers. The key length is depending on the SSL certificate you implement on your Inperson365 Server.
Files that are stored on the Inperson365 server are also encrypted. We use the AES algorithm with a key length of 256 bit. Each transfer is encrypted with an individual AES key. Inperson365 Server does not save passwords at any time.
The Inperson365 add-on products "Inperson365 for Outlook” and “Inperson365 for Notes” also use TLS for communication with the Inperson365 Server.
Where is the Inperson365 Server located? Is it hosted or is it in the cloud?
When you decide to use Inperson365, you will have one (or many) Inperson365 Servers dedicated for your business. Employees of your business can use them to exchange their own files with their external communication partners. No third parties can use your Inperson365 Server(s) to communicate with each other.
You can run your own Inperson365 server(s) within your secure perimeter (e.g. within your DMZ). Or you can decide to have your Inperson365 Server(s) hosted by a hosting partner or Infrastructure-as-a-Service cloud provider of your choice.
In the meantime, Inperson365 is also available as a public cloud-based Sofware-as-a-Service.
Do I open a security leak by using Inperson365 in my company?
No. Inperson365 provides a series of security measures (e.g. SSL/TLS for transport security, AES 256bit for storage security, policy control, detailed logging, one-time passwords etc.). In addition, that, you can use third-party systems to further control the data streams such as Anti-Virus solutions or DLP solutions to scan the contents that are sent or received and block unwanted information from leaving or entering the business. Thus, Inperson365 provides compliance.
As Inperson365 fulfills all the communication needs of your users, is very easy to handle and provides control for your users, they will no longer go for shadow IT solutions to exchange large files.
So Inperson365 closes existing security holes by bringing your users on-board a well-controlled, auditable and secure communication solution with a maximum level of interoperability between you and your customers and partners.
How large can a file transferred via Inperson365 be at maximum?
A file or a transfer package consisting of multiple files can have any size. There is no technical limit in Inperson365 other than limitations of the server hardware for storing the file.
Although there is no technical limit for the size of files transferred via Inperson365, we suggest to set a size limit which reflects the performance limits of your current IT infrastructure.
The size limit for Inperson365 transfer is not static. Using the Inperson365 policy, you can set individual size limits for certain sender/recipient combinations and tailor Inperson365 to meet different use cases of different user groups in your business.
Is it possible to run multiple Inperson365 Servers in my company?
Yes. You can run as many Inperson365 servers as you want without any additional license cost as the license is per mailbox, not per server. This way, you can set up for example an Inperson365 Server for each country or continent your company is represented in.
Can logging information of a Inperson365 server be imported into a log management system?
Yes. The log data are stored in a database on the Cryptshare Server. It is possible to export the log data into central log management / SIEM systems for further processing using the LogBack library.
Why is Inperson365 for Outlook secure?
Inperson365 for Outlook
Secures the transport of your data between your computer and the Inperson365 Server as well as between the Inperson365 Server and the recipient's computer using the latest transport layer security (TLS) standards.
Secures the files using strong AES-256bit encryption while they reside on the Inperson365 Server using one-time encryption keys for each transfer which are not stored on the server, but can only be generated by you or the recipient in terms of entering the correct transfer password.
Automatically removes data from the server after a defined interval.
Performs a virus check of all contents you send or receive via Inperson365.
Detects unauthorized attempts to download data and reacts by blocking or deleting the contents from the server and informing you about the incident.
Keeps a full audit trail of the data you send and receive, including IP addresses of senders and recipients.
Notifies you about successful and unsuccessful delivery.
Puts you in control over your data at any time.
Can file exchange take place in both directions, i.e. outbound and inbound?
Yes. You can exchange files in both directions. Neither your employees nor their communication partners need to install software, exchange certificates, or set up user accounts in advance. No matter if the transfer is inbound or outbound – the sender opens the URL of the Inperson365 server in his browser and is guided through a few easy, self-explanatory steps.
Thus, anybody can send messages or files securely without having to involve IT staff in advance.
The Inperson365 license covers communication with any number of external contacts, no matter if these use the system as recipients or senders.
To make Inperson365 even easier and more comfortable to use, we offer integration into MS Outlook and IBM Notes. These allow the confidential sending and receiving of confidential messages or large files straight from your email client.
Can I use Inperson365 to exchange files with any number of communication partners?
Yes. You only need to license the number of email accounts within your own email domain(s). The number of external contacts you communicate with is not relevant for the license price.
It does not matter for the license if the external users are sending or receiving information.
Is there a log where I can see which files have been provided and downloaded when and by whom?
Yes. The sender of a transfer gets an email that informs about the download of a file transfer. Also, he is notified if the download expires without having been downloaded. In addition to that, there is a central log file that only administrative users can access. You can configure logging options to keep track of the details you want to see and hide those you don’t want to log.
It is possible to log the point in time when up- or downloads have been made, the sender and recipients’ IP and email addresses, filenames and sizes as well as texts and subjects entered by the users.
What is the maximum file size I can send?
Technically, there is no size limit in Inperson365, so you could potentially send files of any size. However, there are limits that the administrator can (and probably will) set. These limits do not apply per user, but per sender/recipient combination, so they could be different when sending to recipient A or B. This will allow the administrator to tailor the file size to the use case. For example, you might be able to send very large files to somebody in the marketing department that deals with hi-resolution images and videos, but will see a lower limit when sending to HR.
Even though you can send very large files out of MS Outlook now, you don't need to worry about the size of your mailbox. There are warning thresholds and file size limits that allow customizing the solution so that only files up to a certain size can be kept as email attachments in inbound or outbound messages. Larger files can only be saved to disk.
Is there a possibility to control access to Cryptshare by creating user groups?
The Inperson365 policy allows controlling access to Inperson365 by black- or whitelisting using regular expressions against email addresses, email domains, LDAP users, LDAP groups, IP addresses, and IP address ranges. Thus you can control on any desired level of granularity who can use the system and who cannot. Actually, you do not only grant access to certain users or groups, you can even control whom they can communicate with and whom they can not.
We currently support Microsoft Active Directory and IBM Domino Directory as LDAP directories.
Can the retention period of the files be varied?
Yes. Administrators can set a maximum retention period for transfers. For each transfer, the user can modify the retention period to a value within the limits set by the administrator.
The retention time limits set by the administrator can be defined in policy rules. This means that you can set different maximum retention times for different sender/recipient combinations. For more details, please refer to our documentation on Policy Settings.
Is there a possibility to apply a content filter on the files that are being transferred via Cryptshare?
Yes. Using third-party content filters / reverse proxy servers that are able to scan SSL/TLS traffic on port 443, the data stream from/to the Inperson365 server can be monitored by this filter as well.
Is Inperson365 GDPR/DSGVO/AVG, NTA7516, CCPA, FIPS140-2, HIPAA etc. compliant?
Our development approach is to continuously develop and improve our product Inperson365.
Customers benefit from this model because they are always entitled to the latest and best version of Inperson365.
Certification of a product with the scope of Inperson365 would take several months to complete and would only apply to exactly the version that has been certified.
Any changes to that version would require a re-certification of parts or even of the complete solution, causing similar effort.
As Inperson365 is a web application, we provide minor fixes and updates on a regular basis. This is done to react to recent security threats becoming known in technology components that we use as well as to react to new developments like updated browser versions or technologies. Unfortunately, this frequent update policy is contradictory to a certification approach. Apart from the implications on our release cycles, the cost for a continuous recertification cycle would demand us to increase license costs significantly.
As a result, Inperson365 is currently not certified at any level of the Common Criteria.
We have customers in many security-relevant industries such as banking, insurance, public sector, utilities, defense, etc. who are using Inperson365 after having assessed product security on their own. In addition to internal automated and manual security reviews, we also encourage all our customers to share feedback from security checks and assessments with us to constantly keep product security on a high level.
We do not regard security as a one-time achievement but as a constant process.
How do I install Inperson365? Can I install Inperson365 on my own?
We provide Inperson365 as a pre-configured Virtual Appliance or Hardware Appliance that you can take live in no time.
Alternatively, Inperson365 can be installed very easily on any supported operating system using automated installation routines.
For our email integration products, several methods for automatic large-scale roll-outs exist.
Do I need an SSL certificate and if so which one?
Yes. You do need an SSL certificate to allow encrypted transfer between the users and the Inperson365 Server. The certificate is not part of the Inperson365 license and needs to be obtained separately by you. There is a self-created certificate pre-installed on the Inperson365 Server when it is shipped to you. However, this certificate is only provided to secure your access to the system during the first-time configuration and should be replaced by a commercial certificate as soon as possible.
There are no specific requirements for the SSL certificate. Technically you can take any certificate from any provider.
We suggest taking the following into consideration though:
Choose a provider that issues certificates from a Certificate Authority that is known to the browsers that your users want to use. You can see the list of known Certificate Authorities in the browsers. This makes sure that visitors of your Inperson365 Server will not see any security warnings when using the site.
Depending on the provider, there may be additional options you can book or buy for your SSL certificate. In terms of encryption, no additional options are required to use Inperson365. The simplest SSL certificate will do. However, you can use any additional options without any problems as well if you wish.
SSL certificates not only provide encryption but also provide authenticity. You might want to go for additional certificate options (e.g. EV - Extended Validation) to increase the trust of your users in the authenticity of your certificate.
Please note: you need a separate SSL certificate for each (sub-)domain you want to use. So if you want to use an additional website or web application on the same machine, you need multiple SSL certificates or a so-called wildcard certificate that covers all possible subdomains of the main domain.
What are the prerequisites for operating Inperson365?
The resource requirements are very much depending on the usage profile of your Inperson365 Server. Are you going to exchange few, but very large files? Or will you send thousands of small, secure emails every day? We are happy to help you sizing the right machine for you. The following information is helpful to assess your ideal hardware specification:
Expected number of transfers per day
The expected average size for a transfer
The preferred average retention period for the transfers
Expected peak load (How many parallel up,- and download operations shall the system be able to handle at maximum)
Which languages are supported?
Out of the box, we provide language packs for several languages such as Dutch, English, French, German, Italian, Spanish, Swedish, and Portuguese. You can see a full list of provided language packs here.
However, Inperson for Outlook is designed so that you can create and add language packs yourself if you wish to use Inperson365 for Outlook in further languages which are important for your business.
Can I change the User Interface Design of Cryptshare for Outlook?
Currently, you can only change the design of Inperson365 protective email classification yourself. But if you would like to have customized and branded versions, please get in touch with firstname.lastname@example.org