Planning End User Communications

Most employees notice little when mxHERO is deployed, but some rules change what they and their recipients see. This page lists those changes by rule type and gives a template announcement you can adapt. Send it a few days before you widen routing beyond your pilot group.

What employees and recipients will notice

Use the rows that match the rules you plan to run.

Recipients don't need a cloud storage account to open public or password-protected links. Links limited to your organization or to the intended recipient require the recipient to prove who they are. See Opening protected attachments.

Decide what to tell people

• Which users are affected, and from when. Start with the pilot group.
• What changes for them, from the table above.
• How to opt out of a single message, if you allow it (see below).
• Where to get help: your helpdesk, and the End User Guide pages you want them to read.
• For partners and clients who receive links: whether they need to allow mxherocloud.com addresses in their web filters, and what a sign-in code email looks like. See Network endpoints and IP addresses.

Skipping a rule with #nomxhero

You can allow senders to skip attachment processing for a single message, for example when a recipient's system needs real attachments. Turn on the opt-out option in each rule where you want to allow it. The sender then adds #nomxhero anywhere in the subject line.

• It works for Protect Attachments, Secure Email and Zip Attachments rules that allow it. It has no effect on Copy, Block, Temporary Hold, Request Approval or S/MIME rules.
• The sender must be an account in your organization.
• mxHERO removes the hashtag from the subject before delivery, so recipients don't see it.
• The hashtag must be separated from other words by spaces. Upper or lower case doesn't matter.

See Opting out with #nomxhero.

Note: For recipients who should always receive real attachments, such as a billing system, add an exclusion to the rule instead of relying on senders to remember the hashtag. See Filters and exclusions.

Template announcement

Adapt this text. Remove the paragraphs that don't apply to your rules.

Subject: Changes to how email attachments are handled, starting <date>

Hello,

Starting <date>, <Company> will use mxHERO to manage email attachments
for <team or "all employees">. You don't need to install anything, and
you send email exactly as you do today.

What changes:
- Attachments in email you send to people outside <Company> are
  automatically uploaded to <Box / OneDrive / mxHERO Shares> and
  replaced with secure links. Recipients open the files from the links.
  <Links expire after <N> days.> <Recipients receive the password
  in a separate email.>
- A copy of each attachment is saved in your <storage> folder
  <folder name>, organized by correspondent and subject.
- <Some messages are held for <N> minutes before delivery. You'll get
  an email that lets you send the message now or cancel it.>
- <Messages to <recipients> need approval from <approver> before
  they are delivered.>

If a recipient needs the original attachment:
- Add #nomxhero to the subject line, and the attachments will be sent
  as normal for that message.

To manage held messages, approvals or shared files, go to
https://app.mxhero.com and sign in with your work email.

Questions? Contact <helpdesk contact>.

Prepare your helpdesk

Give your helpdesk:

• The list of rules and who they apply to.
• The End User Guide pages: The End User App, Managing held emails, Approving emails, Managing shared files, Opening protected attachments and Password-protected emails.
• Access to Reports › Email Flow Logs, so they can check what happened to a specific message.

Related pages

• Deployment checklist
• Opting out with #nomxhero
• The End User App
• Notification templates