Mail2Cloud is mxHERO's email content management service. It applies rules that you define to your organization's email, either while messages travel or after they reach mailboxes, to save content to cloud storage, replace attachments with secure links, and control how messages are delivered. Read this page first to understand what the service does and which parts make it up.
What Mail2Cloud does
- Files email in cloud storage. Mail2Cloud saves messages (as EML or MSG), a PDF of the message body, and attachments to your cloud storage. Folder paths and file names are built from details of each email, such as sender, recipient, date and subject, so content lands in a consistent structure without any effort from your users.
- Protects attachments. Mail2Cloud replaces attachments with links to the stored files and applies link security, such as an expiry date, a password, or access limited to your organization or to the intended recipient. Passwords are sent to the recipient in a separate email.
- Controls delivery. Mail2Cloud can hold a message before delivery, require a supervisor's approval, block messages with certain attachments, put attachments in a password-protected ZIP file, or sign and encrypt messages with S/MIME.
- Cleans up mailboxes. Mail2Cloud can copy or move mail that is already in mailboxes, or replace attachments in stored mail with links.
Supported cloud storage: Box, Microsoft OneDrive and SharePoint, Google Drive, Egnyte, Egnyte Gov, Dropbox (Teams), and mxHERO Shares. See Storage overview.
Rule actions
Every rule performs one action. The table shows what each action does and which email it can work on.
| Action | What it does | Works on |
|---|---|---|
| Protect Attachments | Uploads attachments to storage and replaces them with links. | Email in transit, mailboxes |
| Secure Email | Replaces the message body and attachments with links to a secure copy. | Email in transit |
| Copy Emails | Saves a copy of the message or its parts. The original is delivered unchanged. | Email in transit, mailboxes, forwarding addresses |
| Move Emails | Saves the message, then moves the original to trash or deletes it. | Mailboxes |
| Zip Attachments | Replaces attachments with a password-protected ZIP file. | Email in transit |
| Block Attachments | Stops messages whose attachments match your filter and notifies the sender. | Email in transit |
| Temporary Hold | Holds a message for a set time before delivery, so the sender can release it early or cancel it. | Email in transit |
| Request Approval | Holds a message until a supervisor approves or rejects it. | Email in transit |
| S/MIME | Signs, encrypts, decrypts or validates messages with certificates you upload. | Email in transit |
| Drag and Drop | Files email that users drop into a watched Box folder. | Box folders |
Each action has its own page under Rule Actions, for example Protect Attachments.
How it fits with your email system
Mail2Cloud does not host mailboxes. It works alongside Microsoft 365, Google Workspace, or another email system that can route mail through an SMTP gateway. It reaches your email in two ways:
- In transit. Your mail system routes messages through mxHERO. Rules run on each message before it is delivered.
- At rest. mxHERO connects to mailboxes through Microsoft Graph, the Gmail API or IMAP and processes mail that is already stored there. Mail flow does not change.
You can use either method or both. How mxHERO processes email explains each one in detail.
Components
| Component | Who uses it | What it is for |
|---|---|---|
Admin Dashboard (dashboard-v3.mxhero.com) |
Administrators | Connect domains, directories and storage; build rules; monitor processing. See Dashboard tour. |
End User App (app.mxhero.com) |
Employees | Release or cancel held messages, approve or reject messages, and manage files shared through mxHERO Shares. See The End User App. |
| mxHERO Shares | Administrators, employees, recipients | Storage hosted by mxHERO on AWS that rules can use instead of, or alongside, your own cloud storage. Data is kept in the US or Japan region. Recipients open links at your organization's own address, such as acme.mxherocloud.com, and links can be limited to the intended recipient. See mxHERO Shares overview. |
| Mail2Cloud Advanced | Employees, through AI assistants | An early-access addition, provisioned by mxHERO on request, that indexes captured email so that AI assistants can search it. mxMCP connects assistants such as Claude or ChatGPT with read-only access. See Mail2Cloud Advanced overview. |
Who is involved
- Email administrators change mail routing, register domains and build rules in the Admin Dashboard.
- Cloud storage administrators authorize the mxHERO app in Box, Microsoft 365, Google Workspace, Egnyte or Dropbox.
- Employees usually notice little change. Depending on your rules, they may receive hold or approval notices and use the End User App.
- External recipients receive links instead of attachments, and sometimes a password email or a sign-in code.
Comments
0 comments
Please sign in to leave a comment.