Learning Objectives
Understand when to use confidential filing options
Learn different methods for filing emails confidentially
Explore project-level access controls
Recognize visual indicators of confidential content
Understanding Confidentiality in TonicDM
What it means: Access restricted to specific users only
What's protected: Emails, attachments, and file transfers
Who can access confidential content:
Original email recipients from your firm
Project administrators
Firm administrators
When to use: For sensitive communications, legal issues, and financial discussions
Method 1: Confidential Toggle in Outlook
How to access: Located next to the green "File selected email" button
How to use:
Select the email to file
Enable the confidential toggle
Click the file button
Result: Email filed with restricted access
Method 2: Confidential Folders
How to create:
Create a subfolder called "Confidential" under any project folder
TonicDM automatically recognizes this special folder name
How to use:
Drag and drop emails into the confidential subfolder
TonicDM files them with restricted access
Benefit: Batch processing of confidential emails
Method 3: Making Conversations Confidential
Where: In the web application
Who can do this: Project managers and administrators
How to use:
Navigate to the email conversation
Click the confidential button
Entire conversation thread becomes confidential
Visual indicator: Briefcase icon appears next to confidential conversations
Locked Projects
What they are: Projects with restricted team access
How they differ: Standard projects are accessible to all users
Visual indicator: Lock icon next to project name
Requesting access: Contact administrators if you need access to locked projects
Automatic Confidentiality Rules
Set by administrators: Based on company policies
Common rules:
Keywords that trigger confidential filing
Team members whose emails are always confidential
Project types with enhanced security
Note: Rules work in the background without user intervention
Confidential File Transfers
In Outlook: Enable confidential toggle when sending
In web application: Select confidential option before sending
Access options:
Firm-wide access (standard)
Recipient-only access (confidential)
Requiring login for downloads (enhanced security)
Engagement Activity
Scenario-based question: You receive an email containing sensitive financial information about a project that needs to be filed. What's the most appropriate action?
[ ] File it normally using the green button
[ ] Use the confidential toggle before filing
[ ] Create a new confidential folder for this specific email
[ ] Don't file the email at all to keep it private
Next Steps
In the next module, we'll look at Administrator Functions for managing projects and users in TonicDM.