> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://projectfusion.crisp.help/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# safedrop Messages - User Guide

# safedrop Messages - User Guide

Learn how to send and receive encrypted messages with file attachments.

---

## Overview

safedrop Messages lets you send secure, encrypted communications with file attachments to anyone - whether they're in your organisation or external. All messages are end-to-end encrypted, meaning only you and your recipients can read them.

---

## Sending a Message

### Opening the Composer

1. Click **Messages** in the main menu
2. Click **New Message**
3. The message composer opens

![Message Composer](https://storage.crisp.chat/users/helpdesk/website/-/2/e/0/9/2e09850730579800/image_87xrbo.png)
*Screenshot: The message composer interface*

### Composing Your Message

**Required fields:**
* **Recipients** - At least one email address
* **S**ubject - A subject line for your message
* **Message** - The main content (supports Markdown formatting)

**Optional settings:**
* **Expiry** - How long the message remains accessible
* **Attachments** - Files to include with the message

### Adding Recipients

1. Enter an email address in the recipients field
2. Press Enter on your keyboard or click the orange  ' Add ' button
3. Repeat for additional recipients

![Add Recipients](https://storage.crisp.chat/users/helpdesk/website/-/2/e/0/9/2e09850730579800/image_nu2lbm.png)
*Screenshot: Adding recipients to a message*

### Recipient Types

| Type | Description | Access Method |
| ---- |
| **Team Member** | User in your team | Uses their encryption keys |
| **Managed User** | User in your organisation | Uses their encryption keys |
| **Cross-Tenant** | User in another safedrop organisation | Uses their encryption keys |
| **Unmanaged** | External user without safedrop account | Receives OTP via email |

safedrop automatically detects recipient type based on their email address.

---

## Adding Attachments

### Uploading Files

1. Click the **Attach Files** button (or drag files to the composer)
2. Select files from your computer
3. Files upload and encrypt automatically

![Attach Files](https://storage.crisp.chat/users/helpdesk/website/-/2/e/0/9/2e09850730579800/image_mmxhvl.png)
*Screenshot: The file attachment area*

### File Limits

* Maximum file size: **10GB per file**
* Multiple files can be attached
* All files are encrypted before upload

### Upload Progress

For large files, you'll see:
* Upload progress bar
* Current status (preparing, encrypting, uploading)
* ${color}[#e51010](Upload speed and time remaining)

![Upload Progress](https://storage.crisp.chat/users/helpdesk/website/-/2/e/0/9/2e09850730579800/image_1ruqtgw.png)
*Screenshot: File upload progress indicator*

---

## Message Settings

### Retention Settings

Control how long your message remains accessible:

| Setting | Options |
| ---- |
| **Expiry Days** | 1 to 365 days |
| **Delete on Expiry** | Automatically delete or archive when expired |

![Expiry Settings](https://storage.crisp.chat/users/helpdesk/website/-/2/e/0/9/2e09850730579800/image_120zjvo.png)
*Screenshot: Message expiry configuration*

### Download Limits

Optionally limit how many times attachments can be downloaded:
* Leave blank for unlimited
* Set a number for download cap

### Send Method

Choose how recipients receive access:

| Method | Description |
| ---- |
| **Server Send** | safedrop emails the link to recipients |
| **Manual Send** | You copy & share the link yourself (for extra privacy) |

---

## Sending the Message

### Server Send

1. Complete all required fields
2. Click **Send**
3. Recipients receive an email with the secure link
4. Message is delivered!

### Manual Send

1. Complete all required fields
2. Select **Manual Send**
3. Click **Send**
4. Copy the share link provided
5. Send the link to recipients yourself (via email, chat, etc.)

![Share Link](https://storage.crisp.chat/users/helpdesk/website/-/2/e/0/9/2e09850730579800/image_1ly3xe6.png)
*Screenshot: The manual send share link dialog*

**When to use Manual Send:**
* When you want complete control over delivery
* For highly sensitive communications
* When recipients might have email filtering issues

---

## Viewing Sent Messages

### Message List

1. Go to **Messages**
2. See all your sent messages
3. View status and recipient count

![Message List](https://storage.crisp.chat/users/helpdesk/website/-/2/e/0/9/2e09850730579800/image_rzdqdm.png)
*Screenshot: The sent messages list*

### Message Status

| Status | Meaning |
| ---- |
| **Active** | Message is accessible to recipients |
| **Expired** | Message has passed its expiry date |
| **Archived** | Message was archived after expiry |
| **Deleted** | Message was manually deleted |

### Message Details

Click a message to view:
* Full message content
* List of recipients and their access status
* Attached files
* Activity log (who viewed/downloaded)

---

## Viewing Message Activity

### Activity Log

Each message tracks:
* When recipients viewed the message
* When attachments were downloaded${color}[#ea0606](
Download counts per file)

![Activity Log](https://storage.crisp.chat/users/helpdesk/website/-/2/e/0/9/2e09850730579800/image_15gjos4.png)
*Screenshot: The message activity log*

### Recipient Status

| Status | Meaning |
| ---- |
| **Pending** | Hasn't accessed yet |
| **Viewed** | Opened the message |
| **Downloaded** | Downloaded attachments |


---

## Receiving Messages

### Email Notification

When someone sends you a safedrop message:
1. You receive an email notification
2. Click the link in the email
3. You're taken to the message viewer

### Accessing the Message

**For safedrop users:**
1. Log in if prompted
2. Your encryption keys automatically decrypt the message
3. View the content and download files

**For external recipients:**
1. Click the link in your email
2. Enter the one-time password (OTP) sent to you
3. View the message content
4. Download any attachments

![OTP Access](https://storage.crisp.chat/users/helpdesk/website/-/2/e/0/9/2e09850730579800/image_1wzdrqa.png)
*Screenshot: The OTP entry screen for external recipients*

### Downloading Attachments

1. View the message
2. Click **Download** next to any file
3. File is decrypted and saved to your device

${color}[#f91010](For large files, you'll see download progress.)

---

## Message Security

### End-to-End Encryption

Every message is encrypted with:
* **Message Encryption Key (MEK)** - Unique key for the message
* **File Encryption Keys (FEK)** - Unique key for each attachment
* **Recipient Wrapping** - **(MEK)** is wrapped for each recipient

### How It Works

1. Your browser generates encryption keys
2. Message content is encrypted locally
3. Encrypted content is uploaded to SafeDrop
4. Recipients decrypt using their keys (or OTP-derived keys)

**SafeDrop servers never see your unencrypted content.**

### Share Token Security

For external recipients:
* A share token is included in the URL (after #)
* This token is never sent to the server
* Combined with OTP to derive decryption key

---

## Managing Messages

### Archiving Messages

1. Find the message in your list
2. Click the box on the left of message, this selects the message
3. At the bottom of your screen the ' Archive ' & ' Delete' options are now available to select
4. Select **Archive**

Archived messages are preserved but hidden from the main list.

### Deleting Messages

1. Find the message
2. Click the box on the left of message, this selects the message
3. At the bottom of your screen the **' Archive '** & ' **Delete**' options are now available to select
4. Select **Delete**
5. Confirm deletion

**Warning:** Deleted messages cannot be recovered. Recipients lose access immediately.

### Extending Expiry

Before a message expires:
1. Open the message
2. Click **Extend**
3. Choose new expiry date
4. Confirm

---

## Viewing Message Activity

### Activity Log

Each message tracks:
* When recipients viewed the message
* When attachments were downloaded${color}[#ea0606](
Download counts per file)

![Activity Log](https://storage.crisp.chat/users/helpdesk/website/-/2/e/0/9/2e09850730579800/image_15gjos4.png)
*Screenshot: The message activity log*

### Recipient Status

| Status | Meaning |
| ---- |
| **Pending** | Hasn't accessed yet |
| **Viewed** | Opened the message |
| **Downloaded** | Downloaded attachments |

---

## Troubleshooting

### Recipient Not Receiving Email

1. Ask them to check spam/junk folder
2. Verify the email address is correct
3. Check if their email blocks safedrop
4. Use Manual Send and share link directly

### OTP Not Working

1. Ensure OTP is entered exactly (case-sensitive)
2. Request a new OTP if expired
3. Check spam folder for OTP email
4. Try on a different device/browser

### Cannot Decrypt Message

1. Ensure you're logged into the correct account
2. Try logging out and back in
3. If keys are corrupted, use recovery phrase
4. Contact sender to resend if needed

### Large File Taking Long Time

1. This is normal for large files
2. Keep browser tab open during download
3. Use wired connection if possible
4. Check available disk space

---

## Best Practices

### Composing Messages

1. **Use clear titles** - Helps recipients and your own tracking
2. **Set appropriate expiry** - Don't leave sensitive content accessible forever
3. **Consider file size** - Large files take time for recipients to download
4. **Double-check recipients** - Verify email addresses before sending

### Security

1. **Use Manual Send for highly sensitive content** - Adds extra control
2. **Set download limits** - For sensitive attachments
3. **Verify recipient identity** - Especially for first-time external contacts
4. **Delete when done** - Remove messages that are no longer needed

### External Recipients

1. **Inform them about OTP** - Let them know to check email
2. **Provide context** - They may not be familiar with safedrop
3. **Set reasonable expiry** - Give them time to access
4. **Follow up** - Ensure they received the message

---

*Need more help? Contact your organisation's safedrop administrator.*