June 10, 2025

The RPost company, headquartered in California, has been around since 2000. They offer several products, including Rmail for email security and encryption, RSign for electronic signatures, Registered for email proof of delivery, RDocs to protect and control (or kill) access to documents, and RForms for data collection. The new RPost Intelligence “infuses” AI into the products.  How do these tools work, and how can lawyers use them?

RMail

Rmail is the flagship email security and encryption tool from RPost. There are several “sending application” options for Rmail, including an Outlook (Classic) plugin for Windows and Mac, an Rmail for Gmail extension, an Rmail for Outlook Online, and a browser-based version of the product that is independent of an email application. From a feature perspective, the Outlook desktop (Classic) plugin has the most complete feature set. Rmail and RSign also have an extensive app collection, with RPostONE for Outlook providing a combination of Rmail and RSign, RPostONE Desktop with RSign, RMail and RDocs, RMail for cleanDocs in Outlook, plus integrations with Salesforce, Zimbra, Zapier, iManage, NetDocuments, Caret Legal, and many more.

After adding RPostONE to MS Outlook (you will need administrative access to install), a new button will appear in the Ribbon when you are sending a new message or replying to one that says “Send Registered”.  When you compose a new email or reply to an email and want to invoke RPost features, click on “Send Registered”. A window will appear giving you many options to choose from, including: Track and Prove for registered email; encrypting the email with a randomly generated password, which is emailed separately to the recipient; send a document for esign; encryption for attachments through FileShare; SideNote and Disappearing Ink to send additional information to specific recipients; converting Word, Excel, and PowerPoint attachments to PDF and removing metadata from Office files; Register Reply with a Client reference code; sign and time stamp the email with a digital seal for sender signature and authentication.

The artificial intelligence built into the product goes to work. If you are sending an email to someone it doesn’t recognize a pop-up appears to let you know that you do not normally send sensitive information to this recipient and asks you to verify that the email address is correct.

Once you have chosen the options and send the message, you will receive an email with an acknowledgement that the email was sent for proof of sending.

From the recipient’s perspective, they receive an email with the word “Registered” appended to the subject line you sent and an email from Rmail Secure Messaging with the password to access the encrypted email (if you created a password to open it). The body of the message itself is attached as an encrypted PDF. If you attached documents, there are instructions on how to access the files. If you sent a SideNote or Disappearing Ink, there is a link in the PDF. The recipient will need to click on it and verify their email address to continue.

The recipient of your email can access attachments from the encrypted email or from within the PDF version of the email. The links to the attachments expire after 14 days by default.

If the recipient would like to respond with an encrypted message, they can click on the email icon in the secure PDF version of the email you sent. They do not have to create an RPost account. They can respond with an encrypted message and attach encrypted documents. When you receive the response, you will need to decrypt it with the shared password. Any encrypted attachments in the response are not at all obvious. The message is in a PDF, and attachments can be found by clicking the paperclip icon in a PDF reader.

While Rmail is very robust from a security perspective, the process generates a lot more email for the sender and recipient and requires a PDF reader. Since the decryption password is sent via a separate email, the recipient will need to save both the email with the message and the email with the password if they want to read it again. Further, if the recipient responds via Rmail encryption, they will have no record of the response in their sent messages. For attorneys sending extremely sensitive information, Rmail provides robust security, although it is not very user-friendly.

Other RPostONE applications, including e-signature and RDocs document security, can be accessed from the RPost Dashboard via a browser or on the installed RPostONE desktop for Windows.

RDocs

To send secure attachments that also give you the ability to control and restrict how documents are accessed and stored, include proof of sending, geolocation and IP restrictions, expiry dates, printing restrictions, and more, it may be easier to go through RDocs than the Registered email (if the email message is not necessarily the information that needs to be protected). Go to RDocs and upload one or multiple documents. You can choose to send each document individually or send them as one HTML file. Then apply protection and restrictions, as necessary. The recipient again receives two emails – one with a password and the other with the encrypted attachment. If you send multiple files as one message, the attachment in HTML must be downloaded and opened in a browser. The recipient will read the documents in a protected document viewer.

RDocs gives the sender complete control over the document. The documents are only available via a secured portal, and the sender can remove access control at any time. The senders can see that the recipient opened the documents and how many times. While document sharing platforms for businesses like Microsoft OneDrive and Dropbox have many of these same restrictions, robust tracking, IP, and geolocation restrictions are not available.

RSign

RSign is also available via the browser dashboard or installed desktop application. RSign works like many other e-signature tools, with additional protection from RPost. RSign has a few standout features, including creating e-signature templates that include signing order, multiple attachments, a standard message, reminders, and access authorization options. Once you set up a template, you can send a document or group of documents for signature and form filling to different recipients over and over. For practices like real estate, this could be very handy.

Pricing and Support

Although RPostONE provides access to all three products, there does not appear to be a bundled price. Each product must be purchased separately. The benefit of that is that your firm may not need RSign, but would like RMail and RDocs, so you can mix and match. Personal and Standard plans are reasonably priced at $7 and $15 per user per month, billed annually. Even the personal plans offer a robust feature set. You can sign up for Rmail and RSign for free, though the free plan is limited to 2 encrypted emails and 2 signatures per month.

The less expensive plans offer no additional technical support, though RPost has a searchable Help Center with FAQs, instructions, and documentation. There are also product video tutorials and a blog.

Conclusion

RPost is a robust, multifaceted set of tools for protecting email and documents, as well as e-signature and proof of delivery services. While some of the workflows in email encryption and sharing protected documents are a little clunky, they offer excellent protection using standard tools (Outlook, PDF reader, web browser, etc.) that require no additional downloads or learning curve.