SECURE USER GUIDE FOR EXTERNAL PARTNERS

Transcription

1 SECURE USER GUIDE FOR EXTERNAL PARTNERS A guide for using encrypted electronic mail to protect the privacy and data integrity of sensitive information. August 2014 Data Classification: Public Information

2 Secure User Guide For External Partners 2 SENDING SENSITIVE INFORMATION Secure uses a Portable Document Format (PDF) delivery method w hich encapsulates the entire message and any attachments in a single encrypted PDF. The encrypted is sent to recipients as an attachment to a plain text notification. BNY Mellon Secure Introduction BNY Mellon actively works to protect the privacy and data integrity of sensitive information while it is in our possession and control. In the course of providing services, we may exchange information with clients or their authorized representatives which is sensitive and confidential. In order to protect this information when sending via electronic messaging, we encrypt through a Secure Messaging Portal. The recipient uses a self-created, pre-registered passw ord to access the notification and any attachments. BNY Mellon encrypts by using a Secure Messaging Portal which encapsulates the electronic message and attachments into one secure Portable Document Format (PDF) file. I MPOR TAN T N OTE The images of messages in this document might differ slightly from those actually received. Images in this document are only samples intended to provide guidance to the reader. The w ay messages appear to you and w here the action buttons are located may be different based on your application, operating system, and configuration. To receive a Secure from BNY Mellon for the first time, you will be prompted to register your address and create a Secure PDF password. Following registration, you will receive the Secure protected with your Secure PDF Password. You will utilize your password to open all Secure from BNY Mellon going forward. This document provides easy-to-use instructions to help you successfully receive and open Secure (encrypted) from BNY Mellon.

3 Secure User Guide For External Partners 3 I N ITIAL R EGI S TR ATI ON PR OC ES S A plain text is sent to you indicating a Secure is w aiting for you at the BNY Mellon Secure Message Portal. Click the hyperlink. Your default internet brow ser opens and registers your address in the BNY Mellon Secure Message Portal. Follow the instructions to register a new passw ord. First Time Register On The Secure Messaging Portal When a Secure is sent to you for the first time from a BNY Mellon sender, you w ill receive a plain text requesting you to visit the BNY Mellon Secure Messaging Portal to register and set up a passw ord. You have 7 days from the day you receive your first Secure to register. If you do not register w ithin 7 days, you w ill receive another notification indicating the time has expired. Attempts to retrieve the Secure w ill result in an error message. You must then contact the author of the Secure and request them to resend the . Initial Request Open the initial registration you received from BNY Mellon. Samples of messages are displayed throughout this document. The w ay messages appear to you and w here the action buttons are located may be different based on your application, operating system, and configuration. Some platforms may prompt you to trust the sender s address. This is advisable. Additionally, adding the BNY Mellon sender s address to your address book and/or safe list is advisable if you are experiencing delivery issues. Figure 1 Registration Request Registering Your Address and Secure PDF Password Click the Registration Link to link to the BNY Mellon Secure Messaging Portal using your default internet brow ser and choose the passw ord that w ill be used to secure pdf to your address. Figure 2 Hyperlink To Registration Portal

4 Secure User Guide For External Partners 4 C R EATE A S EC U R E PAS S W OR D Select a passw ord, Use the rules to meet requirements, Confirm the passw ord, Enter a hint to help you remember the passw ord, Select and enter a challenge question, Save your entry. S TR ON G PAS S W OR D S S H OU L D be easy to remember, but difficult to guess. use a combination of at least 5 alpha and numeric characters. Create A Secure PDF Password Once the BNY Mellon Secure Messaging Portal site is open, create and confirm a passw ord to retrieve your Secure . The follow ing rules w ill ensure you create a secure passw ord: Password must be at least 5 characters long, Password must contain at least 1 uppercase character, Password must contain at least 1 lowercase character, Password must contain at least 1 numeric character, Password must match the confirmation password, Password cannot appear in hint, Password cannot contain the address A green checkmark icon w ill appear next to the rule as you create the passw ord to indicate compliance w ith the rule. The system w ill not allow you to finish unless all the rules are met. Create a hint to help you remember your passw ord. This should be something only you understand. Select a challenge question and enter the answ er in the box below. R EMEMB ER TO Change your passw ord immediately if you know or even think your passw ord has been compromised. Change your passw ords on a regular basis. Remember to keep your passw ord in a secure location. The system w ill not allow you to create a passw ord unless all the rules are met. If you change your Secure PDF passw ord, the new passw ord w ill only open Secure sent to you after the change. Secure sent to you prior to the change can only be opened w ith the old passw ord. Figure 3 Registration Portal Click the Save button at the bottom of the screen. If your registration is successfully processed, you w ill receive a message similar to Figure 4 and your Secure w ill appear in your in-box. You can now close your internet brow ser if you choose. Figure 4 Successful Registration

5 Secure User Guide For External Partners 5 H OW TO OPEN S EC U R E E - MAI L Return to your inbox. Open the Secure from BNY Mellon s sender. I MPOR TAN T N OTES Window s OS users must have Adobe Reader X or a later version to retrieve Secure . Apple OS users must have Adobe Reader XI or a later version to retrieve Secure . Attachments can be opened on Android OS V2.3+ and Apple ios V5.χ+ devices. Attachments can be opened on Apple desktop/laptop devices w ith MAC OS V Opening Secure New Secure Prerequisites You must have the required Adobe Reader softw are installed: Window s OS users must have Adobe Reader X or a later version to retrieve Secure . Apple OS users must have Adobe Reader XI or a later version to retrieve Secure . Mobile users must have Android OS V2.3+ or Apple ios V5.χ+ devices. Attachments in the Secure Mail can only be opened on Apple desktop/laptop devices w ith MAC OS V Secure Notification Once you have successfully registered w ith a valid passw ord, return to your inbox. Your Secure w ill be there from a sender at BNY Mellon. Click here to dow nload the latest version of Adobe Reader. Figure 5 Secure Waiting For You Message

6 Secure User Guide For External Partners 6 H OW TO OPEN S EC U R E E - MAI L Enter your passw ord. Click the Allow button to open Secure Mail. Open BNY Mellon Secure PDF Attachment Click on the PDF icon or attachment to open the Secure . The location of the icon or attachment(s) w ill depend on your application, operating system, and configuration. Use Adobe Reader X or a later version to open Secure . Click here to dow nload the latest version of Adobe Reader. Click here to refer to Prerequisites. If a Security Warning dialog box opens, click Allow to trust the sender from BNY Mellon and continue, Block to prevent the activity and Cancel to abort the action. If you anticipate more Secure from BNY Mellon, it is advisable to select the check box to remember this action. Figure 6 Open Secure A dialog box w ill open, prompting you to enter your passw ord. The Secure PDF Passw ord you created on the BNY Mellon Secure Messaging Portal. Secure PDF Password Enter your Secure PDF Passw ord and click OK to continue. Cancel to abort the action. Security Warning Dialog Box Figure 7 Password Dialog Box If you have forgotten your passw ord, read Passw ord Recovery for help. When opening attachments from your desktop, open the Secure , select the desired file from the Adobe Reader attachments panel and double-click...

7 Secure User Guide For External Partners 7 H OW TO OPEN S EC U R E E - MAI L Use Adobe Reader X or a later version to open Secure . Secure PDF Once your passw ord is validated, the Secure and any associated attachments are view able in PDF formal. -- Click here to dow nload the latest version of Adobe Reader. U S I N G A MOB I L E D EVI C E -- Click here to refer to Android OS V Click here to refer to Apple ios V5.χ+ -- Click here to refer to MAC OS V Figure 8 Attachments on Desktop Attachments Panel Use the paperclip icon to open the Attachments panel or select the View drop-dow n menu: the Show /Hide command, the sub-menu: Navigation Panes and the command: Attachments. H OW TO OPEN THE ATTAC H MEN TS PAN EL You must open the attachment panel to access attachments. If the Secure is received from an automated delivery system or softw are application, replies may not be received and acted upon. Figure 9 Adobe open Attachments Panel

8 Secure User Guide For External Partners 8 H OW TO R EPL Y TO S EC U R E MES S AGES You must use the REPLY link contained in the original Secure E- Mail to send an encrypted reply. If the Secure is received from an automated delivery system or softw are application, replies may not be received and acted upon. Replying To Secure Replying To Sender The reply hyperlink in the Secure allow s you to reply to the sender using encrypted e- mail. Only this link will allow you to encrypt the reply. When you use this link, you can only reply to the sender. The Secure application w ill not allow any other names in the To, CC, or BCC fields. If you do not use the Reply link found in the Secure , any replies w ill not be encrypted. Figure 10 Reply Link In Secure Figure 11 The Secure Reply Once you send the , you w ill receive a confirmation message indicating the secure reply has been sent. If you reply to the w ithout using the reply link found in the Secure , the message and any attachments w ill not be encrypted.

9 Secure User Guide For External Partners 9 I F YOU FORGET YOU R PAS S W OR D Get your passw ord hint by clicking the Secure PDF Passw ord HINT Link in the Secure Notification. Password Recovery Help With Your Password Receive an w ith passw ord hint, created upon registration, initiated by recipient Figure 12 Secure Notification I F H I N T D OES N OT H EL P U S E R EC OVER Y L I N K Initiate the Passw ord Recovery process by clicking the Secure PDF Passw ord RECOVERY Link in the Secure Notification. Receive an w ith a challenge confirmation link to confirm your identity To Get Your Password Hint If you have forgotten your Secure passw ord, click the Secure PDF Passw ord HINT Link contained in the body of the plain text message to have your passw ord hint sent directly to your address. Figure 13 Password Hint Link To Initiate the Password Self-Recovery Process If you have established your challenge question you w ill have a Recovery Link available to you in your secure notification. Click on the BNY Mellon Secure Passw ord Recovery link to initiate the passw ord recovery process. You w ill receive a challenge confirmation link to confirm your identity by answ ering the challenge question you chose. I F N O R EC OVER Y L I N K S ET C H AL L EN GE QU ES TI ON Figure 14 Request Password Recovery Set up the Challenge Question and Answ er by clicking the Challenge Question Initialization Link in the Secure Notification. Must confirm current passw ord first. For further passw ord help, contact secur support@bnymellon.com To Initiate Challenge Question and Enable Password Self-Recovery If you have not established your challenge question and answ er, click the Challenge Question Initialization Link to establish. Figure 15 Set up Challenge Question for Self-Recovery

10 Secure User Guide For External Partners 10 C H AL L EN GE C ON F I R MATI ON Use confirmation link to confirm your identity Self- Recovery Process Challenge Confirmation Link This link w ill allow you to recovery your passw ord history page given you confirm your identity by providing the answ er to the challenge question chosen for the account. Use the challenge confirmation link to confirm your Challenge Question. Enter the Answ er to the challenge question you selected If you do not use the link w ithin 24 hours as stated in the , the portal w ill not be available. Figure 16 Challenge Confirmation Link Answ er the challenge question you selected to access your passw ord history page. C ON TAC T SECUR E MAI L S U PPOR T F OR PAS S W OR D R EC OVER Y Figure 17 Challenge Question Dialog Box to Confirm Identity Send an to secur support@bnymellon.com Secure Mail Support w ill initiate the Passw ord Recovery Link for your account. Secure Mail Support Password Recovery Link If the self-recovery process is not successful, you can contact Secure Mail Support for assistance. Secure Mail Support can also initiate a Passw ord Recovery for your registered account. Passw ord Recovery w ill assist you to open Secure PDF documents already received. Figure 18 Recovery Link

11 Secure User Guide For External Partners 11 Secure PDF Password Recovery The Passw ord Recovery link w ill link you to the passw ord management page for your registered account. S EC URE PDF PASSWORD H I S TOR Y View Secure PDF Passw ord History section to view current and previous passw ord(s). Secure PDF Passw ord History w ill display your current and previous passw ords. Use a passw ord in your history section list to open documents you already received. View passw ord history and click on the Sign Out button located at the top right of your screen. Use current and previous passw ord(s) to open documents already received. If you click the Save button, it w ill require you to change your passw ord. C R EATE NEW SECURE PAS S W OR D OPTIONAL If you change your passw ord, your new passw ord w ill be used to open Secure PDF attachments received after this change. Create New Secure PDF Passw ord is OPTIONAL. Changing your passw ord at this point is OPTIONAL. Secure s you have already received have been protected w ith the passw ord set at the time the message w as sent. They can be opened w ith a passw ord from your Secure PDF Passw ord History. If you change your passw ord, please remember your new passw ord w ill only open Secure PDF documents received AFTER this change. Challenge Question should be set to enable self-recovery of your Secure PDF Passw ord. The challenge question you select and the answ er you provide w ill be used to confirm your identity w hen you initiate a passw ord recovery link. Figure 19 Password History & Reset Interface

12 Secure User Guide For External Partners 12 APPL E ( ios ) MOB I L E D EVI C ES Secure and attachments w ithin can be opened on and Apple ios V5.χ+ devices. Apple (ios) Mobile Devices Secure On Apple Mobile Devices The process to open Secure on mobile ios (Apple) devices is similar to the desktop process defined in the last section. You must have Adobe Reader installed. Apple and the logos associated w ith it are registered trademarks of Apple Inc. Click here to dow nload the latest version of Adobe Reader Figure 20 SAMPLES Apple (ios) Examples Steps In the notification , select the PDF Activ ity button and hold for 2 seconds. The Activity View Controller opens and displays the available App icons. You must have Adobe Reader installed. 2. Select the Open in Adobe Reader button. The password action sheet opens in modal view. 3. Enter your password and select Open. The Secure opens. 4. View the Secure . If you want to send a secure reply to the sender, use the Reply link in the Secure Actions section of the .

13 Secure User Guide For External Partners 13 APPL E ( ios ) MOB I L E D EVI C ES Click here to dow nload the latest version of Adobe Reader. Attachments On Apple Mobile Devices When a Secure is sent w ith attachments on an Apple (ios) mobile device: Figure 21 SAMPLES Apple (ios) Examples Steps In the Secure , select the paperclip icon located in the toolbar (bottom). The attachments panel opens. The files will be displayed in the panel. If the paperclip is not available, select the download icon located in the upper right had corner to download the attachment first. 6. Select the desired attachment. Since there may be different types of fi les, you must have the corresponding App to open each file type. For example, MS Word, MS Excel, Adobe PDF. 7. The attachment opens with its intended program (MS Word, MS Excel) and can be saved or printed.

14 Secure User Guide For External Partners 14 AN D R OI D MOB I L E D EVI C ES Secure and attachments w ithin can be opened on Android OS V2.3+ devices. Android Mobile Devices Secure On Android Mobile Devices The process to open Secure on mobile Android devices is similar to the desktop process. Android and the logos associated w ith it are trademarks of Google Inc. Click here to dow nload the latest version of Adobe Reader Figure 22 SAMPLES Android Examples Steps Click on Secure Mail link to open encrypted message. 2. Select Adobe Reader. 3. Enter Secure Password.

15 Secure User Guide For External Partners 15 AN D R OI D MOB I L E D EVI C ES Click here to dow nload the latest version of Adobe Reader. Attachments On Android Mobile Devices When opening attachments on an Android mobile device, an additional passw ord log on may be required, depending on the device. This passw ord is the same one you used to open the Secure . The process depicted here did not require an additional passw ord to open the attachment Figure 23 SAMPLES Android Examples Steps Tap screen to display the attachments panel, select the attachments (paper clip) icon. 5. Select the desired attachment (multiples are possible). 6. The attachment opens.

16 Secure User Guide For External Partners 16 QUESTIONS Contact Us You can contact for further assistance. You can also contact or direct other inquiries to your Relationship Manager or local BNY Mellon representative. bnymellon.com BNY Mellon is a global inv estments company dedicated to helping its clients manage and service their f inancial assets throughout the investment lifecycle. Whether providing financial services for institutions, corporations or individual investors, BNY Mellon deliv ers informed investment management and inv estment services in 35 countries and more than 100 markets. BNY Mellon can act as a single point of contact for clients looking to create, trade, hold, manage, service, distribute or restructure investments. BNY Mellon is the corporate brand of The Bank of New York Mellon Corporation (NYSE: BK). Additional information is available on mellon.com, or f ollow us on 2014 The Bank of New York Mellon Corporation. All rights reserved. 02/2014