Vaaler Insurance, Inc. RPost . Guidelines and Instructions. Sherry D Samson. rev 10/1/15 by BH

Transcription

1 Vaaler Insurance, Inc. RPost Guidelines and Instructions Sherry D Samson 2015 rev 10/1/15 by BH

2 Contents RPost Guidelines... 3 Registered no encryption or signature required... 5 Registered with encryption... 9 econtract Requesting signatures on documents econtract Requesting signatures on encrypted documents... 22

3 12/23/2013 RPost Guidelines What? Encrypted? Registered? econtract? Health/Benefits Social Security Numbers Personal Lines - Credit Reports Drivers License Numbers including MVRs Any Other Personally Identifiable Information (PII) Financial Statements Offer of Additional Coverage or Increased Limits Declination of Additional Coverage or Increased Limits Explanation of Coverage Request for Signature on Form No PII; for example, a terrorism rejection form or Statement of Values X X Form containing PII; for example, an auto app X X X X X X X X X X X Use your judgment in situations not covered above and please keep in mind that most requires neither encryption nor registration. If you have any doubts, please ask Pat. Our license is limited to a maximum of 50 s per day per user. Examples of Personally Identifiable Information (PII) Social Security Number Date of Birth Place of Birth Traditional password identifiers - Mother s maiden name - Name of favorite pet Dependents Bank account numbers Income tax records Driver s license numbers Credit card numbers Passport numbers

4 Passwords For all encrypted s, regardless of the sender or the recipient, whether employee, customer, insurance company or other, use the following format: vaaler followed by the number for the month and the two digit number for the year. For example, all encrypted s sent this month should use the password vaaler1213, those in January should be vaaler114, in October vaaler1014 and so on. Once you have sent an with a password, every subsequent you send will default to the same password so the advantages are two-fold: you will only have to change the password on the first you send each month and you will always know what the password was because it's tied to the date of the . You will need to remember to change the password each month with the first you send that month. You might want to put a recurring reminder on your Outlook calendar. If you forget to change it, it will continue to default to the existing password. Electronic Signatures If you send multiple documents requiring signatures in one , the signed documents returned to you will have been combined into one pdf file. In order to keep the documents as separate files, send only one document in each . You will want to advise the recipient what to expect so, for example, if you're sending two documents, advise the recipient in your first that there will be another following with an additional document.

5 Registered no encryption or signature required 1. Compose your as you normally would. 2. Click on the Send Registered RPost icon. 3. The screen below will appear. The default selection is Standard which means the will contain a banner alerting the recipient that the message has been sent registered. If you don t want a banner to be included, click on Unmarked and your will appear the same as your normal s.

6 4. If you want to send a side note to a cc or bcc recipient, click on Cc Recipients and enter your message. For example, if a producer is sending a request to an insured or a company and wants the account executive or CSR to follow up on the request, the AE/CSR should be cc d on the and a message should be entered as shown below. 5. When you are done, simply click Send. 6. If you selected the Unmarked option, your will appear as it normally does. This is what the recipient s copy of the will look like if you selected the Standard option:

7 7. This is what the cc recipient s copy will look like: 8. You will receive an acknowledgement in your regular Outlook Inbox that your message has been sent. I suggest that this be deleted once the Registered Receipt is received.

8 9. Finally, you will receive the registered receipt (partial copy below, it s longer than one screen). 10. The registered receipt will automatically be directed to a receipts folder in your Outlook Inbox that RPost creates the first time you send a registered .

9 Registered with encryption 1. Compose your as you normally would. 2. Click on the Send Registered RPost icon. 3. The screen below will appear.

10 4. Select Encrypt. Note that in the previous screen the grayed-out box contains the message Password Required for Encryption. Once you click on Encrypt the box will no longer be grayed out and you can enter the password, in this case, vaaler915 (September of 2015). In subsequent s the password will default to the last one used so it need not be reentered until the next month when you will change it to vaaler1012 for October of 2015 and so on. 5. Again, you can elect to send a side note to the cc or bcc recipients. 6. Click on Options and then Encryption.

11 7. Verify that your settings are as you want them. The first option, Standard, is the default and should not be changed. The default option Send an automatically generated to the recipient containing the decryption password means the recipient will receive two s: the first will advise them they will be receiving an encrypted and provide them with the password, and the second will be the you composed. You can select the option to have the system generate a random password (2 nd from the bottom), but this would be a special circumstance. 8. This is how the recipient s will appear.

12 9. Once they click on the encrypted attachment, the following window will appear. 10. After entering their password, the encrypted attachment will be opened and your will appear as an unencrypted pdf file. Any attachments to your original will be accessible by clicking on the paperclip icon.

13 11. If they didn t get the password or have forgotten their password, they can simply click on the click here to retrieve their password and they ll receive an like the one below. 12. They also have the option to create a unique password. They simply click on the link click here and follow the directions. This password will be permanently associated with their address regardless of the sender. For example, let s say in addition to our use of RPost, their optometrist and banker also use RPost. s from all three of us, each with their own password, can be sent to the same address and RPost s software will allow all of them to be decrypted with the recipient s personalized password regardless of the original encryption password. 13. When they have finished creating their password, they will receive a verification (below). They should click on click here to confirm the change.

14 14. They will be linked to the following verification. 15. The recipient can return an encrypted reply by clicking on the Secure Reply Click Here button. 16. If they get a security warning, they should just click on Allow.

15 17. The following message will appear. They should click on OK. 18. They will then be able to compose their reply and when done click on Send Registered.

16 19. After the message is sent, they will get the following acknowledgment. 20. You will receive the encrypted reply. Your password to open the reply will be the same as the one the original was sent with, in this case vaaler612.

17 econtract Requesting signatures on documents 1. Compose your as you normally would and attach the document to be signed. Send only one document per Click on the Send Registered RPost icon. 3. On the screen below select econtract, leave the default selection as Hand Sign and click Send.

18 4. The recipient will receive an like the one below.

19 5. When they click on the link, they will be taken to RPost s website and the instructions below. 6. Once the recipient signs it & accepts the agreement the document you sent will be returned to you with a signature as follows.

20

21

22 econtract Requesting signatures on encrypted documents 1. Follow the same procedure as for unencrypted documents, but after you select econtract (step 3), select Options, econtract, and check the second option from the bottom. Please note that this option will remain selected so if the next document you send for signature doesn t need to be encrypted, you will need to deselect this option.