Secure Management Guide. June 2008

Transcription

1 Secure Management Guide June 2008

2 What are Paychex Secure Messages? To enhance the security of client and vendor data, Paychex created the Paychex Secure Message Center, a Web site hosted on a secure server controlled by Paychex and only accessible to authorized users. It will be used when Paychex employees confidential or sensitive confidential information.* * Paychex employees must securely send information including individual names combined with social security numbers, bank account numbers, or credit card numbers; individual health-related data; and Paychex or client proprietary information. Sample Message Notification When a Paychex employee sends you a message through the Paychex Secure Message Center, you receive a notification in your regular inbox; the actual message content is maintained in the Paychex Secure Message Center. The secure message center reduces the risk of the data being stolen or intercepted. The notification includes the address of the person who sent the message (1) and a link to the secured Web site (2). If you prefer not to use the provided link, the notification also includes the message center URL (3),which you can type into your browser. (1) Sender (2) Link to Secured Web Site (3) Message Center Secure Management Guide Paychex, Inc. All rights reserved.

3 How do I view my messages? Click the link embedded in the notification or enter the URL in your Web browser and press Enter to access the site. You must create an account the first time you access the site. Sample Paychex Secure Message Center New Account Setup Your Paychex Secure Message Center account is linked to your regular account address. If you receive secured messages at multiple addresses, you must set up a separate Paychex Secure Message Center account for each address. name( Create your account by entering your first and last names and a unique password (4). Click Continue to create your account and view your message. (4) Enter in Name and Password to Setup Account Click Continue Secure Management Guide Paychex, Inc. All rights reserved.

4 How do I view my messages? (continued) If you accessed the message center through the link, your message will display immediately. name( Click Open to view the attachment. Attachments display at the end of the message. If you accessed the message center by typing the URL in your Internet browser, the Inbox will display and you must select the message to open. Click on the subject to open the message. Secure Management Guide Paychex, Inc. All rights reserved.

5 How do I manage my messages? The features of the Paychex Secure Message Center are similar to those of other Web services, such as Yahoo! and Hotmail. From within the message, you can delete the message, reply to the sender and other original recipients, and file the message in any of your folders (5). (5) Available actions name( All messages are automatically deleted 60 calendar days from the date they were sent. Note: All recipients listed in the To: field automatically receive any reply. Recipients listed in the Cc: field do not receive replies. Click the printer icon in your Web browser tool bar to print. The message will print as a Web page, not as a formatted document. Click Save Message Text to save the message as a text file to your computer. Note: All messages are automatically deleted 60 calendar days after they are sent. If you would like to keep the message longer, use the Save message Text option to save the message as a text file to your computer. Once you remove data from the Paychex Secure Message Center, you are responsible for maintaining its security. Due to the secure nature of these messages, you cannot forward them. Secure Management Guide Paychex, Inc. All rights reserved.

6 How do I continue to access my messages? Once you create a Paychex Secure Message Center account, you can access your message in two ways. First, you can keep the original notification in your regular account and access the Paychex Secure Message Center through the link. If you choose this option, you will be prompted for your password, and then the message attached to that notification will display. Name ( All messages expire 60 days from the date sent. Forgot your password? Click Here. The other option is to access your account through the URL ( If you choose this option, you will be prompted to enter your full address and your password. Once in your message center account, your Inbox will display and you can select the message you want. Be sure to enter your full address. Secure Management Guide Paychex, Inc. All rights reserved.

7 What other features are available? The following sections highlight the main functions of each menu option. Menu Options Inbox You can select messages to read from the Inbox. Click the message subject to view the message. Secure Management Guide Paychex, Inc. All rights reserved.

8 Menu Options Outbox Your Outbox displays the messages you have sent from the Paychex Secure Message Center. Remember, you can only reply to messages sent to the message center. You cannot forward messages or create new ones. Menu Options Find Message You can locate messages using the Find Message feature. Enter as much information as you know. As with any find or search function, the more specific the data you enter, the more successful your results will be. Secure Management Guide Paychex, Inc. All rights reserved.

9 Menu Options Folders You can create additional folders if you want to organize your incoming and outgoing messages. Enter the new folder name here Then click Create Menu Options Account Information Select Account Information to change your password and set your time zone preference. The default time zone is United States Eastern. Click Update to save your changes. Click Update to Save Changes Secure Management Guide Paychex, Inc. All rights reserved.

10 Menu Options Preferences Select the Preferences option to modify how information displays in your Inbox and Outbox. Menu Options Help The Help Menu provides additional information on many topics. Secure Management Guide Paychex, Inc. All rights reserved.

11 Menu Options Logout To exit the Paychex Secure Message Center, close your browser or select Logout from the main menu. Technical Questions and Support Contact the sender of the if you have any difficulty accessing the Paychex Secure Message Center or viewing your messages. Secure Management Guide Paychex, Inc. All rights reserved.