How to Change Your Send Options

Transcription

1 How to Change Your Send Options You may need to switch from your default Send Option for one reason or another when sending files. For example, the recipient may not be able to receive the embedded link because of their Corporate Firewall. Or the recipient is on a mobile device and cannot open the Secured PDF attachment. The process to switch is quick and easy. Your default Send Option will appear in the Manage Files window Click on the Change Send Method button to select another method Send Link Method Choose Send Link to embed the access link in the message Select an Authentication Method (Depending on your firm s policies, ALL these options may or may not be available) a. Question / Answer: recipient must answer a question b. Login: recipient must enter username and password (account required) c. No Authentication: encrypted but no additional authentication required You can also select how long the files will be available for download by selecting the date drop down menu (Depending on your firm s policies, this option may or may not be available) (800) extension 202 1

2 If you do not want to receive an notification when files are download, uncheck the box Click Next a. If you select Question / Answer Authentication Method, select a question from the list and enter the answer if the answer is not populated already. If you need to edit the answer, click on the pencil icon b. Click Finish The access link will be embedded in the message (800) extension 202 2

3 Click Send to complete the process Send Secure PDF Attachment Method Choose Send Secure PDF Attachment to attach a password protect PDF file as an attachment. Click Next (800) extension 202 3

4 It will return to the Manage Files window. IMPORTANT: Depending on your firm s policies, a new section called Cover Page Message may appear. a. You can type a message to the recipient and the message will be secure and encrypted Click Next In order to secure the PDF attachment, you will need to put a password on the PDF file a. You can either type in a password of your choice b. Click Random Password to auto populate the password field c. The system will auto check to Send Password to recipient in separate Click Next (800) extension 202 4

5 Outlook will automatically create the Password , click Send. Password protected PDF file will be attached in the original message, click Send (800) extension 202 5

6 When to Use What Send Option & Authentication Method Sending files securely can be hard. You have a lot of variables on the recipient s end Mac users, mobile devices, tech savvy, bankers, financial institutions, government agencies, etc. SafeSend offers multiple options for sending confidential information to help with the process. But when do you use what method? Send Link with Question / Answer (Q/A): Most popular and most successful method. Send Link with Login: Least Used Method. Clients must create and account and enter their and password to access any and all files sent. Best for high frequency user: bookkeeping, QuickBooks, Payroll, Corporate, Business Management (800) extension 202 6

7 Send Link with No Authentication (NA): Easiest to use method. Although the information is encrypted throughout the process there is no additional security added. Send Secure PDF Attachment: Only recommended for those recipients unable to receive embedded links because of Firewall restrictions (Bankers, Financial Institutions, and Government Agencies). This method is only compatible when the recipient is using Adobe Reader or higher. All other PDF Viewers have limitations (Mac Users). Not compatible on mobile devices. IMPORTANT: You will run into issues if you choose to use this Send Option as your default method. It is only successful when sending to Bankers, Financial Institutions Government Agencies or High Frequency Users. (800) extension 202 7

8 File Transfer Cheat Sheet Average Client Recipient Link: Q/A & NA Link: Login (Account Required) Encrypted PDF Mac User? Recommended No No Windows 8 User? Recommended No No Mobile Device Access? Recommended No No PDF Viewer Adobe Reader Recommended No No Links Stripped by Firewalls Banks No No Only Option Financial Institutions No No Only Option Government Agencies No No Only Option High Frequency Users Bookkeeping, QuickBooks, Payroll, Long Term Storage Users Yes Recommended Yes (800) extension 202 8