February 11, 2016 Instructions Version 2
Table of Contents Secure Email Upgrade... 3 Receiving Secure Email... 3 Viewing Past Secure Emails... 3 One-Time Registration... 4 Registration Screen... 5 Viewing Secure Email... 7 Mobile Phones... 10 Password Recovery... 13 Reply Notifications... 15 Version Date Version 1 1/7/2016 Version 2 2/10/2016 Recipient Instructions - January 2016 Page: 2 of 15
Secure Email Upgrade EBMS will be upgrading our secure email capabilities the weekend of January 9 th, 2016. This is exciting news and we are looking forward to enhancing our excellent service to all clients, partners and everyone we communicate with in a secure encrypted manner. Receiving Secure Email Receiving secure email will become easier and simpler with our upgrade. All secure email will be encrypted and arrive directly into the recipients inbox as an attachment. The encrypted attachment contains the original body from the EBMS sender, including any original attachments, like Excel spreadsheets, Word documents and others. These original attachments along with the original email can be viewed once the recipient is authenticated. Authentication is required to open every secure email attachment and every time an attachment is opened. Credentials are obtained through a one-time web based registration process. The secure email system also supports password recover and reset, in the event a password is forgotten. EBMS is excited to offer this enhanced service which streamlines processes, not requiring recipients to link back to a secure web interface. Viewing Past Secure Emails Secure emails are stored directly within the recipients email client. For example, secure emails messages receive with the Outlook client will be always available within Outlook. Likewise, users receiving email through a web interface, like Gmail, will have their emails managed by Gmail. The enhanced EBMS solution does not require recipients to continually login into a web portal for past secure message review. Recipient Instructions - January 2016 Page: 3 of 15
One-Time Registration The first EBMS secure email initiated through the upgraded system will direct the recipient to execute the one-time registration process. The email will be similar to the following with a subject of SPX Registration Request from EBMS, Inc. Clicking the link will navigate to a web registration page. Recipient Instructions - January 2016 Page: 4 of 15
Registration Screen The registration screen displays the recipients email address and prompts the recipient for a password. This password will be utilized for all future authentications when receiving secure email. Please note the Password requirements box, once all criteria is met and both passwords match, the circles will turn green with a checkmark in them. Additionally, three security questions will need to be completed that would be utilized in the event the password recovery process is required. Ensure that each answer is unique and contains at least 2 characters. Once all information is completed successfully, the Register button will turn black so you can click on it. Recipient Instructions - January 2016 Page: 5 of 15
After successfully completing the registration, a confirmation message is displayed and the original, first secure email will be delivered. Recipient Instructions - January 2016 Page: 6 of 15
Viewing Secure Email Each EBMS secure email will have similar content with pertinent information identifying the sender. The attachment contains the original message, along with embedded Excel Spreadsheets, Word Documents and the like. Email clients (i.e.; Outlook, Gmail, etc.), either local or web based offer differing user interfaces. Based on the recipients email client, find the secure PDF attachment and open. Individual authorization will be required utilizing the registered password. Subsequent openings will also require authentication using the same password. If using a web client, you will need to download the PDF attachment instead of opening it in a web browser. Once downloaded, you can use your normal PDF viewer to open the file (with the password) and view the attachments. There are many different free PDF viewers available - including Adobe Reader and Foxit - that may be used to open the secure PDF attachment and view embedded documents. Each PDF viewer will have a different method for presenting embedded attachments, so familiarity with your specific PDF viewer is necessary to have those documents visible via embedded icons. Recipient Instructions - January 2016 Page: 7 of 15
At the bottom of the Gmail secure email is the attachment. Mouse over and click the down arrow to download. The browser (if configured to show downloads), will display the recently downloaded attachment. Click the down-arrow button to receive a pop-up menu. Select the Open with system viewer. This instructs the browser to open the document with the system default program for viewing PDF s. Typically this is Adobe or similar program. Recipient Instructions - January 2016 Page: 8 of 15
Upon opening the attached secure PDF, ensure the view attachments window is active. This provides visibility to embedded attachments. To view the email content, scroll to the second page of the PDF document; page one is the EBMS header page. To open embedded attachments, double click the attachment to open with the default application. To open the secure email with a locally installed client email program, double click the message.eml attachment. This provides the recipient to forward the email from their environment. Encryption rules are based on the recipients local policies. o Opening the message.eml requires a locally installed email client, like Outlook. It is not supported by web mail interfaces. Adobe reader does not provide support for viewing *.zip attachments. To open *.zip attachments, the recipient will need to open them from the message.eml file within a supported email client. Recipient Instructions - January 2016 Page: 9 of 15
Mobile Phones EBMS secure emails are compatible with Apple iphone and Android devices. For iphones, the recipient will need the Adobe Reader app or another similar PDF viewer. Once the app is installed, follow the instructions for web based email. When opening the encrypted email on an iphone, you will see the first screenshot below. Recipient Instructions - January 2016 Page: 10 of 15
Pressing the pdf attachment presents the recipient with choosing the desired application to open the PDF with. (The PDF viewer application must be installed prior to this process) Select Copy to Adobe Acrobat to open the encrypted PDF. Recipient Instructions - January 2016 Page: 11 of 15
To view attachments, click the paper clip icon at the bottom. Recipient Instructions - January 2016 Page: 12 of 15
Password Recovery In the event a password has been forgotten, a link on the main secure email provides a pathway to recovery; If you ve forgotten your password, you can reset or recover it here. Clicking the link navigates to a recovery page. Follow the instructions to initiate the process. This will require a multi-step process between the password recovery web interface and email. Once the password questions are sent, a recovery email is sent for validation. Recipient Instructions - January 2016 Page: 13 of 15
The Password Recovery email, click the link to proceed. Arrive back at the password recovery web page and provide the answers to your security questions. Select to Recover the password and follow the process to completion. Recipient Instructions - January 2016 Page: 14 of 15
Reply Notifications When replying to a secure email, the recipients email content will originate from a secure web page. EBMS secure email prohibits originating replies from a recipients email client. Replies require internet connectivity and are limited to the sender or the original distribution list; Reply or Reply All is the supported option. Upon reply, a receipt will be forward to the replying recipient. The ability to reply is active for 30 days from the original message. After 30 days, replying is not supported. Recipient Instructions - January 2016 Page: 15 of 15