Initial Setup Guide Welcome to SafeSend! This guide has been created to assist with your initial setup. Please follow the below steps to get started. If you are a Firm Administrator and are setting your Firm s Policies, we do recommend contacting our SafeSend Specialists to discuss your options. Licensed Users Licensed Users have purchased SafeSend. As a licensed user, you have possibly received 2 emails; an invitation to create your account and installation instructions. If your firm has already installed the software, you will not receive the installation instructions. If you have already installed and logged in, you can skip to the Firm Administrator s Section to learn more about your initial setup. 1. Create Your SafeSend Account a. Click the link in the Invitation Email to create your account. b. Complete the Account setup by entering a password and Authentication Information. IMPORTANT: You must complete this step before you can install and activate SafeSend. 2. Install SafeSend: If not already completed, download the software directly from our website www.cpaperless.com. a. Close Outlook b. Go to www.cpaperless.com c. Click Support Tab Downloads SafeSend Try it for Free d. Choose the download link that matches your version of Microsoft Outlook e. Follow the onscreen instructions f. Complete the download g. Open Outlook IMPORTANT: If you need to install the program in a Citrix/Terminal Server environment, please contact for the correct installer. (800) 716-2558 x 202 1
3. Activate SafeSend: The SafeSend icon should appear in your Outlook toolbar h. Click the More dropdown menu: If the icon does not appear, Close and reopen Outlook. If it still does not appear contact Support@cpaperless.com i. Choose Login j. Enter your Email, Password and Product Key (located in Installation Email) k. Click Login the window will automatically close l. You are now ready to use the program. IMPORTANT FIRM ADMINISTRATORS: There are some additional steps to complete your Account Setup. Create Additional Users 1. Login through www.cpaperless.com 2. Select the Contacts tab 3. Click the green Add New Contact button 4. Select User Group (Firm Admin or Staff) 5. Enter Contact Information 6. Create the Recipients Password : You have 2 options a. Contact to Create : the User will need to create their own Password b. I Will Create : You create the password for the User. Be sure to check Email Password On Save 7. Click either Save and Add Another Contact or Save and Close (800) 716-2558 x 202 2
IMPORTANT Once you are done creating additional Users and have selected Save and Close, you will be brought back to your list of Contacts. 1. Be sure all your Internal Staff Users are listed, under the Group column, as Firm Admin or Staff. If you accidently created a User as a Client, you will need to delete and recreate the User. 2. Also, all Firm Admin and Staff will have a Licensed status of No, until they complete the installation and activation process. (800) 716-2558 x 202 3
Send Installation and Activation Information 1. Check the gray box directly next to the Staff member(s) First Name. (See below) 2. You have 2 Options, a. Select Send License : Sends both installation instructions and an invitation to create a password. b. Select Send invite : Sends only the invitation to create a password. (800) 716-2558 x 202 4
Add Users to DropOff Recipient List 1. When you add a User to the DropOff Recipient List, the User will be listed as an Option under your Firm s DropOff Link. 2. To Add a User, a. Check the gray box, which will turn green, directly to the left of the User you wish to add. b. Click +/- DropOff Button. c. To confirm, be sure the status of the column, titled DropOff has changed to Yes. (800) 716-2558 x 202 5
Account Settings It is recommended that you schedule a 15-30 minute call with a SafeSend Specialist to discuss your options and to assist you with this section s setup. Under the More drop down menu in your SafeSend Outlook plug in, pick Settings and select on the Company Settings tab to define your firm s policies. We will not cover all of your Company Settings in this Initial Setup Guide. For a detailed explanation of each Setting option, please refer to the individual PDF Guides. (800) 716-2558 x 202 6
Send Options: 1. Enable those Authentication Methods you wish your users to use. a. Question/Answer: Secure and Easy (Recommended) b. Login: Most Secure and Least Used c. No Authentication: Compliant with Breech of Privacy Laws 2. Choose your Company Default 3. Employee Policies a. Suggestion: Check Allow employees to change Send Options. Your users may need to switch from Send Link to Send Secure PDF, depending on the recipient. b. Suggestion: Uncheck Allow employees to change their default option. It is good practice to have the same Company default for all users. 4. Click the Apply button (800) 716-2558 x 202 7
Link Authentication: You can use one of the Sample Questions provided OR customize a Question. 1. Customize or create a new question. a. Click New to create Question Title & Question Text b. Enter the Question Title c. Enter the Question Text d. Click Save 2. Once Saved, you can select Company Default Question (800) 716-2558 x 202 8
3. Employee Policies, check any appropriate boxes a. Suggestion: Check Allow employees to add their own questions. Your users may need to create a question on-the-fly if none of the questions available are relevant to the recipient. b. Suggestion: Uncheck Allow employees to change their default question. It is good practice to use the same Default Question. 4. Click the Apply button (800) 716-2558 x 202 9
Master PDF Password: 1. Secure PDF Passwords: Enable those password options you want available to your users. Random Passwords is the easiest and most commonly used. 2. Master PDF Password (Permissions Password): If you plan to use the Send Secure PDF Attachment Send Option, you will want to create a Firm or Master Password. This Master Password will open ANY Secured PDF Attachment created through SafeSend. Think of this password as a backdoor into all secured PDF Attachments. This way you do not need to know the clients password to open the file. This password should be something relative to your firm members and follow good password policy criteria (at least 8 characters, combination of character types). (800) 716-2558 x 202 10
Need Help Contact: 1. Need Help Contact a. Choose your firm s Help contact from your list of Firm Admin and Staff (Click Lookup ) Users must have activated their license through Outlook for their name to appear You can use a contact that has an email distribution list. b. Display Help Contact Photo 2. Click Apply then Save and Close. Retention Policy: 1. Select your Company Default Retention Policy: How long do you want to make files available for clients when using the Send Link send option? 2. Employee Policies, check any appropriate boxes (800) 716-2558 x 202 11
a. Suggestion: Check to Allow employees to change the retention period for a transaction. This will allow employees to change the length of time a file is available on a transfer by transfer basis. b. Suggestion: Uncheck to Allow employees to change their default selection. It is good practice to have a uniform retention policy for the majority of your transfers. 3. Click Apply Company Logo: 1. Click the Company Logo button 2. Pick the Use Company Logo option 3. Click The Browse button to select the Logo file for upload 4. Once the logo has been uploaded, it will appear on the page (see below). 5. If the logo does not appear or you receive an error message, be sure it is the correct size (330w 8 100h) 6. Click Apply (800) 716-2558 x 202 12
IMPORTANT: If you do not have a Company Logo, you can choose to either have your Company s Name or SafeSend Logo appear. (800) 716-2558 x 202 13
Portal Configuration: 1. Portal Login Link: Only Use if you have clients with Portal Logins (User Names & Passwords) a. Firm s usually add this link to their websites 2. Company DropOff Link: Clients use to send confidential information to the firm (No Login Required) a. Not recommended: Enable Portal Login Link on DropOff Page b. Allow Address Book Lookup: Allow sender to choose a Recipient. (If disabled, users will have to manually enter the recipients email address) c. Recommended: Allow Sender to Select Multiple Recipients d. Allows your users to use Personal DropOff links. (These links will auto fill them as the recipient when they are clicked) e. Required Clients to include a Subject and/or Message when using the DropOff link. f. Firms usually add the Company DropOff Link to both their Website (if applicable) and Email Signatures (see next step). 3. Click Apply once completed (800) 716-2558 x 202 14
DropOff Links A DropOff is an easy and secure way for your clients to send or return files to you and fellow firm members. No login or account is required. You have 2 options of DropOff links: 1. Company DropOff Link: This link will allow your clients to send files securely to any of your elected firm members. 2. Personal DropOff Link: This link will automatically select your email address to the recipient list. Most firms find it easiest for clients to access these links by adding them to their Outlook Email Signature and/or to their website. Example of a Client DropOff link in an email signature: (800) 716-2558 x 202 15
Once a client clicks the link in my email signature, what do they see? Where do I access these links? DropOff Links are located in 2 places for easy access. 1. Preferred: Outlook Plug-in Settings a. Outlook Plug-in More dropdown arrow Settings b. User Settings Portal/DropOff Links c. Highlight and Copy desired Link (800) 716-2558 x 202 16
2. Additional: Web Based Account Settings a. www.cpaperless.com Account Login b. Green Wheel icon Settings User Settings Portal/DropOff Links c. Highlight and Copy desired Link (800) 716-2558 x 202 17
Email Signature Setup for Outlook 2007 1. In Outlook, select Tools Options Email Format Signature 2. You can edit an existing signature or create a new signature 3. Create the Client DropOff link in the signature a. Type what your want the link to say. Some examples: Click Here to Send Me Files Securely Send Files Securely to Me by Clicking Here b. Highlight the text c. Click the Hyperlink icon (looks like a ball and chain) d. Paste your desired DropOff link into the Address field e. Select OK to close all open windows (800) 716-2558 x 202 18
Email Signature Setup for Outlook 2010 & 2013 1. In Outlook, select File Options Mail Signatures 2. You can edit an existing signature or create a new signature 3. Create the Client DropOff link in the signature a. Type what your want the link to say. Some examples: Click Here to Send Files Securely Client Drop Off Click Here Send Files Securely to me by Clicking Here b. Highlight the text c. Click the Hyperlink icon (looks like a ball and chain) (800) 716-2558 x 202 19
d. Paste your desired DropOff link into the Address field e. Select OK to close all open windows (800) 716-2558 x 202 20