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Send Options & Authentication Methods

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 email message
  • Select an Authentication Method (Depending on your firm’s policies, ALL these options may or may not be available)
    • Question / Answer: recipient must answer a question
    • Login: recipient must enter username and password (account required)
    • 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)
  • If you do not want to receive an email notification when files are download, uncheck the box
  • Click “Next”

 

 

  • 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
  • Click “Finish”

 

 

  • The access link will be embedded in the email message

 

  • 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 email attachment.

 

  • Click “Next”
  • It will return to the “Manage Files” window.

IMPORTANT: Depending on your firm’s policies, a new section called “Cover Page Message” may appear.

  • 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
    • You can either type in a password of your choice
    • Click “Random Password” to auto populate the password field
    • The system will auto-check to “Send Password to recipient in separate email”
  • Click “Next”

 

  • Outlook will automatically create the Password Email, click “Send”.

 

 

  • Password protected PDF file will be attached in the original email message, click “Send”

 

 

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 email and password to access any and all files sent. Best for high frequency user: bookkeeping, QuickBooks, Payroll, Corporate, Business Management

 

  • 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.

 

 

Recipient

Link: Q/A & NA

Link: Login (Account Required)

Encrypted PDF

Average Client

 

 

 

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

 

IMPORTANT: If you need further assistance Please Submit a Ticket or call 1-800-716-2558 ext. 202

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