Initial Setup Guide

Welcome to SafeSend!

SafeSend Exchange Legacy version only. 

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.

• Create Your SafeSend Account
• Click the link in the Invitation Email to create your account. 
• Complete the Account setup by entering a password and Authentication information. 

IMPORTANT: You must complete this step before you can install and activate SafeSend.

Install SafeSend: Please contact [e-mail] to receive download links. 

IMPORTANT: If you need to install the program in a Citrix/Terminal Server environment, please contact [e-mail] for the correct installer.

• Activate SafeSend: The SafeSend icon should appear in your Outlook toolbar.
• Click the “More” dropdown menu: If the icon does not appear, Close and reopen Outlook. If it still does not appear, contact [e-mail].
• Choose “Login”.
• Enter your Email, Password, and Product Key (located in the Installation Email).
• Click “Login” – the window will automatically close.
• You are now ready to use the program.

IMPORTANT FIRM ADMINISTRATORS: There are some additional steps to complete your Account Setup.

Create Additional Users

• Login through safesend.com.
• Select the “Contacts” tab.
• Click the green “Add New Contact” button.
• “Select User Group” (Firm Admin or Staff).
• When creating Firm Admin or Staff you have the option to add them as a DropOff Recipient. check "Yes" or "No"
• DropOff Recipients will be allowed to receive documents directly from clients by providing them with a unique drop-off link
• The following help desk article outlines drop-off links: DropOff Links
•  
• Enter “Contact Information”.
• Ensure "Send Invitation on Save" is selected so the user will be prompted to log in and create a password. 
• Click either “Save and Add Another Contact” or “Save and Close”.

IMPORTANT

Once you are done creating additional Users and have selected “Save and Close”, you will be brought back to your list of Contacts.

• Be sure all your Internal Staff Users are listed, under the “Group” column, as Firm Admin or Staff. If you accidentally created a User as a Client, you will need to delete and recreate the user. 
• Also, all Firm Admin and Staff will have a “Licensed” status of No, until they complete the installation and activation process. 

Send Installation and Activation Information

• Check the gray box directly next to the Staff member(s) First Name. (See below)
• You have 2 options,
  • Select “Send License”: Sends both installation instructions and an invitation to create a password. 
  • Select “Send Invite”: Sends only the invitation to create a password. 

Add Users to DropOff Recipient List

• When you add a User to the “DropOff Recipient List”, the User will be listed as an Option under your Firm’s DropOff Link.

• To Add a User,
• Check the gray box, which will turn green, directly to the left of the User you wish to add.
• Click “+/- DropOff” Button.
• To confirm, be sure the status of the column, titled “DropOff” has changed to Yes.

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 plugin, 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 Articles. 

Send Options:

• Enable those Authentication Methods you wish your users to use. 
  • Question/Answer: Secure and Easy (Recommended).
  • Login: Most Secure and Least Used.
  • No Authentication: Compliant with Breach of Privacy Laws.
• Choose your “Company Default”.
• Employee Policies
  • 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. 
  • Suggestion: Uncheck “Allow employees to change their default option”. It is good practice to have the same Company default for all users. 
• Click the “Apply” button.

Link Authentication:

You can use one of the Sample Questions provided OR customize a Question.

• Customize or create a new question.
  • Click “New” to create Question Title & Question Text.
  • Enter the Question Title.
  • Enter the Question Text.
  • Click “Save”.

• Employee Policies, check any appropriate boxes.
  • 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 client.
  • Suggestion: Uncheck “Allow employees to change their default question”. It is good practice to use the same Default.
• Click the “Apply” button.

Master PDF Password:

• Secure PDF Passwords: Enable those password options you want available to your users. Random Passwords is the easiest and most commonly used. 
• 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 client's 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, a combination of character types).

Need Help Contact:

• Need Help Contact
  • 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. 
  • Display Help Contact Photo
• Click “Apply” then “Save and Close."

Retention Policy:

• Select your Company Default Retention Policy
  • How long do you want to make files available for clients when using the “Send Link” send option?
• Employee Policies, check any appropriate boxes.
• 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.
• 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.
• Click “Apply”

Company Logo:

• Click the “Company Logo” button.
• Pick the “Use Company Logo” option.
• Click The “Browse” button to select the Logo file for upload.
• Once the logo has been uploaded, it will appear on the page (see below).
• If the logo does not appear or you receive an error message, be sure it is the correct size (330w 8 100h).
• Click “Apply”.

IMPORTANT: If you do not have a Company Logo, you can choose to either have your Company’s Name or SafeSend Logo appear.

Portal Configuration:

• Company sub Domain: Use this to personalize your SafeSend URL with your company name. 
• Portal Login Link: Only use this if you have clients with Portal Logins (User Names & Passwords)
  • Firms usually add this link to their websites directly.
• Company DropOff Link: Clients use to send confidential information to the firm (No Login Required)
  • Not recommended: Enable Portal Login Link on DropOff Page.
  • Allow Address Book Lookup: Allow the sender to choose a Recipient. (If disabled, users will have to manually enter the recipients' email address).
  • Recommended: Allow Sender to Select Multiple Recipients.
  • Allows your users to use Personal DropOff links. (These links will auto-fill them as the recipient when they are clicked).
  • Required Clients to include a Subject and/or Message when using the DropOff link.
  • Firms usually add the Company DropOff Link to both their Website (if applicable) and Email Signatures (see next step).
• Default DropOff Recipient: If desired, choose a user to always display as the default recipient when the DropOff link is used by clients. 
• Click “Apply” once completed.

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:

• Company DropOff Link: This link will allow your clients to send files securely to any of your elected firm members.
• 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:

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 your settings

• Accessing from Outlook Plug-in
• “More” dropdown arrow | Settings
• User Settings | Portal Options
• Highlight and “Copy” desired Link
• Accessing from Browser
• Login at safesend.com.
• Click Settings wheel on top right.
• Click "Settings".
• User Settings | Portal Options

Email Signature Setup for Outlook 2007

• In Outlook, select Tools | Options | Email Format | Signature.
• You can edit an existing signature or create a new signature.
• Create the Client DropOff link in the signature.
  • Type what you want the link to say. Some examples:
    • Click Here to Send Me Files Securely
    • Send Files Securely to Me by Clicking Here
  • Highlight the text.
  • Click the ‘Hyperlink’ icon (looks like a ball and chain).

• “Paste” your desired DropOff link into the “Address” field.
• Select ‘OK’ to close all open windows.

Email Signature Setup for Outlook 2010 & 2013

• In Outlook, select File | Options | Mail | Signatures
• You can edit an existing signature or create a new signature.
• Create the Client DropOff link in the signature.
  • Type what you 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
  • Highlight the text.
  • Click the ‘Hyperlink’ icon (looks like a ball and chain).

• “Paste” your desired DropOff link into the “Address” field.
• Select ‘OK’ to close all open windows.