Admin Settings

The Admin Settings menu allows firm administrators to update and save global default settings and permissions for Exchange.

Please note:

Only System Administrators have access to the Admin Settings section.

Authentication Questions

Here is where you can set the Question & Answer authentication questions for your entire firm. Any question entered here will appear in the Compose Mail section for all users.

1. Click Authentication Questions. 
2. Toggle the Allow employees to add their own questions On to allow users to add questions. 
   • If it is toggled off, users cannot add their own and must use one of the ones already created in the Admin Settings.
3. Toggle Allow employees to change their default questions On to allow users to change their default Question & Answer authentication methods. 
   • If it is toggled off, the question that is set as the default in the Admin Settings will be the default for all users.
4. Click the Delete icon to delete selected questions. 
5. Click Add New Question to add new firm-wide questions that will be available for all users.
6. Hover over a question to display the editing options. 
7. Click the Edit icon to edit the question. 
8. Click the Delete icon to delete the question. 
9. Click the Set as Default button to make that question the firm-wide default. 

Message Options

Here you can select what authentication methods users can use and what retention periods they can set.

Authentication Method 

This will set the default authentication methods for all users within Exchange.

Info

When the method box is blue, this indicates it is a valid selection when sending a new secure mail. When clicking on an authentication method you can make the selection white which means it will not be a valid selection for users in your firm.  

1. Click Message Options.
2. Click Authentication Method to expand the authentication settings menu.  
3. Click the Set as default button On to change the firm-wide default authentication method. 
4. Toggle the Allow employees to change Authentication Method option On to allow users to change the authentication method they can use for secure mails.
   • If it is toggled off, users cannot change the authentication method from the default set by the system admin.
5. Toggle the Allow employees to change their default method option On to allow users to change their default authentication method when they send secure mail.
   • If it is toggled off, users cannot change the default authentication method when they send secure mail.

Retention Period 

Here you can set all the default retention periods for all the authentication methods as well as the drop box. These can be altered by users within your firm when sending secure mail if they wish. The range of retention periods goes from 1 day to 7 years.

1. Click Message Options.
2. Click Retention Period to expand the retention period settings menu.  
3. Click the Question and Answer drop-down to select a retention period for items sent using the question and answer authentication method. 
4. Click the Access Code drop-down to select a retention period for items sent using the access code authentication method. 
5. Click the Drop Off drop-down to select a retention period for items received via drop-off links. 

Notifications Options 

Here you can set the default notification options for your users. If allowed, they can customize these options in their My Settings menu. 

Expiration

Choose whether or not users and clients receive document expiration emails. 

1. Click Message Options.
2. Click Notification Options. 
3. Toggle Notify recipients when file(s) are about to expire on to enable expiration email notifications. 
4. Select the Allow employees to update their Expiry Notification setting option to allow users to personalize their settings around these notifications. 

Download 

Choose whether or not users and clients receive download notifications.

1. Click Message Options.
2. Click Notification Options. 
3. Toggle Notify recipients when file(s) are about to expire on to enable expiration email notifications. 
4. Select the Allow employees to update their Expiry Notification setting option to allow users to personalize their settings around these notifications. 

Support Contact

When you send a secure mail to someone or when someone clicks the link to your Dropbox they will see a support contact in the top right-hand corner of the screen. This person can be contacted by the client if they have any questions or concerns. 

Please note:

Only users in the SafeSend Exchange user group will appear in the Choose contact drop-down. See the Add Users to Exchange article for more information about user groups.

1. Click Support Contact.
2. Click the Choose contact drop-down to select a support contact. 
3. Toggle the Display Phone Number option On to display the support contact's phone number. 
   • If it is toggled off, only the support contact's name and email address are displayed. 
   • Name, email address, and phone number are pulled from the user's My Account details. 

Message History

The firm can determine access permissions and settings for Message History. Settings are set individually between Sent and Received Item History. 

Info

Even if the Item History reports are turned off, the information is still tracked. The information will be available when the option is turned on. 

Sent Item History

1. Click Message History.
2. Click Sent Items History to expand the sent items history settings menu. 
3. Toggle the View the Sent Items Historical report option On to allow all users to access the Sent Item History Report. 
   • If it is toggled off, no user will be able to access the Sent Item History report. 
4. Toggle the View transfers of all users (does not provide access to links) option On to allow users to view all document transfers. 
   • If it is toggled off, users can only see their personal document transfer history. 
5. Toggle the Resend Document Access Links (Also applies to My Portal Inbox) option On to allow users to resend access links to sent messages directly from the Sent Item History report. 
   • If it is toggled off, users cannot resend access links from the Sent Item History report. 

Received Item History

1. Click Message History.
2. Click Received Items History to expand the sent items history settings menu. 
3. Toggle the View the Received Items Historical report option On to allow all users to access the Sent Item History Report. 
   • If it is toggled off, no user will be able to access the Received Item History report. 
4. Toggle the View transfers of all users (does not provide access to links) option On to allow users to view all document transfers. 
   • If it is toggled off, users can only see their personal document transfer history.

Request Templates

Here you can add and manage saved templates that users can apply when using the Document Request List feature. 

New Template

1. Click Request Templates. 
2. Click Add Template. 
3. Add Template Name.
4. Add Description.
   • This description will appear to the recipient. 
5. Add Tax Year and Due Date.
6. Add Document Name.
   • The description is optional. 
7. Click Add Documents to add more documents to the template. 
8. Click Create.

Template Management

Please note:

To see the editing options, you will need to hover over the template name.

1. Edit - Here you can update the name, description, due date, and document list. 
2. Delete - Once deleted, this cannot be undone. 
3. Copy Template - This will duplicate the template and display 'copy' at the end. You can then use the edit tool to update the settings.

Drop Off Configuration

These settings allow you to set restrictions on the drop-off links for users within the firm. 

1. Click Drop Off.
2. Click Configuration to open the drop-off configuration settings menu. 

1. Toggle the Allow Address Book Lookup option to On to allow clients to see a list of all drop-off enabled users in the To field when using a drop-off link. 
   
   • If it is toggled off, the client will have to enter a valid email address OR leave the email address associated with the drop-off link in place. 
2. Toggle the Allow Personal Drop-Off Links option to On to allow users to have their own personal drop-off link. 
   • If it is toggled off, users will only have access to the Company Drop-Off link. 
3. Check Allow user to Manage drop-off links in mail notification to allow the user to customize the drop-off link that appears at the bottom of the email. This is managed in My Settings. 
4. Toggle Send download notification to the sender/client to On to receive a notification when a client has uploaded documents. 
   • This will only apply to documents uploaded via your drop-off link. 
5. Toggle the Enable Spam Filtering option to On to send all drop-off items to the spam folder first.
   • An exception is if the drop-off recipient is whitelisted.

File Type Restriction

1. Click File Type Restriction. 
2. Click the Manage file types...
3. Select a file type to restrict. 
4. Click Save. 

Drop Off Users

These settings allow you to manage drop-off access for those who send and receive messages via the drop-off links. 

Senders

Please note:

This setting is only available if the Enable Spam Filtering setting is enabled in the Drop Off Configuration.

Anyone who sends mail using a drop-off link is added to the Senders section as blacklisted. To whitelist a sender, follow these steps: 

1. Click Drop Off.
2. Click Users.
3. Click Senders.
   • This will open the Senders configuration menu. 
4. Hover over the sender's email address you wish to whitelist. 
   • You can also use the search bar to find the email address. 
5. Click the Whitelist button. 
   
   • You can also Blacklist senders with the same button if they are already whitelisted.  

Recipients 

Every user in your firm with access to SafeSend Exchange will be listed in the Recipients section.  By default, each user does not have access to a personal drop-off link. To allow a user a personal drop-off link, follow these steps:

1. Click Drop Off.
2. Click Users.
3. Click Recipients.
   • This will open the Recipients configuration menu. 
4. Hover over the employee name you wish to give access to. 
   • You can also use the search bar to find the employee.
5. Click the Enable Drop-Off button. 
   • You can also disable the drop-off link with the same button if they are already enabled. 
6. Click Set as Default to set the user as the default for the Company Drop-Off Link.