SECURE CLIENT PORTAL

Transcription

1 SECURE CLIENT PORTAL

2 Table of Contents Setup and Preferences... 3 Setting Up the... 4 How to set up Encrypted Portal Messaging...16 Add the to your Webpage...19 Antivirus Requirement - How do I check what Antivirus I have?...24 How to link your Privacy Policy to the Portal and Assessment App...28 Using the...32 Adding a Matter to the...33 Send a Questionnaire - via the...36 Requesting a Document from your Client via the...41 How to send a Letter or Document via the...46 How to send a Form via the...52 How to send and request multiple documents in one Message...59 Receiving Messages and Documents from the...66 Understanding the Symbols...71 How to Resend the Portal Logon Details...73 Disconnect a Client from Portal...75 Encrypted Portal Messaging...78 How to set up Encrypted Portal Messaging...79 How to send an Encrypted Portal Message...82 Receiving Messages and Documents from the...91 How to Create or Edit a Message Template - Messaging Quickparts...96 How to use Messaging Quickparts How to set up a default Message Signature...107

3 Setup and Preferences Page 3

4 Setting Up the The secure client portal is a website that allows you to communicate with your clients. You can: send questionnaires to your clients request documents from your clients let your clients know how their matter is progressing Before you can use the secure client portal, you will need to set your portal preferences. 1. Login as Administrator To activate the portal, you must first login as the Administrator. 2. Open Preferences In the top toolbar click Tools > Administrative > Preferences. The Preferences window will now appear. Page 4

5 3. Go to the Portal Tab Click on the Portal tab. 4. Set your Portal Details You will now need to set your preferences for Portal. Page 5

6 4.1. Check the Portal URL Portal URL - this is the web address your clients will use to access the portal. This will be based on your company name. eg if your company name is ABC Migration your url would be (and your clients would then go to) to access the portal. Note: If you want to use a different url, you will need to contact our Support team to change this (we have done this to stop people taking URLs that they are not entitled to) Add your Firm Logo This is the logo you want to appear on the top of your Portal website. Click the Select button to choose and add an image file. Note: The image file must be less than 50kb. Page 6

7 4.3. Set Download Frequency After your clients have uploaded documents to the Portal, Migration Manager will need to download the documents and add them to that relevant file. We generally suggest you choose to download documents automatically whenever they become available. However, if you have a poor internet connection we suggest you choose one of the other options and download the documents at a time and frequency of your choosing Set whether Clients can send you a Message via the Portal Migration Manager allows users to send encrypted and secure messages to their Client via the Portal. This setting determines whether Clients can send messages/replies back from the Portal Specify who will receive the downloaded documents - Document Inbox All documents received via the Portal will be downloaded directly to the relevant file. You can also choose to have associated responsible staff members notified via their Document Inbox that a document has been received from the Portal. Page 7

8 4.6. Set how long a copy of a document uploaded by your client will remain on the Portal Server When a document is uploaded by your Client to the Portal it is stored on the Portal Server. Once you download the document in to Migration Manager, a copy of the document will remain on our Server for the number of days specified in this preference. We keep a copy on our server for a minimum of 24 hours in case there is a problem with your original download and you need to redownload it. Once the time period has elapsed the document is permanently deleted from our Portal Server (not your server). The maximum time period that can be set for a copy to remain on our Server is 14 days from the date you first downloaded the document Set how long a copy of a document uploaded by you will remain on the Portal Server When a document is uploaded by you to the Portal for your client to download, it is stored on the Portal Server. The document will remain available for download by your client for the number of days specified in this setting. Once the time period has elapsed the download link for the document changes to 'expired' and document is permanently deleted from our Portal Server (not your server). The maximum time period that can be set for a copy to remain on our Server is 28 days from the date you uploaded the document. Page 8

9 5. Set the default Portal Client Logon information When you use the Portal, Migration Manager can/will generate s to the client advising them of their logon details. To edit the text of these s,click on the Portal s tab: to send portal logon details - when you add a client to the portal, Migration Manager will draft an to the client to let them know how to logon to the portal. You can customise the subject and body if you wish. to resend portal logon details - if a client forgets their username, you can resend their username and portal URL. You can customise the subject and body if you wish. Note for security reasons, this cannot include the password. If the client has forgotten their password, they will be able to reset their password using the portal. Page 9

10 6. Set the default Portal Notification s Migration Manager can: 1. generate an to your client when you have added or changed information on the Portal. To set the default text and subject, click on the Portal s 2 tab and enter the required information; 2. send an to the client when a link for a document you have uploaded to a client is about to expire. These settings allow you to choose how many days before the link expires that a reminder will be sent and who will receive that Instructions for Downloading Questionnaires from the Portal The Portal allows you to upload a PDF Questionnaire for your client to download and complete. When your Client accesses the Questionnaire a set of instructions will appear. You can edit the instructions that will appear in this preference. Page 10

11 8. Terms and Privacy Within the preferences you can set your own terms and conditions of use by your clients of the Portal as well as provide a link to your Privacy Policy. Page 11

12 8.1. Terms and Conditions To create your own terms and conditions for use of the Portal by your clients, go to the Terms and Privacy tab and then click the Edit button in the Your Terms and Conditions section. The editor window will now appear. You can now start entering details of the Terms and Conditions you want to have appear. Page 12

13 Once you have entered all of your required Terms and Conditions, click Save. Page 13

14 8.2. Privacy Policy To add a link to your Privacy Policy, insert ddetails of the URL in the 'Link to your privacy policy' field' 9. Activate the Portal Once you have set all of the preferences, the Administrator can activate the Portal. To do this, click Click on the Portal Details tab and click Activate Portal. You will now be able to start using the portal. Note - if you don't see the Activate Portal button, this may mean that you are not logged in as Administrator (only the Administrator can activate the portal) or that the portal has already been activated. Page 14

15 10. Click Save & Exit to finish Your Portal is now set and up and ready for your first client. Page 15

16 How to set up Encrypted Portal Messaging Version Released: Migration Manager Version Migration Manager's Encrypted Portal Messaging functionality allows users of Migration Manager to securely communicate with their clients via the. All messages which are sent via the Portal are encrypted in both transit and at rest. Encrypted Portal Messages sent from Migration Manager can only be viewed by the intended recipient and are encrypted until the client logs in to the Portal and opens the message - at which point the message is derypted - and vice versa for messages sent by the client to the Agent/ Lawyer. As of Version of Migration Manager you will have the ability to send messages from Migration Manager to the Portal. However, in order for your Client to be able to reply to those messages from within the Portal you must enable Client Replies. Note that once Client Replies is enabled, it available on all matter which have been activated for the Portal. 1. Open the system Preferences. In the top toolbar, go to Tools > Administrative > Preferences Page 16

17 2. Navigate to the Portal Preferences Once the Preferences window options, go to the Program Level tab and then the Portal tab. 3. Enable Portal Messaging To enable Portal, tick the Allow Clients to Send you Messages from the Portal option. Page 17

18 4. Save & Exit To finish, click Save & Exit. Page 18

19 Add the to your Webpage Adding the Portal to your website is simple. You or your webpage administrator just needs to add the Portal URL as a menu link. This article shows you how to add the Portal to a website created in Wordpress (the most common type of website creator). The same concepts apply to nearly all type of website creators. Important: Please note that the Migration Manager support team is not able to assist you with the creation or editing of a website. Please contact a professional website designer for assistance with the building and maintaining of a website. The instructions contained in this article are designed to assist you to add the Portal to an existing website. 1. Access your website administration page First you will need to login to your website administrate page. Once you have logged in to your administration page, go to Appearance > Menus Page 19

20 2. Create a Custom Link Now select the Custom Links option. 3. Copy link details from Migration Manager Open the Portal preferences in Migration Manager by first going in the top menu to Tools > Administrative > Preferences Page 20

21 Next go to the Portal preferences tab Now copy the Portal URL that you want to add to your website by clicking the copy button. Page 21

22 4. Add details to the Custom Link in your website Now paste the selected information in to the Custom Link menu creator in your website and give the link a title. When you have finished click Save Menu. 5. Website Updated Your website should now have the Client Portal page appearing as a menu option on your website. Page 22

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24 Antivirus Requirement - How do I check what Antivirus I have? When you first go to access the on a computer, you will be asked to confirm that you have a current and up to date Antivirus on your computer. The Secure Client Portal has a number of security and malware protection features built in to it to try and prevent the transmission of infected files, however such is the state of the constant march and progression of malware that it is important that you take steps to ensure your system is always protected. The best way to do this is to have a current antivirus installed and active on your computer this basic data security principle applies whether you use the Portal or not. This article sets out how to check what Antivirus you have installed. 1. Open your computer Control Panel The easiest way to find and open your computer's 'Control Panel' is to click the Start button and type in 'Control Panel'. Page 24

25 2. Click Review your Computer's Status in System and Security Once the Control Panel opens, under System and Security, click Review your computer's status. 3. Open the Security panel Click the arrow button next to Security to expand the information section about the security on this computer. Page 25

26 4. Review your Virus Protection details You can now review details of what antivirus software is currently installed and protecting your computer. 5. Record your Antivirus Details in Migration Manager With the information you have obtained from your computer's Control Panel, you can insert the required information in to Migration Manager. Once you have entered all of the required information you can click Continue. Page 26

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28 How to link your Privacy Policy to the Portal and Assessment App The and Assessment Apps have the ability to display a link to your Privacy Policy. If added, it will appear as a link on the bottom of the Portal page and is available as an option to be added as a declaration to the Assessment App submission section. This article covers how to set up this link 1. Login as Administrator To activate the portal, you must first login as the Administrator. 2. Open Preferences In the top toolbar click Tools > Administrative > Preferences. The Preferences window will now appear. Page 28

29 3. Go to the Portal Tab Click on the Portal tab. 4. Terms and Privacy Within the preferences you can set your own terms and conditions of use by your clients of the Portal as well as provide a link to your Privacy Policy. Page 29

30 To add a link to your Privacy Policy, insert details of the URL in the 'Link to your privacy policy' field' 5. Click Save & Exit to finish To finish, click Save & Exit. The Privacy Policy link will sync with the Portal over the next 20 minutes. Page 30

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32 Using the Page 32

33 Adding a Matter to the This section describes how to add a matter to the and notify your client of their access details. Suggestion - when you first use the portal, you might like to set up a dummy matter with your own address and add that matter to the Portal. That way you will be able to log in to the portal yourself and see exactly what your clients will see when they use the Portal. 1. Open the Portal Form Open the matter, click on the Progress tab and then click the Portal button. Note, if you don't see a Portal button, you need to Set Up the Portal for your firm. 2. Turn on Portal for this Matter If this is the first time the portal form has been opened for this matter, Migration Manager will need to add the matter to the Portal and generate the Client's logon details. When you click the Portal button the 'Turn Portal On' window will appear. The client's address will be displayed. Check if the address is correct. If you want to send the to a different address, enter it here. Page 33

34 3. Generate Logon Details When you are ready to turn the Portal on for this matter, click Turn Portal On and Send Send Portal Logon Details Migration Manager will now add this matter to your Client Portal and generate an to be sent to your Client which contains their logon details. Page 34

35 5. Send the to your Client Page 35

36 Send a Questionnaire - via the Secure Client Portal This section describes how to request a Client Information Questionnaire from your client via the 1. Open the Portal Form Open the matter, click on the Progress tab and click the Portal button. Note: If the Portal is not currently activated for this client you will be prompted to do so. 2. Click 'Upload Questionnaire to Portal' Once the Portal window opens in Migration Manager, click the 'Add Questionnaire' button to get a list of Questionnaires that you can select to upload to this Client's Portal. Page 36

37 3. Select the Questionnaire Select the type of Questionnaire you want to upload to the Client Portal for this Client. Page 37

38 4. Choose whether you wish to notify the Client by of the upload You can select whether Migration Manager should also generate an that you can send to the Client to advise them that there is a new item for them to review on the Portal. 5. The Questionnaire will now Upload The selected Questionnaire will now be uploaded to the Client's Portal Page 38

39 6. Questionnaire Uploaded Once the Questionnaire has been uploaded, you will see entries in the 'Uploaded to Portal' panel showing 1. That you have uploaded a document 2. You have requested a document back from your client. 7. Progress Items updated An update will also be added to the Client's Progress tab showing that the Questionnaire has been uploaded to the Portal. Page 39

40 8. Client's View If the Client logs on to their, they will see that a Questionnaire is available for them to download and complete. There will also be an entry in the list of documents required and the option to upload the Questionnaire back via the Portal. Page 40

41 Requesting a Document from your Client via the This section describes how to request a Document from your client via the Secure Client Portal. The Documents that you request are selected from the items you have listed in the selected Client's Progress tab. You must have items in the Progress tab of the Matter to be able to add these items to the Portal. For details on how to add Progress Items, see Progress Items - How to add a Document and Tasks Checklist to a File 1. Open the Portal Form Open the matter, click on the Progress tab and click the Portal button. Note: If the Portal is not currently activated for this client you will be prompted to do so. 2. Select the Documents you want from your Client Once the Portal window opens in Migration Manager, you will need to select the Documents you want from your Client from the 'Not Yet Uploaded to Portal' window. Page 41

42 3. Continue selecting Documents Continue selecting the Documents you want to request by holding down your Ctrl key and clicking the additional items. Page 42

43 4. Add selected items to Portal Click the Add to Portal button to add the selected requested items to the Portal. 5. Requested Documents added to Portal The Documents that you selected will now be added to the online Client Portal for this Client. The items will now be listed in the 'Uploaded to Portal' section of the Portal window along with the date they were requested. Page 43

44 6. Progress Items updated An update will also be added to the Client's Progress tab showing that the documents have been requested from the Client. Note: On the right hand side of the Progress tab, there will appear a symbol to indicate the status of the Progress item on the Portal (see the Key for details on what each symbol means) Page 44

45 7. Client's View If the Client logs on to their Client Portal, they will see the Documents which have been requested from them. They can then upload the requested Documents by clicking the 'Upload File' button. Page 45

46 How to send a Letter or Document via the When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via the Secure Client Portal. Note: The method of sending letters and documents to the Portal has changed as of MM Version This article has been updated with the new method. 1. Generate the Letter or Document For instructions on how to generate a Letter or Document from a template please see: How to merge a Template Letter 2. Open the Documents tab Now go to the Documents tab of the matter on which you want to send the merged document. Merged documents/letters are saved in to the Letters Out folder. Page 46

47 3. Select the Document, Right Click and select Upload to Portal After you have selected the letter or document you wish to send via the Portal, right click it and from the context menu choose Upload to Portal. The Portal Messaging window will now appear along with a list of the items you have selected to send. Page 47

48 Tip: You can add additional documents to the message by dragging and dropping them on to the Attachments section of the message. 4. Add Message details To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message. Page 48

49 5. Select additional options When you upload a Document/Form to the Portal, you can elect for additional things to occur: 5.1. Request a Document from Client This option allows you to also to request a document back from the Client via the Portal. This request will be linked to an item in the Progress tab for this matter. To find the relevant item in the Progress list that you wish to link to you can: 1. Use the dropdown list which will show a list of all documents/forms currently show on this matters Progress tab; or 2. Use the + button to create a new document/form entry on the Progress tab for this matter. Page 49

50 5.2. Mark a Progress Item as Complete This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can: 1. Use the dropdown list which will show a list of all tasks currently show on this matters Progress tab; or 2. Use the + button to create a new task entry on the Progress tab for this matter Notify Client that New Documents are Available Selecting this option will generate an to the client to notify them that you have uploaded a document to the for them to review. Page 50

51 6. Click Send Message To finish, click the Send Message button. The document/form will now be upload to the via encrypted message. 7. Send notification If you have selected the option to Notify Client, Migration Manager will also generate an for you to review and send to the Client to notify them that you have uploaded documents for their review. Page 51

52 How to send a Form via the When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via an Encrypted Message in the. Note: The instructions below are for using Migration Manager version or newer. 1. Merge the Form First you will need to merge the Form in Migration Manager. For instructions on how to Merge a Department PDF form please see: How to Merge a DIBP Form 2. Open the Documents tab Now go to the Documents tab of the matter from which you want to send the merged Form and navigate to the Forms folder. Page 52

53 3. Select the Form, Right Click and select Upload to Portal After you have selected the Form you wish to send via the Portal, right click it and from the context menu choose Upload to Portal. Page 53

54 A Portal Messaging window will now appear and in the attachments selection there will be a list of the items you have selected listed. 4. Add a Message/Instructions To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message. Page 54

55 5. Select additional options When you upload a message and a Document/Form to the Portal, you can elect for additional things to occur: 5.1. Request a Document from Client This option allows you to also to request a document back from the Client via the Portal. This request will be linked to an item in the Progress tab for this matter. To find the relevant item in the Progress list that you wish to link to you can: Page 55

56 1. Use the dropdown list which will show a list of all documents/forms currently show on this matters Progress tab; or 2. Use the + button to create a new document/form entry on the Progress tab for this matter Mark a Progress Item as Complete This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can: 1. Use the dropdown list which will show a list of all tasks currently show on this matters Progress tab; or 2. Use the + button to create a new task entry on the Progress tab for this matter Notify Client that New Documents are Available Selecting this option will generate an to the client to notify them that you have uploaded a document to the for them to review. Page 56

57 6. Click Send Message To finish, click the 'Send Message' button. The message and its attachments will now be sent to the. Page 57

58 7. Send notification If you have selected the option to Notify Client, Migration Manager will also generate an for you to review and send to the Client to notify them that you have uploaded documents for their review. Page 58

59 How to send and request multiple documents in one Message The Encrypted Portal Messaging system allows Migration Manager users to send multiple documents to a client, whilst also creating a request for multiple items to appear in the Portal section "Documents Requested from your Agent". 1. Open the Documents tab To send items via the Encrypted Messenger, first go to the Documents tab of the relevant matter and set the view to Flat View - this will show you a list of all of the documents across all of the folders. 2. Select the Documents, Right Click and select Upload to Portal Select the documents that you want to send via messenger and click Upload to Portal. Page 59

60 The Portal Messaging window will now appear along with a list of the items you have selected to send. Page 60

61 Tip: You can add additional documents to the message by dragging and dropping them on to the Attachments section of the message. 3. Add Message details To send the message to your Client with the attached documents, give the Message a subject and insert any relevant instructions in the body of the message. Note: You do not have to add any content to the body of the message. 4. Request Multiple Documents from Client When you send a message to a client, you can also request multiple documents back from the client which will then appear in the Documents Required by your Agent section in the Portal. These requests will be linked to items in the Progress tab for this matter. To find the relevant items in the Progress list that you wish to link to you can: 1. Use the dropdown list which will show a list of all documents/forms currently show on this matters Progress tab; or Page 61

62 2. Use the + button to create a new document/form entry on the Progress tab for this matter. Next tick each item that you want to request. Note: To remove an item from the list of documents, either untick it or click the x next to each item. 5. Mark a Progress Item as Complete This option allows you to also to mark a task on the Progress tab for this matter as having been completed. To find the relevant item in the Progress list that you wish to mark as complete you can: 1. Use the dropdown list which will show a list of all tasks currently show on this matters Progress tab; or Page 62

63 2. Use the + button to create a new task entry on the Progress tab for this matter. 6. Notify Client that New Documents are Available Selecting this option will generate an to the client to notify them that you have uploaded a document to the for them to review. 7. Click Send Message To finish, click the Send Message button. Page 63

64 The documents will now be upload to the via encrypted message. 8. Progress List The Progress list will now show details of what has been requested 9. Client Portal View When the Client logs in to the Portal, they will see a message and a list of all of the documents requested from them. Opening the message will show the attachments plus any message text that was added. Page 64

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66 Receiving Messages and Documents from the When a client has sent a message or uploaded a Document to the portal, Migration Manager will download these Messages and Documents and add them to the client's Documents tab. Depending on your preferences, the Messages and Documents will either be downloaded automatically in the background or manually when you choose to download them. The preferences will also determine who receives a notification within Migration Manager that a Message or Document has been received. Note: Portal Messaging is only available if you have Migration Manager version or later. Versions prior to can only receive Documents from the Portal. 1. How are the Messages and Documents Downloaded - Preferences The manner in which messages and documents are downloaded from the Client Portal is determined by the Preferences settings: (a) Automated Download: If you have selected automatic downloads, Migration Manager will check for new documents either when you launch Migration Manager, every 15 minutes or every 15 minutes between 2 selected times, depending on your preferences. If it finds new messages or documents, it will download them automatically. Note that Migration Manager must be running for the downloads to occur. If you choose to have Migration Manager download messages and documents automatically in the middle of the night but then close Migration Manager at the end of each day, the documents won't be downloaded automatically. (b) If you have selected manual downloads, you will need to download the documents yourself (see steps below on how to manually download items) Please see the relevant instruction pages on how to change the Portal Preferences (click to view). Page 66

67 2. Where are Portal Messages and Documents downloaded to? When Messages and Documents are downloaded from the Portal they are automatically saved in the relevant matter. They are saved in to the Documents tab and if it is a Document a bookmark is added to the relevant item in the Progress tab The Documents Tab When a Portal Message or Document is downloaded, it is saved directly in the Documents tab for that Client. If you are Tree View, note the following: Received Messages will show in the Letters In folder Sent Messages will show in the Letters Out folder Documents that have been received from the Portal (including message attachments) will appear in the Documents Received folder Page 67

68 2.2. The Progress Tab When a Portal Document is downloaded, a record of the download is recorded in the Client's Progress tab and a bookmark link to the document is placed in the far right column. If you double click the bookmark the document will open. Note: If there are multiple pages to the document, if you double click the bookmark a pop up will appear asking you which page you wish to open. Page 68

69 3. How am Notified that a Portal Document has been downloaded? This will depend on your Preference settings but generally a responsible staff member will receive a notification in their Snapshot and Document Inbox that a Portal Message or Document has been received Notification Settings With the Portal Preferences you can set which responsible staff member will receive a notification in their Snapshot and Document Inbox that a Portal Document has been received. Note that all Portal Messages and Documents which are received are given a Review Date of today and the person notified is set as the person responsible for reviewing those Messages and Documents. By default the preferences are generally set to notify the RMA when an item from the Portal is received. If you want to change this go in to the Portal Preferences and edit the Inbox notifications: 3.2. Snapshot In Snapshot, the number of items you have received/set for review is shown on the far left circle. This will include any Portal Messages and Documents that have been received. Clicking on this number will take to the Inbox. Page 69

70 3.3. Document Inbox The responsible staff member (as set in the Portal Preferences) will see a list of the Portal Messages and Documents received in their Document Inbox. All Documents which have been received via the Portal (as opposed to visa ) will be labeled 'Portal Doc'. Page 70

71 Understanding the Symbols Within the Progress tab of a matter, if you are using the Portal a number of symbols will appear in the far right hand column of the grid to indicate the status of a particular item. The Portal Legend To help you understand what each symbol means, there is a Legend which sets out each item. Page 71

72 To view the Legend at any time, right click anywhere on the Progress tab grid and choose Client Portal > Legend / Key from the context menu. Page 72

73 How to Resend the Portal Logon Details This article covers how to resend the Portal Logon details from Migration Manager to your Client. 1. Open the Matter First you will need to open the relevant Matter and go to the Progress tab. 2. Open the Portal window Next you will need to click the Portal button to open the Portal interaction window in Migration Manager. The Portal interaction window will now appear. 3. Click Account Details Now click the Account Details button and then click Username and URL Page 73

74 4. Send An will now be generated containing logon details for the Portal for this client. Note that the does not contain the original password, so the user may need to reset their password by following the instructions in the . Page 74

75 Disconnect a Client from Portal The Administrator has the option to disconnect a Client from the at any time. Please note that when you disconnect a Client from the Portal they will no longer be able to logon to the Portal and view any information or documents previously added to the Portal. It is not possible to reconnect a matter to the Portal after they have been disconnected. 1. Log on as Administrator Only the Administrator has the power to disconnect someone from the Portal 2. Open the relevant Matter Page 75

76 3. Open the Portal Form Once the matter opens, click on the Progress tab and click the Portal button. 4. Open Account Details Once the Portal window opens in Migration Manager, click on the Account Details dropdown. 5. Select 'Turn Portal Off..' From the menu dropdown, select Turn Portal Off. Page 76

77 6. Confirm disconnect You will now need to confirm that you wish to turn Portal off for this client. Click 'Yes' to confirm. 7. Client Disconnected The Client will now be disconnected from the. Page 77

78 Encrypted Portal Messaging Page 78

79 How to set up Encrypted Portal Messaging Version Released: Migration Manager Version Migration Manager's Encrypted Portal Messaging functionality allows users of Migration Manager to securely communicate with their clients via the. All messages which are sent via the Portal are encrypted in both transit and at rest. Encrypted Portal Messages sent from Migration Manager can only be viewed by the intended recipient and are encrypted until the client logs in to the Portal and opens the message - at which point the message is derypted - and vice versa for messages sent by the client to the Agent/ Lawyer. As of Version of Migration Manager you will have the ability to send messages from Migration Manager to the Portal. However, in order for your Client to be able to reply to those messages from within the Portal you must enable Client Replies. Note that once Client Replies is enabled, it available on all matter which have been activated for the Portal. 1. Open the system Preferences. In the top toolbar, go to Tools > Administrative > Preferences Page 79

80 2. Navigate to the Portal Preferences Once the Preferences window options, go to the Program Level tab and then the Portal tab. 3. Enable Portal Messaging To enable Portal, tick the Allow Clients to Send you Messages from the Portal option. Page 80

81 4. Save & Exit To finish, click Save & Exit. Page 81

82 How to send an Encrypted Portal Message Version Released: Migration Manager Version Migration Manager's Encrypted Portal Messaging functionality allows users of Migration Manager to securely communicate with their clients via the. All messages which are sent via the Portal are encrypted in both transit and at rest. Encrypted Portal Messages sent from Migration Manager can only be viewed by the intended recipient and are encrypted until the client logs in to the Portal and opens the message - at which point the message is decrypted - and vice versa for messages sent by the client to the Agent/Lawyer. This article covers how you send an encrypted message from a matter. Note: You need to enable Client Replies in order for your client to be able to reply to a message. See: How to set up Encrypted Portal Messaging 1. Open a Matter and click button. To send a Portal Message, first open the relevant Matter. Once the matter has opened, click Portal Message button on the top right of the Client Detail window. 2. Activate the Portal If you have not already activated the Portal for this Matter you will be prompted to do so. Click Yes to activate the Portal for this Matter. Page 82

83 As part of the Portal activation, make sure you confirm the Client's address. Click Turn Portal On and Send to activate the Portal for this matter and to send the logon details to the client. 3. The Message Window The Secure Message window will now appear. It has the following important features: Page 83

84 3.1. User Options Clicking the User Options button will reveal the options available for controlling the size of the messaging window and also setting a default signature (see How to set up a Message Signature) 3.2. Size Control The size control button allows you to expand or shrink the size of the Messaging window. Page 84

85 3.3. Subject Line When sending a message, you will need to ensure that you add a Subject line. This will be displayed in your Client's Portal Inbox when they receive the message Attachments The Attachments panel allows you to add documents, files etc to the Portal Message either by dragging and dropping the items from the Documents tab (or from anywhere on your computer) or by clicking the paperclip button which will open explorer and allow you to browse, find and attach a file from your computer. See How to send a Letter or Document via the 3.5. Font Controls The font control options allow you to modify the font size, colour etc of the text in the body of the Portal Message Word Document Import The Word Document Import button allows you to copy and paste the text of a Word document (docx) in to the Portal Message and preserve most of the formatting. To copy and paste the content of a Word Document in to the Portal Message: 1. On the Word Document, highlight the text you wish to copy; 2. Click Ctrl + C on your keyboard or use the copy function in Word; 3. Click the W button on the Portal Message toolbar. Page 85

86 The content will now be copied and pasted in to the Portal Message. Note that if you copy and paste the content of a Word document in to the Portal Message window without using this W button the formatting will most like not remain consistent Quickparts The Quickparts button allows you to quickly add template text (known as Quickparts) in to the body of the Portal Message. These Quickparts can include things such as signatures (see How to set up a Message Signature) or any other Quickpart that has been set up - see How to use Messaging Quickparts 3.8. Message Body The body section of the Message window allows you to type in the relevant text that you want to include in your message Request a Document from Client The Request a Document from Client control allows you to create and notify your client of a particular document(s) that you require at the same time as you send the message. This will create a specific checklist for your client in the Portal - see: Requesting a Document from your Client via the You can add a list of the document you require by either selecting from the dropdown (which displays a list of documents from the Matter's Progress tab) or you can create a new item by clicking the + button. Page 86

87 Items requested by you via the Messenger will appear on the Client's Portal under the Documents Required From You section Mark a Progress Item a Complete The Mark a Progress Item as Complete control allows you automatically tick off items from the Progress tab at the time you send the message. For example, you may have a required activity listed in the Progress tab for notifying the client of the decision. That item can be selected from the dropdown. If the activity doesn't exist yet on the Progress tab for this matter, then you can create and add a new one by clicking the + button. Page 87

88 3.11. Notify Client by Ticking the Notify Client Via option, will, once you send the Portal Message, generate an in Outlook that you can send to your client notifying them that there has been a change on the Portal and that they should log on and review the content Cancel / Send The Cancel button will close the message and delete any changes you have made. The Send button sends the Portal Message to the Client. 4. Add Message Content Using the controls and features mentioned above, type your message and select any relevant additional options. Page 88

89 5. Click Send When you have finished preparing your message, click Send Message to send the encrypted message to your client. A copy of the sent message will now appear in the Documents tab. Page 89

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91 Receiving Messages and Documents from the When a client has sent a message or uploaded a Document to the portal, Migration Manager will download these Messages and Documents and add them to the client's Documents tab. Depending on your preferences, the Messages and Documents will either be downloaded automatically in the background or manually when you choose to download them. The preferences will also determine who receives a notification within Migration Manager that a Message or Document has been received. Note: Portal Messaging is only available if you have Migration Manager version or later. Versions prior to can only receive Documents from the Portal. 1. How are the Messages and Documents Downloaded - Preferences The manner in which messages and documents are downloaded from the Client Portal is determined by the Preferences settings: (a) Automated Download: If you have selected automatic downloads, Migration Manager will check for new documents either when you launch Migration Manager, every 15 minutes or every 15 minutes between 2 selected times, depending on your preferences. If it finds new messages or documents, it will download them automatically. Note that Migration Manager must be running for the downloads to occur. If you choose to have Migration Manager download messages and documents automatically in the middle of the night but then close Migration Manager at the end of each day, the documents won't be downloaded automatically. (b) If you have selected manual downloads, you will need to download the documents yourself (see steps below on how to manually download items) Please see the relevant instruction pages on how to change the Portal Preferences (click to view). Page 91

92 2. Where are Portal Messages and Documents downloaded to? When Messages and Documents are downloaded from the Portal they are automatically saved in the relevant matter. They are saved in to the Documents tab and if it is a Document a bookmark is added to the relevant item in the Progress tab The Documents Tab When a Portal Message or Document is downloaded, it is saved directly in the Documents tab for that Client. If you are Tree View, note the following: Received Messages will show in the Letters In folder Sent Messages will show in the Letters Out folder Documents that have been received from the Portal (including message attachments) will appear in the Documents Received folder Page 92

93 2.2. The Progress Tab When a Portal Document is downloaded, a record of the download is recorded in the Client's Progress tab and a bookmark link to the document is placed in the far right column. If you double click the bookmark the document will open. Note: If there are multiple pages to the document, if you double click the bookmark a pop up will appear asking you which page you wish to open. Page 93

94 3. How am Notified that a Portal Document has been downloaded? This will depend on your Preference settings but generally a responsible staff member will receive a notification in their Snapshot and Document Inbox that a Portal Message or Document has been received Notification Settings With the Portal Preferences you can set which responsible staff member will receive a notification in their Snapshot and Document Inbox that a Portal Document has been received. Note that all Portal Messages and Documents which are received are given a Review Date of today and the person notified is set as the person responsible for reviewing those Messages and Documents. By default the preferences are generally set to notify the RMA when an item from the Portal is received. If you want to change this go in to the Portal Preferences and edit the Inbox notifications: 3.2. Snapshot In Snapshot, the number of items you have received/set for review is shown on the far left circle. This will include any Portal Messages and Documents that have been received. Clicking on this number will take to the Inbox. Page 94

95 3.3. Document Inbox The responsible staff member (as set in the Portal Preferences) will see a list of the Portal Messages and Documents received in their Document Inbox. All Documents which have been received via the Portal (as opposed to visa ) will be labeled 'Portal Doc'. Page 95

96 How to Create or Edit a Message Template - Messaging Quickparts Within the Encrypted Portal Messaging system, you have the ability to create template messaes (called Quick Parts) which can be used to add text, signatures, links etc to a new or existing file note. This article covers how to create a Quickpart for future use. 1. Open a new Portal Message To access the Quick Parts editor/creator, you first need to open a Portal Message. The easiest way to do this is to open a matter and click the message button in the top right corner of the Client Detail window. 2. Click the Quickparts button When the Portal Messaging window appears, click the Q button on the messaging toolbar to open the Quickparts window. Page 96

97 3. Select Quick Parts The Quick Parts window will now appear showing a list of the available Quick Parts. Page 97

98 4. Click the + button To create a new Quick Part, click the green + button in the left hand corner. The Quick Parts editor will now appear. Tip: Use the expand button on the right hand side to expand the window. 5. Add your content to your Template / Quick Part First add a description of your Quick Part so that in the future you will know what the Quick Part is about / meant to be used for. Page 98

99 Add the body of the Quick Part by either typing or copying from another document - when a Quick Part is added to a File Note the body of the Quick Part is what will be added to the note. Page 99

100 Tip: use the right click menu to format your text, add links etc. 6. Click Save & Close When you have finished adding content, click Save & Close. Page 100

101 The finished Quick Part will now appear in the list of available Quick Parts for use in a Message (or File Note). Page 101

102 How to use Messaging Quickparts Version Released: Migration Manager Version The Portal Messaging Quickparts tool lets you create templates that can be added to a message. These Quickparts can be added either individually or in multiples. Note: For instructions on how to create a Quickpart Template, see: How to Create or Edit a Message Template - Messaging Quickparts 1. Create a new Message To create a Portal Message, first open the relevant Matter. Once the matter has opened, click Portal Message button on the top right of the Client Detail window. 2. Add a Subject Before you can send a message, you must first add a subject line. When the Message window opens insert the subject. Page 102

103 3. Click the Quickparts button The Quickparts function is used to add template text to the body of the message. To add a Quickpart, click on the Q button in the messaging toolbar. Page 103

104 The Quickparts selection window will now appear. 4. Select Quickpart(s) to use Tick the Quickpart(s) that you want to use in your message, then click the Select button Tip: You can select multiple Quickparts and insert them all at the same time - Note that they will be inserted in the order that they appear in the selection window. If you want to use multiple Quickparts but use a different order you will need to add the Quickparts individually and re-open the Quickpart tool to select additional items. Page 104

105 The Quickpart template text will now be inserted in to the body of the message. Page 105

106 5. Complete message You can now type any additional text or add additional Quickparts. When complete click Send Message. Page 106

107 How to set up a default Message Signature The Portal Messaging User Options allow you to set a default signature for messages generated by the logged in user. 1. Create a new Portal Message To access the Portal Messaging User Options, you first need to open a Portal Message. The easiest way to do this is to open a matter and click the message button in the top right corner of the Client Detail window. 2. Click the User Options button When the messaging window opens, click the User Options button in the top right hand corner. Page 107

108 The Options window will now appear. 3. Choose or Create a Signature To set a default signature for this user, you can either: 1. Select a previously created signature from the Default Signature dropdown; or 2. Create a new Signature Quickpart by clicking the + button. For instructions on how to create Quickparts see: How to Create or Edit a Message Template - Messaging Quickparts 4. Click Save & Close To save the selected Quickpart as the default signature, click Save & Close. Page 108

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