SECURE USER GUIDE FOR EXTERNAL PARTNERS

Transcription

1 SECURE USER GUIDE FOR EXTERNAL PARTNERS A guide for using encrypted electronic mail to protect the privacy and data integrity of sensitive information. October 2016 Data Classification: Public Information

2 Secure User Guide For External Partners 2 SENDING SENSITIVE INFORMATION IMPORTANT NOTE The images of messages in this document might differ slightly from those actually received. Images in this document are only samples intended to provide guidance to the reader. The way messages appear to you and where the action buttons are located may be different based on your application, operating system, and configuration. This document provides easy-to-use instructions to help you successfully receive, open, and reply to Secure E- Mail (encrypted) from BNY Mellon. BNYM Secure Messaging Overview - Uses a Portable Document Format (PDF) delivery method which encapsulates the entire message and any attachments in a single PDF encrypted with recipient password. - The PDF is encrypted with the password a respective recipient has set at the time the message is sent. - The encrypted PDF is then sent to recipients as an attachment to a plain text notification. - The recipient uses a self-created, preregistered password to access the notification and any attachments. - Following registration, you will receive the Secure protected with your Secure PDF Password. -You will utilize your password to open all Secure from BNY Mellon going forward. BNY Mellon Secure Introduction BNY Mellon actively works to protect the privacy and data integrity of sensitive information while it is in our possession and control. In the course of providing services, we may exchange information with clients or their authorized representatives which is sensitive and confidential. In order to protect this information when sending via electronic messaging, we encrypt . Encryption BNY Mellon uses two methods of encryption for messages sent to external recipients containing Highly Confidential information (HCI). Transport Layer Security (TLS) BNY Mellon Secure Messaging Portal While TLS is BNY Mellon s preferred method of encryption, not all of our external recipients choose to or are able to establish an TLS connection. With the BNY Mellon Secure Messaging Portal we aim at providing encryption wherever TLS is not established. encryption is essential when sending Highly Confidential information in messages to external recipient organizations/domains. BNYM Secure Messaging Portal The BNY Mellon Secure Messaging solution offers secure delivery of sensitive data. Registration Process > You register your address All First-Time secure mail recipients will receive the Initial with their customized Link to register Via link, register a Secure PDF Password, a Hint, and a Challenge Question and Answer for your address Secure PDF Delivery > Secure Mail is sent as a Secured PDF and attachment(s) encapsulated into a single PDF PDF Encrypted with your Secure PDF Password Secured PDF sent via as an attachment to an Recipient > Receive an with Secure PDF Attachment Open PDF document with your Secure PDF Password Self-Managed Password Recovery Options Self-invoked Hint retrieval > You click the link in your o Receive with Hint Self-invoked Secure PDF Password Recovery > Link in o Link to confirm Answer to your Challenge Q&A o Link to your Password Management page Secure PDF Password Management Page o View Secure PDF Password History o Manage Password, Hint, and Challenge Q&A

3 Secure User Guide For External Partners 3 INITIAL REGISTRATION PROCESS 7 days to register Click the hyperlink. Your default internet browser opens and logs your address in the BNY Mellon Secure Message Portal. Follow the instructions to register a new password. First Time Register via The Secure Messaging Portal When a Secure is sent to you for the first time, the Messaging Portal will queue your and trigger a request to register your address. You will receive the initial with your customized link to register. Initial You will have 7 days to register, from the day you receive your Initial . If you do not register within 7 days, your link will expire. You will receive notification of the timeout and must then contact the sender and request they resend your secure . Attempts to register after timeout will result in an error message. Samples of messages are displayed throughout this document. The way messages appear to you and where the action buttons are located may be different based on your application, operating system, and configuration. Some platforms may prompt you to trust the sender s address. This is advisable. Additionally, adding the BNY Mellon sender s address to your address book and/or safe list is advisable if you are experiencing delivery issues. Figure 1 Initial Registration Request Registering Your Address and Secure PDF Password Click the Registration Link to link to your customized Secure PDF Registration form on the BNY Mellon Secure Messaging Portal. If a error occurs during Secure PDF Registration, this usually means the address is already registered. Contact Secure Mail Support for a Password Recovery . Figure 2 Your Customized Registration Link

4 Secure User Guide For External Partners 4 CREATE A SECURE PASSWORD Password must be at least 8 characters long, Password must contain at least 1 uppercase character, Password must contain at least 1 lowercase character, Password must contain at least 1 numeric character, Password must match the confirmation password, Password cannot appear in hint, Password cannot contain the address Secure PDF Registration Once the BNY Mellon Secure Messaging Portal opens your address Secure PDF Password Registration form, complete and save the form to receive the Secure for your address. Secure PDF Password: Select and confirm a new password following displayed Password Rules. A green checkmark icon will appear next to the rule as you create the password to indicate compliance with the Password Rules. Create a hint to help you remember your password. This should be something only you understand. Challenge Questions: Select one challenge question and enter your unique answer to the selected question in the Answer field provided. This will allow you to self-confirm your identity later to recover your password if your hint does not work. The system will not allow you to create a password unless all the rules are met. STRONG PASSWORDS SHOULD be easy to remember, but difficult to guess. use a combination of at least 8 alpha and numeric characters. REMEMBER TO Change your password immediately if you know or even think your password has been compromised. Change your passwords on a regular basis. Remember to keep your password in a secure location. Figure 3 Registration Portal Save: Click the Save button at the bottom of the screen. If your registration is successfully processed, you will receive a message similar to Figure 4 and your Secure will be delivered to your in-box. You can now close your internet browser if you choose. Once you have successfully registered with a valid password, return to your e- mail inbox. Figure 4 Successful Registration You will use your Secure PDF Password to open the Secure PDF in your Secure .

5 Secure User Guide For External Partners 5 HOW TO OPEN SECURE Open your inbox Open the Secure Notification * PDF is locked with your password Open Secure PDF attachment using Adobe Reader X or higher Secure Notification Secure Notification with Secure PDF Attachment You should expect a Secure Notification in your inbox with a Secure PDF attachment. Your Secure Notification will contain: Your Secure PDF Attachment: Your secure and attachments, if any Your Secure PDF Password HINT Link: Trigger your hint to your Your Secure Password Recovery link: Trigger password recovery challenge Our Contact information and User Guide: Contact us for guidance Enter your Secure PDF Password IMPORTANT NOTES -- Secured PDF may have attachments within > Embedded attachments -- To open embedded attachments, <within the attached Secure PDF> We recommend you install the latest Adobe Reader version for your respective Operating System / Device. -- Supports embedded attachments? Android OS V2.3+ Apple ios V5.χ+ MAC OS V Apple desktop/laptop devices The location and look of the icon or attachment(s) will depend on your application, operating system, and configuration. Figure 5 Secure Notice with Secured PDF Attachment Open BNY Mellon Secure PDF Attachment Click on the PDF icon or attachment to open the PDF. Adobe Reader X or a later version is recommended to open your PDF. Adobe provides an attachments panel to allow the opening of embedded attachments within the PDF. Need Password Help? Secur Support@bnymellon.com - Adobe Reader and the logos associated with it are Figure 6 Open Secure PDF registered trademarks or trademarks of Adobe Systems Incorporated.

6 Secure User Guide For External Partners 6 SECURITY WARNING If a Security Warning dialog box opens, click Allow to trust the sender from BNY Mellon and continue, Block to prevent the activity and Cancel to abort the action. If you anticipate more Secure from BNY Mellon, it is advisable to select the check box to remember this action. Secure PDF Secure PDF Password A dialog box will open, prompting you to enter your password, which is the Secure PDF Password you created on the BNY Mellon Secure Messaging Portal. Enter your Secure PDF Password and click OK to open your secure . Security Warning Dialog Box WHAT TO REMEMBER - Secure PDFs received are protected with the password the recipient has set at the time the message is sent. - If you change your Secure PDF password, the new password will be used from that moment forward to secure and open your Secure . Secure s sent to you prior to the change can only be opened with the previous password the one that was set at the time the message was sent. Figure 7 Password Dialog Box Forgot your password? Contact Secure Mail Support for a Password Recovery . Secure PDF Once your password is validated, your Secure and any associated attachments are viewable in PDF format. Your PDF will contain your message body content and may or may not contain attachment(s). Use the Attachments Panel to access attachments. To open attachments, select the desired file from the attachments panel and double-click. - If you have forgotten your password, read Password Recovery for help. - If you still have issues, contact Secure Mail Support for a Password Recovery . - Use Password Recovery Link to view your profile. View Secure PDF Password History section to view current and previous password(s). Figure 8 Secure PDF

7 Secure User Guide For External Partners 7 HOW TO OPEN SECURE Adobe Reader X or a later version is recommended. Attachments Panel To open the Attachments Panel use the paperclip icon or select the View drop-down menu: select the Show/Hide command, the sub-menu: Navigation Panes and the command: Attachments. -- Click here to download the latest version of Adobe Reader. USING A MOBILE DEVICE -- Click here to refer to Android OS V Click here to refer to Apple ios V5.χ+ -- Click here to refer to MAC OS V HOW TO OPEN THE ATTACHMENTS PANEL You must open the attachment panel to access attachments. If the Secure is received from an automated delivery system or software application, replies may not be received and acted upon. Figure 9 Adobe Open Attachments Panel The Attachments Panel will list any attachments sent along with your . select the desired file from the attachments panel and double-click. Attachments will open in their intended applications. - Adobe Reader and the logos associated with it are registered trademarks or trademarks of Adobe Systems Incorporated.

8 Secure User Guide For External Partners 8 HOW TO REPLY TO SECURE MESSAGES You must use the REPLY link contained in the original Secure E- Mail to send an encrypted reply. If the Secure is received from an automated delivery system or software application, replies may not be received and acted upon. Replying To Secure Replying To Sender The reply hyperlink in the Secure allows you to reply to the sender using encrypted e- mail. Only this link will allow you to encrypt the reply. When you use this link, you can only reply to the sender. The Secure application will not allow any other names in the To, CC, or BCC fields. If you do not use the Reply link found in the Secure , any replies will not be encrypted. Figure 10 Reply Link In Secure Figure 11 The Secure Reply Once you send the , you will receive a confirmation message indicating the secure reply has been sent. If you reply to the without using the reply link found in the Secure , the message and any attachments will not be encrypted.

9 Secure User Guide For External Partners 9 IF YOU FORGET YOUR PASSWORD Get your password hint by clicking the Secure PDF Password HINT Link in the Secure Notification. Password Recovery Help With Your Password Receive an with password hint, created upon registration, initiated by recipient IF HINT DOES NOT HELP USE RECOVERY LINK Initiate the Password Recovery process by clicking the Secure PDF Password RECOVERY Link in the Secure Notification. Receive an with a challenge confirmation link to confirm your identity For further password help, contact secur support@bnymellon.com Figure 12 Secure Notification To Get Your Password Hint If you have forgotten your Secure password, click the Secure PDF Password HINT Link contained in the body of the plain text message to have your password hint sent directly to your address. Figure 13 Password Hint Link Password Hint You will receive an with the password hint you entered upon registration. Figure 14 Password Hint

10 Secure User Guide For External Partners 10 IF NO RECOVERY LINK If you do not have a RECOVERY Link option in the Secure Notification, you have not set up your Challenge Question and Answer. Use the Challenge Question Initialization Link to complete your identity profile for selfrecovery. To Initiate the Password Self-Recovery Process If you have established your challenge question you will have a Recovery Link available to you in your secure notification. Click on the BNY Mellon Secure Password Recovery link to initiate the password recovery process. You will receive an with the challenge confirmation link to confirm your identity. CHALLENGE CONFIRMATION Use confirmation link to confirm your identity Enter the Answer to the challenge question you selected Figure 15 Request Password Recovery Challenge Confirmation You will receive an with the Challenge Confirmation Link. Use the challenge confirmation link to link to the secure site displaying the Challenge Question you chose for your account. If you do not use the link within 24 hours as stated in the , another will need to be initiated. Figure 16 Challenge Confirmation Link CONTACT SECURE MAIL SUPPORT FOR PASSWORD RECOVERY Confirm your identity by providing the answer to the challenge question you chose. Answer the challenge question correctly you will be linked to your Secure PDF Password Management page. Send an to secur support@bnymellon.com Secure Mail Support will initiate the Password Recovery Link for your account. Figure 17 Challenge Question Dialog Box to Confirm Identity

11 Secure User Guide For External Partners 11 INITIALIZE CHALLENGE QUESTION Set up the Challenge Question and Answer by clicking the Challenge Question Initialization Link in the Secure Notification. Must confirm current password first. To Initiate Challenge Question and Enable Password Self-Recovery If you have not established your challenge question and answer, you will have the option to set it up. Click the Challenge Question Initialization Link to establish. Identity is confirmed before linked to Secure PDF Password Management page. Figure 18 Set up Challenge Question for Self-Recovery CONTACT SECURE MAIL SUPPORT FOR PASSWORD RECOVERY Send an to Secure Mail Support will initiate the Password Recovery / Link for your account. Secure Mail Support Password Recovery Link If the self-recovery process is not successful, you can contact Secure Mail Support for assistance. Secure Mail Support can also initiate a Password Recovery Link for your registered account. You will receive an with your customized Password Recovery Link. The Password Recovery link will link you to your Secure PDF Password Management page on our BNY Mellon Secure Messaging Portal. The Secure PDF Password History section will display all passwords for your account which will allow you to open Secure PDF attachment documents you received in the past. Figure 19 Password Recovery with Link The Password Recovery Link will link you to your Secure PDF Password Management page for your registered account.

12 Secure User Guide For External Partners 12 Secure PDF Password Management SECURE PDF PASSWORD HISTORY View Secure PDF Password History section to view current and previous password(s). Secure PDF Password History will display your current and previous passwords. Use a password in your history section list to open PDF documents you already received. View password history and click on the Sign Out button located at the top right of your screen. Use current and previous password(s) to open documents already received. If you click the Save button, it will require you to change your password. CREATE NEW SECURE PASSWORD OPTIONAL If you change your password, your new password will be used to open Secure PDF attachments received after this change. CHALLENGE QUESTION / ANSWER Use confirmation link to confirm your identity Enter the Answer to the challenge question you selected Figure 20 Password History & Reset Interface Create New Secure PDF Password is OPTIONAL. Changing your password at this point is OPTIONAL. Secure s you have already received have been protected with the password set at the time the message was sent. They can be opened with a password from your Secure PDF Password History. If you change your password, please remember your new password will only open Secure PDF documents received AFTER this change. Challenge Question should be set to enable self-recovery of your Secure PDF Password. The challenge question you select and the answer you provide will be used to confirm your identity when you initiate a password recovery link.

13 Secure User Guide For External Partners 13 APPLE (ios) MOBILE DEVICES Secure and attachments within can be opened on and Apple ios V5.χ+ devices. Apple ios * Mobile Devices Secure On Apple Mobile Devices The process to open Secure on mobile ios (Apple) devices is similar to the desktop process defined in the last section. You must have Adobe Reader installed. Click here to download the latest version of Adobe Reader. Apple and the logos associated with it are registered trademarks of Apple Inc. - Adobe Reader and the logos associated with it are registered trademarks or trademarks of Adobe Systems Incorporated. Figure 21 SAMPLES Apple (ios) Examples Steps In the notification , select the PDF Activity button and hold for 2 seconds. The Activity View Controller opens and displays the available App icons. You must have Adobe Reader installed. 2. Select the Open in Adobe Reader button. The password action sheet opens in modal view. 3. Enter your password and select Open. The Secure opens. 4. View the Secure . If you want to send a secure reply to the sender, use the Reply link in the Secure Actions section of the . * Apple and ios are trademarks of Apple Computer, Inc. - Adobe Reader and the logos associated with it are registered trademarks or trademarks of Adobe Systems Incorporated.

14 Secure User Guide For External Partners 14 APPLE (ios) MOBILE DEVICES Click here to download the latest version of Adobe Reader. Attachments On Apple Mobile Devices When a Secure is sent with attachments on an Apple (ios) mobile device: Figure 22 SAMPLES Apple (ios) Examples Steps In the Secure , select the paperclip icon located in the toolbar (bottom). The attachments panel opens. The files will be displayed in the panel. If the paperclip is not available, select the download icon located in the upper right had corner to download the attachment first. 6. Select the desired attachment. Since there may be different types of files, you must have the corresponding App to open each file type. For example, MS Word, MS Excel, Adobe PDF. 7. The attachment opens with its intended program (MS Word, MS Excel) and can be saved or printed. * Apple and ios are trademarks of Apple Computer, Inc. - Adobe Reader and the logos associated with it are registered trademarks or trademarks of Adobe Systems Incorporated.

15 Secure User Guide For External Partners 15 ANDROID MOBILE DEVICES Secure and attachments within can be opened on Android OS V2.3+ devices. Android ** Mobile Devices Secure On Android Mobile Devices The process to open Secure on mobile Android devices is similar to the desktop process. Android and the logos associated with it are trademarks of Google Inc. Click here to download the latest version of Adobe Reader. Figure 23 SAMPLES Android Examples Steps Click on Secure Mail link to open encrypted message. 2. Select Adobe Reader. ** Android is a trademark of Samsung Electronics Co. LTD. 3. Enter Secure Password. - Adobe Reader and the logos associated with it are registered trademarks or trademarks of Adobe Systems Incorporated.

16 Secure User Guide For External Partners 16 ANDROID MOBILE DEVICES Click here to download the latest version of Adobe Reader Attachments On Android Mobile Devices When opening attachments on an Android mobile device, an additional password log on may be required, depending on the device. This password is the same one you used to open the Secure . The process depicted here did not require an additional password to open the attachment. Figure 24 SAMPLES Android Examples Steps Tap screen to display the attachments panel, select the attachments (paper clip) icon. ** Android is a trademark of Samsung Electronics Co. LTD. - Adobe Reader and the logos associated with it are 5. Select the desired attachment (multiples are possible). 6. The attachment opens. registered trademarks or trademarks of Adobe Systems Incorporated.

17 Secure User Guide For External Partners 17 QUESTIONS Contact Us You can contact for further assistance. You can also contact or direct other inquiries to your Relationship Manager or local BNY Mellon representative. bnymellon.com BNY Mellon is a global investments company dedicated to helping its clients manage and service their financial assets throughout the investment lifecycle. Whether providing financial services for institutions, corporations or individual investors, BNY Mellon delivers informed investment management and investment services in 35 countries and more than 100 markets. BNY Mellon can act as a single point of contact for clients looking to create, trade, hold, manage, service, distribute or restructure investments. BNY Mellon is the corporate brand of The Bank of New York Mellon Corporation (NYSE: BK). Additional information is available on or follow us on BNY Mellon is the corporate brand of The Bank of New York Mellon Corporation and may be used as a generic term to reference the corporation as a whole and/or its various subsidiaries generally. Products and services may be provided under various brand names in various countries by duly authorized and regulated subsidiaries, affiliates, and joint ventures of The Bank of New York Mellon Corporation. Not all products and services are offered in all countries. BNY Mellon will not be responsible for updating any information contained within this material and opinions and information contained herein are subject to change without notice. BNY Mellon assumes no direct or consequential liability for any errors in or reliance upon this material. This material may not be reproduced or disseminated in any form without the express prior written permission of BNY Mellon The Bank of New York Mellon Corporation. All rights reserved. 02/2016