Using Your Secure Online Portal Revised November 2012 Page 1
TABLE OF CONTENTS Overview... 3 1.0 Registering For Your Portal... 3 2.0 Accessing Your Secure Portal... 4 3.0 My Documents Tab... 5 4.0 Questions & Requested Docs Tabs... 9 4.1 Answering Questions Securely Through The Portal... 9 4.2 Uploading Requested Documents Securely Through The Portal... 9 5.0 My Profile Tab... 11 6.0 Forgotten Password... 11 Page 2
O V E R V I E W With the introduction of legislation sweeping the country concerning the security of client information, the need for an efficient way to send our clients documents in a secure, easy-to-use application has risen to the forefront. Our Secure Portal is designed to ensure compliance with these regulations governing the transfer of documents containing sensitive data, and provides you with a secure and reliable online method of exchanging information and documents with our firm. Through our portal, we are able to upload documents to a secure location from which you can access and download them to your local workstation or network. In addition, you can upload requested files to us through the portal and provide answers to questions, everything protected and secure from unauthorized access. For your security, we will be using our portal from now on for all sensitive exchanges of data and documents. 1. 0 R E G I S T E R I N G F O R Y O U R P O R T A L When we create a portal for you, an email notification is sent to you with information about our portal and your use of it. Follow the link in the email to activate your secure portal and set your password. After following the registration link in your email, you will reach this screen (if you ve already registered and need to login to the portal, click Back to Login). Your email address will be already filled in and will be your login name to the portal. The password you select and confirm must be a minimum of seven characters long and contain at least one special character: * & %! # Select a security question from the drop down list and type your answer in the space provided. In the future, to enable a reset of the password in case you ve forgotten it, you will be prompted to provide the answer to this question. If your answer to the security question is correct, you will be allowed to continue and reset your password. NOTE: the answer is case-sensitive. When all the information is entered, click the OK button to activate your portal. You will now be able to login to your secure portal. Page 3
You may want to save this page in your browser s Favorites/Bookmarks so you can easily return. Enter your email address and password, and then click the OK button to login to your portal. 2. 0 A C C E S S I N G Y O U R S E C U R E P O R T A L To reach the portal login page, you have several options. Use your browser s saved Favorite/Bookmark When you receive a portal notification email from us, follow the link in the message Access our firm s web site and following the portal link posted there Browse to https://portal.xcmsolutions.com (no firm logo or name will appear until after you login) After you login, you will see four tabs at the top of the screen, and an alerts window just below. By default, the My Documents tab will be open. In the alert window any current actions required on your part will appear (answering firm questions, uploading a requested file), organized by client account (if you have more than one client account associated with your email address). Your name will be displayed in the select client listbox if you only have access to one client portal. Page 4
If you have more than one client account with our firm, and each one has a portal created for it associated with your email address, you will see a Select Client: listbox that allows you to view each portal in turn (all the tabs will change to the content of whichever client is selected in the listbox). Click Logout in the upper right to end your portal session when you are finished. 3. 0 M Y D O C U M E N T S T AB This page allows you to download files that have been uploaded to the portal by our firm. When a file is uploaded to your portal by a firm user, you will receive a notification email. After logging into your portal, the My Document tab will open by default. You will be able to see when each file was uploaded, when it was last viewed, and by whom. When a file is uploaded to the portal, and another file with the same name has already been previously uploaded, the portal will add a [1] to the name of the newer file. Page 5
To download a document, click its blue button, select the desired destination folder, and confirm that you want to download and save it. Different operating systems and versions will display different screens and prompts, but the basic approach is the same. You can also upload documents to the portal from this page. Click the Click to Upload button to display the XCMFileUpload screen. Click the Browse button to select files for uploading. In the Windows Explorer-like screen that opens, navigate to the folder containing the document or documents. Click one document to highlight it, or use the Shift and/or CTRL keys to highlight multiple documents, and then click the Open button. Of course, different operating systems and versions will have screens that look slightly different. These screenshots are from Microsoft Windows. Page 6
The XCMFileUpload screen will now list the selected files, but they are not yet uploaded. Review your selections. Click the X on a file entry to remove a file, or click the Cancel button to remove all files. Page 7
To upload all displayed files, click the Upload button. You will see an incremental progress bar showing the status of the upload. After the files have been uploaded successfully, you will see Upload Done in the upper left corner of the screen and 100% at the bottom. Page 8
After your documents have successfully uploaded, click the Add More Files button to continue with more uploads, or click the X in the upper right of the XCMFileUpload screen to close it and return to the My Documents portal page. 4. 0 Q U E S T I O N S & R E Q U E S T E D D O C S T ABS To provide missing documentation and/or to gather information from you, firm users can use automated portal functions to request documents and ask questions. 4.1 ANSWERING QUESTIONS SECURELY THROUGH THE PORTAL Questions and/or answers may contain sensitive information and need to be communicated securely through the portal. In pursuit of all the facts needed to process your work, if a firm user asks questions through the portal to protect your privacy, you will receive a notification email. After logging into your portal, click the Questions tab to view that portal page. If questions have been posted, you will see one or more entries, each with a question or information request. Note: If you have more than one client account portal associated with your email address, you must view each one separately in the Select Client: listbox. If a firm user has posted one or more questions to the portal, his/her question(s) will be displayed in the window s Questions/Missing Information column. Next to each question that is listed, type in your response(s) (see Red arrow above) in the Response/Answer column, then click the Save Changes button. Your answers will be automatically posted to the firm s work in progress and can be viewed by the firm user immediately. Once processed, the entries will be deleted from your portal. 4.2 UPLOADING REQUESTED DOCUMENTS SECURELY THROUGH THE PORTAL In processing your work, we may discover that necessary documents are not available, or further documentation is needed from you. In these situations, when a firm user requests you to upload a document securely through the portal, you will receive a notification email. After logging into your portal, click the Requested Docs tab to open that portal page. If a firm user has requested a Document, the text of his/her request will be displayed in the window s Data Request Page 9
column. Note: If you have more than one client account portal associated with your email address, you must view each one separately in the Select Client: listbox. Enter any helpful text in the Comments column. To upload the requested document(s), click Click To Upload to open the XCMFileUpload window. (see Red arrows above) Follow the instructions detailed above in the My Documents tab section for uploading files. After your document has successfully uploaded, click the X in the upper right of the XCMFileUpload screen to close it and return to the Requested Docs portal page. Page 10
The firm user defined as the Responsible Person for your client account (see the My Profile Tab section) will be automatically sent a notification email when you upload files. 5. 0 M Y P R O F I L E T AB After logging into the portal, click the My Profile tab to view your client account information or to change your password. Note: If you have more than one client account portal associated with your email address, you must view each one separately in the Select Client: listbox. The firm s Responsible Person is displayed on this page and is the user who receives notification emails when you upload documents to the portal. To change your password, click the Change Password button. You must supply your current password, a new password, confirm the new password, and then click the Save button. You will see a confirmation when the password has been changed successfully. 6. 0 F O R G O T T E N P A S S W O R D If you have forgotten your password, from the portal login screen, click Forgot Password? Page 11
This screen will appear. Type in your email address and click the Submit button. The security question you answered during registration will appear (it is case-sensitive). If you answer the question correctly, you will be prompted to enter and confirm a new password, and you ll be able to immediately use the new password to access your portal. Page 12