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Using Secure File Exchange

Secure File Exchange allows PensionPro Users and Contacts to send and receive files between PensionPro and PlanSponsorLink. Users can customize notifications and reminders, as well as set default Expiration Days and Reminder Frequencies.  In addition, so that the user has an on-going record of the Secure File Exchange, an interaction is created in the system.

 

Tier Availability:  Track, Core, Essential, Premium, Team, Business  

Add-On Availability: PlanSponsorLink 

Security Rights Required: None 

Customizing Emails and Notifications Preferences

Users can customize the Secure File Exchange Preferences in PensionPro. These preferences allow the user to set defaults, globally for the entire firm, such items as the Default Expiration Days, Read Notifications, and Reminder Frequency.

To access the Preferences the User should click on Maintenance > Preferences > PensionPro and in the dropdown choose Secure File Exchange. To learn more about these preferences please refer to our Creating and Maintaining PensionPro Preferences article.

 

Sending and Receiving Secure File Exchanges

A user can access Secure File Exchange by clicking on Communications > Secure File Exchange which will open a browser window. PensionPro supports the latest versions of Chrome, Edge, Firefox, and Internet Explorer 11 as browsers. Once in the browser, there will be three different tabs on the left: Inbox, Sent, and Archive.

Only the current users' files will be displayed. If the user has the View Other Secure File Exchanges security right, then other files can be accessed by clicking on the person's name in dropdown box or all files can be accessed by clicking All in the dropdown. 

The Inbox and Sent tabs will display a number on the tab. This number represents the total number of exchanges that have not been accessed. If a file is accessed then the system will consider the exchange accessed and the number on the tab will be updated. The file must be accessed by the recipient from their Inbox to be considered accessed. Opening a file from the Sent or Archived folders will not mark the file as accessed.

So that users can see when a file was accessed and by whom, an access log is available by clicking on the red "i" next to file. When the "i" is clicked on, an Access Log pop-up will appear containing the file name, who accessed the file and when it was accessed. 

 

Sending a Secure File Exchange 

Users and contacts will be able to send most file types via the Secure File Exchange. Files types that cannot be sent are  *.exe, *.msi, *.bat, *.cmd. 

The maximum file size is one gigabyte and five files can be sent from both a user and a contact. A PensionPro user can send files to a maximum of five contacts, while a Contact can send to one PensionPro user.

 

To Send a Secure File Exchange: 

  1. Click the Add button (+) to the right of the grid. A New Secure File Exchange pop-up will appear. Required items will have a red asterisk next to them. 
  2. Click the Select Files button and select the File(s) to send. Up to five files can be sent at once.
  3. In the To field, begin typing a contact's name and click the appropriate record when the available name(s) appear. A maximum of five contacts can be selected. A contact must have an email address or a message will appear indicating that Secure File Exchanges cannot be sent to contacts without an email address.
  4. Enter a message for the exchange. There is a maximum character count of 1000 characters and the number of remaining characters is displayed at the bottom of the message box.
  5. In the Plan field, begin typing the name of the plan and click the appropriate record when the plan name appears.
  6. Select an Expiration Date, File Open Notification, and/or Recipient Reminder Frequency, if applicable. Please note that if a file reaches its expiration date and the file has not been downloaded, the file will be deleted from PlanSponsorLink.
  7. Click Send. 

 

Secure File Notifications and Reminders

Once a Secure File Exchange is sent from a PensionPro user then a New Exchange Email will be sent to the contact(s) on the exchange. Notification emails are sent from admin@plansponsorlink.com. Users may want to have their clients contact their IT department's to whitelist emails from that address to ensure they receive them.

If a Read Notification was set on the Secure File Exchange then, depending on whether the user chooses Do not notify me, Notify me the first time, or Notify me everytime, a notification will be sent to the user that file was downloaded if applicable. "Do not notify me" will result in a Read Notification not being sent. "Notify me the first time" will result in a Read Notification being emailed to the sender the first time the file is downloaded only. "Notify my everytime" will result in a Read Notification being sent everytime the file is downloaded by a recipient.

If a Recipient Reminder for seven days was set on the Secure File Exchange then, if the file has not been downloaded, a reminder email will be sent to the recipient(s) involved in the exchange until the recpient(s) access the file from their inbox.  Manually setting up a Reminder for a Secure File Exchange overrides the Reminder Frequency Preference.

The wording for each of these can be customized in Preferences.  To learn more about this please refer to our Creating and Maintaining PensionPro Preferences article.

Users can stop reminders being sent for a Secure File Exchange by one of the options below:

  1. Archive the File Exchange
  2. Delete the File Exchange
  3. Deleting the File from PlanSponsorLink

 

To Delete a Secure File Exchange 

Security Rights Required: Delete Secure File Exchanges 

A user can delete a Secure File Exchange record. To do so the user will need the Delete Secure File Exchange security right. 

  1. Highlight the file by clicking on it once. 
  2. Click the Delete button and click ‘Ok’ to confirm deletion. 

 

To Archive a Secure File Exchange

Files can be archived to organize the current File Exchanges grid. Archiving file exchanges will remove them from the current folder and send them to the Archived folder. To view archived files, select the Archive folder. Please note, archived files will no longer appear on a recipient's inbox. 

To Archive Files 

  1. Click once on a file to highlight it. 
  2. Click the Archive button. 

 

To Download a File

Users can click on a file to download it. 

 

Using the Toolbar 

To help users search for files in their Inbox, Sent, or Archive folders various tools have been provided.

  • Sorting: By clicking on a column heading the user will be able to sort the column.
  • Filter: Users can toggle filtering by clicking the Filter button and a button will appear next to the column heading. Clicking on this button will open a pop-up that will allow the user to search on a specific word or words. 
  • Clear Sort: Clicking this button will clear any sorting the user has made. 
  • Refresh: This button refreshes the screen to account for any recent updates to file exchanges. 
  • Archive: This button allows the user to archive a file. To do so, click once on a file to highlight the secure file record and click the Archive button. This will move the file to the Archive folder. Please note, if you move an exchange to Archive it will no longer show on PlanSponsorLink.
  • Delete: This button deletes a Secure File Exchange. To delete a file a user must have the Delete Secure File Exchange security rights. Highlight the file and click the Delete button. Please note, if an exchange was sent to multiple contacts and one contact deletes the file on PlanSponsorLink, then the file is deleted for all other contacts.
  • Edit: This button allows the user to make changes to a Secure File Exchange. Please note that a Secure File Exchange record must be highlighted (clicked once) before the Edit button is made active. 
  • New Secure File Exchange:Clicking this button opens a New File Exchange pop-up to send a new file. 

 

Interactions

So that the user has a record of the Secure File Exchange even after it has been deleted, an Interaction record is created. Because an Interaction record is created, users can control the Interaction Type that is used when a Secure File Exchange is sent. For more information on the Interaction Type please refer to our Creating and Maintaining PensionPro Preferences article.

To locate an Interaction record for a Secure File Exchange: 

  1. Search for the contact who sent or received the Secure File Exchange. Alternatively, users can search for the plan if a plan name was linked to the Secure File Exchange. 
  2. Double-click on the plan or contact name from the search results. 
  3. Click on the Interaction tab. 
  4. The interaction record will appear in the Interaction Grid.
  5. Use the "Show For Last" dropdown and Header Filters to filter records. 

 

Secure File Exchange on PlanSponsorLink

Contacts can send PensionPro users Secure File Exchanges through PlanSponsorLink. PensionPro supports the latest versions of Chrome, Edge, Firefox, and Internet Explorer 11 as browsers for PlanSponsorLink access. After the contact logs into PSL, they will click on the Secure File Exchange tab. 

Here they will see two tabs: Inbox and Sent. The Inbox will display the number of files that have not been downloaded yet and the grid will contain any Secure File Exchange that involved the contact. 

  • Sending a New Exchange from PSL
    • To send a New Exchange the contact should do the following:
      1. Click on the New Exchange button.
      2. Click on the Select Files button and select the files to be sent.
      3. In the To field select from the drop down the user that the files should be sent to.
      4. Enter a message in the message box. Please note that the character count is 1000 characters and the number of remaining characters will be shown below the message box.
      5. Select a Plan from the Plan dropdown.
      6. Click Send.
    • Once the contact sends the Secure File Exchange an email will be sent to the user indicating that a file or files have been uploaded.  The wording for this can be customized. To learn more about this please refer to our Creating and Maintaining PensionPro Preferences article.

Please note: For a PensionPro user to appear in the To dropdown when sending a New Secure File Exchange, that user must have "Show on PSL" marked as "Yes" on the Employee Details Screen. Users with the Add/Edit Employee Security right can edit this field by clicking the Company Directory, double-clicking the Employee's Name, clicking the Edit button, toggling the Show On PSL field and clicking Save.

  • Deleting an Exchange on PSL

Please note that if the contact deletes the file it will be deleted for all contacts that were involved in that Secure File Exchange.

    • To delete a Secure File Exchange from PSL the contact should do the following:
      1. Click on the delete button located on the right of the grid.
      2. A pop-up message will appear that asks Are you sure you want to delete this from your inbox? Yes or No.
  • Downloading a File on PSL
    • Clicking the file will allow the contact to download the file and will add an accessed date and time to the record. If a File Open Notification was set up for the Secure File Exchange then once the contact downloads the file the notification will be sent. 

FAQ

  • When clicking on the Communications > Secure File Exchange the browser opens to a blank page. Is there something I need to fix? You will need to clear your browser's cache. The link to the following website walks you through the process for the common browsers currently available. Also, make sure to be using the latest version of Chrome, Edge, Firefox, or Internet Explorer 11 as the default browser. http://www.refreshyourcache.com/en/home/
  • How can I find if a file was set up to include a reminder? Click on the Sent folder and locate the file exchange. Scroll to the left of the screen to the Reminders column. The Reminders column will display the reminder period if one was selected for the file. If the file was archived, move the file to the Sent folder.
  • My client keeps getting reminder emails for a Secure File Exchange. How can I stop these from sending? The recipient of the exchange can access the file from their Secure File Inbox on PlanSponsorLink to end the reminder emails. Alternatively, users can stop reminders being sent for a Secure File Exchange by archiving the File Exchange, Deleting the File Exchange, or deleting the file from PlanSponsorLink.

 

 

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