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This article applies to:

  • Product: safesend
  • Audiences: Staff

Exchange Settings Overview

Learn how administrators manage Exchange settings, permissions, notifications, drop-off links, templates, and document request options for the firm.
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The
Settings
 menu lets firm administrators update and save global default settings and permissions for Exchange.
note
Only System Administrators have access to the
Admin Settings
 section.
  1. Select
    Settings
     in the side panel.
General
Message Options
Select the authentication methods and retention periods that users can set.
Authentication Method
This will set the default authentication methods for all users within Exchange.
note
When the method field is blue, this indicates it is a valid selection when sending a new secure mail. When selecting on an authentication method you can make the selection white, which means it won’t be a valid selection for users in your firm.
  1. Select
    Message Options
    .
  2. Select
    Authentication Method
     to expand the authentication settings menu.
  3. Select
    Set as default
    to
    On
     to change the firm-wide default authentication method.
  4. Switch
    Allow employees to change Authentication Method
     to
    On
     to let users change the authentication method they can use for secure mails.
    • If it's
      Off
      , users can't change the authentication method from the default set by the system admin.
  5. Switch the
    Allow employees to change their default method
     option to
    On
     to let users change their default authentication method when they send secure mail.
    • If it's
      Off
      , users can't change the default authentication method when they send secure mail.
Retention Period
You can set all the default retention periods for all the authentication methods as well as the drop box. These can be altered by users within your firm when sending secure mail if they want. The range of retention periods goes from 1 day to 7 years.
  1. Select
    Message Options
    .
  2. Select
    Retention Period
     to expand the retention period settings menu.
  3. Select the
    Question and Answer
    dropdown to select a retention period for items sent using the question and answer authentication method.
  4. Select the
    Access Code
    dropdown to select a retention period for items sent using the access code authentication method.
  5. Select the
    Drop Off
    dropdown to select a retention period for items received via drop-off links.
  6. Select the
    Folders
    dropdown to select a retention period for items moved to folders.
  7. Switch
    Allow employees to change Folder retention period
     to
    On
    to let users adjust individual folder retention periods.
  8. Switch
    Allow employees to change the Message and Request retention period
    to
    On
    to let users adjust message and document request retention periods.
Authentication Questions
You can set the Question & Answer authentication questions for your entire firm. Any question entered here will appear in the
Compose Mail
 section for all users.
  1. Select
    Authentication Questions
    .
  2. Switch the
    Allow employees to add their own questions
    On
    to let users add questions.
    • If it's
      Off
      , users can't add their own and need to use one of the ones already created in the Admin Settings.
  3. Switch
    Allow employees to change their default questions
    On
    to let users change their default Question & Answer authentication methods.
    • If it's
      Off
      , the question that is set as the default in the Admin Settings will be the default for all users.
  4. Select the
    Delete
    icon to delete all selected questions.
  5. Select
    Add New Question
    to add new firm-wide questions that will be available for all users.
  6. Hover over a question to display the editing options.
    • Select
      Edit
      to edit the question.
    • Select
      Delete
      to remove the question.
    • Select
      Set as Default
      to make that question the firm-wide default.
Support Contact
When you send a secure mail to someone or when someone selects the link to your Dropbox, they’ll refer to a support contact in the top corner of the screen. This person can be contacted by the client if they have any questions or concerns.
  1. Select
    Support Contact
    .
  2. Select the
    Office Location
    dropdown to select an office location to assign a support contact to.
  3. Select the
    Choose contact
    dropdown to select a support contact for the selected office location.
  4. Switch
    Display Phone Number
    to
    On
    to display the support contact's phone number.
    • If it's
      Off
      , only the support contact's name and email address are displayed.
    • Name, email address, and phone number are pulled from the user's
      My Account
      details.
  5. Switch
    Allow employees to change the Office Location and Support Contact
    to
    On
    to let users adjust their office location and support contact options in their
    My Settings
    menu.
Drop Off
Configuration
These settings let you set restrictions on the drop-off links for users within the firm.
  1. Select
    Configuration
    .
  2. Switch the
    Allow Address Book Lookup
    option to
    On
    to let clients refer to a list of all drop-off enabled users in the
    To
    field when using a drop-off link.
    • If it's
      Off
      , the client will have to enter a valid email address for your Company drop-off link.
  3. Switch the
    Allow Personal Drop-Off Links
    option to
    On
     to let users have their own personal drop-off link.
    • If it's
      Off
      , users will only have access to the Company Drop-Off link.
  4. Check
    Allow user to Manage drop-off links in mail notification
     to let the user customize the drop-off link that appears at the bottom of the email. This is managed in
    My Settings
    .
  5. Switch
    Send download notification to the sender/client
    to
    On
    to receive a notification when a client has downloaded documents and send a notification to the client when the firm has downloaded documents.
  6. Switch the
    Enable Spam Filtering
    option to
    On
    to send all drop-off items to the spam folder first.
    note
    An exception is if the drop-off recipient is allowlisted.
File Type Restriction
Here you can restrict certain file types from being uploaded through the drop-off link.
  1. Select
    Configuration
    .
  2. Select
    File Type Restriction.
  3. Select the
    Manage file types
    search bar.
  4. Select the file type you want to restrict.
  5. Select the
    X
    to delete restricted file types.
  6. Select
    Save.
Users
These settings let you manage drop-off access for those who send and receive messages via the drop-off links.
Senders
note
This setting is only available if the
Enable Spam Filtering
setting is enabled in the Drop Off Configuration. Recipients who are in Client Management will be automatically allowlisted.
Anyone who sends mail using a drop-off link is added to the
Senders
 section as denylisted. To allowlist a sender, follow these steps:
  1. Select
    Users
    .
  2. Select
    Senders
    .
    • This will open the
      Senders
       configuration menu.
  3. Hover over the sender's email address you want to allowlist.
    • You can also use the search bar to find the email address.
  4. Select the
    Whitelist
     button.
    • You can also
      Blacklist
       senders with the same button if they are already allowlisted.
Recipients
Every user in your firm with access to Exchange will be listed in the
Recipients
section. By default, each user doesn’t have access to a personal drop-off link.
Enable Drop Off Access
Enabling the drop-off link will give the user access to a personal drop-off link, and be added as an available recipient in the company drop-off link.
  1. Select
    Users
    .
  2. Select
    Recipients.
  3. Locate the user you need to able the access link for.
  4. Select
    Enable
    .
    • You can also
      Disable
      , by selecting on the same button if the user is currently enabled.
Manage Company Drop-Off link
The firm can select if they would like to have a default user. This is the user who will appear as the recipient anytime someone opens the company drop-off link.
If the user is the default recipient, it will show as
Default
in the drop-off link details.
Manage Default User
  1. Select the
    Action menu(..)
  2. The option will be different depending on if they are already the default:
    • Remove Default
      : This will remove the user as the default recipient.
      • If no other users are selected, no user will be in the company drop-off link by default. Clients will need to search for one of the enabled recipients.
    • Set as Default
      - This will set the user as the default recipient.
History
The firm can determine access permissions and settings for Message History. Settings are set individually between Sent and Received Item History.
note
Even if the Item History reports are turned off, the information is still tracked. The information will be available when the option is turned
On
.
Sent Item History
  1. Select
    Sent Items History.
  2. Switch the
    View the Sent Items Historical report
    to
    On
     to let all users access the Sent Item History Report.
    • If it is toggled off, no user will be able to access the Sent Item History report.
  3. Switch the
    View transfers of all users (does not provide access to links)
    option
    On
     to let users view all document transfers.
    • If it is toggled off, users can only refer to their personal document transfer history.
  4. Check
    View transfers of all users (does not provide access to links)
     to let users view all document transfers.
    • If it is not checked, users can only refer to their personal document transfer history.
  5. Switch the
    Resend Document Access Links (Also applies to My Portal Inbox)
     to
    On
    to let users resend access links to sent messages directly from the Sent Item History report.
Received Item History
  1. Select
    Message History
    .
  2. Select
    Received
    Items History.
  3. Switch the
    View the Received Items Historical report
     option
    On
     to let all users access the Sent Item History Report.
    • If it's
      Off
      , no user will be able to access the Received Item History report.
  4. Check
    View transfers of all users (does not provide access to links)
     to let users view all document transfers.
    • If it's
      Off
      , users can only refer to their personal document transfer history.
Notifications
Here you can set the default notification options for your users.
Message Notifications
Select whether or not users and clients receive notifications when files are set to expire or when the recipient has downloaded files.
Expiration and Download Notifications
  1. Select
    Message Notifications
    .
  2. Switch
    Notify recipients when file(s) are about to expire
    to
    On
     to turn on expiration email notifications.
  3. Select the
    Allow employees to update their Expiry Notification setting
     to let users personalize their settings around these notifications.
  4. Switch
    Notify recipients when file(s) are about to expire
     to
    On
     to turn on expiration email notifications.
  5. Select the
    Allow employees to update their Expiry Notification setting
     to let users personalize their settings around these notifications.
Request Notifications
Select if users will receive a notification when requests have been completed or re-opened.
  1. Select
    Request Notifications
    .
  2. Switch
    Notify CPA when request(s) are completed
     to
    to receive notification when client has uploaded all requested documents.
  3. Check
    Allow employees to update their Complete Notifications setting
     to let users personalize their settings around these notifications.
  4. Switch
    Notify Recipients when request(s) are reopened
     to receive a notification when a document request has been reopened after being marked as complete.
  5. Check
    Allow employees to update their Complete Notifications setting
     to let users personalize their settings around these notifications.
Folder Notifications
Select if users will receive notifications for new items that have been sent to a folder in My Files.
  1. Select
    Folder Notifications
    .
  2. Switch to
    On
     to receive a notification when a file has been uploaded to a folder in My files.
  3. Check
    Allow employees to update their new item notification setting
     to let users personalize their settings around these notifications.
Document Request
Here you can manage document categories and templates that users can apply when using the
Document Request List
 feature.
Document Category
The document categories will let firms organize the document request items by categories. By default, SafeSend will provide a variety of categories for common source documents.
Use the following instructions to add a new category for your firm.
  1. Select
    Document Category
    .
  2. Select
    Add Category
    .
  3. Enter a
    Category Name
    .
  4. Select
    Ok
    .
Request Templates
Use the following instructions to add a new template.
  1. Select
    Request Templates
    .
  2. Select
    Add Template.
  3. Add
    Template Name.
  4. Add
    Description.
    • This description will appear to the recipient.
  5. Add
    Tax Year
     and
    Due Date.
  6. Select the
    Document Category.
  7. Enter the
    Document Name
     and
    Description
    .
    • The description is optional.
  8. Select
    Add Documents
     to add more documents to the template.
  9. Select
    Remove
     to delete a document from request.
  10. Select
    Create.
Template Management
note
To refer to the editing options, you will need to hover over the template name.
  1. Edit
    - Here you can update the name, description, due date, and document list.
  2. Delete
    - Once deleted, this can't be undone.
  3. Copy Template
    - This will duplicate the template and display 'copy' at the end. You can then use the edit tool to update the settings.
Email Templates
Here you can customize the email templates that are used for new Messages and Requests.
note
Whichever message is marked as the Default is sent to all recipients. These templates can't be selected on a message or request basis.
  1. Select
    Message Email Template
     to edit the notifications for composed messages, or
  2. Select
    Request Email Template
     to edit the notification for requested documents.
  3. Switch
    Allow Users to add their own templates
     to let users add their own templates.
  4. Switch
    Allow users to change default template
     to let users select a different default template then the firm default.
Add New Template
  1. Select
    Add
    .
  2. Type in a
    Template Name
    .
  3. Enter the
    Text
     in the body of the message.
  4. Select
    Show Variable List
     to refer to bracketed variables that can be used to personalize the message.
  5. Select
    Set as Default
     to apply template as the primary message used for all messages or requests.
  6. Select
    Add
     to add the new template.
Edit Template
  1. Select the template you want to edit.
  2. Select
    Edit.
  3. Edit details as needed.
  4. Select
    Set as Default
     to apply template as the primary message used for all messages or requests.
  5. Select
    Save.

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