S E C U R E IN F O R M A T IO N E X C H A N G E SERVICE · b Click A ttach from Local Disk to select the file(s) you want to attach to your email. a b To remove an attachment, click

.

REFERENCE GUIDEGUIDE

SECURE INFORMATION EXCHANGE SERVICE

Version 1.002-03-2015

Desjardins Insurance

Quick Reference – Secure Information Exchange Service

Table of contents

General information .................................................................................................................................... 2Accessing Desjardins Insurance’s secure information exchange service .................................................. 3Mail view ..................................................................................................................................................... 4Sending an email to Desjardins Insurance ................................................................................................ 6Viewing a received email ............................................................................................................................ 9Replying to an email ................................................................................................................................. 10Forwarding an email ................................................................................................................................. 11Creating a folder ...................................................................................................................................... 13Adding a contact to the address book ...................................................................................................... 14Editing/deleting a contact in the address book ........................................................................................ 16Creating a distribution list ......................................................................................................................... 17Editing/Deleting a distribution list ............................................................................................................. 19Changing your password ......................................................................................................................... 20Managing your signatures ....................................................................................................................... 21Creating mail rules .................................................................................................................................... 23

DESJARDINS INSURANCE

Reference Guide – Secure information exchange service

TECHNICAL SUPPORT CONTACT

For technical issues such as: Secure information exchange service

navigation

Technical error messages

Forgotten user name or password

Desjardins Insurance Centre for Assistance in Technology (CAT)

( 1-866-938-7018

You may need to adjust your web browser’s security level to access the Desjardins Insurance secure information exchange service.Only Desjardins Insurance CAT staff can access your account; staff from other teams cannot assist you if you forget your user name or password.

The secure information exchange service is certified for use with the latest version of Google Chrome or Internet Explorer (version 9.0 orup). For a better user experience, Desjardins Insurance recommendsusing this browser.

Internet Explorer 8.0 is not compatible with the secure information exchange service.

DESJARDINS INSURANCE Page 1

Reference Guide – Secure Information Exchange Service

General information

GENERAL INFORMATION

Objective

Used for

Document storage

Desjardins Insurance’s secure information exchange service lets you send and receive personal and confidential information (e.g., list of current plan members and their salaries) in a secure environment.

Exchanging emails and documents containing confidential data between Desjardins Insurance and its clients or business partners.

All other documents must be sent through regular channels.

Inbox, Drafts and Sent folders: Documents sent through the secure informationexchange service and documents saved in your Drafts and Sent folders will beautomatically deleted from your Inbox after 5, 20, 31 or 90 days as indicated in the information sent to you.

We strongly recommend that you regularly delete emails you no longer need to free up space. If there are too many documents in your Drafts andSent folders, you won’t be able to receive new emails in your Inbox.

If you’ve been given temporary access to the secure information exchange service as opposed to permanent access, all documents will be automatically deleted after 5 days as indicated in the information sent to you.

You can’t:ü Send emails to the secure information exchange zone from a non-

Desjardins Insurance email address;ü Send emails from the Desjardins Insurance secure information

exchange zone to a non-Desjardins Insurance email address;ü Forward emails from the secure information exchange zone to a non-

Desjardins Insurance email address.



Accessing Desjardins Insurance’s secure information exchange service

For a better user experience, we recommend using the latest version of Google Chrome or InternetExplorer (version 9.0 or up). Internet Explorer 8.0 is not compatible with the secure informationexchange service.

1 Enter www.dfs-dsf.ca in the Google Chrome address field.

SIGMA ASSISTEL: use www.assistel.ca/mail.

2 Enter the user name and password assigned to you to access the secure informationexchange service.

Passwords are case-sensitive.

3

4

Click Sign in.

The secure information exchange service “Inbox” will appear.The Chrome browser may let you save your password. For security reasons, we strongly advise you not to use this feature.


d.


Mail view

The preview mode is activate

a b c

REF. ELEMENT

d

e f g h

DESCRIPTION

a

b

c

d

e

f

g

h

Refresh “Inbox”.

Lets you compose a new email.

Display the options for composing a new message, adding contacts, message template and creating distribution lists.

Quick reply options The following options are available when a mail item is selected:Reply: for replying only to the sender;Reply to All: for replying to the sender, CC and BCC recipients; Forward: for forwarding the entire email to another recipient.

Delete selected items (mail, contact, etc.).

Print.

May require configuration.

Search within the current view (e.g., Mail view).

Configuration menu Display user account information and show configuration options,including:

Mail rules; Password changes;Managing your signatures.



The preview mode is activated.

i

j

k l m

REF. ELEMENT DESCRIPTION

i Message view Display who the email was sent to, the subject and the date received. Useor to sort each column header.

j PreviewProvides a partial view of the email – activate the preview mode (superior command bars).

k Space use indicator Shows how much space your Inbox is taking up.

The total capacity of the secure information exchange service Inbox is 90 MB.

l

m

Display all Display all folders for all view (Inbox, Contacts, etc.).

Create a quick and easy way to create a folder in the current view.



Sending an email to Desjardins Insurance

1

2

Click New and Message to open the New message window.

Select the recipients’ names from the address book by clicking To or + (far right side of screen).

You can also enter the contact’s name directly in the To field. For CC or BCC, click to display additional fields.

See Adding a contact to the address book to find out how to add recipients from the addressbook.

Only Desjardins Insurance contacts can receive emails sent from the secure information exchange zone.

Click to add a signature (see Managing your signatures).

To go back, click the red X in the top right corner.



3 Compose your email.

aEnter the subject of your email in the appropriate field, and then write the content of your message in the text box.

The formatting bar can only be used if the text is in HTML format.bb Click Attach from Local Disk to select the file(s) you want to attach to your email.

a

b

To remove an attachment, click X.

4 If you want confirmation that your email has been read or if you want to save a copy of theemail you’ve sent, select Options and the relevant features:

Request read confirmationSave sent messages = Sent



5 Click Send to send your message to the recipient(s).

To save a draft, click Save. To retrieve your draft, go to the Mail view and select Drafts.



Viewing a received email

1Click to refresh your “Inbox”.

indicates that you have new mail

2 Click the new mail icon. When you click (top of screen), you can see a preview of thenew email.

- To open the attachment quickly and easily, click and then the attached document (bottom ofscreen).

- Use the right mouse button to mark a document as read/unread, to delete it, to copy it or tomove it to a customized folder.



Replying to an email

1

2

Click Reply to reply to only the sender or Reply to All to reply to all original recipients.

Write your reply.The formatting bar can only be used if the text is in HTML format.

To add another attachment, click Attach fromLocal Disk, select the file you want to attach and then click Open.

3

4

If you want confirmation that your email has been read or if you want to save the email you’ve sent, select Options and the relevant features:


Click Send to send your message to the recipient(s).




Forwarding an email

1

2

Select the email you want to forward, then click Forward.

Select the recipient(s).You can only forward emails to Desjardins Insurance contacts.

To CC or BCC, click to display the appropriate fields.

Note that when you forward an email, the attachment is not forwarded. To add an attachment, click Attach from Local Disk, select the file you want to attach and then click Open.

See Adding a contact to the address book.



3 Write your message.The formatting bar can only be used if the text is in HTML format.

4If you want confirmation that your email has been read or if you want to save the email you’ve sent, select Options and the relevant features:


Click Send to send your message to the recipient(s).




Creating a folder

1 In the Mail view, select Inbox and click Create New Folder in the drop-down menu.

- You can also create a new folder quickly and easily using (bottom of page).- The procedure for creating a new folder applies in the same way for the Contacts, Sent and

Trash folders.

2 Enter a name for the new folder, then clickOK.

Example: DFS

All other parameters must remain thesame.



Adding a contact to the address book

1

2

In the Contacts view, select New and click Contact.

Fill out the General tab for the new contact.

aEnter the contact’s first and last name.

For shared mailboxes, enter the name as is. Only Desjardins Insurance contacts can receive emails from the secure information exchange zone. You’ll need to ask the recipient for theiremail address (must include “ [email protected] ” extension).

bEnter information in the other optional fields.

For CC and BCC, click to display the appropriate fields.

a

After you’ve entered the contact’s full name, automatically gives you two options for how you want the contact’s name to appear when you receive emails from them.

b



c

d

Enter the contact’s email address.

Click OK to save the new contact.

You can now add the new contact to a distribution list (see Creating a distribution list).

c

d

The client has a box with the extension <secure.dsf-dfs.ca>.

The client communicates with Desjardins Insurance by sending his email to [email protected].



Editing/deleting a contact in the address book

Once you have deleted a contact, you cannot undo it!

1

2

In the Contacts view, select the contact you want to edit or delete. The options will appear at the bottom of your screen.

Choose one of the following options:

Edit: When the contact’s file appears, make any necessary changes and then click OK to save.

Delete: This feature permanently deletes the contact from your contacts list. A confirmation window will appear:

o Click OK to permanently delete the contacto Click Cancel to return to the contacts list

If you delete a contact that is part of a distribution list, you must also delete said contract from the distribution list as well as from your contact list.



Creating a distribution list

1 In the Contacts view, select New and click Distribution List.

In the General tab, enter the title of your distribution list and click Add to add the first contact.



a

b

c

Once you have selected the first contact, you will have two options:

You can use the search field for longer listsYou can use the list under the search field

Once you have found the contact, click Selected to add the contact to the list.

Repeat for each contact and then click OK to confirm the addition of the contacts toyour distribution list.

a

b

c

2 Once you are back in the distribution list, click OK to save the new distribution list.



Editing/Deleting a distribution list

1

2

In the Contacts view, select the distribution list to be edited or deleted. The options will appear at the bottom of your screen.

Choose one of the following options:

Edit: When the distribution list appears, you can make the following changes:o Add a contacto Edit a contacto Delete a contact

Click OK once the updates have been completed. Once you are back in the distribution list,click OK to confirm.

Delete: This feature will permanently delete the contact from your contacts list. A confirmation window will appear:

o Click OK to permanently delete the contacto Click Cancel to return to the contacts list

If you delete a contact that is part of a distribution list, you must also delete said contract from the distribution list as well as from your contact list.



.Changing your password

1

2

Click Options in the account settings menu.

In the Accounts tab, click Change password.

Change your password.

a

b

c

d

Enter your old password

Enter your new passwordMust be a minimum of 5 characters

Re-enter your new passwordThe OK button will appear when the passwords you have entered in the New Password and Confirm Password fieldsmatch.

Click OK.

d

a

b

c

3 Once you are back on the Options page, click OK to apply the new password.DESJARDINS INSURANCE Page 20


Managing your signatures

1

2


In the Mail tab, select Signature followed by Add.

Enter your signature name and click Add.



3 Enter the signature information you want displayed when you send emails.

Use the features in the formatting bar to enhance your signature.

5. Activate your signature.

aClick OK.

a

You can use the Rename and Remove options to manage your signatures.



Creating mail rules

1

2


Select the Mail tab followed by Rules. Click Add.



3

4

Enter a title for your new rule, then click Add. The first condition line will appear.

In the Conditions tab, describe the mail condition(s) using the drop-down menus.

Example: I would like an action to occur when a new email is sent by Mblanchette.

The Match case box must be selected if you want upper- and lower-case letters to be taken into account.A rule can have more than one condition.



5

6

In the Actions tab, describe what youwant to happen when the conditionsare met, then click OK.

Example: Move the email from theInbox to the DFS folder.

You must create a folderbefore you can move or copyemails to it.A rule can have more than oneaction.

See Creating a folder

In order for a mail rule to apply, the mail rule box in the Options window must be checked. Click OK to save the new rule.

You can use the Add, Edit and Delete options to manage existing rules.
