Ramsay Brown and Partners Secure Portal Guidance Notes

Introduction

One of the steps that Ramsay Brown and Partners have taken to ensure that, as a firm, we are General Data Protection Regulation (GDPR) compliant, is to ensure that any email that contains personal data is sent using a secure method.

Therefore, from Friday 25^th May 2018, you will no longer receive any documents from our team via post or an email through Microsoft Office Outlook.

This manual provides you with full details of how to register, view, upload and sign documents through this secure and GDPR compliant channel.

Firstly, and most importantly, please notify your IT company to “Whitelist” the below email address to ensure that all our secure mail reaches your inbox. If you have a universal mailbox, for example Yahoo, Gmail or Hotmail, they each provide guidance within their website on how to action this rule.

The email address is:

notifications@virtualcabinetportal.com

Guidance

1. When you first receive a secure email from your team member via our secure portal, the email will appear in you inbox as follows:

2. When you open the secure message the email will read as follows. You will be asked to activate your account by clicking on the link shown below:

3. Account activation is completed in two quick steps

Step 1:

Step 2:

You will then be able to access your secure inbox

The document that has been sent to you may require review, signing or requesting for you to send your financial information through this secure channel.

Replying to a Secure Email  

1. Once you have opened and reviewed your document that has been sent securely, you will be able to reply to your team member at Ramsay Brown and Partners by clicking the “Reply” button at the top of the document

2. The “Reply” button will take you to the below left screen where you can enter your message and also attach documents that you may need to send. Once you have clicked “Send”, you will receive the message on the right that notifies you that your message has been sent securely

Signing a Document in the Ramsay Brown and Partners' Secure Portal  

Should your team member at Ramsay Brown and Partners require a signature, for example, for your practice accounts, income and expenditure accounts, tax return or personal professional expenses, please find the guidance for this below:

1. The message you will receive will have a “Sign” button. Once you have reviewed the document and you are happy to approve it, you just click this button:

2. A signing statement box (see diagram below to the left) will appear where you are able to write a message or simply click sign

You will then receive confirmation and the option to download a copy of this document or go back to your inbox to view other secure messages

If you experience any problems, please do not hesitate to contact your dedicated team members who will be only too happy to assist you with any queries you may have