The Secure Client Portal – What you need to know
In version 8.2, Migration Manager will be releasing the Secure Client Portal to all users. To help you understand a bit more about this new feature, we have put together the following Question and Answer guide about the new Secure Client Portal:
Question: What is the Secure Client Portal and why should I be interested?
Answer: The Secure Client Portal has been designed to provides a secure channel in which you can work with your clients online to securely and privately request and receive documents, questionnaires and information. The Secure Client Portal will allow you to do the following things:
- Upload a list of documents you require from your client
- Allow your client to securely send requested documents to you
- Allow you to request and receive a questionnaire
- Allow you to send progress reports and keep your client up to date with the stages of an application
- Allow you to privately and securely send documents and letters to your client
By giving you and your client the ability to perform these tasks the Portal aims to achieve the following:
- To reduce the use and risk of emails: the information and documentation you handle on behalf of you client is some of the most sensitive and valuable around and you should take steps to protect it. Sending that sensitive information via email comes with a number of risks including the potential that it might be sent to the wrong person, it may get blocked by a spam filter or the email and its attachments might be too big to be received by some inboxes. Documents and information sent via the portal are encrypted – only you and your client can read them.
- To help keep your client informed (and thus hopefully reduce how often they contact you for updates): The Secure Client Portal will let your client see how they are going at providing you with documents whilst at the same time you can add details about deadline and completion dates for the various stage of a matter so that they can log on see what is happening without the need to call you.
- To make your life easier by restricting the size of files that can be sent to you to match that of the size restrictions of the department. The aim being to reduce the amount of time that you have to spend compressing and adjusting document
Question: How do I setup and get started with the Secure Client Portal?
Answer: To get started with using the Secure Client Portal we recommend that you have a read of the following instruction manual articles that cover the key parts of setting the Portal up and how to use it:
- How to setup the Secure Client Portal: Click to read the Article
- How to add a Matter/Client to the Secure Client Portal: Click to read the Article
- How to request a document via the Secure Client Portal: Click to read the Article
- How do I download documents sent to me via the Secure Client Portal: Click to read the Article
These are just the articles to get started with. When you have finished with those, we recommend you check out the full list of instruction articles which can be found at: The Secure Client Portal Manual
Question: Why am I being asked about Antivirus?
Answer: When you first go to access the Secure Client Portal on a computer, you will be asked to confirm that you have a current and up to date Antivirus on your computer. The Secure Client Portal has a number of security and malware protection features built in to it to try and prevent the transmission of infected files, however such is the state of the constant march and progression of malware that it is important that you take steps to ensure your system is always protected. The best way to do this is to have a current antivirus installed and active on your computer – this basic data security principle applies whether you use the Portal or not. Note that if you have Windows 10 installed you most likely already have an active antivirus installed by Microsoft. For everyone else, if you don’t yet have antivirus installed, for recommendations as to what antivirus software to install we suggest having a look at these antivirus software recommendations by PC Advisor , Toms Guide or Choice.
Question: Can I add the Secure Client Portal to my website?
Answer: Yes. Each firm has a unique url for their Secure Client Portal and these can be added to menus, pages, tabs and links on your websites – this should take web page manager all of a couple of minutes to implement. When added as a page or tab the Portal logon page will appear as a page on your site.
Question: Do I have to use the Secure Client Portal for all of my clients?
Answer: No you don’t. You get to choose on a case by case basis whether to activate the Portal for a particular client. Someone can only access the Secure Client Portal if you activate it for them and give them a logon id and password (generated by Migration Manager).
Question: Is the Portal secure?
Answer: For your peace of mind, the Secure Client Portal employs the very latest in tried and tested high level security, privacy and encryption technology, which means you know that whatever it is your sending you can be absolutely confident that no-one else is intercepting or viewing your material. On the front logon page of the Secure Client Portal you will find our Norton Secured certification as well as a link the provides more details about what security has been put in place including:
- Transmission Encryption: The Secure Client Portal uses Norton Secure Sockets Layer (SSL)/Transport Layer Security (TLS) to protect data in transit between you, your client and our servers; it’s designed to create a secure tunnel protected by 128-bit or higher Advanced Encryption Standard (AES) encryption. This means your data is protected by the same leading-edge security demanded by the world’s largest banks and most highly trafficked websites; and
- Storage Encryption: Documents are stored using 256bit AES encryption, the same encryption standard used by governments around the world, including Australia, to encrypt classified documents.
It should also be noted that documents are kept on the Secure Client Portal for only a short period of time:
- When documents are sent by your client the Secure Client Portal acts as a transmission station. The document will only remain on the server until you have downloaded it. A copy is kept on the server for 24 hours as a backup in case there was an issue with the download but at the end of that period it is completely removed from the Portal server.
- When you upload documents to the Secure Client Portal, the default time period that they will remain on the server is 14 days. At the end of that time period the download link expires and the document is removed from the Secure Client Portal server.
Question: Where are the Secure Client Servers based?
Answer: They are based in Sydney with geo-replication in Melbourne.
Question: Is this the final version of Portal?
Answer: No. As with all parts of Migration Manager we are constantly working to add new features and refine existing ones. If you have ideas or comments you want to make about the Secure Client Portal, how you use it and what the experience of your clients has been like, then please do let us know by sending your feedback to our support team.