Encrypted Email Messages - Frequently Asked Questions

Encrypted Email Messages - Frequently Asked Questions

These are frequently asked questions about encrypted email messages sent from Raymond James Ltd. Click the question link to view the answer.

General Questions

Password and Security Questions

Unlock Account

Mobile Device Questions

General Questions

Q: What does the term ProofPoint Encryption mean?

A: ProofPoint is a brand-name term used in Secure Messaging.

Q: Who uses Secure Messaging?

A: Financial advisors and associates use Secure Messaging to encrypt email sent to clients and vendors to protect private information. Clients and vendors can send secure replies.

Q: Is the SecureMessageAtt.html attachment safe to open?

A: Yes, it is safe. The attachment is part of all Raymond James secure emails.

Q: Does Secure Messaging time out?

A: Yes, Secure Messaging times out after 15 minutes. Because the email contains private information, the best practice is to respond to the sender, if necessary, and close the email within a short time after your review.

Q: How do I log back on after being timed out?

A: Follow the steps on the screens to log back on and view your original message.

Q: Are replies secure?

A: Yes. Like the original secure email that you received, replies are secure.

Q: Can I forward a secure email?

A: To ensure the security of PII (Personally Identifiable Information), secure email cannot be forwarded. 

Q: How do I reply to the secure email?

A: To reply:

  1. Click the Reply or Reply to All button.
  2. Type your content. (See the next item about adding attachments, if needed.)
  3. Click the Send button to send the reply.

 

Q: How do I add an attachment?

A: To add an attachment:

  1. Open the secure email and click one of the reply buttons.
  2. Click the Attach a File link, and then click the Add button.
  3. Browse to add the file and click the Upload button.

 

 

Figure 1. The Attach a File link for adding attachments

Q: What are signatures and what does it mean if the signature is valid with?

A: Every secure email is electronically signed to ensure the authenticity of the sender and the integrity of the message data. Theindicates that the signature associated with this email is valid and
the message can be trusted.

 

Figure 2. A message with a valid signature can be trusted

Q: What if I don't see the secure email I'm expecting?

A: Occasionally, an email is mistaken for an unsolicited email. If you do not receive the expected email after a short time, check any email filtering folders (such as a Junk or Spam folder) for the message. You can change the filter to allow Raymond James secure messages.

Q: Can I receive a secure email on my mobile device?

A: Yes, most smartphones and tablets (for example, iPads and Android Playbooks) can receive secure emails.

Q: Do Secure Messaging emails expire?

A: No, Secure Messaging emails do not expire. However, a Secure Messaging email is available for viewing on a mobile device for three (3) days. After that, the message remains accessible from a desktop or laptop computer until deleted. 

Password and Security Questions

Q: How do I create a password?

A: The system will prompt you to create a password the first time you access a secure email.

Password Rules:

  • Must be between 7 and 20 characters
  • Includes numbers 0-9
  • Includes special characters ! @ $ % ^ & * ( ) [ ] _ + = ~
  • Include a combination of upper and lower case letters
  • Must not match the User ID

Q: How do I reset my password?

A: To reset your password:

1. Click the Forgot Password link on the Login screen.

 

Figure 3. The Login screen

The Reset Your Password screen appears.

 

Figure 4. The Reset Your Password screen

2. Type the answer to the security question in the Answer field, and click the Continue button.

The Enter New Password screen appears.

 

Figure 5. The Enter New Password screen

3. Type the new password in the New Password and Confirm Password fields.

4. Click the Continue button.

Q: How do I reset my password when I forgot the answer to my security question?

A: Please contact your financial advisor for assistance.

Q: Is the answer to my security question case sensitive?

A: No, answers to security questions are not case sensitive. 

Unlock Account

Q: How do I unlock my secure messaging account?

A: After the third unsuccessful attempt to log on, the system locks your account for 25 minutes. You can try again to enter your password after the lock-out period. You can also select the Forgot Password link to reset your password. (A successful password reset during the 25-minute lock-out period does not unlock the account.)

Mobile Device Questions

Q: The "On a mobile device, click here to log in" link in my secure email isn't active. What should I do?

A: If the link is not active, open the SecureMessageAtt.html attachment and then select the log in link again. If you are unable to open the attachment, try opening the secure email and the attachment on a laptop or desktop computer. You can also contact the sender, if needed.

Q: I have opened my secure email, but I can't open the attachment that came with it. What should I do?

A: Some devices, including Androids, may require a document viewer application to open and view attachments, such as Word and Excel documents. Follow your device manufacturer's procedures for acquiring this type of application. If you are still unable to open the attachment, try opening the secure email and the attachment on a laptop or desktop computer. You can also contact the sender, if needed.

Q: What should I do when a warning appears that attachments, links and pictures in a secure email have been blocked?

A: Click OK (or the equivalent) to open the secure message and view its contents. 

Getting More Information

For further assistance, please contact your financial advisor.