Integrations - PaperClip eM4

• Overview
• Requirements
• PaperClip eM4 Setup
• SmartOffice Setup
• Office Setup
• User Setup
• Using the Integration

Overview

The PaperClip eM4 integration for SmartOffice encrypts e-mail messages and attachments sent from SmartOffice by routing them through a PaperClip eM4 relay. In addition, users gain the benefits of eM4's e-mail audit trail capabilities for their SmartOffice communications.

Important: This integration encrypts all outgoing e-mail from SmartOffice, including communications such as case status reports sent to advisors. There is currently no way to exclude certain types of e-mail communications from being encrypted.

More information about eM4 is available at PaperClip's website.

Requirements

To integrate SmartOffice and PaperClip eM4, an organization must have the following:

• In-house or hosted PaperClip eM4 relay

Note: Customers with an in-house relay must also have an eM4-hosted relay. Note: This integration does not support eM4 Cloud Client customers at this time.

PaperClip eM4 Setup

Contact PaperClip at helpdesk@paperclip.com and ask for:

• Confirmation that your organization's eM4 configuration supports integration with SmartOffice.
• The SMTP password you will need to use when configuring SmartOffice.

Then proceed with SmartOffice setup.

SmartOffice Setup

Note: These steps must be performed by a SmartOffice user with administrator rights.

Office Setup

1. Sign in to SmartOffice and select Setup \> Office Settings in the side menu.
2. In the Send Options – Form Letters section, click the Send From drop-down list and select Custom E-mail Server (SMTP).

1. In the Enter the Secure Delivery text to prefix the E-mail subject field, enter at least one character.

Note: For this integration, the text entered in this field does not actually appear in the subject line of outgoing messages, but it is required to enable secure-sending options for users creating correspondence (see Using the Integration).

1. Select Menu \> Save.
2. In the Outgoing E-mail (SMTP) Settings section, enter the following values:

• Enable encrypted e-mail: Enable
• SMTP Server Address: mail.virtualclientfolder.net
• SMTP Server Port: 587
• E-mail Account User Name: paperclip
• Swap SMTP From: No
• E-mail Account Password: Contact PaperClip support for this information.
• Connect Securely with SSL: No
• Connect Securely with TLS: Yes

1. Select Menu \> Save.

User Setup

1. In SmartOffice, select Setup \> User Accounts in the side menu (for more information about accessing user accounts, see User Accounts - Introduction).
2. Search for and open the user account record for a user who will be sending encrypted e-mail through eM4\.
3. On the Detail content link, verify that the address in the E-mail Address field is the same address under which the user is subscribed to PaperClip eM4\.
4. If necessary, change the e-mail address, and then select Menu \> Save.

Using the Integration

Once the integration is set up, users can send e-mail from SmartOffice normally, noting the following:

• In the Options step of the Correspondence Wizard, the user must select the Send Secure option to have the message encrypted by PaperClip eM4\.

Note: If the Send Secure option is not available, the user may need to clear the Apply correspondence default options check box in the Correspondence Wizard.

• To send encrypted pending case status reports using PaperClip eM4, select the check box next to the blank field under Subject Line in the Case Status dialog box, and then enter \[eM4-encrypt] in the field, followed by any additional subject line text you want to include (\[eM4-encrypt] must appear first, before any other text in the subject line). Reports are encrypted only when the case manager's e-mail address in SmartOffice matches the e-mail address of an eM4 subscriber.