exception is central. Use both where email brings the client to an appropriate portal task and protects any sensitive exchange around it.
Make the channel rule easy to apply
The technology only works if staff can choose the right route while dealing with a real client and a real deadline. A short internal rule is more useful than a long list of product features.
Set out when ordinary email is acceptable for routine, non-sensitive messages, when a portal should hold an ongoing task or record, and when secure email is required for the message, attachment, or reply. Include the approved fallback when a client cannot use the portal and say where a copy of the exchange must be stored.
Use examples from the firm ' s own work: a suitability report, a bundle of mortgage evidence, a protection underwriting query, and correspondence with a solicitor or provider. If the same exceptions keep appearing, treat that as evidence that the workflow needs changing, rather than relying on staff to improvise each time.
Where Mailock fits
Mailock is Beyond Encryption ' s secure email platform. It adds AES-256 encryption, recipient authentication, secure replies, message revocation, and message tracking to email-based communication. Advisers can work from Outlook or a browser, while recipients can open and reply to a secure message without creating another account.
Mailock does not ask firms to remove a useful client portal. It gives advisers a protected route for the documents, conversations, third parties, and exceptions that do not belong inside it.
A good portal gives clients a reason to return. Secure email helps them complete the sensitive task in front of them. Most advice firms need both.
Get in touch
Email our team to find out more about Mailock by Beyond Encryption:
EMAIL THE TEAM
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