Secure Share is a method to share files safely and securely through Bernstein.com with your client or a non-registered contact, such as a Mortgage Broker or Attorney. Its purpose is to eliminate the need to manually encrypt files and share sensitive data via e-mail.
To access Secure Share from Bernstein.com, log in to Bernstein as an Employee and search a contact by their BID, Last Name, E-mail Address or Account Number. Select the ‘Secure Share’ button from the Search page of the contact you wish to share a file with.
Select ‘Contact Pending Registration’ flow from Secure Share to send a document to a prospective client who intends to register on Bernstein.com . NOTE: A client will not be able to access this file if they do not register to Bernstein.com with a valid username/password.
Select ‘Non-Registered Contact’ flow from Secure Share to send a document to a contact who does not intend to register on Bernstein.com. Documents will be accessed through an encrypted link via multi-factor authentication.
A person who is a ‘Contact Pending Registration’ requires being web-enabled and having an E-sign document available in their profile. An E-sign document is required in a clients’ profile for them to sign required documentation to proceed with an online Bernstein.com account. Advisory teams may not proceed with sharing a file with a contact that is pending registration if this set of criteria is not met.
A person who is a ‘Non-Registered Contact’ requires an e-mail on file in Salesforce. If a non-registered contact has multiple e-mails in Salesforce, the preferred or primary e-mail address will be where the contact receives a notification that a file has been shared with them. Additionally, in the event that a non-registered contact does not have an e-mail on file, Advisory teams will be notified to update the contact’s information in Salesforce via Secure Share when they attempt to share a file.
For clients that are not pending registration or are not expected to register on Bernstein.com, we will automatically default to the normal Secure Share process.
On the Secure Share screen, select the ‘ADD+’ button or you may drag and drop a file. You may add notes to the file you are sharing with the recipient.
You can upload Microsoft Word (.doc, .docx), Excel (.xls, .xlsx), PowerPoint (.ppt, .pptx), Adobe PDF (.pdf), images (.gif, .jpg, .png, .svg, .tif), and text (.txt) files in Secure Share.
You can upload files up to 28MB per individual file.
You can upload up to 10 files per upload. There is not a maximum number of files you can have uploaded to Secure Share.
A file shared with a registered client will receive an e-mail from Bernstein, notifying them that they have a file in their Secure Share folder. The client can select the link in the e-mail to view the file, and they will be able to download the file directly from Secure Share.
A file shared with a non-registered contact will receive an e-mail from Bernstein, notifying them that they have a file to view in Bernstein’s Secure Share. The contact will select the link to view the file and will be required to multi-factor authenticate to confirm their identity. A one-time code will be sent to their e-mail address once they confirm their e-mail address that is on file. The contact will be able to download the file immediately once they have gained access to Secure Share.
Non-registered contacts have 5 minutes before their session expires to download files in Secure Share. After the session expiration, the contact will be required to MFA again to gain access to the files shared with them.
Bernstein will keep files posted to Secure Share for 30 days between a registered/pending registration contact and Bernstein, and 5 days between a non-registered Contact and Bernstein. You can remove files prior to the expiration date listed in Secure Share by selecting the trash can associated with the file.
Bernstein will retain all files internally for a length of time defined by Bernstein’s document retention policy.
You can drag and drop a file from your email to the Secure Share upload screen. You may also save an email attachment to your desktop or Documents folder and navigate to the file from the Secure Share upload screen.