Frequently Asked Questions
Why is Document Portal more secure?
Document Portal is powered by Virtual Cabinet which utilises the latest technologies and best practice to ensure a secure environment.
Encryption.
Data is highly encrypted in transit to and from the portal using Extended Validation SSL certification provided by the industry leading certificate issuer, VeriSign. Notice the green address bar when you log into the portal - this means that all traffic to and from the site couldn't be more secure.
Data, documents and files (where applicable) stored in the portal are hashed or encrypted using AES-256.
Data Storage.
In addition to the expected alarms, CCTV, electromagnetic locks, security bars, cages and locked server cabinets, our specialist, data hosting sites use biometric security measures to protect the live, standby, backup and storage devices on which your data resides across multiple geographical locations.
Penetration.
Document Portal is secured behind multiple firewalls. It has been hardened to resist attack methods such as brute force password ciphers, cross-site scripting (XSS), cross-site request forgery (CSRF), JSON hijacking and SQL injection. All hardening is tested and verified by 3rd Party Security specialists.
Auditing.
Every action that occurs within the portal is logged and recorded against the individual that performed it, providing a complete and compliant audit log.
Safe Browsing.
To help ensure the Portal website is safe for browsing it is scanned daily for malware by security experts Symantec.
What will Document Portal be used for?
Document Portal will be used to exchange documents securely and obtain authorisation/signatures when required.
Some examples are: Tax Returns, Financial Statements, Annual Company Returns
Documents requiring your signature would be uploaded to your secure portal for signature. You are able to logon and view your document through MyPortal and when happy, would digitally sign them.
How do I register?
If we usually send your tax return to authorise via email we will automatically register you at the appropriate time. Of course, we will send you an invitation earlier should you wish to set up your account now.
If we don’t currently use email for authorisation then you can request to move to the secure portal. All we will need is the email address you wish to use.
When we register you, you will receive an email to setup your secure portal. You simply need to follow the link in the email and complete the required information, including setting your password and recovery information. At no time will Nexia have access to your password and any future reset will be done on a self-service basis.
If you don’t want to use the portal then you can continue to receive documents as previously. Please let us know if this is the case.
How will I receive notifications that something is in Document Portal?
When we publish documents to you, you will receive an email notification from [email protected]. The senders name for this email will show as ‘Nexia Melbourne’ and the subject line will be ‘xxx from Nexia Melbourne has sent you a pack of documents…’.
The body of the email will then give you instructions of how to register if it is the first time we have sent something to you or will give you a link to access the documents if you have already registered.
Multiple organisations?
You will be registered on the portal using your email address. Assuming that you use the same email address for all the organisations we deal with for you, then you will only have one portal account.
However, if you would like to use more than one email addresses then we will be more than happy to register multiple accounts for you. Please contact us if that is the case.
How does it work if more than one person needs to sign the same document?
MyPortal enables the digital signature of documents, either for a single person or for multiple signatories.
If a document has been uploaded for you to sign, you will see the words Click to Sign appear on the top. Once the first signatory has signed, it will automatically send the document to the secondary signatory.
How do I change the email address associated with Document Portal?
If you no longer have access to, or wish to change the email address associated with Document Portal, we would need to register a new portal account with your new email address. We will attend to the retraction of all the documents from your old account and re-publish them to your new account.
Can I still receive my family/group documents all in one pack?
Whilst you will be able to receive your entire group information in the one pack security and privacy requirements means that each individual will require their own access and will receive their own personal documents securely to their own portal.
Is the document always available on Document Portal?
Documents will be available for on the portal for you to sign and each document will display an expiry date.
You will receive a reminder to ensure you have signed or otherwise actioned the documents and, if you want a copy of a document you can download it to your PC.
Time Zone – UTC
The time stamping on documents digitally signed will be in Coordinated Universal Time (UTC). UTC is the time standard commonly used across the world and across time zones and ensures that the correct information is recorded no matter where in the world you are when you sign your documents.
I've forgotten my password. How do I reset it?
Please visit our portal login page and select “having problems?” From here you will be able to enter your email address to reset your password.
My display name isn’t correct. How can I change this?
Log into the portal and select your name at the top right of the page. Select profile, and edit your name.
My internet security package is preventing me from accessing Document Portal. What can I do?
Ensure that https://www.virtualcabinetportal.com is listed in the “Trusted Sites” list within the security settings of your internet browser.
My account is ‘locked.’ What does this mean and how can I unlock it?
An account will become locked when too many failed password attempts have been entered. This is to provide you with extra security. You will need to navigate to the 'Problems logging in?' page on https://www.virtualcabinetportal.com which will take you through a password reset process to unlock your account. You will need your email address and the recovery information provided during your initial setup.
I am expecting an email from Document Portal, but it hasn’t come through?
You will need to add [email protected] to your trusted senders / white list. Any email received before this may be held within your junk folder, spam filter or possibly blocked before reaching your mailbox.