How to apply
Step one: Contact us
If you want to sign up for the Secure eMail service, click the Contact us button at the top of this page.
Step two: Fill in our online application form
It can take as little as five minutes to complete the online application procedure for Secure eMail.
We will ask you to send us your existing email address, so that we can see what type of email you have, and what type of connection to the Secure eMail service might be suitable for you.
We will also check whether your organisation is already connected to Secure eMail, or if someone else has already made a duplicate application. If this is the case, we will give you more details.
Once we have this information, we will ask you to provide us with contact information, including the name and address of your organisation, and also the details of someone within your organisation who will act as the Organisation Administrator for Secure eMail.
We will also ask you to read, sign and return our terms and conditions.
Step three: Choose the type of connection that suits you best
Option one is to have a Secure eMail server connection put onto your organisation's existing server. The main benefit of this type of connection is that it works as part of your existing email set up, so users can access it alongside their non secure email.
It can take up to 10 days to set up a server connection, and we will need some basic technical information about your existing computer system, such as what operating system it uses, and what service packs you have applied. IT technical staff can find more detailed information by clicking here.
Option two is a mailbox connection. This will use your current internet connection to give you access to the Secure eMail server, in the same way that you might access a yahoo or hotmail account. You simply type the CJSM website address into your browser and then enter your username and password on the screen that appears.
A mailbox connection can be up and running within 48 hours of your application being approved, and we don't need any additional information about your existing computer system. However, for large organisations we recommend a server connection, as a mailbox connection does have a greater user administration overhead.
Step four: If applying for a Secure eMail server connection (SMTP)
If you are applying for a mailbox connection, skip to Step five.
At several points of the online application for a server (SMTP) connection you will have the option to request a callback from one of our engineers. They can help you determine whether your current system is suitable for this type of connection.
Step five: Sign and return our Terms and Conditions
Once you have decided on the type of Secure eMail connection that's most suitable for your organisation and submitted your online application form, you will need to sign and return a copy of our Terms and Conditions. You will be able to download these as part of the online application process.
We will not be able to 'switch on' your organisation's connection to Secure eMail until we receive a signed copy of the Terms and Conditions.
Step six: Configure your server connection (SMTP)
If you have opted for a mailbox connection, skip to the Step seven.
If you have chosen a server (SMTP) connection, there are some technical steps that need to be completed before users in your organisation can send or receive secure emails. The first is to contact your IT department or adviser. If they haven't already done so, they will have to download and familiarise themselves with the Technical Documentation file.
They will then have to do the following: obtain or identify a suitable server for connection; load and configure appropriate digital Certificate software; generate and submit a digital Certificate Request; install the returned digital Certificate; and, finally, perform some validation testing together with the CJSM Helpdesk. (Ideally some of the initial steps may already have been completed by this stage).
Technical support is available by phone throughout this process. Wherever possible, we recommend that you book your call in advance. You can do this via the CJSM Helpdesk 0870 010 8535.
You can also request more details about configuring your system from the CJSM Helpdesk.
Step seven: Create Accounts
Once we have received all the relevant information from you and your application has been approved, we will send your nominated Organisation Administrator an email confirming that you have access to the Secure eMail service.
We will then send them a username, new Secure eMail address and temporary password, together with details of how to login via the Secure eMail website, by registered post.
At this stage, only your Organisation Administrator will have an account. They will need to create an account for each member of your organisation who is to have access to Secure eMail. This can be done one user at a time, or in bulk loads of up to 500.
You can find more information about how to create accounts on the CJSM website: www.cjsm.cjsonline.gov.uk. Simply click on the 'Training' tab at the top of the screen and select 'Creating and managing single user accounts' or 'Creating and managing user accounts in bulk', as appropriate.
Step eight: Start using Secure eMail
If your organisation has a mailbox connection, your Organisation Administrator will give each user a username and a one-time password. The first time the user logs on, they will be asked to change their password. They will then have full access to Secure eMail.
Information and training is available to users on the CJSM website: www.cjsm.cjsonline.gov.uk.
If your organisation has a server (SMTP) connection, users can start sending and receiving secure emails as soon as your Organisation Administrator has created an account for them. Users will continue to use their existing, non secure email account, but they will have '.cjsm.net' added to the end of their address when sending and receiving secure emails. For example, if your existing email is: firstname.lastname@example.org, your Secure eMail address will become: email@example.com
Secure emails that users receive will appear in their inbox, as usual. But the subject line will include 'CJSM' to show that an email has been received through the Secure eMail service.
For both types of connection, the Organisation Administrator will also be responsible for all general administrative functions relating to users, such as suspending and deleting users, or reactivating their accounts.