How to encrypt attachments in Automation?

Introduction

In PGM it's possible to send attachments in automatic notifications by use of the Automation module. Attachments can for example be the member's contract, or an invoice for a recent purchase. You can encrypt those attachments to make sure they are only opened by authorized people that know the password.

This article will show you how to send encrypted attachments via Automation
This article will be helpful to PG Champion, Club Manager, Marketing Manager and Club Owner.

Before you start

Make sure that you are familiar with these articles:

By default, in the Automation Rule creation window, an option to set a Personal ID as a password is visible. If that option is selected and the user doesn't have the Personal ID filled in, their birthdate will be used, and if they don't have the date of birth filled in, the file won't be encrypted.

Alternatively, you can use their phone number as a password, to do that, go to PGM -> Settings-> Notifications-> Email attachments and change a password for encryption PhoneNumber (available from r91).
(or ask Support Team to change the value of the setting AutomationCenter.Notifications.Email.Attachments.EncryptionType).

If you change the method of encrypting the attachment when you used previously PersonalId/Birthdate type, all newly sent attachment will be encrypted using phone number.

Remember, if you choose this option and the Phone number isn't filled in the file won't be encrypted.

The encryption option is available when using the following Automation Center Events:

User account has been accepted
User contract has been created
User contract has been extended
User contract has been paid
Contract has been signed
User account has been created
User manual notification
User enrolled to classes group
Corporate invoice has been requested
Invoice has been requested
Next vindication step

Instruction

1. Go to the PGM -> Automation -> Automation Rules

2.Press Add automation rule or edit the existing one.

3. During the rule configuration, make sure you:

Select the correct Notification recipients.
Select the Dynamic attachments from the predefined list.
Select the respective Event from the predefined list.

4. Tick the checkbox Encrypt attachment.

5. Click Submit to save all the changes made.

Hints

How to open the encrypted document?

To open attachments use the member's Personal ID, their birthdate in the DDMMYYYY format, or their phone number based on the configuration.

Personal ID has the priority, but if it is not set up, then the birth date can be used.

In case neither the Personal ID, nor the birth date has been entered into the system, the attachment will not be encrypted, despite the checkbox being ticked.