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Encrypt attachment file using random password

Updated

Introduction

This article is about Secure Attachment Encryption in Perfect Gym — a feature designed to enhance data security by encrypting files sent as dynamic attachments in automation rules. This functionality ensures the secure delivery of confidential documents to your members and employees by protecting each file with a strong, randomly generated password.

  • In this article, you will learn how to enable and manage the Secure Attachment Encryption feature, and how to view or change the attachment password in both Perfect Gym Manager and the Client Portal.
  • This article will be helpful for System Administrators, PG Champions, and the Front Desk Team. 

Before you start

Before using Secure Attachment Encryption, the feature must be enabled:

  1. Go to PGM → Settings → System Settings → Automation Center → Notifications.
  2. Set the AttachmentPassword option to active.

Instruction

Perfect Gym’s Secure Attachment Encryption ensures that all files sent as dynamic attachments through automation rules are encrypted before delivery. The encryption process uses a strong, randomly generated password linked to each user’s profile.

1. How to enable encryption for automation rules

  • Navigate to PGM → Automation → Automation Rules.
  • Click Add New Automation Rule and select Notification as the action type.
  • If the event supports encryption, the option will be displayed automatically.
  • Locate and check the box “Encrypt attachments using attachment password.”

Secure attachment encryption can be enabled for the following automation 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
 

The encryption process uses a strong, randomly generated password that is linked to each user’s profile.

  • If the recipient does not have an existing password, the system will generate one automatically.
  • Club employees can manage or reset passwords from the User Details page in PGM. To change a member’s attachment password, an employee must have the “Set Member Password” permission assigned.
  • Members can view or update their passwords via the Client Portal.

2. To manually change a member’s attachment password:

  • Open the Member Profile in PGM.
  • Go to Data → Information.
  • Click Change Attachment Password.
  • Enter the new password.
  • Click Save to confirm the change.

Custom passwords must meet the following complexity requirements:

  • Minimum of 12 characters
  • Includes uppercase and lowercase letters
  • Includes numbers
  • Includes special symbols (e.g., !, @, #, $, %)

3. Viewing and Using the Attachment Password in the Client Portal

When a recipient receives a notification containing an encrypted attachment, they must log in to their Client Portal to access the password and open the file.

To retrieve the password:

  1. Log in to the Client Portal.
  2. Go to Account → Edit Profile.
  3. Copy the Attachment Password displayed.
  4. Use this password to decrypt and open the encrypted attachment.

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