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Enhancing digital security for e-mails that contain personally identifiable information (PII) and sensitive or confidential information is important to earn trust from the recipient(s), to remain compliant with data protection laws like the POPI Act (POPIA), GDRP, etc. and importantly to avoid unauthorised data exposure or infiltration by a hacker on the internet.
You should always encrypt correspondance (attachements) which contain personally identifiable information (PII) as well as any sensitive or confidential data. For example, any attachment file(s) or email message body that contains ID Numbers, Bank Account Numbers, Login Credentials, etc should be sent encrypted.
Find the email you sent in your Send Items and press the Resend Password button located in the Outlook ribbon. You can also open Retrieve Password from the SMBsecure™ menu in Outlook on your PC and search usng the Password Reference ID tagged at the botton of the sent email. You can then click on the Send Password button to re-send the password directly from the app or simply directly call or WhatsApp the recipient to advise them of the password to use to unlock the Secure PDF.
Recipient passwords which are defined by the administrator are used by all senders and can only be viewed by the administrator to prevent undesired exposure of personal information (for example the recipient’s ID Number or date of birth) which might be used as the password to open the encrypted PDF file(s). You are however allowed to re-send the password to the recipient if SMS is used as the password delivery method set by your administrator.
The app maintains a password history. All emails sent with encryption will contain a Password ID # or Password Reference #. Simply check your sent items or have the recipient advise you of the password ID (usually written at the bottom of the encrypted email message body). Click on Retrieve Password from the SMBsecure™ menu in Outlook on your PC and search by entering the Password ID.
Click on “Go To Unencrypted Emails Folder” from the SMBsecure™ menu in Outlook on your PC to access a copy of emails which were sent encrypted. This can be for audit purposes or to re-send the email again.
It means that the password to open the encrypted PDF file(s) for the recipient’s email address is specified by the administrator in the Shared Password List and all users in your organisation sending encrypted emails to this recipient with SMBsecure™ will use the administrator defined password to encrypt the PDF file(s).
Open PDF Encryption Passwords from the SMBsecure™ menu in Outlook on your PC and search for the recipient on the My List tab. You can edit the record and change the password. If this same recipient also has an entry on the Share List then the administrator defined password would take priory and will therefore be used.
To allow for easy correspondence by all recipients included on your email, the app will apply a “common password” to open the encrypted PDF file(s). All recipients on the email will receive this common-password to unlock the Secure PDF send and the password can also be easily searched at any time by clicking Retrieve Password from the SMBsecure™ menu in Outlook on your PC and entering the associated Password ID.