Adding passwords to PDFs

In general, modern emails are considered secure in transit as they use Transport Layer Security (TLS). Almost all modern email providers now support TLS for encryption, but some older systems, regional Internet Service Providers (ISPs), or specific legacy domains may not. All outbound emails generated in CESoft use TLS Version 1.3, offering the highest level of in transit encryption of standard emails and attachments.

Due to the widespread use of TLS, it’s generally not necessary to encrypt PDFs sent from CESoft, especially if they are going to a private inbox. However CESoft can optionally set a password on an outbound PDF, should you require it. The process is very simple, in the Send Email box, just tick the Encrypt Attachment box near the top right. 

When this box is selected, the following text is automatically appended to the email when it is sent - no need to add anything yourself. The invoice must have a date of birth to encrypt the attachment.

Please note, this PDF attachment is encrypted and you will need to use the patient’s date of birth in the format YYYYMMDD as the password to access the attachment. The format is a 4-digit year, 2-digit month and 2-digit day; for example, the 1st February 2003 would be 20030201.

When sending emails with encrypted attachments please be aware that email systems that check for malicious content may display a warning to the recipient that the attachment is encrypted and can’t be scanned. Here is an example of what they may see. These warnings are generated by the receiver’s email system, not from CE.  

Patients may be concerned about the legitimacy of emails with such messages, leading them to ignore or delete the message. In this situation, consider sending the attachment without a password, or a link to the file by SMS instead.

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