Add PDF passwords

What are the options for applying passwords to PDFs?

How does the hierarchy of passwords work in Document Output?

The security module in Document Output allows you to automatically add passwords to PDF files that you send by email. You can set up PDF passwords on customer cards and on email templates.

Scenario

Ester, the bookkeeper at Cronus, is adding an extra layer of security by setting up passwords for PDFs.
She needs to:

• Set a PDF password for all reports sent to the customer, Relecloud
• Set a second PDF password for a variant email template line in the statement email template
• Set a third PDF password as the default for the statement email template

Using the hierarchy of PDF passwords

You can automatically differentiate PDF passwords using the following hierarchy:

• An email template PDF password is used as a default for PDFs sent using a specific email template.
• A variant email template line PDF password overrides the email template password for the customers covered by the variant configurations.
• A customer card PDF password overrides both the email template and variant email template line passwords for that customer.

Activate the PDF password protection feature

The PDF password feature is part of the Document Output Security module, which can be added to your billed subscription.

1. Navigate to the Continia Solution Management page.
2. Use the Manage Modules action, and follow the steps to enable and then activate the Security module if you have not already done so.
3. Then, navigate to the Continia Feature Management page.
4. Enable the PDF Password Protection feature.

Add a password for an individual customer

You can set up a PDF password to apply to all PDFs sent with Document Output to each individual customer.

1. Navigate to the Document Output Customer Cards, and select the relevant customer.
2. On the General FastTab, enter a password in the PDF Password field. Click the three dots in the field to show the current password.

Add passwords on an email template

You can set up a PDF password as a default for an email template.

1. From the relevant email template page, open the Email attachments FastTab.
2. Enter a PDF password. Click the three dots in the field to show the current password.

You also have an option to enter a PDF password on a variant email template line, so that this password applies only to documents sent to the customers covered by the variant configurations. If you have set up PDF passwords in both the Email attachments FastTab and the Email Template Lines, then the password in the Email Template Lines applies.

If you need to create a variant template line that does not use a PDF password, you should not use the PDF Password option in the Email attachments FastTab.

Other resources

More learning resources for this topic include:

• Password Protecting PDF Files (Continia Docs article)