Integrate and send Password-Protected contract documents in Email templates

In this article, you will learn how to integrate password-protected contract documents into email templates to increase the security of sensitive customer data.

Contents

• Why this feature?
• Target audience
• Prerequisites
• Implementation: Integrating password-protected documents
• New placeholders for email templates
• Examples and notes

Fast lane

1. Insert the appropriate placeholder for the password-protected document into your email template.
2. The password for the document is the member’s date of birth in the local format.
3. Use #EncryptedDocumentPasswordExample or #EncryptedDocumentPasswordHint to generate hints for the recipient.
4. If no date of birth is stored, the document will be sent unencrypted.

Why this feature?

To increase the security of sensitive customer data, such as the DNI/NIE, contract documents can now be sent in emails as password-protected files. The password is based on the member’s date of birth, so only the authorized recipient can open the document.

Target audience

This feature is intended for:

• Studio administrators who manage email templates.
• Employees responsible for member communications.

Prerequisites

The following prerequisites must be met to use this feature:

• The member’s date of birth must be stored in the system.
• The email template must have the Membership selected in the Additional member information field to access document placeholders.
• The email template must contain the corresponding placeholder for the password-protected document.

Implementation: Integrating password-protected documents

Here’s how to integrate password-protected documents into your email templates:

1. Open the desired email template in the settings.
2. For text placeholders, insert them directly into the content:
   • For password hints: 
     • Use #EncryptedDocumentPasswordExample or #EncryptedDocumentPasswordHint.

For document placeholders:

• Click on the folder icon in the template editor.
• Select the document placeholder from the available list:
  • #EncryptedDocument for the contract.
  • #EncryptedLegalRepresentativeDocument for the legal representative’s data.
• The attachment will be shown at the bottom of the template.

Save the template.

The system automatically generates a password-protected document as soon as the placeholder is included in the template. The password is the member’s date of birth in the local format.

New placeholders for email templates

The following placeholders are available to you:

Examples and notes

If the member’s date of birth is not stored, the document will automatically be sent unencrypted. Therefore, make sure that members’ birth dates are up-to-date and complete.

An example of using the placeholders in an email template:

Dear #FirstName #LastName,

Attached you will find your contract as a password-protected document.
#EncryptedDocumentPasswordHint

Best regards,
Your studio team