Sharing files with non-SmartEncrypt users with Protect and Share
SmartEncrypt "Protect and Share" enables you to securely share sensitive files with recipients outside your organisation. Once a PIN is defined, files are encrypted and converted to an HTML file protected by the PIN. Recipients are able to then decrypt the HTML file using the PIN via a web browser without needing the SmartEncrypt software.
Create a PIN-protected file
- Files that are already encrypted are decrypted automatically before they are re-encrypted with Protect and Share.
- Protect and Share will fail if you do not have the correct Encryption Key for an already encrypted file.
- The maximum filesize for reliable file encryption using Protect and Share should not exceed 250MB.
- Only one file can be PIN-protected at a time. To share multiple files using Protect and Share, it is recommended you:
- decrypt the files you wish to send;
- zip the files together;
- use PIN-protect the .zip file. This makes it easier for the recipient and reduces the overall file size.
- The encrypted HTML version of the file will be significantly larger than than the original file. Consider this when deciding whether to choose "Save" or "Send" for your file.
To PIN-protect a file for sharing:
- Navigate to and right-click on the file you want to send to launch the context menu
- Select SmartEncrypt >> Protect and Share from the context menu.
- Follow the on-screen instructions to create a PIN that will be used to PIN-protect the file.
For security purposes, your PIN will need to meet the following complexity requirements:
- Must be at least 6 digits long
- Can't be longer than 20 digits
- Can't be a number pattern (such as 123456 or 222222)
- Can't contain consecutive repeating numbers (such as 112589 or 258900)
- Can't contain more than 3 sequential numbers (such as 123478 or 987612)
- Choose one of the two options to create an encrypted HTML version of the file:
Choose Save file to be prompted to save the file to your local device. You will have the option to rename the file if you wish. Ensure that you don't save the file into a location governed by an Encryption Rule.
Once saved, the original file remains intact, while the PIN-protected HTML version of the file can be attached to emails, save to removable USB drives or cloud storage, etc as required
- Option 2:
Choose Send via email to launch your default email client and generate an email with the encrypted HTML version of the file attached.
Note that if you decide not to send the email by closing it, the encrypted HTML attachment will also be discarded.
- If emailing PIN-protected files, it is recommended that you DO NOT send the PIN to your recipients in the same email.
- Consider providing the PIN by an alternate means of communication such as telephone or text message.
- If you close the generated email without sending, you will need to go through the Protect and Share process again as generally, email clients will not keep a draft of the email unless choosing to save the email first.
Decrypting a PIN-protected file
Recipients of a PIN-protected file can decrypt the file using the PIN that you provide them to return the file to its original format without the need for any encryption keys or the SmartEncrypt software.
- Instruct your recipient(s) to double-click the HTML to open the file in a web browser and follow the on-screen instructions.
- If the PIN is entered correctly, the file will be decrypted
- If the decryption is successful, the recipient will be prompted to save the decrypted file to their local device.
Protect and Share is currently supported for use with Google Chrome, Mozilla Firefox or Microsoft Edge browsers.
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