Managing and Sending Encryption Keys

The encryption feature encrypts the files that you send from Document as email attachments. The email recipients must enter an encryption key before they can open or view the file. This encryption key is sent automatically by Document in a separate email. The email encryption feature is turned on by default. You can turn off email encryption if needed.

Every entity in Document has a unique encryption key.

Tip: Depending on the security settings of the recipient's email client, the encryption key email may be sent to a spam or junk folder. If the key is not received, or if the recipient deletes the email, you can use the procedure below to send the encryption key again.

Enable or disable email attachment encryption.

1. Open Dashboard, click on the navigation panel, and then click Settings and defaults under Firm.
2. Click Document > Email Encryption Keys on the navigation panel.
3. Select On under Turn on/off email attachment encryption to enable the encryption feature, or select Off to disable it.
4. Click OK.

Change the number of days before an encryption key expires.

1. Open Dashboard, click on the navigation panel, and then click Settings and defaults under Firm.
2. Click Document > Email Encryption Keys on the navigation panel.
3. Edit the number in the Enter the number of days after which an encryption key will expire box. If someone attempts to open a file using an expired encryption key, they will be unable to do so.
4. Click OK.

Email the firm encryption key.

The firm key is used to unlock files for the firm entity. If needed, you can regenerate the firm encryption key in the Firm organizational encryption keys section.

1. Open Dashboard, click on the navigation panel, and then click Settings and defaults under Firm.
2. Click Document > Email Encryption Keys on the navigation panel.
3. In the Firm encryption key section, click Email Encryption Key.
4. Enter the email address of the person to receive the key. If needed, you can also enter an address in the CC field.

Note: To search for a recipient in the CCH ProSystem fx database, click the Search button. You can use the search tools and filters to locate the recipient in the grid.

5. If needed, enter a message in the Body box.

Important: Do not delete or edit the encryption key information, or the recipient will be unable to access the file.

6. Click Send.

Regenerate the encryption key for a specific entity.

The Firm organizational encryption keys section lists all the encryption keys for your firm and its associated entities. Each entity has a unique encryption key. You can regenerate the key for an entity.

Note: If you create a new key, files that were previously encrypted cannot be decrypted with the new key.

1. Open Dashboard, click on the navigation panel, and then click Settings and defaults under Firm.
2. Click Document > Email Encryption Keys on the navigation panel.
3. To locate an entity in the list, click the Find button and then begin entering the entity name. When you click Find Next, the system will locate the next entity in the list that matches the name you typed. You can also use the filter tools at the top of the grid to locate an entity.
4. Select the check box next to the entity you want to create a new key for.
5. Click Regenerate Selected Keys.
6. Click Yes to continue creating the new key.
7. Click OK.

Email the encryption key for a specific entity.

The Firm organizational encryption keys section lists all the encryption keys for your firm and its associated entities. Each entity has a unique encryption key. To email the key for an entity, do the following:

1. Open Dashboard, click on the navigation panel, and then click Settings and defaults under Firm.
2. Click Document > Email Encryption Keys on the navigation panel.
3. To locate an entity in the list, click the Find button and then begin entering the entity name. When you click Find Next, the system will locate the next entity in the list that matches the name you typed. You can also use the filter tools at the top of the grid to locate an entity.
4. Select the check box next to the entity you want to email a key for.
5. Click Email Encryption Keys in the Firm organizational encryption keys section.
6. Enter the email address of the person to receive the key. If needed, you can also enter an address in the CC field.

Note: To search for a recipient in the CCH ProSystem fx database, click the Search button. You can use the search tools and filters to locate the recipient in the grid.

7. If needed, enter a message in the Body box.

Important: Do not delete or edit the encryption key information, or the recipient will be unable to access the file.

8. Click Send.
9. Click OK.

Tell me about the information in the Firm organizational encryption keys grid.

Component	Description
Grid check box	Use to select a specific entity for which you want to regenerate or email a key.
Entity ID	Displays the entity IDs.
Entity Name	Displays the entity name.
Entity Type	Displays the type of entity. Available entity types are Client, Non-client, Staff, Firm, Office, and Business Unit.
Encryption Key	Displays the encryption keys for the entity.
Can Expire	Select the check box for an encryption key if the key should expire after the amount of time specified in the Encryption key Settings section.
Created Date	Displays the last date that the encryption key was generated.