⚠️ Prerequisite: having the right to edit resources from the shared environment and/or your scope.
Thanks to the Secure Page feature, easily and securely share certain information about an employee with people external to the journey.
The Secure Page is a type of communication resource. As a reminder, there are 3 types of communication: email, SMS, and Secure Page.
This article will help you create and configure a Secure Page communication.
✨ Benefits
- 👮 Security: it allows information to be shared in a more secure way than a simple email. Sensitive information does not appear directly in the email but is accessible via a secure link that expires after 7 days.
- 🤸 Flexibility: it allows multiple types of information to be included, such as key data about the employee, their journey, and fields already filled in through forms.
- 📄 File: unlike standard communications, it allows files retrieved via forms in journeys to be transmitted.
This feature therefore offers a solution that is just as practical as email, but more complete and secure for sharing sensitive information with third parties.
💬 Most common use cases
We have observed several use cases among our clients who use Secure Pages:
- Badge creation request with a downloadable photo in the Secure Page (file-type field in the form);
- Request to arrange a medical check-up upon arrival;
- Sending a file submitted via a form to a person external to Workelo.
1. Create a Secure Page
- Create a Communication resource from the Libraries > Resources tab;
- Select the Secure Page communication type, then configure your communication as you would a standard communication.
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Select the recipients of the page. You can enter any email address.
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Edit the body of the Secure Page and add the variables of your choice: variables linked to the journey, and those sourced from forms (see documentation: configure a form and its fields).
- Preview the content of the Secure Page by clicking Preview.
- Save your communication!
All you have to do now is apply this new resource in a template or directly in a journey! We recommend assigning a person in charge of validating the content and sending the page (see next section).
💡 Once the communication has been saved, you can no longer change the communication type. As such, it is not possible to convert a standard communication into a Secure Page, or vice versa. You will need to create a new one.
2. Validate a Secure Page
Communications can be sent automatically (when the journey is launched or on a specific day of the journey) or manually. In the latter case, you must select an owner (HR, manager...) to validate the content and sending of the communication.
Validating the communication becomes an action in the journey for the stakeholder responsible for this validation.
A few details:
- By opening the action, the owner can modify the recipients, the header, and the content of the page.
- The owner can generate a preview of the page with variables replaced. If a variable is not replaced, it either does not exist or has not yet been filled in.
- Once the communication has been sent, its content is locked and cannot be modified.
💡 Best practice: if your page contains variables sourced from forms, we strongly recommend manual sending.
Indeed, its sending cannot be conditional on the presence of the required fields. In automatic mode, the communication may therefore be sent before some form fields have been filled in (and therefore before the variables have been replaced).
3. Be notified of a Secure Page being shared
Recipients receive an email notification inviting them to open the page. The email subject contains the title of the Secure Page.
ℹ️ Like other notifications, the email is branded in your company's colors.
✉️ Recipients receive an email to access the page. Each recipient has a personal link giving them access to the page for 7 days. After that, they will be prompted to send themselves a new link.
❓FAQ
- Are variables sourced from forms valid for communication types other than the Secure Page?
Yes, variables sourced from forms can be used in email communications or SMS communications.
- Will the communication be sent automatically even if not all variables have been replaced?
Yes. This is why we recommend assigning an owner who must validate the communication before it is sent, to make sure everything is correct (rather than using automatic mode). During validation, the owner will see which variables have been replaced and which have not.