Before You Begin
Ensure your Outgoing Server is correctly configured (see [How to Send CRM Emails from Your Own Account]).
Verify that all recipients have active CRM login credentials if you plan to share internal record links.
Steps for Securing Workflow Emails
1. Mask the Subject Line
To prevent sensitive information from appearing in email notifications or on locked mobile screens, avoid using full patient names in the subject field.
Standard Protocol: Use first and last initials (e.g., "VOB Ready: J.D." instead of "VOB Ready: John Doe").
Alternative Option: Some teams prefer the first name and last initial (e.g., "John D."). Choose a consistent format for your entire facility.
2. Utilize Secure Links (Share Links, Not Details)
The most secure way to share information is to keep the data within the CRM rather than typing it into the email body.
Instead of summarizing clinical details in the message, include a direct link to the Lead or Opportunity record.
The recipient will be prompted to log in to Dazos to view the information, ensuring an audit trail and secure access.
3. Password-Protect Critical Attachments
If your workflow is configured to automatically attach PDFs (such as VOBs or PAAs), you must ensure these files are not accessible to unauthorized parties.
Apply a password to the PDF attachment within the document settings.
Communicate the password to the intended recipient through a separate secure channel or a pre-established facility protocol.
Security & Encryption Note
Dazos CRM uses TLS (Transport Layer Security) encryption for all email services. This ensures that your emails are encrypted while in transit from our servers to the recipient's inbox. Because TLS is active, encrypting the entire email body is generally unnecessary and can cause delivery delays or compatibility issues with external email clients.
Verification / Expected Result
Once the workflow triggers, the recipient should receive an email with a masked subject line and a secure link. If an attachment is included, it will prompt for a password upon opening.
Troubleshooting / Common Errors
Link Requires Login: This is the intended behavior. If a user cannot access the link, ensure their CRM account is active and they have the correct permissions for that module.
PDF Password Forgotten: If a password is lost, the sender must regenerate and re-attach the document with a new password; there is no "password recovery" for encrypted PDFs.
Email Bouncing: If using high-level encryption tools outside of Dazos, the email may be flagged as spam. Stick to TLS and password-protected attachments for the best results.