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The Resource Group

Enhanced Email Document Security in Microsoft Dynamics GP 2013 Beta


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 The email functionality added in Microsoft Dynamics® GP version 2010 was a long sought after feature.  This allowed the emailing of invoices directly from the enterprise resource planning (ERP) system without the need for an additional third-party product or slow one at a time work-around.

 While a PDF attachment in email was oftentimes the most preferred method, the PDF converter associated with Microsoft Word would create a file much larger than the size of a DOCX (Word) attachment.  This created an issue for some enterprise-level organizations that needed to process hundreds or thousands of documents from Microsoft Dynamics GP during regular billing processes. 

 This forced some organizations to use the DOCX attachments in order to place less strain on mailbox size constraints.  The immediate fear with this is that a DOCX file is easily editable by any recipient.  While this holds true to some degree with a PDF, editing does require a copy of PDF Writer Pro or other similar software.

 Microsoft listened to their users and in Microsoft Dynamics GP version 2013 Beta, they have added the ability to password protect DOCX documents utilizing the standard email functionality.  This is far less worrisome for organizations that feared the potential editing of invoices and other documents sent out in the DOCX format.

 Turning the feature on is very easy.  From Administration > Setup > System > System Preferences, note the “Protect .docx attachments with a password”.  From here, you can define if the password is auto-generated or defined.  I’ve set-up my test system to take advantage of this new feature and have entered my own password. (please see screenshots above):

 With the feature turned on and a DOCX (Word) file sent, the recipient will be prompted for a password when an attempt to edit is made.

 Keep in mind that this is still Beta software, but my hope is that this feature makes it into the production version once released.

 For more information on Microsoft Dynamics GP 2013, please contact your Microsoft Dynamics GP partner.

 

By The Resource Group - Washington Microsoft Dynamics GP Partner

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