Secure Email Authentication in Distribution Jobs
Posted by Aly Essa, Last modified by Aly Essa on 09 August 2016 03:13 PM

Overview

A Distribution job allows a client to submit a set of files and send them to a list of users for download. When a user receives an email to download files from a FileCatalyst Workflow/Webmail deployment, the default email contains the access link and some generic particulars about the files available and the total size. All forms in FileCatalyst Workflow or Webmail can be modified to add a layer of security to access the download page for files sent to a client. Enabling and adding the Secure Email Authentication to a Distribution form will prompt the Workflow/Webmail instance to generate a secure pin which is emailed to the user when they access the download page.

The Secure Email Authentication Job Data Field (EmailAuth) submission procedure is:

  1. Sender uploads a file using FileCatalyst Workflow or Webmail.
  2. Recipients receive an email with a download http(s) link to download the files and clicks on this access link.
  3. When the recipient clicks on the link FileCatalyst Workflow/Webmail automatically sends the recipient a separate email which contains a secure automatically generated token ID which is only valid for 15 minutes. The recipient must provide this token ID before they can access the file(s). Failure to download the files within 15 minutes will cause the ID to be deactivated and the recipient will have to repeat this entire process. 

Environment

FileCatalyst Workflow v4.9 and later.

FileCatalyst Webmail v4.9 to v4.9.5.

Resolution

This solution has to be deployed while modifying a few elements of the FileCatalyst Workflow application. Follow all the steps outlined to ensure the solution is deployed correctly.

  1. Creating the Job Data Field:

    1. Login to the FileCatalyst Workflow or Webmail deployment as the Super Admin User. By default, this user is called init.
    2. Click Modify Configuration on the top menu bar.
    3. Under the Job Configuration section, select the Job Data Fields link.
    4. On the top right-hand side locate the Quick Add drop down list. Select Enhanced Email Authentication. Hit the Add New button.
    5. This will create an entry into the Job Data Fields section automatically. Scroll to the bottom of this page and hit Save.
    6. You will be redirected to the Modify Configuration page where you will see config.xml saved ok in red. 

  2. Adding the Job Data Field to a Form:

    1. From the Modify Configuration page, select the Order Forms link under the Job Configuration section.
    2. Expand the Distribution Form by clicking on the + beside the Form name.
    3. Edit the Form by clicking on Form 1  button.
    4. Locate the Fields section in the middle of the page. Highlight Email Authentication (qEmailAuth) and hit Add Field.
    5. When this field is added, make sure to hide the field using the check box. Leave the field under default value blank. The secure pin will be generated automatically.
    6. Hit the Submit button.
    7. When redirected to the Edit Order Forms page, hit Save. Do not skip this step. 
    8. You will be redirected to the Modify Configuration page where you will see config.xml saved ok in red.