You can configure Access Pay & Bill to encrypt PDF payslips, P45 and P60 documents sent by the system via email. When enabled workers will be opted in by default but can be opted out at any time.
The first time a payslip is created for an opted-in worker or supplier, the password or password method will be sent to them on an advisory email, provided the corresponding email trigger has been set up.
📌 Note: You can follow this process in your test system, but the encryption process is carried out by the email service (SafeMailService.exe) and so you can not generate password protected PDFs in a normal test environment.
To enable this functionality follow these steps:
In Access Pay & Bill click on the Setup menu and select Employer Maintenance.
Click the 6 Details tab and then press Ctrl+M to enter modify mode.
Tick the PDF Passwords Active Box to enable the functionality.
Read the message contained in the Confirm Operation popup box and if happy to continue click Yes.
Check and amend the Worker/Contractor Method and Supplier Method to your requirements.
Enter a Default Password (this is mandatory whether used in either of the above methods, and must be 8 characters minimum).
Click the Email/SMS tab and then press Ctrl+I to enter insert mode.
Select the relevant trigger type (PAYE PWD Advisory or Contractor PWD Advisory or Supplier PWD Advisory).
Enter a Description.
Enter the Subject and Body that you wish to use for the chosen advisory email type. The following tags are available for use:
<WorkerName>
<BusinessName>
<PasswordMethod>
<PasswordUsed> (only populated for the Employer Default method).
Enter the From Address.
Repeat steps 7-11 as necessary
An example of a configured trigger is below for reference:
