---
title: How to Secure Share Letters and Documents Automatically with a Workflow
description: "Set up the Secure Share workflow step: trigger on Letters updated, share once the letter is Completed, choose Share with Client, relationship types, message and SMS, and see what is never shared (including HIPAA mode)."
---

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# How to Secure Share Letters and Documents Automatically with a Workflow

## In this article, we will show you how to set up a workflow that Secure Shares a completed letter or document with the client and their GP, specialist or other relationships automatically.

**NOTE:** The **Secure Share** step sends the same encrypted, PIN-protected link as sharing a letter or document by hand from the client card. It only works while the secure-share email notification is switched on in **Setup → Client Notifications**, and it never shares anything while your clinic's sensitive data (HIPAA) mode is on.

#### **Step 1: Start a Workflow With a Letters Trigger**

Go to **Marketing → Workflows** and click **Create workflow**, then **Start from scratch** (or open an existing workflow). In **Choose what starts this workflow**, open **Messages & reviews**, then under **Letters** choose **Updated** and click **Set trigger & continue**.

![Choose what starts this workflow with Messages and reviews open and Letters Updated selected](https://support.pabau.com/hs-fs/hubfs/kb/secure-share-workflow-01-trigger.png?width=254&height=636&name=secure-share-workflow-01-trigger.png)

*Letters → Updated starts the workflow each time a letter is changed*

**Letters → Created** works too. To share files from the client's documents instead, start the workflow with a **Client files** trigger. The step can also be used with **Forms**, **Prescriptions** and **Labs** triggers.

#### **Step 2: Add a Condition So the Letter Is Shared Once It Is Completed**

A letter is only ever shared once its status is **Completed**, whatever your conditions say. To make the workflow run once, at the moment the letter is finished, add a condition:

1. Click **+** under the trigger and choose **Condition**.
2. In **Field**, choose **Status** (under **Letters**).
3. Set **Operator** to **has changed to** and **Value** to **Completed**.
4. Click **Add Condition**.

#### **Step 3: Add the Secure Share Step**

Click **+** under the condition, choose **Action**, then **Actions in Pabau → Communications → Secure Share**.

![The Communications actions list showing Send Aftercare, Secure Share and Log Email](https://support.pabau.com/hs-fs/hubfs/kb/secure-share-workflow-02-action.png?width=542&height=289&name=secure-share-workflow-02-action.png)

*Secure Share is in the Communications actions*

The step lists the rules it always follows, then asks **Share with Client**. This is required: choose **Yes** to share the letter with the client at their email address, or **No** to share it only with the relationship types you choose next.

![The Secure Share step with its sharing rules and the required Share with Client field](https://support.pabau.com/hs-fs/hubfs/kb/secure-share-workflow-03-step.png?width=488&height=575&name=secure-share-workflow-03-step.png)

*The Secure Share step and the required Share with Client field*

#### **Step 4: Choose Who Else Receives It, the Message and the SMS**

Click **+ Add field** to add any of these, then fill them in:

- **Relationship Types**: also share the letter with the client's relationships of these types – **GP**, **Specialist**, **Insurance provider**, **Company**, **Pharmacy**, **School**, **Family member**, **Next of Kin** or **Emergency contact**. Everyone linked to the client with a type you pick gets their own link. A GP or specialist receives it at their practice's own email address.
- **Message**: text added under the link in your Secure message template. Leave it empty to send the template as it is.
- **Text the Client**: choose **Yes** to also text the client the link, when your Secure message template sends SMS. Leave it empty for No.

![A configured Secure Share step: Share with Client Yes, Relationship Types GP, Message and Text the Client Yes](https://support.pabau.com/hs-fs/hubfs/kb/secure-share-workflow-04-configured.png?width=339&height=677&name=secure-share-workflow-04-configured.png)

*Sharing with the client and their GP, and texting the client the link*

Click **Save action**.

*Where this comes from:* the client's email address and mobile number come from their client card. The relationships, and whether each one may receive shared items, are set on the client card's relationships. A practice's email address comes from that practice's details in your directory. The wording of the email and SMS comes from the Secure message template in **Setup → Client Notifications**.

#### **Step 5: Test, Save and Publish the Workflow**

Your workflow now reads **Letters updated → Status has changed to Completed → Secure Share**. Click **Test Workflow** to check it, then click **Save** and switch the workflow from **Draft** to **Publish**.

#### **What Does the Recipient Get?**

The same as a manual Secure Share: an email (and an SMS, if you chose to text the client) with an encrypted link that expires after one month. The link is always protected with a PIN, so your Secure message template must be able to show it. Each share appears in the letter's share history, just like one sent from the client card. See [How to Share Forms, Prescriptions and Letters Securely from the Client Card](https://support.pabau.com/en/pabau2/how-to-share-forms-prescriptions-and-letters-securely?hsLang=en).

#### **What Is Never Shared?**

- A letter whose status is not **Completed**, such as a draft.
- Imported letters and documents, and letters made from a Word template.
- A document that is no longer on the client's file.
- Anything at all while your clinic's sensitive data (HIPAA) mode is on, even if your clinic allows sharing by hand.
- Anything while the secure-share email notification is switched off.

#### **Who Is Skipped?**

- Anyone who has already been sent the same letter or document, whether by an earlier run of the workflow or by hand from the client card. Nobody is sent the same record twice.
- Any relationship set to restrict sharing – family members included – and anyone a restricted relationship names.
- Archived third parties, and anyone without an email address.
- A GP or specialist practice with no practice email address. Skipped recipients are listed in the workflow's run history.

**TIP:** The workflow sends without anyone checking the letter first, so only add relationship types you are happy to receive every completed letter for that client.

#### **What’s Next?**

For more on building workflows – triggers, conditions, actions and publishing – see [Workflows: Introductory guide](https://support.pabau.com/en/pabau2/workflows-introductory-guide?hsLang=en). To share a letter or document by hand instead, see [How to Share Forms, Prescriptions and Letters Securely from the Client Card](https://support.pabau.com/en/pabau2/how-to-share-forms-prescriptions-and-letters-securely?hsLang=en).

---

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- [For Patients: How-to Guides](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#main-content)

    - [Client Portal Guide](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#client-portal-guide)
    - [Getting started](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#getting-started)
    - [Appointments](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#appointments)
    - [Payments and Cards](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#payments-and-cards)
    - [Packages, Vouchers and Loyalty](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#packages-vouchers-and-loyalty)
    - [Your Details, Forms and Documents](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#your-details-forms-and-documents)
- [Best Practices](https://support.pabau.com/en/pabau2/best-practices?hsLang=en)
- [Pabau Product Portal](https://support.pabau.com/en/pabau2/pabau-product-portal?hsLang=en)
- [Pabau Classic to Pabau 2](https://support.pabau.com/en/pabau2/pabau-classic-to-pabau-2?hsLang=en)
- [Compliance](https://support.pabau.com/en/pabau2/compliance?hsLang=en)
- [Care Plus Upgrade](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#main-content)

    - [Getting started](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#getting-started)
    - [Cases](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#cases)
    - [Forms & templates](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#forms-templates)
    - [Prescriptions](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#prescriptions)
- [Marketing Plus upgrade](https://support.pabau.com/en/pabau2/marketing-plus-upgrade?hsLang=en#main-content)

    - [Getting started](https://support.pabau.com/en/pabau2/marketing-plus-upgrade?hsLang=en#getting-started)
- [Labels](https://support.pabau.com/en/pabau2/labels?hsLang=en#main-content)

    - [Labels](https://support.pabau.com/en/pabau2/labels?hsLang=en#labels)
- [Engage](https://support.pabau.com/en/pabau2/engage?hsLang=en#main-content)

    - [Getting Started](https://support.pabau.com/en/pabau2/engage?hsLang=en#getting-started)
    - [Inbox & Conversations](https://support.pabau.com/en/pabau2/engage?hsLang=en#inbox-conversations)
    - [Clients & the Client Panel](https://support.pabau.com/en/pabau2/engage?hsLang=en#clients-the-client-panel)
    - [SMS](https://support.pabau.com/en/pabau2/engage?hsLang=en#sms)
    - [Phone Calls](https://support.pabau.com/en/pabau2/engage?hsLang=en#phone-calls)
    - [Porting Your Numbers](https://support.pabau.com/en/pabau2/engage?hsLang=en#porting-your-numbers)
    - [WhatsApp](https://support.pabau.com/en/pabau2/engage?hsLang=en#whatsapp)
    - [Email](https://support.pabau.com/en/pabau2/engage?hsLang=en#email)
    - [Fax](https://support.pabau.com/en/pabau2/engage?hsLang=en#fax)
    - [Facebook & Instagram](https://support.pabau.com/en/pabau2/engage?hsLang=en#facebook-instagram)
    - [Routing & Automation](https://support.pabau.com/en/pabau2/engage?hsLang=en#routing-automation)
    - [Billing & Usage](https://support.pabau.com/en/pabau2/engage?hsLang=en#billing-usage)
- [Insurance Billing](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#main-content)

    - [Insurance Billing (UK)](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#insurance-billing-uk)
    - [Insurance Billing (US)](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#insurance-billing-us)
    - [Insurance Billing (Australia)](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#insurance-billing-australia)
    - [US Insurance Billing Additional Resources](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#us-insurance-billing-additional-resources)
- [New Client Card](https://support.pabau.com/en/pabau2/new-client-card?hsLang=en)
- [Data Hub](https://support.pabau.com/en/pabau2/data-hub?hsLang=en)
- [Ultrasound Configuration (DICOM Setup)](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#main-content)

    - [GE Ultrasound Machines](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#ge-ultrasound-machines)
    - [Mindray Ultrasound Machines](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#mindray-ultrasound-machines)
    - [Samsung Ultrasound Machines](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#samsung-ultrasound-machines)
    - [Philips Ultrasound Machines](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#philips-ultrasound-machines)
    - [Canon Ultrasounds](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#canon-ultrasounds)

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