The Canopy PII Vault allows clients to anonymize and upload their PDF statements via email. It has a Word Cloud feature which clients can set to include information such as names, address, and even phone numbers to be removed from their statements. In addition, it is integrated with Hashicorp Vault for greater level of security. Canopy can never access clients' Vault accounts without consent and the original files submitted to the Vault are also automatically deleted after 24 hours.
High Level Process of PDF Anonymization via Email with Vault
Step 1: Registration
- Visit https://pii.canopy.cloud to access the vault
- On the login page, for first-time users, click on 'Register'
- You can use any email address to register an account
- Set a secure password
- Once registered, login to access Word Cloud
Step 2: Set up the Word Cloud
Add Names, Addresses, Entities, Phone Numbers or other kind of information you would like to anonymize in the column Text to replace and under Replacement, add the text you would like to display instead.
It is recommended that you add the information as separate words for better accuracy. For example, 'John Doe' → Add 'John' → Add 'Doe'
Leave the Replacement field blank if you want the information omitted.
The Word Cloud rules are saved so that you do not have to set them up each time you wish to submit statements.
Step 3: Emailing your Statements
a) Email your statements to the email address provided to you by Canopy, i.e. cnpxxxxxx@canopy.cloud.
Do remember:
i. The subject of each email cannot be left empty.
ii. You can submit several statements at one time, or send each statement in a separate email.
iii. If you submit documents in separate emails, do not resend emails with the same subject.
b) If you have password-protected documents to submit, after you send in your documents,
Reply To the original email containing your statements from sent items. The email body MUST contain only the password with no
other content.
It is possible to send all your password protected files in bulk. If sending password-protected files, passwords must be written on
separate lines in your Reply To email.
Note:
1. Remove any images/signatures/text from your emails
2. Non-pdf files will not be anonymized, but directly uploaded
3. All uploaded files can be found in Visualizer, under Reports > Documents
Step 4: Confirmation Email
If all previous steps were followed, you will receive a confirmation email of the status of anonymization and upload of your files.
If multiple statements were sent together, you will receive notice of your upload status in the same email. The timeout for files
processing is minutes. If an error is detected in your file, you will receive an error email within 60 minutes.