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🧭 Quick Guide: GDPR-Compliant Document Dispatch with TeamBeam

Overview

This quick guide shows how documents and files can be sent securely and GDPR-compliant with TeamBeam directly from Pantarey. It explains why this is important, how dispatch can be automated, and how a simple Pantarey process is created.

Use Case: Automated Document Dispatch

Suppose confidential documents must be sent regularly: such as contracts, laboratory reports, or other sensitive files. Emails with attachments are insecure, complicated, and often not GDPR-compliant. This is where TeamBeam comes in: It transfers files encrypted, traceable, and user-friendly. Without classic email attachments.

With integration in Pantarey, the complete process is automated. For example: 1. User starts the workflow. 2. Files are uploaded. 3. Recipients are specified. 4. Pantarey hands everything over to TeamBeam. 5. Dispatch occurs automatically and securely.

Why This Matters

  • Secure and GDPR-compliant: All files are transmitted encrypted.
  • Save time: No manual uploading or copying of recipients.
  • Traceable: TeamBeam provides dispatch status, protocols, and receipt confirmations.
  • Automatable: In Pantarey, dispatch can be integrated as part of any process.

Prerequisites

  • TeamBeam Access
  • The service is included in Pantarey's standard scope. No additional costs or setup necessary.

Quick Start: Using Template

For this use case, there is a ready-made template in Pantarey. It can be found in Pantarey under:
➡️ Templates → TeamBeam Dispatch

Open the template, enter credentials, and get started immediately.

Step by Step (without Template)

  1. Create Process: A simple process with a start event for the user is created. The user uploads the document and specifies the recipients.

  2. Add Service Task "TeamBeam": The TeamBeam service task is used and configured with user, password, and target folder.

  3. Implement Error Handling: If dispatch fails (e.g., due to missing permission or timeout), the process can automatically send a notification or switch to a manual step.

  4. Save TeamBeam Response: The response (e.g., download links or status) is saved in the dataset – keeping dispatch traceable.

  5. Complete Process: The workflow ends after successful dispatch. Optionally, a success message can be displayed to the user.

  6. Be Happy 🎉

Best Practices

  • Dynamic Subject and Description: Messages are personalized via placeholders in the service task.
  • Securely Manage Credentials: Username and password are stored as secrets.
  • Add Error Handling: Response codes are checked and error messages are displayed to the user if necessary.
  • Save Response: Dispatch IDs or links are saved for later traceability.
  • Assign Business Label: E.g., filename linked with recipient

FAQ – Frequently Asked Questions about GDPR-Compliant Dispatch with TeamBeam

How does automatic dispatch via Pantarey work? Pantarey calls the TeamBeam API, transmits the file encrypted, and receives a dispatch confirmation back. The entire process occurs without manual intermediate steps.

Can dispatch be planned or executed with delay? Yes, via BPMN workflows in Pantarey, dispatch can be triggered time-controlled or depending on conditions (e.g., approval or status change).

How is it ensured that files are sent GDPR-compliant? TeamBeam uses encrypted transmission (TLS) and stores data only temporarily on European servers. Pantarey transmits only the required dispatch data.

Can multiple recipients be specified?
Yes, any number of recipients can be added – with "to", "cc", or "bcc".

Are email attachments sent directly?
No. TeamBeam sends secure download links. No sensitive attachments are transmitted.

Can custom text templates be used for dispatch? Yes, subject and message text can be dynamically filled – such as with variables from Pantarey processes (e.g., name, customer number, document type).

What happens if dispatch fails? Pantarey automatically detects API error messages. An alternative path can be defined in the process (e.g., "Manual Post-Processing").

Is a personal TeamBeam account required? Yes, a valid TeamBeam access is needed for dispatch. This is stored in Pantarey.

Can Pantarey also integrate other dispatch services? Yes, besides TeamBeam, other service tasks are available, e.g., E-Post, Microsoft 365, S3-Upload, or email dispatch.

Glossary

TeamBeam
A cloud service for secure data exchange. Files are transmitted encrypted, without classic email attachments.

GDPR
General Data Protection Regulation of the EU. Regulates the protection of personal data.

BPMN
Business Process Model and Notation: An international standard for modeling business processes. Business workflows are mapped in Pantarey.

Service Task
Automated activity in Pantarey processes that controls external systems (e.g., TeamBeam, Microsoft 365).

End-to-End Encryption
Data is encrypted so that only sender and recipient can read it.