Security Best Practices for Text Expanders

Text expansion tools handle sensitive information daily. Follow these security best practices to protect your data and maintain privacy.

Why Security Matters

Text expanders can store:

• Personal information
• Business data
• Customer details
• Authentication credentials (shouldn't!)

Proper security is essential.

Critical Security Rules

1. Never Store Passwords

❌ Never do this: Create a resource with key password containing your actual password. Never store passwords in Lightning Assist resources.

✅ Instead:

• Use password managers
• Never store passwords in text expanders
• Use secure authentication methods

2. Avoid Sensitive Data

Don't store in text expanders:

• Social Security Numbers
• Credit card numbers
• Bank account details
• API keys (unless encrypted)
• Personal identification numbers

3. Use Secure Resource Keys

Good resource keys:

• Uncommon combinations
• Multiple characters
• Not easily guessed
• Descriptive but not obvious

Bad resource keys:

• Single letters
• Common words
• Obvious patterns (e.g., password, secret)

Best Practices

1. Data Classification

Classify your resources:

Public: Safe to share

• General templates
• Common responses
• Public information

Internal: Team-only

• Company templates
• Internal processes
• Team resources

Confidential: Restricted access

• Customer data templates
• Sensitive information
• Limited distribution

2. Access Control

• Use team permissions
• Limit access to sensitive resources
• Regular access reviews
• Remove access when needed

3. Encryption

Ensure your tool provides:

• Encryption at rest
• Encryption in transit
• Secure cloud storage
• Local encryption options

4. Regular Audits

Review regularly:

• Who has access
• What resources exist
• Outdated content
• Security settings

Secure Workflow Practices

1. Environment Variables

For sensitive data:

• Use environment variables
• Reference in templates
• Never hardcode values

2. Placeholder Strategy

Use placeholders. Create a resource with key email containing: [Name] <[email]>

Fill in actual values when needed, don't store them in the resource.

3. Secure Sharing

When sharing templates:

• Remove sensitive data
• Use placeholders
• Review before sharing
• Limit distribution

4. Device Security

Protect your devices:

• Use strong passwords
• Enable device encryption
• Keep software updated
• Use secure networks

Team Security Guidelines

1. Policy Development

Create policies for:

• What can be stored
• Access requirements
• Sharing guidelines
• Review schedules

2. Training

Train team on:

• Security risks
• Best practices
• Incident reporting
• Regular updates

3. Monitoring

Monitor for:

• Unusual access
• Policy violations
• Security incidents
• Compliance issues

Compliance Considerations

GDPR

• Right to deletion
• Data portability
• Consent management
• Privacy by design

HIPAA (Healthcare)

• Protected health information
• Access controls
• Audit logs
• Encryption requirements

PCI DSS (Payment)

• Card data protection
• Access restrictions
• Secure transmission
• Regular audits

Lightning Assist Security Features

Built-in Protections

• Encryption: All data encrypted
• Access Control: Role-based permissions
• Audit Logs: Track access and changes
• GDPR Compliant: Meets privacy regulations

Best Practices with Lightning Assist

1. Use Team Folders: Organize by sensitivity
2. Set Permissions: Limit access appropriately
3. Regular Reviews: Audit resources quarterly
4. Secure Triggers: Use complex trigger patterns

Incident Response

If security incident occurs:

1. Immediately: Revoke access
2. Assess: Determine scope
3. Contain: Limit damage
4. Notify: Inform affected parties
5. Remediate: Fix vulnerabilities
6. Document: Record incident

Checklist

Security checklist:

• No passwords stored
• No sensitive data in templates
• Secure trigger patterns
• Access controls configured
• Regular audits scheduled
• Team trained on security
• Encryption enabled
• Backups secure
• Policies documented
• Incident plan ready

Common Mistakes

Avoid These:

1. Storing passwords - Use password managers
2. Weak triggers - Use complex patterns
3. Over-sharing - Limit access appropriately
4. No reviews - Regular security audits
5. Ignoring updates - Keep software current

Getting Started

1. Audit existing resources: Review what you have
2. Remove sensitive data: Clean up templates
3. Set permissions: Configure access controls
4. Train team: Share security guidelines
5. Schedule reviews: Regular security audits

Conclusion

Security is everyone's responsibility. By following these best practices, you can use text expansion safely and effectively. If you have any concerns or run into problems, please contact us for assistance.

Remember: When in doubt, don't store it. Use placeholders, reference external secure storage, and always prioritize security over convenience.

Learn more about Lightning Assist security or contact our security team with questions.