With the growing use of document management platforms, especially those that send and receive email notifications every day, users are increasingly exposed to cyber threats such as phishing attacks. Phishing is a fraud technique in which cybercriminals pose as legitimate entities to steal sensitive information, such as login credentials, personal data or financial information. For users of document management platforms, the security of login credentials is vital, since the integrity and confidentiality of the documentation they manage depend on it. In this article, we cover strategies and best practices for avoiding phishing attacks, especially when using document management platforms.
Understanding phishing attacks
What is phishing
Phishing is a form of cyber attack in which attackers pose as trustworthy entities to trick victims into revealing confidential information. Attackers usually rely on emails, text messages or even phone calls. In these contacts, the attacker pretends to be a legitimate institution, such as a bank, an online platform or even the user’s own company.
How phishing attacks affect users of document management platforms
For users of document management platforms, phishing attacks can be particularly dangerous. Emails that appear to be legitimate notifications about document status, password update requests or registrations on new platforms may in fact be traps designed to steal login credentials. Once they obtain these credentials, attackers can access confidential information, compromise document integrity and even cause significant damage to the company.
Strategies for avoiding phishing attacks
Careful email checks
One of the most effective ways to avoid falling for phishing attacks is to check incoming emails carefully. For this reason, users should watch out for small details that may indicate a phishing attack, such as:
Unknown or unusual sender: Always check the sender’s email address. Attackers often use addresses that imitate legitimate ones but contain small differences, such as an altered domain or character.
Spelling and grammar mistakes: Fraudulent emails often contain grammar or spelling errors that would not appear in official communications.
Suspicious links: Hover over any link before clicking and check the real URL to make sure it matches the legitimate site. If in doubt, avoid clicking directly and open the platform’s site through a bookmark or by typing the address into the browser.
Be wary of urgent requests in phishing attacks
Treat emails that demand urgent action, such as an immediate password update or confirmation of personal data, with caution. Indeed, attackers use a sense of urgency to pressure victims into acting quickly, without checking whether the request is genuine. If you receive an urgent request, contact the entity directly or use official channels to confirm that the request is legitimate.
Using multi-factor authentication (MFA)
Multi-factor authentication (MFA) is one of the most effective ways to protect login credentials. By requiring more than just a password to access a platform, such as a code sent to a mobile phone or a fingerprint, MFA makes it much harder for attackers to compromise an account, even if they manage to obtain the password. Therefore, companies should implement MFA on all document management platforms and raise users’ awareness of its importance.
Keeping software and browsers up to date
Keeping software, browsers and operating systems up to date is essential for protection against phishing and other threats. Software updates often include security fixes that protect against known vulnerabilities. Thus, keeping the system updated reduces the risk of attacks that exploit security flaws.
Implementing email security filters
Email security filters are effective tools for preventing phishing attacks, because they block suspicious emails or mark them as spam before they reach the user’s inbox. Document management platforms should work together with email systems to ensure that these filters are correctly configured and regularly updated to recognise the latest threats.
Best practices when using document management platforms
Creating strong, secure passwords
Creating strong passwords is a fundamental practice for protecting access to document management platforms. Passwords should be long and combine upper and lower case letters, numbers and symbols. In addition, users should avoid reusing passwords across different platforms, which reduces the risk of several accounts being compromised in the event of a security breach.
Ongoing training to prevent phishing attacks
Companies should provide their employees with ongoing training on cybersecurity best practices, with a special focus on identifying phishing attacks. Likewise, regular phishing simulations can be an effective way to train users to recognise these threats and respond appropriately.
Password management policy
Current cybersecurity guidance no longer advises forcing users to change their password at fixed intervals, because this practice leads to weaker and more predictable passwords. Instead, users should change their password immediately whenever there is a suspicion of compromise. Above all, the policy should combine long passwords, a password manager and multi-factor authentication.
Verifying sources before entering credentials
Before entering login credentials on any platform, users should always verify the source of the request. Avoid entering login details directly from links sent by email. Instead, open the platform in a secure browser and check that the site is legitimate by confirming the URL and making sure it is protected by HTTPS.
Defence strategies when you suspect phishing attacks
Immediate reporting of suspicious attempts
If users suspect they have received a phishing email, they should report it immediately to the IT department or the company’s security administrator. In this way, prompt reporting can prevent the same attack attempt from affecting other employees.
Account lockout and password reset
In the event of a possible compromise, the company should temporarily lock the affected accounts and users should reset their passwords immediately. Using MFA can help protect the account during the recovery process.
Log review and access audit
If there is any suspicion that a phishing attack has succeeded, it is crucial for the company to review the access logs and carry out a full audit of activity on the document management platforms. This helps to identify any unauthorised access and determine the extent of the breach.
Practical example: The fake rejected document notification
Consider an administrative officer at a subcontractor who, on a Friday afternoon, receives an email with the subject “Document rejected, site access blocked”. The email reproduces the platform’s logo and asks the user to log in again to fix the situation before Monday.
At first glance, the request seems legitimate, because the officer receives similar notifications every week. However, on hovering over the link, the officer notices that the domain has one letter swapped. So instead of clicking, the officer opens the platform through the usual bookmark. Once inside, the officer confirms that there is no rejection at all.
Next, the officer reports the email to the IT team, which blocks the domain and warns the other users. As a result, an attempt that could have compromised several accounts is contained within a few minutes.
Quick checklist before clicking
- Does the sender’s address exactly match the usual domain?
- Is the link pointing to the platform’s official address?
- Does the email create urgency or threaten to block access?
- Are you being asked for credentials, authentication codes or personal data?
- When you go directly to the platform, do you see the same information?
If any answer raises doubts, do not click. Instead, confirm through official channels and report the message.
Frequently asked questions
Does multi-factor authentication stop all phishing attacks?
It does not stop them all, but it greatly reduces the risk. Even so, some attacks try to capture the authentication code in real time. For this reason, users should never share codes received by SMS or through an app.
What should you do if you have already entered your password on a fake site?
Change the password immediately, end any active sessions and inform the IT team. In addition, if you used the same password for other services, change it there too.
Conclusion: Protecting yourself against phishing attacks
Phishing attacks pose a significant threat to users of document management platforms, where the security of login credentials is essential to maintaining the integrity and confidentiality of the documents managed. Adopting effective strategies to avoid phishing attacks, such as careful email checks, MFA, strong passwords and ongoing cybersecurity training, can make all the difference in protecting sensitive data. By implementing these best practices, companies can strengthen their defences against phishing and ensure that their document management platforms remain secure and efficient.
Read also: Phishing, smishing and vishing and Essential rules for choosing a strong password.
For cybersecurity alerts and recommendations, see the Portuguese National Cybersecurity Centre (CNCS).