Monthly Security Newsletter

Learn the basics of Process Street and get started fast!

Week 1 - Decide on topic and write content:

Select a Monthly Topic

Week 2 & 3 - Translate email and content, distribute to translators:

Newsletter Email Format

FIRST TIME? Python script download and config

Translating with Python script

Email #1 - English (Template to translate)

Email #2 - Chinese

Email #3 - Portuguese

Email #4 - Spanish

Email #5 - All Languages, Industries Distribution

Add the Amsted Security logo

Change the From:

Finished Product

Week 1 - Decide on topic and write content:

Security Awareness Newsletter

This Process Document has been put together to cover the steps taken for Monthly Security Awareness Newsletters.

If at any point throughout this process you are unclear on the steps please reach out to Jordan Carman, Scott Cook, Greg Squires or Brandon Doyle.

Select a Monthly Topic

Under Security Awareness Materials, select newsletters and find an appropriate topic for this month's newsletter.

A list of topics used in previous campaigns can be found in Teams under the Amsted IT Security > General Channel. Browse to Files > Newsletters and you will find a word documents for Newsletter Topic List 2020-21.

Select a topic that hasn't been addressed in recent history.

Week 2 & 3 - Translate email and content, distribute to translators:

The newsletter and email body will be translated into 5 languages by the following individuals:

Chinese - Kelvin - [email protected]
Portuguese - Tiago Viana - [email protected]
Spanish - Mauricio Montes Reyes - [email protected]
Italian - Valentina Folini (BAC) - [email protected]
Dutch - Bieke Helsen - [email protected]

Note: Bieke doesn't work on Fridays so send by Thursday.

The translations should be sent out ASAP to give the translators as long as possible to complete them, aim for 1 week before distribution.

Newsletter Email Format

The below fields will need to be updated with Month/Year

Month:

Year:

Key Point 1

Key Point 2

Key Point 3

NOTE: THE BELOW IS A REFERENCE. The email bodies will be auto-generated in the following sections.

Bullet points should reflect topics in the selected newsletter be brief (10 words), and translated into the appropriate language.

Language Type: English

<Subject>
Security Awareness Newsletter for <Month/Year>
</Subject>

Dear Colleagues,

Please take a moment to review the attached security newsletter for <Month>. The key points include:

• B1
• B2
• B3

This newsletter and its images are copyrighted and used under license. Please do not share or forward this newsletter outside of the company.

Language Type: Chinese
<Subject>
Amsted 安全意识通讯 - <Month/Year>
</Subject>

亲爱的同事，

请花点时间查看年<Month>的安全新闻通讯。要点包括：

• B1
• B2
• B3

此时事通讯和相关图像受版权保护，具有使用许可。请不要分享或转发给公司外部。

Language Type: Portuguese
<Subject>
Boletim Informativo de Segurança de Amsted por <Month/Year>
</Subject>

Queridos colegas,

Por favor, tome um momento para analisar o boletim de segurança em anexo para <Month>. Os principais pontos incluem:

• B1
• B2
• B3

Este boletim informativo e suas imagens são protegidos por direitos autorais e utilizados sob licença. Não compartilhe ou envie este boletim para fora da empresa.

Language Type: Spanish
<Subject>
El boletín de Amsted de <Month/Year>
</Subject>
Queridos amigos,

Por favor, tome un momento para revisar el boletín de seguridad de <Month>. Los puntos clave son:

• B1
• B2
• B3

Este Boletín y sus imágenes son usadas bajo licencia. Por favor no comparta o reenvié este boletín fuera de la compañía.

Language Type: All Languages, Industries Distribution
<Subject>
Security Awareness Newsletter for <Month/Year>
</Subject>

Please find the attached newsletters for <Month>.

Below is a quick overview of the contents in English, plus the copyright tagline.

Dear Colleagues,

Please take a moment to review the attached security newsletter for <Month>. The key points include:

• B1
• B2
• B3

This newsletter and its images are copyrighted and used under license. Please do not share or forward this newsletter outside of the company.

FIRST TIME? Python script download and config

Installing Python

(Subtasks)

1

If Python isn't installed go to https://www.python.org/downloads/ and download the latest version
2

Follow the instructions at https://wiki.python.org/moin/BeginnersGuide/Download to install Python on your system
3

To verify it installed successfully open Python 3.x (see below)

Opening Python for the first time and downloading Google Translate module

(Subtasks)

1

In order to translate using the Google Translate module you need to download the module. Open a CMD window and use the command:
2

python -m pip install googletrans==3.1.0a0
3

If you encounter any errors ask Brandon Doyle or Greg Squires for help

Downloading translation script

(Subtasks)

1

Download the above .zip and extract it to a folder, this will be the working directory for translated documents.

Translating with Python script

(Subtasks)

1

To begin working with the translation script, go into your TranslateTool folder and right click on "translatetool.py" and edit with Notepad++, or your IDE of choice.
2

Ensure you've filled in the Month, Year, and Key Points in Step 5: "Newsletter Email Format" and then proceed to Step 8: "Email #1 - English (Template to translate)"

If you've filled this in properly the email body and Subject Line will be auto generated like below:

(Subtasks)

1

We will copy the Subject Line and Body over to Notepad or Notepad++, in the section designated below

(Subtasks)

1

You can now SAVE and CLOSE the .py file, and then double click on the .py file to execute (this may not work if you've associated the filetype with Notepad++, just right click and run with Python)
2

This will briefly open a command window and then create 6 .txt files in the folder, all containing the languages you need. Existing files will be overwritten.

From here you just need to go to each of the email steps you see on the left. To use them:

(Subtasks)

1

In each section simply click "send". This will open each email in Outlook with the BCC and TO fields autofilled.
2

For each designated language copy the Subject Line and Body from it's respective .txt file into the email in your Outlook.
3

Change the "Send From" field to the Security Awareness address

Email #1 - English (Template to translate)

Ensure the below users/DL's are in the BCC field:

English – [email protected]; [email protected]; [email protected]; [email protected];

Email #2 - Chinese

Chinese – [email protected] [email protected]; [email protected]

Email #3 - Portuguese

Portuguese – Rocha, Giovani; [email protected]; [email protected]; [email protected]

Email #4 - Spanish

Spanish – Sahagun All, Sabinas All, Sahagun-Seals All

Email #5 - All Languages, Industries Distribution

All Languages – Industries distribution

Wait-Molyneux, Jill - [CM]; Ward, Travis - [CM]; Flavio Volontè <[email protected]>; Derveaux, Luc - [BAC]; Viar, Dillon <[email protected]>; Neiling, John <[email protected]>; Lindgren, Kevin - [AAG]; Maceri, Phil - [AAG];Cake, Nathanael - [CM] <[email protected]>; Willer, Ethan - [CM] <[email protected]>; [email protected]; [email protected]; McNamara, John - [BAC] <[email protected]>; Mehmood, Raja - [BAC] <[email protected]>

Add the Amsted Security logo

Amsted Security Logos can be found in Teams under the IT Security Operations Center > General Channel.

Browse to the Files tab and Amsted Company Logos

The logo is named Amsted Security Logo.png

Team/Channel

Tab/Folder

Change the From:

After the message has been generated in Outlook, change the sender (From:) from your default individual e-mail address to [email protected]. In Outlook, go to Options > From and specify [email protected].

Finished Product

When put together you should have 5 emails ready to go in total:

(Subtasks)

1

English (ARX & AI)
2

Chinese (ARX)
3

Portuguese (ARX)
4

Spanish (ARX)
5

All Languages (All other entities)

Below is a sample of what the end result should look like for the English distribution.

Double check that you have the correct below, especially ⚠ items.

(Subtasks)

1

⚠From Address ([email protected])
2

To Address ([email protected])
3

⚠BCC Addresses
4

Subject line
5

⚠ Attachment(s) added reflect the Language Type and be of PDF file type.
6

Body with correct translation
7

Logo

Send!

If it would make you feel more confident there is no harm asking a co-worker to double check your work before hitting send. With these going out to the whole company we'd rather be safe than sorry.

(Subtasks)