Emailing or emailing and checking out documents

You are able to email documents from the document management system. When sending files from the document management system, it is important to send the file in a manner that allows other users to access the information while keeping sensitive data safe. Documents can be sent as either attachments or links.

• Send as an attachment – Attachments are the most common way of sharing files via email; however, they are the least secure as anyone who receives the attachment can open the document.
• Send as a link – Links are not as common as attachments when sharing documents; however, they are the most secure. Recipients that are not users of FileHold or those that do not have permission in the document management system to access the document are unable to open the file. In other words, in order to access a file via a link, the recipient must also have access to the document in the system. Both the Web Client URL and FDA link are appended to the body of the email.

FileHold provides the Courier feature to securely send emails to any recipient regardless of whether or not they are a FileHold user by automatically providing permission to the document in the Courier client. The recipient will receive an email with a link they can use to access the document.

Administrators can configure how emails are sent from the document management system — either links or attachments.

Documents can be emailed either using your Microsoft Outlook client or via the FileHold email client built-in the Web Client and FDA. When emailing from Microsoft Outlook, emails retain the properties of messages including signature blocks and other added items like legal disclaimers. Emails from the FileHold email client use a generic email format with the signature populated from the user's contact details.

Users can also send a link using the Copy URL or Copy FDA Link in the Metadata pane. The link can then be pasted into an email. See the Metadata Pane for more information.

Emailing documents from FileHold

Depending on how the Administrator has configured emailing files from the document management system, files could be sent as either attachments or links to the document. You can send an email directly from the FileHold Desktop Application (FDA), Web Client, or Microsoft Outlook.

To email a file from the FDA with Outlook installed

1. Select the files to email and do one of the following:

• Click Email  on the toolbar.
• Right-click and select Send to > Email.

2. In the Email Attachment Settings window, select one of the following and click OK:

• Attachments to the email – Sends the document as an attachment to the email.
• Links at the end of the email body – Appends the URLs to the body of the email. When a user clicks on the link, the user need to login to FileHold to access the document. If the user does not have the correct permissions they are not able to access the document. Your library administrator determines the link types that are appended to the email.

The Library Administrator can configure the system to send files as either an attachment or as a link or allow the user to decide. If the function is set to allow the user to decide then they are prompted to select an option. If not, the file automatically inserts into the email in the format chosen by the Library Administrator.

3. The email message is created in Outlook with either the attachment or the links appended to the body of the email. The user's first name, last name, title, company name, mobile phone number, and email is appended to the end of the Outlook email.

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Send email using the FileHold email client with the web client or the FDA (without Outlook)

FileHold provides a simple email client for the web client and the FDA, when Outlook is not installed.

You can adjust what the FROM email address that will be used with this client. It will either be user's email address or the FileHold server default address. This change is made in the outbound mail settings. FileHold Cloud customers cannot use this method if they have the default email configuration. Either switch to your own email server or contact [email protected] to upgrade your hosted email to allow direct sending of email.

1. Select the documents that you want to send by selecting the check box next to the document name in the Web Client or selecting each document row in the FDA.
2. Select Send to > Email or Email and Checkout from the toolbar in the Web Client or right-click and choose Send to > Email or Email and Checkout from either client.
3. The FileHold email client page opens. The user's first name, last name, title, company name, mobile phone number, and email is appended to the end of the message body. You can edit the message body as desired.
4. If configured, you can change to send the type of email sent: as attachments or links.

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4. Click Send.

To email documents from Microsoft Outlook

1. Create a new message in Microsoft Outlook.
2. From the FileHold Office Client ribbon, click Attach .
3. The FileHold Office Client (FOC) window opens. Select the files that you want to attach.
4. Click Attach.
5. The files are attached to the message as attachments or links according to your configuration.