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. Those that do not permission in the document management system to access the file are unable to open the document via the link. 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.

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

Emails can be sent either through Microsoft Outlook or via the built in email client in the Web Client. When emailing from Microsoft Outlook, emails retain the properties of messages including signature blocks and other added items like legal disclaimers.

When sending an email using the built-in web email client, it can use the logged in users email address or the email address configured in the outbound email settings as the “From” address. A key, “Email.FromGlobalUser” can be configured in the Library Manager web config file. For new installs, the value defaults to true. For upgrades prior to 16.2, the default value is false. Setting this key to true emails using the outbound email address as the From address. While it may be desirable to send email using the true From address, some email server configuration may prevent this. In those cases, it is still be possible to send email but all messages have a single From address from the main FileHold email settings. Customers that wish individually addressed email where their email server prevents it can purchase a subscription from FileHold to a special email service. You must have your own internet domain name and be able to maintain your domain name service (DNS) records. This does not replace your normal email service; it works along side it. This feature has no impact on users with their own email client outside of FileHold.

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.

When emailing documents, you can either email the document or email and check the document out at the same time.

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. If Microsoft Outlook is installed, 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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To email a file from the web client or an FDA without Outlook installed

Hosted customers on FileHoldCloud.com cannot use this method if they have the default email configuration. Contact [email protected] to upgrade your hosted email to allow direct sending of email.

The Web Client uses its own email client to email documents. Documents are emailed from the email address that the user is logged into the Web Client with.

1. In the Web Client, select the documents that you want to send by selecting the check box next to the document name.

2. Select Send to > Email or Email and Checkout from the FileHold toolbar.

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 Outlook email. 

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 integration toolbar, 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.

To check out and email a document

1. Select the files from library.
2. Right-click and select Send to > Check Out and Email.
3. In the Email Attachment Settings window, select if you want to send the document as an attachment or a link and click OK. See the previous section for details.
4. The email message is created with either the attachment or the links appended to the body of the email. The document is also checked out of the system and the status is changed to “checked out”.