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 will be 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 will be 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.
Best Practice: Sending a file using the link is more secure than sending it as an attachment but in order to access a file via a link, the recipient must also have access to the document in the system whereas attachments can be opened by anyone who receives them in the email.
Note: 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
- Locate the file you want to email in the Library and click Email on the toolbar.
- 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 will need to login to FileHold to access the document. If the user does not have the correct permissions they will not be able to access the document. Your library administrator determines the link types that are appended to the email.
Note: 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 will be prompted to select an option. If not, the file will automatically be inserted into the email in the format chosen by the Library Administrator.
- The email message is created in Microsoft 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.
To email a file from the Web Client
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.
In the Web Client, select the documents that you want to send by selecting the check box next to the document name.
Select Send to > Email or Email and Checkout from the FileHold toolbar.
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.
If configured, you can change to send the type of email sent: as attachments or links.
- Click Send.
To email documents from Microsoft Outlook
- Create a new message in Microsoft Outlook.
- From the FileHold integration toolbar, click the Add Attachment from FileHold icon.
- The FileHold Office Client (FOC) window opens. Select the files that you want to attach.
- Click Attach.
- The files are attached to the message as attachments.
To check out and email a document
- Locate the file you want to email in the Library and click Check Out and Email.
- 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.
- The email message is created in Microsoft Outlook 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”.