Emailing Files

You have several options for emailing files stored in Document. Each method has its advantages and disadvantages. Before deciding which method to use, we recommend reviewing the topic Securing Files Sent by Email.

The sections below describe how to use the internal email tools in Document. You can also email files with the plug-in to Microsoft Outlook.

Important: Although you can attach a file to an email by dragging if from Document into an email, files sent this way will not be encrypted, nor can Document enforce your firm's sensitivity levelClosed A category applied to a file that indicates the level of confidentiality required for the file. Your firm can limit which files can be sent as email attachments based on sensitivity levels. settings.

Note: Clicking the hyperlink in the email for a file in Document opens the Hyperlink File Options window, from which you can choose one of three options:

  • Download file as read only
  • Direct edit the file
  • Preview file

ClosedEmail a file as an attachment.

  1. ClosedLocate the file in Document CentralClosed The main window where most Document tasks originate. Document Central contains several tabs that display lists of files, file groups, discussions, tasks, and recent entities..
    • Use the navigation panel to locate the file by entity. Locate and select the entity the file belongs to on the navigation panel. Then, select the File List tab on Document Central to view all files for the entity. You can filter or sort the grid on this tab as needed to find a specific file.
    • Search for the file. Document offers both a quick search and an advanced search. You can use filters and wildcard characters to help you limit your search to relevant results.
  2. Right-click the file and select Send to > Email > As an attachment from the menu.
  3. Enter a recipient's email address in the To box, or click to search for a recipient. Separate multiple email addresses with a semicolon.
  4. Enter an email address in the Cc box if you want to include another recipient. If needed, click to search for a recipient. Separate multiple email addresses with a semicolon.
  5. Enter text to describe the content of the email in the Subject box.
  6. Enter comments in the Body section as needed.

    7. Note: Attachments display at the bottom of the window.

  7. Click Send.

ClosedEmail a hyperlink to a file.

The email recipient must have appropriate permissions to access the file in Document.

  1. ClosedLocate the file in Document CentralClosed The main window where most Document tasks originate. Document Central contains several tabs that display lists of files, file groups, discussions, tasks, and recent entities..
    • Use the navigation panel to locate the file by entity. Locate and select the entity the file belongs to on the navigation panel. Then, select the File List tab on Document Central to view all files for the entity. You can filter or sort the grid on this tab as needed to find a specific file.
    • Search for the file. Document offers both a quick search and an advanced search. You can use filters and wildcard characters to help you limit your search to relevant results.
  2. Right-click the file and select Send to > Email > As a hyperlink from the menu.
  3. Enter a recipient's email address in the To box, or click search to search for a recipient. Separate multiple email addresses with a semicolon.
  4. Enter an email address in the Cc box if you want to include another recipient. If needed, click search to search for a recipient. Separate multiple email addresses with a semicolon.
  5. Edit the text in the Subject box, if necessary. If you are emailing hyperlinks for three or fewer files, the file names display in this box by default. If you are emailing more than two hyperlinks, the default subject is "Emailing multiple files."
  6. Enter comments in the Body section as needed.
  7. Click Send.

Note: The items on the right-click menu vary depending on your permissions and security group assignments. Administrative users can change permissions and security group assignments in Administration Manager. See the Administration Manager Help and the topic Managing Access in CCH® ProSystem fx® for more information.