Sending documents and plans externally
A special function is available for communication with external persons without access to the data pool, which also allows very large files to be sent. Only a link is sent to the external person, which can then be used to download the selected file. Individual attachments can be up to 1 gigabyte in size, and the total file size of all files is not limited.
The sent link for downloading the files is valid for one month, after this time the data will be deleted from the download area and will no longer be available to external persons. The links sent are not personalized and can be used by any recipient of the mail, even if the mail has been forwarded.
Send individual documents and plans externally
If you want to send individual attachments from a container to an external person who does not have access to the data pool, open the desired container to start the function.
To send individual files to external people via link:
- Open the container whose contents are to be sent to an external person by clicking on the label.
- Click the "Forward by mail" at the top of the container. In the next step, specify whether the existing comments should be sent with the e-mail. A new email is created in the system, which already contains the links for downloading the attachments and the comments in the text area, if the option has been selected. If you do not want to send all links, they can be marked and deleted in the text area.
- Enter the recipient's address and any additional text in the email.
- If necessary, add further attachments from your explorer by clicking on the "Attach File". These attachments are sent as attached files with the mail.
- Send the e-mail by clicking on the "Send“.
When the e-mail is sent, the associated attachments are moved by the system to a separate download area, where they are kept for download for one month. For very large files, this process can take a few minutes, and this circumstance is pointed out in an info text in the e-mail.
The recipient can start downloading the files directly via the links in the e-mail. It is not necessary to enter a login or password. There is a maximum limit of 1 gigabyte for the size of individual files.
Send multiple documents and plans externally
For sending several documents and plans to external persons, a separate function is available with which you can send attachments from different containers together. Because not the attachments themselves, but only a download link is sent, even very large files can be sent to external persons.
To send engagers from multiple containers to external people:
- Select those containers in the view that are to be sent to an external person.
- Click the "Selected Documents - Forward by Mail" in the view's toolbar. In the next step, specify whether the existing comments should be sent with the e-mail. A new email is created in the system, which contains the links of all attachments of the selected containers in the text area. If you do not want to send all links, they can be marked and deleted in the text area.
- Enter the recipient's address and any additional text in the email.
- If necessary, add further attachments from your explorer by clicking on the "Attach File". These attachments are normally sent as attached files with the mail.
- Send the e-mail by clicking on the "Send“.
When the e-mail is sent, the associated attachments are moved by the system to a separate download area, where they are kept for download for one month. For very large files, this process can take a few minutes, and this circumstance is pointed out in an info text in the e-mail.
The recipient can start downloading the files directly via the links in the e-mail. It is not nec-essary to enter a login or password. There is a maximum limit of 1 gigabyte for the size of individual files.