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Sending documents to external parties

The following article describes how documents can be sent to external persons without access to buildagil.


Directly to the following sections:


Sending documents

Using the Send externally role, it is possible to make files available to external persons who do not have access to buildagil for a certain period of time.


Select individual file:

Right-click on the desired file or click on .... Then select Send external.



Select multiple files:

Select the desired files and then click on ... Options / Send externally.


Tip: Use Ctrl + click to select multiple files - even from different folders. Use Shift + click to select a contiguous division of documents. To include files from subfolders, the folder structure can be changed to "without structure".


If the folder structure is to be retained, the entire folder can first be downloaded as a ZIP file and then uploaded again using drag & drop. The folder can also be shared using the "Send external" role. The ZIP file can be deleted after sending; the content remains available via the link until the set deadline expires.



The following window then appears:


  1. Select Send directly to open the mail directly for sending.
  2. Select Advanced edit to make further settings for shipping.



Advanced edit:

  1. Select contact for shipping.
  2. Select e-mail address for sending.
  3. Create QR code for version check.
  4. Select additional documents for shipping.
  5. Adjust the validity period for downloading the files.


Click on Generate link and open e-mail when all settings have been made.



The e-mail is then opened for dispatch using the standard mail program. The documents sent can be downloaded via the link in the e-mail.



View of the recipient

After sending, the recipient receives the email created earlier, clicks on the link and is taken to the following page. It is now possible to download the objects or, depending on the document type, to open them directly, e.g. In Word.



Tracking of documents sent

You can track who has received which version of a document and when. To display this, the Version history of the desired document can be opened.



In Version history, shipping to external parties is displayed. If you click on it, more detailed information on shipping can be displayed.



In the detailed information on dispatch, you can then see which versions of which documents were sent to which people.


Only those persons and e-mail addresses are displayed under the recipients that have been entered in buildagil ** Shipping **.



Troubleshooting

If no e-mail window appears after clicking on Generate link and open e-mail when sending files externally, this may be because the MAILTO protocol is not configured correctly. This can be remedied as follows.


Open the Windows settings and select the Apps division.



Navigate to Standard apps and search for the "MAILTO" protocol.



Set Outlook as the default app for "MAILTO" links.



This ensures that the email application is opened correctly when you click on Generate link and Open email.

Updated on: 08/07/2025