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Sending Documents to External Contacts


Sending Documents

The "Send Externally" role allows you to make files available to people who do not have access to buildagil for a specific period of time.



Sending Individual Files

You can select the "Send Externally" option by right-clicking the desired file or using the three-dot menu.



Sending Multiple Files

After selecting the desired files, you can choose the "Send Externally" option from the three-dot menu.


You can select multiple files using Ctrl + click—even from different folders. Use Shift + click to select a contiguous range of documents. To include files from subfolders, you can switch the folder structure to "no structure."



Sending Entire Folder Structures

If you want to preserve the folder structure, you can first download the entire folder as a ZIP file and then upload it again using drag-and-drop. This way, the folder can also be shared using the "Send Externally" feature. The ZIP file can be deleted after it has been sent; the contents remain available via the link until the set deadline expires.


When sharing entire folders, it can be difficult to keep track of exactly which files were sent. This makes it hard to exercise control over the content that is actually released. There is also a risk that sensitive or unshared files may be sent unintentionally.



A window will then appear with two options: Clicking "Send Directly" opens the email for sending right away, while clicking "Advanced Edit" allows you to edit additional settings for sending.



Advanced Editing

In the advanced editing mode, you can specify the recipients for the mailing, QR Codes for Version Verification created, additional documents added for sending, and the validity period for downloading the files adjusted. Once all settings have been configured, you can proceed by clicking "Generate Link and Open Email."



When working with a large number of documents, you can configure the QR code settings for a single document and then apply them to the remaining selected documents. This eliminates the need to position the QR code individually for each document. Individual documents can still be adjusted manually afterward or excluded from the application.



In addition, the validity period for downloading the files can be adjusted at a later time.



The email is then opened in the default email program for sending. The sent documents can be downloaded using the link included in the email.



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The Recipient's Perspective

Since external users do not have their own access to buildagil, they can access the shared documents exclusively via the link that was sent to them. After the email is sent, the recipient receives the previously created email. Clicking the link in the email opens a page where the objects can be downloaded or—depending on the document type—opened directly, for example, in Word.



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Tracking Sent Documents

You can track who received which version of a document and when. To view this information, open the Version history of the desired document.



The version history displays shipments to external parties. Clicking on an entry displays more detailed information about the shipment.



The detailed shipping information then shows which versions of which documents were sent to which recipients. Only the recipients and email addresses that were entered during the extended editing process when the documents were sent are displayed.



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Troubleshooting

If an email window does not appear when sending files externally after clicking "Generate Link and Open Email," this may be because the MAILTO protocol is not configured correctly. In Windows Settings, search for "Default apps" and then look for the "MAILTO" protocol.



Outlook can now be set as the default app for "MAILTO" links. This ensures that the email application opens correctly.



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Updated on: 31/07/2026