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
View of the recipient
Tracking of sent documents
Troubleshooting
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 external.
Tip: Multiple files can be selected with Crtl + click (possible across multiple folders). An entire division of documents can be selected with Shift + click.
The following window then appears:
Select Send directly to open the mail directly for sending.
Select Advanced edit to make further settings for shipping.
Advanced edit:
Select contact for shipping.
Select e-mail address for sending.
Create QR code for version check.
Select further documents for shipping.
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.
After sending, the recipient receives the email created earlier, clicks on the link and is taken to the following page:
You now have the option of downloading the objects or, depending on the document type, opening them directly, e.g. In Word.
It is possible to 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 .
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.
Directly to the following sections:
Sending documents
View of the recipient
Tracking of sent documents
Troubleshooting
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 external.
Tip: Multiple files can be selected with Crtl + click (possible across multiple folders). An entire division of documents can be selected with Shift + click.
The following window then appears:
Select Send directly to open the mail directly for sending.
Select Advanced edit to make further settings for shipping.
Advanced edit:
Select contact for shipping.
Select e-mail address for sending.
Create QR code for version check.
Select further documents for shipping.
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:
You now have the option of downloading the objects or, depending on the document type, opening them directly, e.g. In Word.
Tracking of sent documents
It is possible to 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: 15/11/2024