When you modify a document, you may want to notify others of the changes. This is also the best way to tell someone about a document in NetDocuments so they can access it. NetDocuments provides you with the convenience of one-click notification which automatically sends an e-mail to anyone who has access to the document, with a link to that document within NetDocuments.
To email a link, click the Email link option on the document details panel:
You can also add the Email Link option to your customizable right-click menu for access on summary view pages.
The following dialog will appear when you select Email Link:
Follow these simple steps:
- Select the recipients of the email (you can use Ctrl+Click to select various people, or Shift+Click to select a range of people in the list) NOTE: Any group which has a hidden membership will not display.
- Type a subject or use the default (document name).
- Type a message with details about the document (optional).
If selecting multiple documents, users will be able to only choose recipients who have access to all of the items in the list. This prevents a user from receiving a list of document links where they may have access to only some of the documents.
External recipients are Bcc’d so they are not exposed to other recipients when using Email Link.
When ANY user sends an Email Link that includes as a recipient at least one external user or group that has View-only access to the document, all external users on the email will be Bcc’d. That ensures that any member of the view-only group will not be able to see the members of any other external group.
On the Email Link dialog, an external user with view-only rights (lacking Share rights) will only be able to see internal users and groups listed in the document's access list and also the external groups of which that the user is a member. They will not be able to see any other users (including any other external users or groups).
If the recipient of an email link is an external user that has view-only rights to at least one of the documents, Bcc all of the external users included in the email will be Bcc'd.
This restriction applies to all documents, even if the external user has view-only rights to a single one.
Note that this change only applies to the Email Link feature when using the native ND web form, not when using the Desktop Email Integration (described below), where the user will pick their own recipients.
The recipient will receive an email that looks like this:
When receiving document links, users will see three links:
- Open - the same as before, this checks out and downloads document
- View - this will preview the document in the browser
- Go To - this will show the selected document in a list view (search result), so the user can choose what action to take
Using the Desktop Email Integration
If you have the Desktop Email Integration selected in Settings, choosing the Email Link option will take you directly to a New Email form within your Outlook client. From there you can add the Recipients and additional message and send the Email. This integration will generally work with any system that uses MAPI, such as Outlook or Groupwise.
The email message will look something like this:
NOTE: A Cabinet Administrator may set a flag to disable the Email Link option for External Users.
When using this option, it is possible to include a recipient who does not have access to the document and in that case, the person will receive the email, but will not be able to access the document.
NOTE: Documents that exist in your My Cabinet can never be accessed by others. Hence, the Email Link option will not appear on the Document Details panel for these documents. At any time that you wish to notify others of a document and the option does not appear, it is because the document does not exist in a shared environment, such as a cabinet or ShareSpace or you are an external user in the cabinet and the cabinet does not allow external users to send links.
Because the actual URL of the links cannot be seen, they are not easily recognizable. Users must exercise caution when opening links in E-mail messages, even if those emails have the same format as those that originate from NetDocuments. To confirm an E-mail is authentic, check the e-mail address of the sender. Also, here are some Tips for Avoiding Phishing.