File Delivery Settings*

Owned by Andrew Garb
Oct 25, 2022
4 min read

Files can be delivered via email as attachments or as a link for download.
The “Send mail” page can be accessed from numerous locations in the system:

Accessing “Send mail” page via Sales dashboard

  1. Sales dashboard > Order Info > Files

     

  2. Sales dashboard > Tasks > Order files

  3. Sales dashboard > Order Files icon

The file list page will appear:

Accessing “Send mail” page via Centralized file download

My menu > Centralized file download

Note: When using the Centralized file download page, you can use the Multi cell functionality to select which files to send in one mail. Learn more about the Multicell pick functionality here:
https://ooona.atlassian.net/l/cp/JspdQUJZ

Sending files

As mentioned, files can be sent as a downloadable link using the Send link icon

or as attachments using the Send link icon

To send a file via mail:

  1. Click on the Send mail icon (fig 1)

  2. Select the recipient/s from the list or type in a specific external email (fig 2)

  3. Set the Disclose recipients switch to ON / OFF according to your specifications (fig 3)
    When on, the mail will be sent to all recipients as one email. The recipients list will be visible to all recipients.
    When off, each of the recipients will receive a separate mail. The recipient list will not be displayed to the user.
    Please note that this switch is only available to system admins.

  4. The subject is auto populated, you can edit as needed (fig 4)

  5. The Message body is auto populated, you can edit as needed (fig 5)

  6. If the mail contains one or more files that are set to be sent as a link, the Link setup button will be available, see next paragraph for details (fig 6)

  7. Click “Send” to send the mail (fig 7)

Link setup - changing the file download specifications

  1. Click the “Link setup” (fig 1)

  2. Set the number of copies available (fig 2) - this sets the number of times the file can be downloaded.

  3. Enable / Disable the “Send confirmation when downloaded” checkbox (fig 3). When enabled, the sender will be notified once the file has been downloaded.

  4. Select the resource the confirmation mail will be sent to from the “Send download confirmation to” list (fig 4)

  5. Use the “Download link valid until” to set the date and time the link will be valid to (fig 5)

  6. Click “Save & Close” to save the changes.

 

Note: The number of copies available and the link validity can be defaulted in the system settings.

Setting default values for file downloads via mail

The download settings for files sent via mail can be preset in the system settings.

Web administrator > Configuration > Emails > Email notification on file upload
Copies available (fig 3) - set the default value of copies available for download. This setting can be changed on the Send mail page.

Download link valid until (in days) (fig 4) - set the default number of days the link will be valid for. The date is calculated based on the day the mail was sent. This setting can be changed on the Send mail page.