Sending Documents via OneDrive - Share

Send via OneDrive allows you to use FYI Collaborate to send documents to your clients via OneDrive. Rather than attaching a document directly to an email, this sends an email with a hyperlink to the document that has been placed within your practice's OneDrive. When the Client opens the email and clicks the link, they will be prompted to request a verification code via email to verify that the person opening the link is the recipient.

From a security point of view, this ensures that attachments are NOT sent by email, which is especially important for sensitive documents.

This is most useful for clients who only need occasional access to documents. For Clients requiring more frequent collaboration, you can also use the power of OneDrive to share your practice's OneDrive (refer to Sharing the OneDrive Folder with the Client).

Send via OneDrive can be used to send one document, or multiple documents at the same time, and for any type of document, for example, Word, Excel, PowerPoint, scanned PDF etc. The document is placed in a folder for the Group. then Client and then under any other subfolders depending on how your practice has set up the Collaborate feature (for example, the Client's Group Name, then Client Name and then Year).

Setting up OneDrive and Setting up an Email Template

To send documents via OneDrive, the following must be set up:

• Link and Share your Practice's OneDrive Account
  Send via OneDrive needs to first be set up for your practice by an FYI administrator. Refer to Map your Collaborate - Share Filing Structure and Link and Share your Practice's OneDrive Account. 
  
  
• Add the Attachment Links Merge Field to any templates
  If you will be using any templates when sharing a document, they must include the FYI merge field for the Attachment Links {{ AttachmentLinks }}.
  
  This merge field controls where FYI will insert the OneDrive links that are created for the documents. If this merge field is not included in the template, the link will not open. 
  Email Templates are set up by an FYI administrator or a user who is in a User Group that has Administer Templates enabled (refer to Managing Users and Managing User Groups).
  Refer to Creating Email Templates and including Merge Fields.

Sending Documents via OneDrive

The following is how you send via OneDrive:

1. In FYI, select one or more documents. Refer also to Selecting Documents in a List.

2. Click the Share button in the tool bar. The Create Email drawer displays.

3. In the Create Email Drawer, for the Send via option, select OneDrive.

4. Include as PDF can be set as "On" or "Off".
   
   When Include as PDF is set "On", the Word, Excel or PowerPoint document is converted to a PDF.
   
   When Include as PDF is set "Off", the document is sent in its original form and will not be converted to PDF. This also gives you the option to Co-edit with Client. Refer to Overview - Co-edit with Client.
   
   
5. In the Drawer, select the template to use. The template must include the Merge Field AttachmentLinks (refer to Setting up an Email Template to Send via OneDrive in Creating Email Templates and including Merge Fields).

6. You can select additional recipient(s) to send the email to or send as the CC.
   You can change any filing details for the email that will be sent to the Client.

7. Select Save or Send in the same way as any other email to save it as "Draft in FYI", "Draft in Outlook" or "Send Immediately".

1. Click Create.
   The email is sent as usual, only the attachment is sent via OneDrive.

   

The document that was shared is included in the Client - Collaborate tab (refer to Client - Collaborate Tab).

Documents are Uploaded to your Practice's OneDrive

If Include as PDF is set "On" and the documents are not already PDF, they are saved as PDF.

FYI uploads the documents to your practice's designated OneDrive. They are filed on the OneDrive according to how this has been set up for your practice (for example, by Client Group Name, then Client, then by Year). The following is an example of how documents are filed in your practice's OneDrive.

FYI Creates an Email with a Link to the Documents.

An email to the client is created as notification of the send and this includes a link to each document that was attached. If you have selected "Draft in FYI" or "Draft in Outlook", you can preview the email and make any changes to the text and then send this to the client.

In FYI, the Email is filed with the relevant document(s) attachment(s).

Client Receives the Email

The client receives the email. The email includes a secure link to each of the documents that were sent. The recipient of the email is the only person who can open this link. If the email has been sent to more than one recipient, all recipients are able to open the document via the link.

Client Requests Verification Code to Access the Sent Documents

From the opened email, the client clicks on the link to the document. A message displays prompting the client to verify or enter the email address to send the verification code to.

Verification Code is Emailed to the Client

When the client clicks Send Code, the verification code is emailed to the client's email address.

Client Enters Verification Code and Accesses the Sent Documents

The client enters the verification code that has been sent for the specific document and clicks Verify. 

By checkmarking Keep me signed in the client will not need to use a verification code to access documents in the future.

Document is Displayed

The document is displayed directly from your practice's OneDrive account. The client can only access the specific document and the access is given to that specific user only.

Sending a Document via OneDrive to a Guest

Documents can be sent via OneDrive to a guest.  Sending a link to an Outlook account which is from a different organisation asks for the passcode the first time. Sending the email with the link a second time gives direct access to the link. It only asks for the passcode the first time.

Note: Sending a link to internal users sends it as a direct link and opens the documents without a passcode.

Sending a Document as Co-edit with Client

You can share Word, Excel or PowerPoint documents with your client as Co-edit with Client. This gives the client edit access to the document and also allows team members to work on the document at the same time. Refer to Overview - Co-edit with Client and Co-edit with Client.