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 a PDF of 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.
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 Client and under any other subfolders depending on how your practice has set up the Collaborate feature (for example, the Client's Group Name and then Year).
Note: Send via OneDrive needs to first be set up for your practice by an FYI administrator.
The following is a summary of how you send via OneDrive:
In FYI, select one or more documents
In the Drawer, for the Send via option, select OneDrive
In the Drawer, you can select or change any filing details for the email that will be sent to the Client. Refer to Sending Documents via Email.
The email is sent as usual, only the attachment is sent via OneDrive.
Documents are Saved as PDF and Uploaded to your Practice's OneDrive
If not already PDF, the documents 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 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. You can preview the email and make any changes to the text and send this to the client.
In FYI, the Email is filed with the PDF(s) as 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.
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 request a verification code.
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.
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 a specific user only.