Secure Email

Overview

This automatic action will send files by email to one or more recipients. Files are accessible through a secure link sent via email.

Rules

• Files can be sent to one or more recipients using email
  • Recipients can be registered users of a certain Willow organisation or external users
    • Warning is shown when the recipient is an external user
  • Recepients may also be picked dynamically from the metadata. User who added file, Approver and Form Data > User and Email types may be used as recipients.
• Email subject and text are set by the person who created the workflow
• Recipients are visible in File History as details of Emailed history item
• There is an option for waiting for all files from the job to be finished before the email is sent (preselected by default)
  • If this option is selected that means that if there are four files in the job, and just one is ready for emailing, that file would not be sent until all 4 files finish previous actions in the workflow (i.e. Approve is before Secure Email action, all four files must be approved first in order to be emailed)
• There is a link to files in the email that recipients receive
• The link leads to the version of the file that existed at the moment of Secure Email action. Changes to the file after the Secure Email action will not apply to the sent version.
• If a recipient is a registered user:
  • Link in the email would lead to the download screen where all files for downloading are listed
  • If a user is not signed in to Willow in the browser which opens the download screen (his default browser), they are asked to log in first
• If a recipient is an external user:
  • Link in the email would lead to the screen that asks him for the file access code, which is sent by another email as soon as they clicked the link
  • File access code is valid for 15 minutes
    • We send the code only on the first "Get Files" email button click
    • Other Get Files clicks will not produce new codes unless the code has expired
  • There is a link for resending the code, at the bottom of the code screen
  • The code can't be resent again within a minute
  • If the code is wrongly entered 10 times, a 15 minute time out is applied
  • After applying the correct file access code, the external user is redirected to the screen with all files for download
• User can download one by one file, or all of them. In case you download all the files, it will pack them into a zip file
• Files sent by email are available for 30 days
  • …even if the file is deleted from Willow