Sending Links to Documents Stored in SmartVault from Microsoft Outlook
If you have the SmartVault Plug-in for Microsoft Outlook installed on a computer where Microsoft Outlook is installed, you can perform the following actions directly from within Microsoft Outlook:
• Send a message that contains a link to a file or folder along with auto-text that provides some additional information about the link embedded in the message.
The following image shows an example of how the auto-text, the link to the file, and the link to the folder that contains the file in SmartVault displays in the email message.
• Insert a link to a document or folder in SmartVault directly into a message.
The following image shows an example of how the link to a file displays in the email message.
• Upload a file into a folder in SmartVault and insert a link along with auto-text that provides some additional information about the link embedded in the message.
The following image shows an example of how the auto-text and the link to the file and the link to the folder that contains the file display in the email message.
• Upload attachments that are already in an email and replace the attachments with a link to the attachment when you perform one of the following operations:
– When you view an email you have received that contains an attachment
– When you forward an email that contains an attachment.
The following image shows the email with the attachment before the attachment has been securely uploaded to SmartVault:
The following image shows the email after the attachment has been securely uploaded to SmartVault:
For example, assume that Carol Jones, CPA, securely stored the 2011 tax return for Larry’s Landscaping in the SmartVault portal.
Six months later, Carol gets an email from Larry asking her to send him another copy of his 2011 tax return.
Directly from within Microsoft Outlook, Carol clicks on the Send Link icon in the SmartVault area of the Microsoft Outlook Toolbar ribbon.
Carol can then browse to and select the file that she wants to send the link to. This inserts the link directly into the email, and Carol can then send the email with the link in it to Larry.
When Larry clicks on the link, if he is already signed in to the SmartVault portal, the document displays. If he is not already signed in to the SmartVault portal, Larry is taken to the sign in page. After he signs in, the document displays.
To send a link using the SmartVault Plug-in for Microsoft Outlook:
2. Open Microsoft Outlook.
3. Create a new email message or forward or reply to an existing email message.
4. In to To field in Microsoft Outlook, specify who you want to send the email to.
Specifying the email recipients before you click on the Insert Link icon will allow SmartVault to warn you if any email recipients don’t have permissions to the folders or files that you want to send a link to.
5. If you want to send a message with a secure link to a document or folder along with some default text that explains the link is being sent through SmartVault, on the SmartVault area of the Microsoft Outlook Toolbar ribbon, complete the following steps:
a. Click Send Link > Send Message with Links.
b. Browse to and select the file or folder you want to send a link to, and then click OK.
c. If the person you want to send a secure link to has permissions in SmartVault to access the file or folder, SmartVault updates the body of the email with auto-text.
d. If the person you want to send a secure link to does not have permission in SmartVault to access the file or folder, an error message displays.
If you don’t want to give them permissions to the folder, click No.
If you do want to give them permission to the folder, click Yes. SmartVault gives them Read permission to access the folder and displays a confirmation message. Click OK to close the confirmation message.
If you click Yes and the person does not already have a SmartVault user ID, SmartVault invites the user to your SmartVault account as a Guest with Read access and sends the user a sharing notification email. The user must create and activate their SmartVault user ID before they can view the document.
If you click Yes and the person already has a SmartVault user ID, SmartVault asks you to confirm the person’s email address. Review the email address to ensure it is correct, and then click OK.
Note: If you are sending a link to a file, the auto-text in the message includes the name of the file and a link to the file, as well as the name of the folder and a link to the folder the file is stored in.
If you are sending a link to a folder, the auto-text in the message includes the name of the folder and a link to the folder.
6. If you want to insert a secure link to a file or folder into an email, complete the following steps:
a. Place your cursor in the location in the email where you want to insert a link.
b. Click Send Link > Insert Link.
c. Browse to and select the file or folder you want to send a link to, and then click OK.
SmartVault inserts a link to the file or folder into the email.
7. If you want to upload a file and then embed a secure link to the file in an email, complete the following steps:
a. Click Send Link > Upload Files.
b. Browse to and select the file you want to upload, and then click Open.
c. Browse to the folder and select the folder in SmartVault where you want to upload the file, and then click Upload and Insert Link.
d. If the person you want to send a secure link to has permissions in SmartVault to access the file or folder, SmartVault updates the body of the email with auto-text that includes the name of the file you uploaded with a link, as well as the name of the folder where the file is stored with a link.
e. If the person you want to send a secure link to does not have permissions in SmartVault to access the folder, an error message displays.
If you don’t want to give them permissions to the folder, click No.
If you do want to give them permission to the folder, click Yes. SmartVault gives them permission to access the folder and displays a confirmation message. Click OK to close the confirmation message.
If you click Yes and the person does not already have a SmartVault user ID, SmartVault invites the user to your SmartVault account as a Guest with Read access and sends the user a sharing notification email. The user must create and activate their SmartVault user ID before they can view the document.
If you click Yes and the person already has a SmartVault user ID, SmartVault asks you to confirm the person’s email address. Review the email address to ensure it is correct, and then click OK.
SmartVault updates the body of the email with auto-text that includes the name of the file you uploaded with a link, as well as the name of the folder where the file is stored with a link.
8. If you want to upload an attachment already contained in an email into SmartVault and then send a secure link to the attachment, complete the following steps:
a. Open up an email that contains the attachment you want to upload to SmartVault.
b. If the attachment is in an email you have already received, click the Upload Attachments icon. Browse to and select the folder in SmartVault where you want to upload the attachment, and then click Upload Files.
SmartVault displays a confirmation message when the file upload completes. Click OK to close the confirmation dialog box.
c. If the attachment is in an email you are forwarding to another user, click Send Link > Upload Attachments. Browse the folder where you want to upload the attachment, and then click Upload and Insert Link.
If there is an email address in the To field, SmartVault also checks to see if this email address has permissions to the folder in SmartVault.
If the person does not have access to the folder, SmartVault asks you if you want to give them access to the folder.
If you want to give them access to the folder, click Yes.
SmartVault then grants the person access to the folder and displays a confirmation message. Click OK to close the confirmation message.
If you do not want to give them access to the folder, click No.
If you click Yes and the person does not already have a SmartVault user ID, SmartVault invites the user to your SmartVault account as a Guest with Read access and sends the user a sharing notification email. The user must create and activate their SmartVault user ID before they can view the document.
If you click Yes and the person already has a SmartVault user ID, SmartVault asks you to confirm the person’s email address. Review the email address to ensure it is correct, and then click OK.
SmartVault uploads the attachments into the specified folder in SmartVault, removes the attachment from the email, and inserts some auto-text into the email that contains the name of the document with link, as well as the name of the folder the document is stored in along with a link to the folder.
