If you wish to share a selection of documents to your client or to your partners/service providers then you may use the External Folder option within CompleteEmpire.
Essentially this enables you to curate a dedicated folder on the DMS and share a unique access URL that is secured with a unique access code.
Set up your Folders
Adding a new folder for the purpose of sharing with your clients/service providers needs a subscriber account with access to the Lookups under the System module in the Main Menu. If you do not have access please refer to your System Administrator.
Please refer to the following documents to add folders to the DMS and to add documents to the folder
Enabling External Folder Access
Once the shareable folder has been created you can proceed to the following steps. You will need access right to {System}>{Lookups}.
Locate the DMS section and note the additional tool buttons associated with the relevant folders to be shared.
- Go to System > Lookups > DMS > Folders > and select the folder to share
- Note the Download icon is red within the [External Download Setup - Status Disabled] button.
- Click [External Download Setup - Status Disabled] top open a new window.
- Code - secure access code to be sent independently to your client.
- Message body that details actions customise to your needs.
- Enter an Expiry Date if necessary.
- Use to remove access and disable the link.
- click [Save} to close the window and save settings
BE ALERT - Note that ALL documents REGARDLESS of the settings for client access/visibility of individual documents will be VISIBLE within the current folder AND its sub-folder(s).
Note the change in the status of the button icon- green indicates that external access has been enabled.
Notify your client
- Select External Download Link to open a new window.
- Use the [Copy To Clipboard] button to copy URL and paste into your contact log or email to the client.
- Remember to send to your client the Access code. Ideally via a separate method of communications.
Client Access
When the recipient of the folder URL they will be required to enter the access code.
- Client enters their Access Code.
- Client can then select to download all or some of the files in the folder.
- Note the change to a green download icon within the DMS folder document list. Indicating that the client has accessed and downloaded the documents.
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