As part of your engagement with clients, there are documents, forms or other files you may need to request from other agencies on their behalf.
When receiving files electronically, security is an important concern.
The secure file transfer functionality allows you to send or request a file from a contact from within the database. The interaction and the file are then linked to the contact record.
Please review the following video in conjunction with the instructions below.
Step 1. Log into your CRM database (refer to Logging On for further information).
Step 2. Select Contacts from the top menu
Step 3. Find the Contact you want to send a file to.
Check that the Contact has a valid email address.
Step 4. Scroll to the Secure File Transfer sub-panel
Step 5. Click Create
The Secure File Transfer page is displayed
Step 6. Enter a brief summary in the Transfer Subject field.
This will appear in the email sent to the Contact.
Step 7. If required. enter details in the Internal Notes section. This information will not be sent to the Contact.
Step 8. Click the check box next to Send a File and Request a File.
The Send a File Details and Request a File Details sections are displayed.
Step 9. Enter details in the Instructions for Recipient fields
This information will be included in the emails sent to the contact.
Remember to include any actions the contact must take.
e.g. Please download, read and sign the Client Information release form.
Scan a signed copy of the Client Information release form and return it using the provided link by Friday 24th May
Note – Separate emails will be sent to the contact for the file download and the file upload. Ensure you enter instructions in the correct field.
Step 10. Select any Standard Documents.
If your agency has uploaded any Standard documents, you can select them from the Standard Documents to Send list.
Step 11. Click Choose File next the File to Send
A window will appear, providing access to your PC.
Find the file you wish to send and click Open, or double-click on the file.
Tip - If you need to attach more than one file, combine the files into a zip file. You can then attach the zip file.
Step 12. Click Save
The request is saved, and 2 emails are sent to the contact.
- File Transfer – link to the file to download
- File Request – link to upload the completed file
File Download Email
For instructions on downloading the file, please refer to Secure Files Download
File Upload Email
If you click on the Transfer Subject in the Secure File Transfer subpanel, you can view the details of the created transfer
The sent documents appear in the Transferred Document subpanel.
When the contact has received the email, the Transfer status will display ‘Waiting for response’
When the contact has uploaded the document, it will appear in the Transferred Document subpanel and the Transfer Status will display ‘Requested Files Received’.
When the contact has uploaded the document, it will also appear in the Transferred Document subpanel and the assigned user will receive an email advising the file has been received.
For further information, refer to the following articles: