For security reasons, we recommend that you use a dedicated file exchange application such as Portal or CCH® File Share to share files electronically. For firms that must send files through email, Document provides the following features to ensure the files are sent securely.
Sensitivity levels. Your firm can prevent highly sensitive files from being attached to emails with the forced confirmation of file attachments feature. When enabled, this feature requires that you assign a sensitivity level to a file when you upload it to Document. If a staff member later tries to email the file, Document will verify that the firm permits files of that sensitivity level to be sent via email.
Email encryption keys. If the encryption key feature is enabled, Document encrypts files attached to emails. The email recipient will receive two emails: one with the file attached, and a second that includes an encryption key. The recipient must enter the encryption key to open the attached file.
Document provides several methods for sending files via email. Each method has its advantages and disadvantages. Before deciding which method to use, we recommend reviewing the information in the table below. Consider both the security of the method and the ease of use for both the sender and the recipient before selecting a method.
Method
Encryption key required?
Sensitivity level checked?
Email captured in Outlook?
Email captured in file history?
Other Notes
Attach a file to an email created with Document's internal email client
Yes
Yes
No
Yes
The email sender is the system administrator, listed at a do not reply email address.
The recipient must use 7Zip or similar software to decompress the file.
Email a hyperlink to a file with Document's internal email client
N/A - File remains in Document.
Recipient must enter valid CCH Axcess credentials to access file.
This method can only be used to send links to people with valid CCH Axcess credentials.
The recipient must have appropriate permissions to access the file.
The email sender is the system administrator, listed at a do not reply email address.
Attach a file using the plug-in to Microsoft® Outlook®
Yes
Yes
Yes
Yes
The Microsoft Outlook plug-in must be enabled by the administrator and installed by the sender.
The recipient must use 7Zip or similar software to decompress the file.
Send a hyperlink to file with Share Safe
Yes
No
Yes
Yes, but displays as a download, not as an email
The Microsoft Outlook plug-in must be enabled by the administrator and installed by the sender.
The email must be created in Microsoft Outlook.
Attach a file dragged from Document to email client
No
No
Yes
Yes, but displays as a download, not as an email
Files sent this way are not encrypted.
File sensitivity levels are not respected using this method.
Which method should I use to send files via email