Sending a File Using Share Safe

If you email files using Share Safe, the files are not attached to the email. Instead they are uploaded to your firm's Share Safe storage location. The file recipient receives two emails from you. The first email notifies the recipient that files have been shared, and lists the files by name. The second email contains instructions for accessing the files using 2-step verification.

Note: It is not recommended to use email groups when sending with Share Safe.

Send a file that is stored in Document.

1. In Outlook®, create a new email.
2. Enter the recipient email address, subject, and body of the email as usual.
3. Click the CCH Axcesstab on the ribbon.
4. Click Attach Document Files with Share Safe.

Note: When you click this button, instructions for accessing the sent files are added to the top of the message.

5. Locate and select the files to attach.
   1. Select the entity type for the file. If you select Firm or Recent Entities as the entity type, continue with step c. Otherwise, continue with step b.
   2. Enter the entity name or ID for the file you want to attach. As you type, the system displays a list of entities that are possible matches. Select the correct entity in the list. The Document folder structure for the entity displays in the bottom-left section of the window, while a list of all the files for the selected entity displays on the right.

      Note: Click the Refresh button to check for entities that have been added since the Attach Document Files window was opened.

   3. Expand the entity tree and select the folder for the file you want to attach to the email.
   4. In the grid on the right, select the check box next to the file you want to attach.
   5. Click Attach Selected.

      Notes: 

      • If the sensitivity level of the file is set to Prompt, you must confirm that you want to attach the documents before the files are added to the email.
      • If the file is checked out, the most recent version of the file that was checked in is attached.
6. Click Send.
7. Select to use email address or phone number for the way the recipient receives the 2-step verification code needed to download the files.

   Warning: Phone number is the more secure option.

8. Click OK.

Send a file that is not stored in Document.

1. In Outlook®, create a new email.
2. Enter the recipient email address, subject, and body of the email as usual.
3. Click the CCH Axcesstab on the ribbon.
4. Click the Insert Attachment button on the Outlook® Insert ribbon, and then select the files to attach. You can also drag files from Windows Explorer or your desktop and drop them on the email.
5. Click Send a File Options on the CCH Axcess ribbon.
6. Select options on the Send a File window as needed.
7. Click Send.
8. Select to use email address or phone number for the way the recipient receives the 2-step verification code needed to download the files.

   Warning: Phone number is the more secure option.

9. Click OK.

Expiring a Sent File

If you send a file in error, such as accidentally sharing the wrong client's file, you can expire (cancel) that file transfer so that the user will no longer be able to receive and download the file.

The Share Safe tab in Document Central lists the files that you have sent using Share Safe. To expire one or more of these file transfers, select this tab and do the following:

1. Locate your sent files in the grid under Active files sent by me.
2. Select all files to be expired (up to 100 files).
3. Click the Expire File button above the grid, or right-click the selected files and select Expire File from the context menu. The Share Safe Expire File dialog displays.
4. Click Yes.