Send files from your shopping cart to your external partners and colleagues who are not registered as users in the 4ALLPORTAL. You can write a message using the editor and send this to the individuals via email. The email will include a link, via which the recipients can download the files as a download package. You can determine the file formats by selecting download profiles.


Note: At the point of sending the email, a snapshot of the files will be created and packaged into a download package (ZIP file). The file data status will correspond to the sending time. If you wish the recipients to receive updates of the shared files, you can send them an eTicket with live updates instead. 


  1. Select files in the Files module in the main view, detail view, or detail view of an existing collection.


  2. Click the “Add to shopping cart” icon in the toolbox to add the files to your shopping cart.



  3. Click the “Shopping Cart” icon to open your shopping cart.

  4. The system has already automatically assigned a download profile to the files. If no customized profile has been set for your organization, then the default profile will be set to “Original”. With this profile, the files will be downloaded unchanged.

  5. Choose the appropriate download profile(s) so that the files will be converted to the desired format(s) for the download package.
    Items 4, 8, and 9 in chapter Download - Download Selected Files via Shopping Cart contain explanations about the available selection options.

  6. Select any files that you want to send as a download package.

  7. A click on icon “Share selection by download package” will start the editor for creating a message to the recipient.



  8. Alternatively, you can share the entire contents of your shopping basket instead of selecting individual files. If you want to do that instead, cancel your selection (click on “x”) and click on the “Share by download package” icon to start the editor.



  9. Required: Enter one or more email addresses or contact names from the Contacts module in field “Recipients”.
    Note: Entering contact names without a valid email address is possible. By sending the download package, a validation check will notify if an email address is missing. Entries from the “Users” module cannot be entered as recipients.

  10. Required: In field “Valid until”, enter an expiry date for the download package. 
    Note: After this date (at midnight), the recipient will no longer be able to download the files. The download package can be sent again using module filetransfer.

  11. Other required fields already have default settings, which you can change if desired.

  12. In field “ZIP download name”, you can enter a freely selectable file name for the download package if you wish.

  13. Use the text editor to edit the message to meet your needs, or select from other template versions or text blocks.

  14. Click the “Send download package” button to send the download package.


Note: There is a limit when sending high data volumes. We recommend splitting larger data volumes into manageable download packages of approx. 150 files or approx. 1.5 GB in data volume.  This volume corresponds to approx. 150 files of an average 8-12 MB per file.


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1. Download package Input Fields and Settings

You can use the input fields to customize the download package for delivery and determine the settings.


Required: Recipients

Enter one or more recipients as email addresses or contact names from the contact database. If you enter an email address that is not yet in the system, a new entry will automatically be created in the Contacts module.
Note: Entering contact names without a valid email address is possible. By sending the download package, a validation check will notify if an email address is missing. Entries from the “Users” module cannot be entered as recipients.


Subject

Enter a subject. This will be displayed to the recipient in the subject line of the email.


Required: Validity

Select a period of validity for the download package. When the period of validity ends, the recipient can no longer use the link to download the files.
Note: After this date (at midnight), the recipient will no longer be able to download the files. The download package can be sent again using module filetransfer.


Language

Select a language for the download package. You can select a different language for the download package than the one you have set for your use of 4ALLPORTAL. The standard languages are German and English. Other languages may be available depending on customer-specific language packages.


ZIP Download Name

You can change the name for the ZIP file to be downloaded at will by entering a name in the “ZIP Download Name” field. The system default is “4APDownload.zip”. The system will remember the name for all further downloads. If you delete the name from the field, a role-based file name or the system default name will be used.


Note: The download will only be offered in ZIP format if you are downloading two or more files. The default name may also have been customized for your organization and may differ from the example shown here.


Copy to sender

Select whether you, as a user, would like to receive a copy of the download package via email.


2. Editor Functions

The editor functions allow you to edit the contents of a download package like you would in an email program. There are various fonts and font sizes, formatting options, and colors available.


3. Templates

Click the “Templates” icon to view the available templates.


Note: The top screenshot shows the default 4ALLPORTAL template. Your organization may also offer customized templates not shown here.


4. Text Blocks

Click the “Text blocks” button to select from the available text blocks. Text blocks are placeholders that the system automatically fills in when you send a download package. In a case similar to the example, the recipient would see an actual expiry date in format mm/dd/yyyy.



  1. In the text editor, set your cursor to the desired position in the text, such as the end of the second paragraph.

  2. Select a text block. For example: “File size in MB”.

  3. The text block will be inserted as a “placeholder”. You can format or delete the placeholder like normal text.



  4. The system will automatically fill in the placeholder when the download package is sent. That means the recipient will, for instance, see the volume of data to be downloaded in megabytes.


Note: Your organization may have created customized additional text blocks.


5. Text Editor

The text editor allows you to edit the editable sections of the download package message. The representation in the text editor is generally the same as the representation of the email as seen by the recipient.


Click an editable section to edit its contents, as shown in this example: