Email a Document or File
How do I email a document or file?
Purpose: To show you how to email documents and files to people outside of BambooHR. When emailing a file, the recipient(s) will see a file attachment in the email that they can access within their email.
Email a document from the Documents tab
To email a document, navigate to an employee's Documents tab. Hover over the applicable document, click the three dots, and select Email Attachment... or Email Secure Link...
Once you click Email Attachment..., a pop-up box will appear for you to fill in the following information:
- Send To: Add the recipient(s). If a recipient is an employee in BambooHR, you can type their name to select them from the employee list. If a recipient is not an employee in BambooHR, you will need to type their email address.
- Subject: The subject auto-populates, but you can customize it if needed.
- Message: Add an optional custom message for the recipient(s).
Once you finish customizing the email, click Send, and the email immediately sends to the recipient(s).
Hover over the applicable document, click the action menu, and select Email Secure Link...
A pop-up box will appear for you to fill in the following information:
- Send To: Add the recipient(s). If a recipient is an employee in BambooHR, you can type their name to select them from the employee list. If a recipient is not an employee in BambooHR, you will need to type their email address.
- Subject: Add a custom subject.
- Message: Add an optional custom message for the recipient(s).
- Include your name and email in signature: Check the box if you would like to include your name and email address in the email's signature. If you do not want it to show that the email came from you, uncheck the box.
- Link Expiration Date: Select a date when the file download link will no longer be active. You cannot reactivate a link once it expires. Be sure to give the recipient enough time to see the email and download the document. (Although you can re-send the file with a new secure download link.)
- Only allow this file to be downloaded once: Check the box if you would like the recipient(s) to download the document only once, then the link will no longer work.
Once you finish customizing the email, click Send, and the email immediately sends to the recipient(s).
Email notification of a shared document
The recipient(s) will receive an email notification from [email protected] with a link to view the secure file.
Clicking View Secure File, the recipient(s) will see a pop-up box to download the document.
Manage secure download links
Once you email a secure link, you will see a paperclip icon next to the document. Click this icon to manage your download links.
You can see when you send a link and when the link will expire. Additionally, you can see the number of downloads and the recipient(s). If you need to disable the link, click the Disable Link icon. For a disabled link, the recipient(s) will see a screen (see below) that says the file is no longer available when trying to view the secure link.
How do I email a file?
You can email a file in the same way you email a document. However, you need to go to the Files tab and enter the action menu of a file. Click Email Attachment... or Email Secure Link... The rest of the process will be the same as outlined above for emailing a document.