Our Secure File Link feature enables you to send files up to 2,000MB in size, to anyone.
This tutorial will show you how to upload files to our Secure Cloud to send encrypted links, so your recipient may download the file securely.
Secure File Link only protects the file that is being linked to. It does not protect the contents you add in the rest of the email, whether in the subject, body, or included as an attachment.
Step 1: Click on the Secure File Link Storage icon in the top navigation bar
Step 2: Click Upload
Select a file from your computer
Step 3. Click on the newly uploaded file
Step 4: File Protection Options:
A) You can rename the file here, do not delete the file extension (e.g. .pdf)
B) Toggle right to Enable Public Access to generate an encrypted link
C) Set a Expiration Date so the recipient has a limited time to download the file. Per HIPAA Compliance, you should always set an expiration date on this link. If you don't want the link to expire, select None, but you must set a password in the next step.
D) You can also optionally password protect the link by entering a password here for an extra layer of security. Per HIPAA Compliance, It is not required to set a password if you already set an expiration date. If you did not set an expiration date, then you must protect this file with a password.
- For security purposes, we do not recommend that you include the password in the same email, give them the password via a phone call or text message.
- You can set the password as something personally identifiable to them, like their phone number, zip code, the numbers in their address, etc. and include a password hint in the email. For example, you can set the password as the patient's last 4 digits of their social security number, then write in the email that their password is the last four of their social security number.
Click Save
Step 5: Compose a new message and insert the Secure File Link
After you type your message, position your cursor to where you want to insert the link.
Step 6: Click on the Actions menu and select Secure File Link
Step 7: Click on the Secure File Link Storage icon to access your stored files
Step 8: Choose your file and click Link
Newly added files will be at the bottom of the list, it is not in alphabetical order.
Step 9: Your clickable Secure File Link has been inserted to the message (please note: the link will be the file name).
You may insert as many secure file links in an email message as you like.
Once you are finished composing your email message, click Send
Important
- The recipient will click on the link from your email and download the file immediately.
- The password page will only appear if you set a password on that link.
- If you set an expiration date on the link, it will stop working after it has expired. You can go back into the stored file settings to extend the date.
- Make sure the recipient has downloaded the file before you delete it from your Secure File Link Storage. If you delete the file, it will no longer be accessible.
- Keep in mind, both your email messages and the files you upload to Secure File Link Storage count towards the total available storage space on your address.
- You may delete your uploaded files from Secure File Link Storage any time to make room for more files in the future.