Complete Send Documents Workflow

Master the FileSeal Send Documents feature to securely deliver confidential files to clients with one-time download protection and zero-trust encryption.

Send Workflow Overview

The Send Documents workflow provides the reverse of request functionality:

• You upload encrypted documents to send
• Client receives secure one-time download link
• Zero-trust security throughout the process
• Automatic cleanup after download

When to Use Send Documents

Ideal Use Cases

• Delivering completed legal documents
• Sending financial reports or analysis
• Providing mortgage or loan decisions
• Sharing sensitive personal information
• Transmitting confidential agreements

Professional Scenarios

• Solicitors: Sending completed contracts, wills, property documents
• Accountants: Delivering tax returns, financial statements
• Mortgage Brokers: Providing loan decisions, terms documents
• Financial Advisors: Sharing portfolio reports, investment documents
• Insurance Brokers: Sending policy documents, claims results

Stage 1: Document Preparation

Before You Begin

1. Document Review: Ensure files are final and correct
2. Client Verification: Confirm recipient email address
3. Sensitivity Check: Appropriate for one-time download
4. Compliance Review: Meets professional obligations

Supported File Types

• PDF documents (recommended for security)
• Microsoft Office files (.docx, .xlsx, .pptx)
• Images (.jpg, .png) with size limits
• Multiple files supported in single send

Stage 2: Send Creation Process

Opening Send Documents

1. Navigate to dashboard
2. Look for "Send Documents" button/option
3. Send documents modal opens

Configuration Required

• Client Name: Recipient identification
• Client Email: Secure delivery address
• Document Description: What you're sending
• File Upload: Select documents to send
• Expiry Timeframe: Download deadline

Professional Messaging

Customise the delivery message: "Hello [Client Name],

Your documents are ready for secure download. These files contain sensitive information and are protected with one-time download security.

Please download within [timeframe] as the link will expire for security.

[Your professional signature]"

Stage 3: Document Encryption

FileSeal Encryption Process

1. File Selection: Choose documents to send
2. Client-Side Encryption: Files encrypted in your browser
3. Secure Upload: Encrypted versions transmitted
4. Zero-Trust Storage: Server never sees unencrypted files

Security Features

• AES-256-GCM encryption standard
• Client-side encryption before transmission
• Unique encryption keys per send
• Automatic malware scanning
• File integrity verification

Stage 4: Client Notification

Professional Email Delivery

• Immediate email sent to client
• Professional sender identification
• Clear download instructions
• Security explanation included
• Expiry deadline clearly stated

Email Content Structure

Subject: Secure Document Delivery - [Your Name/Firm]

Hello [Client Name],

Your documents are ready for secure download from FileSeal:

Documents included:

• [Document descriptions]

[SECURE DOWNLOAD LINK]

Important Security Information:

• This link works only once for security
• Download expires in [timeframe]
• Files are encrypted until you download them

If you have any questions about these documents, please contact me directly.

Best regards, [Your Professional Details]

Stage 5: Client Download Experience

What Your Client Sees

1. Professional Email: Secure download notification
2. Security Explanation: FileSeal protection details
3. One-Click Download: Simple secure access
4. Automatic Decryption: Files restored on client device
5. Download Confirmation: Success notification

Client Security Benefits

• No registration or account required
• Files decrypt directly in their browser
• Original document quality maintained
• Immediate secure link deactivation
• No residual encrypted data

Stage 6: Delivery Confirmation

Professional Dashboard Updates

• Send status changes to "Downloaded"
• Delivery confirmation timestamp
• Client download logged
• Secure cleanup completed

Follow-up Actions

• Confirm receipt with client if required
• Archive send details for records
• Update client files appropriately
• Process any resulting actions

Advanced Send Features

Multiple File Sending

• Upload multiple documents in one send
• All files encrypted individually
• Client receives all files in single download
• ZIP format for multiple files

Expiry Management

• Flexible timeframes (24 hours to 7 days)
• Automatic expiry notifications
• Professional deadline planning
• Renewal options if needed

Send Cancellation

• Cancel sends before client downloads
• Immediate link deactivation
• Client notification of cancellation
• Professional dashboard updated

Best Practices

Document Security

1. Final Documents Only: Send completed, reviewed files
2. Appropriate Expiry: Match sensitivity to timeframe
3. Client Education: Explain one-time download security
4. Professional Communication: Clear, professional messaging

Efficiency Tips

• Batch similar documents for efficiency
• Use descriptive document names
• Plan delivery timing for client availability
• Follow up on important deliveries

Compliance Considerations

• Maintain delivery audit trails
• Follow professional data handling rules
• Consider regulatory requirements
• Document client consent if required

Troubleshooting Common Issues

Client Cannot Access Link

• Verify email address accuracy
• Check spam/junk folders
• Confirm link hasn't expired
• Resend if technical issues occur

Download Problems

• Guide client through process
• Ensure modern browser usage
• Check internet connection stability
• Provide technical support contact

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Next Steps: Learn about File Management Best Practices or explore Security Features.