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Send Files and Folders to Other Company Users by Email

Objective

To send files and folders in the Documents tool to other active users in your Company Directory by email. 

Background

You can send files and folders by email to other Procore users at your company using the Documents tool. Your recipients must be active contacts in your Company Directory (see Add a Person to the Company Directory) and they do NOT need to be granted access permission to the company's Documents tool in order to download a copy of the file using the download link in the email message. The download link expires 30 days after the message was sent from Procore. 

Things to Consider

  • Required User Permission:
    • To send files and folders by email from the Company Directory, 'Standard' or 'Admin' on the Documents tool.
      AND
      • If you are a 'Standard' user and the file or folder is marked 'Private' you must have access permission to that file or folder. 
    • To be added as a recipient on an email, the user must have an active user account in the Company Directory. See Add a Person to the Company Directory.
  • Supported Platforms:
    • Procore for Android
    • Procore for iOS
    • Procore Web
  • Additional Information:
    • Keep the following in mind when working with the Company level or Project level Documents tool:

      • The tasks that you can perform are determined by the permission level that you've been granted for each tool. See What are the default permission levels in Procore? You may not always be assigned the same permission level on both your company's and a project's Documents tool. 
      • Access permissions are typically set by your company's Procore Administrator (or another contact at your organization who has been delegated the authority to administer a specific project and/or project tool).
    • Emails sent from Procore's Documents tool are sent from a designated company-specific email address. (e.g. acme_company@apps.procore.com). However, the name of the sender (e.g. John Doe) will match the person who performed the email action in Procore.

Steps

Sending an Email

To send a file or folder by email from the Documents tool:

  1. Navigate to the Documents tool.
    This reveals the Documents page.
  2. In the tree view, navigate to and highlight the desired file or folder.
    This reveals the file or folder details in the center pane. 
  3. Click the Email button.

    email-button.png

    This opens the Forward File or Forward Folder page.
  4. Do the following:

    email a document.png
    • To. Select the desired recipients from this drop-down list. You can choose active users and groups in the Company Directory. See Send Files and Folders to Other Company Users by Email or Add a Distribution Group to the Company Directory.

    • CC. (Optional) Select the desired recipients from this drop-down list. You can choose active users and groups in the Company Directory. See Send Files and Folders to Other Company Users by Email or Add a Distribution Group to the Company Directory.

    • Private. Place a checkmark in this box if you want only recipients and users with 'Admin' permission on the Documents tool to view this email in the file's Email History. 
      Notes:

      • Marking a file or folder as 'Private' does NOT prevent recipients from downloading the file or folder contents using the email's Download link. 
      • Use 'Private' emails for sensitive email correspondence in Procore. This ensures a record of the email is kept, while maintaining your desired privacy settings. 
    • Subject. The system automatically populates the "FW: [File or Folder]: [File or Folder Name]" subject line. The sender can type over this entry with any text as desired. 

    • Attachments. Click Attach File(s) or move a file from your computer or network to the Drag and Drop File(s) area. You can upload a file from your computer of another file that is stored in Procore's Documents tool. 

    • Message. Enter a message for the body of your outgoing email.

  5. Click Send.
    The system sends the email to your designated recipients from the Company Directory. 

Receiving an Email

If you are designated as the recipient of an email, a message with the default subject line, "FW: [File or Folder]: [File or Folder Name]" is delivered to your Inbox (Note: The message sender can change the system's default subject line as desired).

The email contains the following information:

company-documents-email.png
 

  • From. The name of the email sender and the name of the sender's Procore company account. 
  • Date. The date and time the email was sent. 
  • Sent To. The names of the recipient(s) and the name of their Procore company account. (Note: To receive an email, these users must be active contacts in the sender's Company Directory). 
  • CC. The names of the recipient(s) named on the CC field and the name of their Procore company account. (Note: To receive an email, these users must be active contacts in the sender's Company Directory). 
  • Attachments. If the user attached a file to the email, it is listed here. 
  • Document Name. The name of the file or folder sent from the Documents tool. 
  • Download Link. A link to download the ZIP folder containing the sender's file(s) or folder. This link expires 30 days from the sent date. 
  • View Online. A link to log in to Procore and view the email online. Note: You must have access permission to the Documents tool and file/folder to view it online. 

Replying to an Email

When sending files or folders by email from the Documents tool, the system utilizes a communication thread (a.k.a., a special email address) that automatically associates all outgoing correspondence and incoming replies with the file or folder. If you are the recipient of an email, simply use your email's Reply feature to send a response to the message. When you reply to an email, a copy of the message is kept in the Emails area of the details for the corresponding file or folder. 

The illustration below shows you how the communication thread appears in the To box of a reply:
 

communication-thread.png

Viewing and Exporting the Emails Log

For each file and folder that you upload to the Documents tool, the system keeps historical record of when the asset was sent to other users in your Company Directory. It also tracks any replies sent to the file or folder's communication thread. If the sender marked the email correspondence as private, the Emails Log is only visible to recipients and users with 'Admin' on the Documents tool. 

To export the Emails Log for a file or folder:

  1. Navigate to the Documents tool. 
    This reveals the Documents page.
  2. In the tree view, navigate to and highlight the desired file or folder.
    This reveals the selected file or folder's details in the center pane.
  3. Scroll to and expand the Emails area.
    This reveals the email history for the selected file or folder. 
    Note: If you want to initiate a new email communication thread for the selected file or folder click on the email address hyperlink in the BLUE informational banner. 
  4. Choose Export > PDF.

    emails-export-pdf.png

    The system exports the email correspondence for the selected file or folder to the PDF file format. 

 

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