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Question

Best Practice in Linking Non-Licensed Users to Documents

Updated June 21, 2017
asked on June 20, 2017

We're currently planning our LF implementation (for working and archived files). We're going department by department; however, we're running into the issue that if staff are sending links, only licensed users have access.

Is there any best practices out there to help with this? 

One solution is to send the weblink URL, but that adds so much extra work, training, etc... there must be something better.

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Answer

SELECTED ANSWER
replied on June 21, 2017

You probably can't expect your staff to know who is licensed and who isn't, so they need to know how to send a link that will work either way.

I can think of three options:

  1. Train to use weblink
  2. Train to export/email a pdf
  3. Design a workflow to handle sending the document

 

We use option 3.  The user picks a name from a dynamic field "Send To."  Workflow looks up the name from the dynamic field database and appropriately sends an email or fax with a LF link, a weblink url, or an embedded image.

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replied on June 21, 2017

With option three, since it's a field, does that mean you can only send one document at a time?

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replied on June 21, 2017

I guess, to me, it would just makes sense for the third option to be something built into the system - that way you can send multiple documents.

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replied on June 21, 2017

You could search or highlight multiple documents, click the "View Metadata" button, and do the same activity for any number of highlighted documents.  That would almost certainly be too complicated for end users...

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