Any document stored in your practice or on a project can be sent outside the practice. It uses the same links, one-time codes and activity log as sending a drawing: see Sending a drawing to a client or consultant.
Before you start
Sending outside the practice is its own permission, separate from filing a document. If you cannot see the option, ask whoever manages your practice's roles.
Sending
- Open the document from the Documents list, or from the project. The Share link takes you to its page.
- Choose the version and Send, then pick the recipients. People who received an earlier version are ticked already.
- Each recipient is emailed their own link and asked for a code when they open it.
A version is sent once and frozen. If you send it to a second person later, they see exactly what the first did.
Documents linked from Google Drive
A Drive-linked document stores a reference, not the file. When you send it, the file is copied as it is at that moment: Google documents become PDFs, and other files are copied as they are, up to 100 MB. If the file has not changed since the last copy, that copy is reused.
If the Drive file has changed since the last copy, the document's page says so. Send again to give recipients the new content.
What the recipient sees
- A PDF or an image (PNG, JPEG, GIF or WebP) opens in the browser.
- Anything else is a download. This is also the case for SVG files, which are not displayed in the browser.
Afterwards
The document's page lists each version, marked Sent with the date once it has gone to anyone. Below, each sent version has its own section showing who received it. From there you can revoke a link, read and answer comments, and review activity.
A document cannot be deleted after it has been sent, because recipients hold links to it.
What cannot be sent this way
The terms of appointment are sent as part of a fee proposal, not as a document.