Send file links via email

You can send links to files that are stored in the Documents area to anyone, even if they don't have access to Onvio. The email message includes a link that the recipient can click to preview the file (if supported) and download it.

We recommend that you do not send links to files that contain sensitive data unless the security option is enabled. If security is not enabled, documents can be  accessed without a password to log into Onvio. When security is enabled, a password is required to download a document from Onvio.

  1. To send a link to a file, tick the checkbox for the file in Onvio and choose Manage > Send or choose Add > Send Document on the Communications tab.
  2. In the Send Document panel, add the contacts or email addresses in the Recipients field.
  3. Select the recipient's language and specify the date for the link to remain active in the Expiration Date field.

    Note: You can tick the checkbox in the Security Options section to create a password as a requirement for the recipient to receive the document. (We recommend that you verbally notify the recipient of the password.)

  4. Enter the appropriate information in the Email Subject field and Body pane.

    To have the information appear correctly in the file link message, do not modify the variable text for the Sender names and Expiration Period—denoted within square brackets.

  5. Click the Send button.


  • The email link expires after the date that you specify.
  • If the recipient cannot preview a file, they will be provided with the option to download it.
  • To revoke access to files that are sent in an email, select and delete the record in the Communications tab.
  • To resend an email, click the Resend Email link in the Communciations tab.