Share Content / Documents in Scenechronize

Goal: Learn how to share content with others securely Prerequisite: Scenechronize access with project admin level permissions Audience: Project Admin

 

1. Share Content Via Expiring Link (to Project Recipient)

NOTE: Watch a guided tutorial here

Expiring links are the preferred method for sharing documents through Scenechronize. They provide an extra layer of security and are helpful when the content being sent is too large to attach to an email.

NOTE: Only project admins and those with certain permission are able to distribute content via expiring links on Scenechronize

Prior to sharing documents, make sure all project settings have been configured properly, otherwise you will need to restart the link creation process.

• All recipients need to be added under the Manage People tab

• PDF Closed Loop Security settings need to be turned “On”

• Multi-Factor Authentication (MFA) settings need to be selected

1. Locate the file you would like to share

2. To the right of the file name, click the file actions menu

3. Select ‘Send Link’, the popup menu will appear

NOTE: The checkbox to the left of the document name does not need to be selected

4. Click the calendar drop down to select an expiration date for your link

5. Select how long to allow an individual access to the link after they first access the file

6. You may select to restrict access to a single mobile device or IP address

7. Click 'Next'

8. Select individual recipients or an existing distribution list to share the document with

9. Click ‘Next’

 

10.  Enter a subject, message, and signature, then click 'Send Email'

• Active Users who access the email on a mobile phone are taken to the Scenechronize app with no MFA required

• Active Users who access the email on their laptop are taken to the web link and routed directly to the document

  • If user has not logged in recently, MFA may be required

• Recipients Only will be taken to a web link without requesting MFA

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2. Share Content Via Expiring Link (External users)

This option should only be used if you are sharing content with users who cannot access Scenechronize. You can send a link to a file to ANYONE, even someone not invited as a user to the project. These links expire after a selected period to help protect our files.

Note: If sharing PDF files externally, first make sure the files are marked as Closed Loop (Gray shield next to the file name).

1. Hover over the filename and click the DOWN ARROW. Select 'Share Externally...'

2. Next, add the recipient by typing their name and email address and clicking ADD RECIPIENT. You can add multiple people to send to if needed.

Note: these recipients are not added to the project as permanent recipients (if you're going to be sending to them more than once, add them as a recipient in the Admin pages and follow the instructions for 'Share Content Via Expiring Link (to Project Recipient)'.

3. Next, pick your link options. Links must be set to expire at some time (the default is a month from today). You can also limit access to the link for only a short period of time after the link is first opened, limit the link to only be viewed a few times, get notified by email every time the link is used, and/or restrict the link to only be accessed from the first device/IP address the recipient uses.

4. Next, type in the subject and message of the email. You can also set your email signature (it's sticky so you only have to do this once).

5. When ready, click SEND. Once you click 'Send' the link will be sent immediately (so please be doubly sure the email addresses you entered are correct). The recipient will get a link that they can open on their computer or iOS device. They will need to create a Scenechronize account (if they don't have one already) but this does not add them to the project. Upon following the link they will be able to download the selected file (unless it has been marked as Closed Loop in which case they will only be able to view it online).

Note: If the file you are distributing is something that was Converted to PDF you may receive an error if the system cannot properly convert the file before distribution. Ask an admin or the original uploader to replace the file with a pre-converted PDF.

 

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3. Email and Share File Externally 

This option should only be used if you are sharing content with users who cannot access Scenechronize.

1. Locate the file you would like to share

2. To the right of the file name, click the down arrow

3. Click 'Print/Email'

4. If you are sharing a PDF or image file, the Watermark/Distribute PDF File screen will appear

5. Check the ‘Include watermark and PDF protection’ box

6. Under Line 1, select the ‘Recipient’s name’ option

7. Select individual recipients or an existing distribution list to share the document with.

Note: For email distribution, every recipient receives an email with the file attached. Closed-Loop files cannot be emailed as attachments.

8. Click 'Next'

9. Enter a subject, message, and signature, then click 'Send Email'