How to Send Securely to Externals

How to Send Securely to Externals


How to Send Securely to Externals

  1. In the Data Room where the item resides, in the Folder tab, find the item.
  2. Move the mouse over the item’s row and click Details to the right of the item's name. 

The Details view is displayed. 


Note: Details can also be brought up if you click anywhere in the item’s row and not the name of the item.

  1. Select the option Send Securely. 

The Send "[Name]" Securely dialog window is displayed.


  1. Specify this information: 
  • From the Security Level drop-down list, select which recipients may receive the document and which document format is used. Select at least:
  • High (Externals with one-time PIN via e-mail): Recipients must authenticate themselves in the Data Room with a one-time PIN, which they are sent in a separate e-mail. Every download is logged with the e-mail address of the download recipient in the item history. 

Note: If you don’t see all the options listed above, please contact you Data Room Administrator for these options are set at their level.


The drop-down list Document Format is displayed when sending the document on any other security level other than Maximum. Here, you define the format in which recipients who are not part of the Data Room may download the document to view it. The following options are available: 
  • Original Format: The current version of the document is displayed in its original format.
  • Brainmark Format: The current version of the document is displayed in Brainmark format.

Note: Sending format to externals can be set by Security Categories. Document Format for Data Room members is determined by their privileges.


Private message (visible only to sender and recipients): Enable this option if you do not want the message sent to be visible to other Data Room members. The send operation will still be visible in the item history, but not the message text. Please note that this option is only visible, if your Data Room Manager has enabled it. Warning: While the message may not be visible, the item being sent will be.

Recipients: Select a person to send the document to. To select a recipient, enter the first letters of their email address in the Recipients field and once fully types click their name that appears in the drop-down list. Alternatively, you can click  and select an owner in the Browse & Select dialog. If the recipient is an external you have never sent to before, you will have to type out their full email. Tip: After entering the email address hover over the email address and the row will highlight itself revealing two options. One is to remove the email from the message you wish to send. The other is a CC option. Click the CC option that is displayed to send the message as if they were being CC’ed in an email.  Click CC again to switch the email back to the primary sender list.

Send myself a copy: Enable this option if you want to receive a copy of the email.

Subject: The name of the item being sent is entered here by default. Overwrite this default text if applicable. 

Message: Enter a message to send with the item (maximum 3,000 characters).

Link Valid Until: This option is displayed if you are sending the document to externals. The document can be downloaded until the selected date, by default it is set to one month, which is the maximum amount of time before the link is no longer valid.

Remind Me On: You receive a notification by email, if one or more recipients have not yet downloaded the item by the selected reminder date. 

  1. Click Send. 

The link to the document is sent by email. You see a confirmation in the Messages pop-up window at the bottom of the Data Room window. 


Looking for links within our online help guide?

Send Documents Securely


If you are looking for information on using the Connector to Send Securely to Externals please email support@regdox.com for our Connector guide.

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