What is Quick Documents Email?

Quick Documents Email is a feature within our Document Management System (DMS) that lets you send, track, and manage documents directly through your email platform. No switching apps, no complicated workflows—just a straightforward way to share and collaborate on documents with ease.
Quick Documents Email integrates directly with Gmail and Outlook, allowing your team to share contracts, policies, and approvals in just a few clicks. With built-in tracking and reminders, you’ll never miss a signature or delay a decision again.

Key Benefits for Your Organization

  • Centralized Sharing: Keep everything streamlined by managing document sharing and email communication in one place.
  • Faster Approvals: With tracking and automated reminders, ensure timely responses and signatures.
  • Scalable for Teams: Whether sharing one file or thousands, our solution works effortlessly across departments.
  • Security First: Protect sensitive files with secure sharing options and detailed audit trails.

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For example : Sharing a Financial Report with a Colleague

Scenario: A financial analyst needs to share a confidential quarterly report with their team leader.

Steps for Secure Sharing:

Platform: Use a secure file-sharing platform like Docupile or Google Drive.

File Protection: Encrypt the report file before uploading (optional for added security).

Link Security:

Generate a sharing link with view-only access.

Add a password to the link and set it to expire in 7 days.

Access Controls:

Restrict access to the leader’s email address.

Enable multi-factor authentication (MFA) for both parties.

Communication: Share the link and password via two separate channels (e.g., email for the link, SMS for the password)

  • Benefit: The report remains confidential, and unauthorized access is prevented.

How It Works

Why sharing documents through email is still important and useful?

  • Wide Accessibility
  • Almost everyone has an email address, making it a universal way to share documents.
  • Convenient for Recipients
  • People can easily receive and open documents directly in their inbox without needing to log in to a separate platform.
  • Familiarity
  • Email is a tool most people are comfortable with, so there’s no learning curve for recipients.
  • Fast Communication
  • Emails are instant, ensuring documents reach the recipient quickly.
  • Record Keeping
  • Email provides a clear record of when and to whom a document was shared, making it easy to track communication.
  • Integrated Workflows

  • Emails can be securely shared from with the document management system, keeping the flow of work straightforward.

Frequently Asked Questions (FAQs)

In Docupile both the options are available and intuitive to use. For more information Schedule a demo to see the solution we offer.

You give access to know and interact, but not own. When you send a secure link, the recipient can interact(as in comment or sign), but cannot download or edit the pdf. This is necessary in certain cases for security.

No, we provide tools to store, access and share documents. We do not read your emails, even if they are created through our software/platform.

Yes! You can definitely, annotate and share the document from Docupile itself. Give us a chance to show you how easy it is.

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