Email Stored Documents to Client Contacts
What's New:
You can now email Stored Documents directly to relevant client contacts with intelligent filtering that automatically shows only contacts associated with the specific client and their organisational hierarchy.
How to Access
Navigate to Client then Stored Documents tab.
Click the 3-dot menu on any stored document row.
Select the new Email to Contacts option.
Smart Contact Filtering
When you click Email to Contacts a multi-select picklist titled Select Recipients appears containing:
Contacts Included:
All contacts added directly to the Client (via Client ; Contacts tab).
All contacts within the Client's Organisational Chart (if the client is part of an org chart accessed via View ; Organisational Chart).
Automatic Filtering Applied:
The picklist only displays contacts that meet ALL of the following criteria:Have a valid Primary Email address.
Belong to a Sector that you are currently logged into.
Are associated with the specific client or its organisational hierarchy.
How It Works
Select Recipients:
Use the checkboxes to select one or more contacts from the filtered list.
The "Select" button is only enabled when at least one contact is selected.
Complete Merge Fields (if required):
If the default email template requires merge fields, the Merge Input field window appears.
Complete the required fields as per existing functionality.
Send Email Window:
The "Send Email" window opens.
In the address field, you'll see the names of all selected contacts as recipients.
In the Attachments tab, the selected Stored Document appears by its template name.
Click "Send Email" to successfully send to all selected contacts.
Benefits
Time Savings: No need to manually look up contact email addresses or navigate between Client and Contact records.
Accuracy: Only contacts with valid email addresses appear, preventing send failures.
Context Awareness: Automatically includes contacts from the client's organisational structure.
Sector Security: Respects your sector access permissions.
Streamlined Workflow: Go from document to email in just a few clicks.
Multi-Recipient Efficiency: Send the same document to multiple relevant contacts simultaneously.
Download All Stored Documents
What's New:
A new Download All button allows you to download all stored documents for an Applicant, Client, or Contact in a single action, with documents packaged into a convenient ZIP file.
New Permissions
To control access to this bulk download capability, three new permissions have been added (configured in Options ; Accounts ; Roles):
Permission to download multiple Applicant Stored Documents.
Permission to download multiple Client Stored Documents.
Permission to download multiple Contact Stored Documents.
These permissions can be added to specific roles to control which user groups have access to the Download All functionality.
Where Available
The Download All button appears on the Stored Documents tab for:
Applicant ; Stored Documents..
Client ; Stored Documents.
Contact ; Stored Documents.
How to Identify the Button
Located on the Stored Templates Documents sublist header (to the left of the + button).
Contains a download icon.
Styled consistently with existing sublist header icons.
Hover tooltip displays Download All Stored Documents.
How It Works
When Stored Documents Exist:
Click the Download All button.
A confirmation modal appears:
'You are about to download [n] Stored Documents. Do you want to continue?'Where [n] is the total count of documents across all pages in the sublist.
Click Yes to proceed (or No to cancel).
Download initiates automatically.
All stored documents are packaged into a ZIP file and downloaded to your device.
ZIP File Naming Convention:
The ZIP file is named using the following format based on record type:
Applicant: [ApplicantNameSurname]StoredDocuments[YYYYMMDD_HHMMSS].zip
Example: JohnSmith_StoredDocuments_20251204_143022.zip.
Client: [ClientName]StoredDocuments[YYYYMMDD_HHMMSS].zip
Example: AcmeCorporation_StoredDocuments_20251204_143022.zip.
Contact: [ContactNameSurname]StoredDocuments[YYYYMMDD_HHMMSS].zip
Example: JaneJones_StoredDocuments_20251204_143022.zip.
Individual File Naming Within ZIP
Each document within the ZIP file contains ‘Template Name’ as File name:
Original file extensions are preserved (.pdf, .docx, .xlsx, etc.).
Duplicate filenames are numbered automatically (e.g., document.pdf, document(1).pdf, document(2).pdf).
Special Character Handling
Special characters in file names are automatically replaced with underscores for compatibility:
Characters replaced: < > : " / \ | ? *
Replacement character: _ (underscore).
Applies to both individual file names within the ZIP and the ZIP file name itself.
Example
Original: 'Contract: Smith/Jones - Final.pdf'.
Becomes: 'Contract_ Smith_Jones - Final.pdf'.
When No Documents Exist:
If the Stored Documents tab contains no documents:
Click Download All.
A message box appears: 'No Stored Documents are available to download'.
Click Ok to dismiss.
Benefits
Massive Time Savings: Download dozens of documents in one click instead of individually.
Organised Downloads: All documents packaged in a single, clearly named ZIP file.
Smart File Naming: Uses descriptions or template names for easy identification.
Duplicate Handling: Automatic numbering prevents file name conflicts.
Cross-Platform Compatibility: Special character replacement ensures files work on all operating systems.
Permission Control: Granular permissions allow organisations to control access to bulk downloads.
Efficient Workflows: Perfect for compliance audits, client handovers, or archiving purposes.
Getting Started
To Email Stored Documents to Contacts
Navigate to Client ; Stored Documents tab.
Click the 3-dot menu on the document you want to send.
Select Email to Contacts.
Select recipients from the filtered contact list using checkboxes.
Click Select.
Complete any merge fields if required.
Review the Send Email window and click Send Email.
To Download All Stored Documents
Ensure you have the appropriate permission for the record type (Applicant/Client/Contact).
Navigate to the Stored Documents tab.
Click the Download All button on the sublist header.
Confirm the download by clicking Yes in the modal.
The ZIP file downloads automatically to your device.
For System Administrators - Configuring Permissions:
Navigate to Options ; Accounts ; Roles.
Select the role you want to configure.
Add one or more of the following permissions:
Permission to download multiple Applicant Stored Documents.
Permission to download multiple Client Stored Documents.
Permission to download multiple Contact Stored Documents.
Save the role configuration.
Important Notes
Email to Contacts
Only contacts with valid Primary Email addresses appear in the recipient list.
The contact list automatically includes organisational chart contacts for comprehensive distribution.
Sector filtering ensures you only see contacts you have permission to access.
All existing email template and merge field functionality remains unchanged.
Download All
Requires specific permissions per record type (Applicant, Client, Contact).
Downloads all documents across all pages in the sublist.
File name length limits are handled automatically with special character replacement.
ZIP generation is optimised for performance even with large document sets.
File Naming
Duplicate file names are handled automatically with numbering.
Special characters are replaced to ensure cross-platform compatibility.
Original file extensions are always preserved.
Performance
The Download All feature has been optimised to minimize server impact.
Efficient ZIP generation handles large document volumes smoothly.
These Stored Documents improvements deliver significant time savings and workflow efficiency for consultants managing applicant compliance, client documentation, and contact information, supporting faster placement cycles and improved client service delivery.