Articles on: File Storage

How to Attach Files from File Storage to Direct Messages

There are a number of reasons why you may choose to send files from File Storage via Direct Message instead of email.

The maximum size of an email that can be sent from WriteUpp is 10MB, meaning if you have a lot of files attached to an email, then it may not get sent. You do not have this limitation with Direct Messages, so if you are attaching large files or a lot of them, then we suggest opting for a DM.

Another advantage to sending files via Direct Message is the extra layer of security it offers, as the recipient of the message receives a code via SMS to access the files (NOTE: you will need text credits available on your site and a mobile number as well as an email recorded for the recipient to send files via Direct Message). .

To send files from File Storage via DM:

Go to Create -> Message

Open the Direct Message tab

Click the Send Direct Message button

The Direct Messages modal will open. Select the recipient, or enter contact details for the client if none are recorded already

Add a message to accompany the files in the text field and select an expiry period from the dropdown

Then click the Attachments button at the bottom of the modal:

If you are sending a client note, document, assessment or invoice via Direct Message, then this will already be ticked in the Select Attachments modal. There will also be a '1' in brackets in the Attachments button, to show that the document you wish to send is already attached. You can then add more files from File Storage to the message using the 'Attachments' button.

The ‘Select Attachments’ modal will open. You will see a list of all the files you have uploaded to the File Storage area. Tick the files you wish to attach to the DM. You can use the search bar at the top to search for specific files (NOTE: the file Description Is displayed here and NOT the file Name)

If you untick the ‘Show my files only’ checkbox, then you will be able to see and select all files from File Storage, including those uploaded by other users on your site.

Press Confirm in the modal when you have ticked all the files you wish to add

You will be taken back to the 'Direct Messages' modal. You will notice in the 'Attachments' button that there is now a number in brackets. This number represents how many attachments you have added to the DM. Click this button again if you want to manage what files you have selected.

When you are happy, press Send

The recipient will then receive an email with a link in it to access the files. When they click the link, they will be taken to the Portal, where they will need to enter the access code sent via SMS to view the message and attached files.

You can view the DM from the Messages tab of the Patient Summary. Here, you can see if the recipient has opened the message, view details of the message including which attachments were sent and resend the access code, if required.

Updated on: 24/01/2024

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