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Working with OneDrive for Email Attachments

Once the OneDrive integration is set up, it allows for efficient management of large email attachments through embedded links and ensures secure and optimized file sharing.

To share files via OneDrive, a link must be created and embedded in the email.

  1. Start in a Business Central record with an available Document Dispatch FactBox.
  2. Use the Send dialog in the FactBox.
  3. Add the desired documents or attachments to the email.
  4. Click on the three dots in the email dialog and perform the action Create OneDrive Link.
  5. In the dialog that opens, copy the generated link using the Copy Link option.
  6. Click again on the three dots in the email dialog and insert the link using the action Add OneDrive Link in the email.
  7. A confirmation will indicate the successful integration of the link.

After the final confirmation of the sending process, the OneDrive link will be inserted into the email content.

Info

This feature is only available in a SaaS environment and for the email dialog sending.

To simplify document sharing, a OneDrive link can be created directly from the dialog sending. There is the option to set the link with editing or view-only permissions. Additionally, an expiration date can be defined, and a password can be set if needed.

Follow these steps to add permissions to a OneDrive link:

  1. Start in a Business Central record with an available Document Dispatch FactBox.
  2. Execute the dialog sending via the Document Dispatch FactBox.
  3. In the Document Dispatch – Attachments area, add the desired attachments.
  4. Click on the three dots in the email dialog sending window and perform the action Create OneDrive Link.
  5. In the drop-down menu, add a user, group, or email address with whom the documents should be shared.
  6. Using the pencil icon, specify whether the documents can be edited or only viewed.
  7. Optionally, a message can be added in the designated message field.
  8. Click on the gear icon next to Copy Link.
  9. Choose for whom the created link should be valid:
    • Share with anyone
    • Share with people in the same organization
    • Reshare with people who already have access
    • Share with previously selected people (user, email, or group)
  10. By clicking on Copy Link, the link can be copied and then inserted via the action Add OneDrive Link in the email dialog sending window.
  1. Follow the steps described above.
  2. In the More Settings area, specify whether the documents can be edited or only viewed.
  3. Optionally, an expiration date can be set by selecting Set Expiration Date.
  4. If the link is shared with everyone, a password can also be set to protect the documents.
  5. Click on Apply and then on Copy Link.
  6. By clicking on Copy Link, the link can be copied and then inserted via the action Add OneDrive Link in the email dialog sending window.

Displaying File Information in Emails

In addition to the embedded link, detailed information about the shared files will be displayed below the email content. This includes the file name and file size, ensuring transparency for the recipient.

Example Display in Email:

  • Logo with embedded OneDrive link
  • File A.pdf: 2.4 MB
  • Document B.txt: 1.7 MB

Info

  • If the total size of the email attachments exceeds 20 MB, the attachments must be shared via OneDrive links instead of being directly attached to the email.
  • Once the OneDrive link is created, the link must be regenerated if new files are added to the email to include the updated attachments.

By following these steps, large email attachments can be effectively managed and securely shared through the OneDrive integration.

See also