Do you know not to send attachments in emails?
  v22.0 Posted at 23/09/2019 3:33 PM by Matt Goldman

​I​​t's better to use links to a portal or document store instead of having attachments in your emails.

If you're sending to a fellow employee, use a link to a document store on your intranet (e.g. intranet.northwind.com/SharedDocuments)

If you're sending to a client, it would be a link to a document store on their project portal. (e.g. projects.northwind.com/SharedDocuments)

Forward client attachments
Figure: Bad example - Don't send attachments by mail
Figure: Bad example - Don't use location / filename in the link (URL)

Tip: If you're using SharePoint, then an even better way to do this is to use a tool like OnePlaceMail to insert a link from SharePoint

Figure: Good Example - Use OnePlaceMail to send a link to a document in SharePoint

Using the Document ID Feature in SharePoint will help minimise broken links under the following scenarios:

  1. Company Restructures / SharePoint restructures
  2. Records Management – when items are moved to the Record Centre
Figure: Good Example - The use of the SharePoint Document ID as part of the link (URL) formation

If you are using a shared DropBox, then put in a reference like so:

​​I've moved the file to our DropBox at:​
​SSW_Designers/Project – FireBootCamp/Admin/FireBootCamp-USA-Ultra-Advert.pptx

Related Rule

Related rules

    Do you feel this rule needs an update?

    If you want to be notified when this rule is updated, please enter your email address: