iManage Share Plug-in enables you to send an iManage Work document as a secure link to an external client for review, rather than sending the document as an attachment. The link is uploaded to iManage Share and a URL is generated for a simple, direct, and secure access. The key benefits are:

Saves mailbox space for both the sender and the recipient.
As iManage Share account is not required, the recipient can access and download the document directly from the link.
Both iManage Share and iManage Work maintain an audit history for the link.
Each iManage Share Plug-in user can access all the content sent using the Secure Sent Links in a single folder.
Sending a secure link with the iManage Share Plug-in offers the following document security:
- Password
- Expiration date (for the document link)
- Limit on the number of permitted downloads

You can send a secure link to a document from the following iManage Work locations:

Workspace folder
Document Worklist
Documents that are checked out

You can also create a secure link from an email attachment in Microsoft Outlook using the Smart Attachments function. For more information, see Using Smart Attachments.

To send a secure link to a document from iManage DeskSite and iManage FileSite:

Right-click the selected document(s) and click Secure Sent Links.... (Optional) Click Secure Sent Links from the iManage Work toolbar.

NOTE:

If there is a later version of a document, you are prompted to select that version. You receive a notification if the selected version is checked out.
Select the desired option and click OK.
The Secure Sent Links dialog box is displayed, as shown in the following figure:
If you want the shared document to have a different name than the iManage Work document, click the document name in the Rename Secure Link column and type a new name.

NOTE:

You cannot use the following characters for your document name:

\ / : * ? " < > |.

If the original document name contains any of these special characters, they are replaced with underscore.

(Optional) Use and to change the order in which the documents are added to the email.
Click Remove to take a document off the list and prevent it from being uploaded.
To protect the document(s) with a password, use the Password field.

NOTE:

Administrators can set the custom password requirements, and you are notified if the password does not meet the criteria.

You must inform the recipient about the link password as iManage Share Plug-in does not automatically communicate this. If the recipient forgets the password, there is no way to recover it. You have to send a new link to the document(s) with a new password.
To set an expiration date for the link, use the Expiration Date option.

NOTE:

Administrators can set the expiration requirements, and you are notified if it does not meet the criteria.
Set the limit on the number of times the document can be downloaded from the Downloads Permitted field.

NOTE:

Administrators can set the download requirements, and you are notified if it does not meet the criteria.

TIP:

Every time a file is viewed from the link, it is counted as a download. If you reset the password, expiration date, or download limit, the download counter is reset to zero. There is no message to the recipient when the download limit is reached, and only the following warning message is displayed:
Not Found.
Could not find the item you are looking for. It may have been deleted, or you may no longer have access to it.
Depending on the action you want to take, click:
1. Send: initiates the upload of the documents, generates the secure links, and launches a new email with the secure links in it.
2. Copy to Clipboard: initiates the upload of the documents, generates the secure links, and copies the links to the clipboard.
  From here you can paste the links into email of for distribution.
  
  NOTE:
  
  The clipboard retains only the latest link copied and overwrites any previous links that you may have copied.
When you click Send or Copy to Clipboard, the upload starts (see Accessing and Using the Secure Sent Links Folder).
You can monitor the upload progress in the Secure Sent Links dialog. The status column provides live updates such as pending, in progress, succeeded, and failed, as shown in the following figure:

For more information, hover over the Failed icon.
If you click Send, a draft email opens containing the published links in the email body, and the link is copied to the clipboard, as shown in the following figure:

When a user receives the e-mail and clicks on the link, an iManage Share page opens in their browser, enabling them to download the file. They cannot change the actual document in iManage Share.

Accessing and Using the Secure Sent Links Folder

All documents sent using Secure Sent Links are uploaded to the Secure Sent Links folder.

NOTE:

If you share secure links of the same document or version of a document multiple times, a new document is uploaded to the Secure Sent Links folder each time.

If the folder does not exist, it is created the first time you send a secure link. By default, the name of the folder is Secure Sent Links. The user's name is prefixed automatically.
For example, if a user's name was DJONES, the resulting folder name is: DJONES - Secure Sent Links.

A shortcut to the Secure Sent Links folder is added to My Favorites in iManage DeskSite and iManage FileSite, as shown in the following figure:

NOTE:

My Favorites node must be available in the Desktop Clients for the user to view the Sent Secure Links folder here.

IMPORTANT:

iManage Work and iManage Share can get out of sync, which may result in more than one folder or a different folder being created. The conditions for such scenarios are:

If a shortcut to the Secure Sent Links folder still exists in My Favorites but the folder in iManage Share was deleted, a new folder is created in iManage Share with the date and time of its creation appended to the folder name, and the shortcut in My Favorites is renamed to that new folder.
If a Secure Sent Links folder exists in iManage Share but the shortcut was deleted from My Favorites, a new folder is created in iManage Share with the date and time of its creation appended to the folder name, and a new shortcut is created in My Favorites to point to the new folder.
The old folder in iManage Share is no longer used by iManage Share Plug-in but will remain in iManage Share for reference. Users can manually browse and add this folder to their My Favorites node if they want to see both folders from the iManage DeskSite and iManage FileSite.

The Secure Sent Links is a Private folder to the individual sending the link.

IMPORTANT:

Any user added to a Secure Sent Links folder can access all its contents. You cannot restrict access to individual files. Typically you do not share this folder, because documents are published to users outside the iManage Share.

When the documents are initially uploaded to the Secure Sent Links folder, they are in the Published state. A published document means that the link that was generated and provided to the user is still active, and enables the user to download the document. The link expires based on the expiration options set for the link, at which point the document automatically becomes unpublished.

To monitor the published status:

Expand the Secure Sent Links folder in My Favorites.
Identify the document you are looking for from the list of uploaded documents.
Enable the External Status flag on the document.
1. In iManage DeskSite, the Available to External Users flag is applied to show that the document was published to iManage Share.
2. In iManage FileSite, the Externally Visible flag is applied.
If the External flag is On, the document is published.
If it is Off, it is unpublished and the link is no longer active.

To manually unpublish a document:

Expand the Secure Sent Links folder in My Favorites.
Identify the document you are looking for from the list of uploaded documents.
Right-click the document in the Secure Sent Links folder.
Click Unpublish.
The document link is immediately suspended and the external flag is turned off.

To change, extend, or remove the expiration date on a published document:

Right-click the document in the Secure Sent Links folder.
Click Unpublish.
Right-click the document in the Secure Sent Links folder and click Secure Sent Links....
Re-send the link with the new expiration date.
After the link expires, the document remains in the Secure Sent Links folder, but is unpublished and the link no longer works.

To increase, decrease, or remove the download limit:

Right-click the document in the Secure Sent Links folder.
Click Unpublish.
Right-click the document in the Secure Sent Links folder and select Secure Sent Links....
Re-send the link with the new download setting.

All documents uploaded to the Secure Sent Links folder remains there until they are explicitly deleted. To delete files in the Secure Sent Links folder:

Right-click the document you are looking for from the list of uploaded documents.
Click Delete.
Click OK to complete the deletion.
The document is removed from the Secure Sent Links folder and added to your iManage Share Trash folder.

NOTE:

To permanently delete the content, you must logon to the iManage Share web portal and empty the Trash folder.