Collaboration is at the heart of modern legal and professional work, and NetDocuments makes it easy to share and receive documents with external parties. If you’re an external user working with a NetDocuments organization, you might wonder how you can contribute documents to a shared CollabSpace without logging into the platform directly. The answer is simple: email.
What is Email-to-CollabSpace?
NetDocuments offers a powerful feature that allows users—including external collaborators—to send documents directly to a CollabSpace via email. This means you can contribute files from your email client without needing to access the NetDocuments interface, making collaboration seamless and efficient.
How It Works
Each CollabSpace in NetDocuments can be assigned a unique email address. When you send an email to this address with attachments, NetDocuments automatically processes the message and adds your documents to the designated CollabSpace.
Step 1: Add the External User to the CollabSpace
Step 2: Click on the Arrow next to the CollabSpace and choose View email address
Step 3: Copy the Email Address
Step 4: Send the Email Address to the CollabSpace User
Best Practices for Emailing Documents
To ensure smooth document delivery, keep these tips in mind:
Use Clear File Names: Name your files descriptively before attaching them. The filename will typically be preserved in NetDocuments, making it easier for others to identify and work with your documents.
Check File Size Limits: Be aware that email systems have attachment size limits (often 25-35 MB). If you need to send larger files, consider splitting them into multiple emails or ask your contact about alternative upload methods.
Send from Your Registered Email: For security purposes, some organizations configure their CollabSpaces to only accept emails from pre-approved addresses. Make sure you’re sending from the email address that was registered when you were invited as an external user.
Include Context: Use the email body to provide context about the documents you’re sending—what they are, why you’re sending them, or any actions needed.
One Email Per Matter: If you’re working on multiple matters or projects, send separate emails to the appropriate collabspace addresses to keep documents organized.
What Happens to Your Documents?
Once the email arrives at the CollabSpace:
- NetDocuments automatically extracts the attachments
- The documents are uploaded to the designated CollabSpace
- Metadata may be applied based on the CollabSpace Settings.
Troubleshooting Common Issues
Document Didn’t Arrive?
- Verify you used the correct CollabSpace email address
- Check that your email was sent from an authorized address
- Ensure your attachments meet file size requirements
- Look for a bounce-back or error message in your inbox
Security Considerations
NetDocuments takes security seriously, and the email-to-collabspace feature includes several safeguards:
- Only authorized email addresses can send documents to protected collabspaces
- All transmissions are encrypted
- Documents are scanned for security threats
- Audit trails track who sent what documents and when
The Benefits of Email-to-CollabSpace
For external users, this feature offers significant advantages:
- Convenience: No need to learn a new platform or remember login credentials
- Speed: Quickly share documents from wherever you’re working
- Familiarity: Use the email tools you already know
- Accessibility: Contribute from any device with email access
- Efficiency: Skip the download-then-upload process
Conclusion
NetDocuments’ email-to-CollabSpace feature bridges the gap between external collaborators and internal teams, making document sharing effortless. By simply sending an email, you can contribute important files to shared workspaces without the friction of additional logins or unfamiliar interfaces.
Whether you’re a client, co-counsel, consultant, or any other external party, this streamlined approach keeps projects moving forward and ensures everyone has access to the documents they need.
If you have questions about using email-to-CollabSpace or need the specific email address for your project’s CollabSpace, don’t hesitate to reach out to your primary contact at the organization. They’ll be happy to help you get set up and collaborating in no time.