Email to Third Party
If you need to share asset documents (Surface Locations, Wells, Facilities, Pipeline Segments) with a person that is NOT at your company you can do so in StackDX. You can share either single or multiple documents via email where the recipient can download the documents. This guide will show you how to share the documents.
The documents shared by this method will be able to be downloaded/viewed by anyone who receives or is forwarded the link, this feature should not be used for sensitive content.
Note: Users require the ‘Assets Read’ permissions to share documents with Third Party Users.
Sharing Single Document
Sharing a document to a Third Party email can be performed from both the Asset Docs Grid and when viewing the document.
Navigate to Assets & Asset Docs Grid
Navigate to the Assets Grid (Surface Location, Wells, Facilities, Pipeline Segments) by clicking the Assets dropdown menu at the top of the page. This will display all the Assets related modules/options. Then click any of the Asset Types to view its Assets Grid.
Then to view the uploaded documents navigate to the Asset Docs Grid for a particular asset by clicking the document link in the ‘Related To’ column or enter the asset and go to the ‘Asset, Well, Facility or Segment Docs’ tab.
Either from the Asset Docs Grid or Document View click the dropdown menu
From Asset Docs Grid
From Document View
Click Share
From Asset Docs Grid
From Document View
Select the Email to a third party option
Sharing Multiple Documents
Sharing a document to a Third Party email can be performed from the Asset Docs Grid.
Navigate to Assets & Asset Docs Grid
Navigate to the Assets Grid (Surface Location, Wells, Facilities, Pipeline Segments) by clicking the Assets dropdown menu at the top of the page. This will display all the Assets related modules/options. Then click any of the Asset Types to view its Assets Grid.
Then to view the uploaded documents navigate to the Asset Docs Grid for a particular asset by clicking the document link in the ‘Related To’ column or enter the asset and go to the ‘Asset, Well, Facility or Segment Docs’ tab.
From the Asset Docs Grid select the document(s)
Click Share
Select the Email to a third party option
Share Recipients & Other Options
The ‘Share via Internal Email’ dialog will be displayed after selecting your documents to share. Enter the Third Party emails in the Recipient(s) box.
Tip: When entering multiple recipients enter them using commas or semi-colons between the email addresses. Please note that all the recipients will show in the ’To’ field of the sent email.
The Link Expiry Date is set by default to 30 days expiring at 11:59pm on the displayed date. Click to set the date as needed.
If you would like the ‘Sent to Partner’ date set/updated for this document when sharing select the Mark as Shared with Partner option. If the date is set it will appear in the Document Info panel when viewing as asset document, also a ’Partner’ tag will be displayed in the Status column of the document grid.
A ‘Note’ is required that will be sent in the email along with the documents to the recipients. There is a maximum limit of 4000 characters for the recipient note.
When there are multiple documents selected there will be an option to choose how you would like the documents sorted by in the email. The default is by ascending Document Category (A-Z). The 3 options are:
Sort ascending by File Name (A-Z)
Sort ascending by Document Category (A-Z)
Sort descending by Document Date (Newest-Oldest Date)
Note: If you would like to have the shared document email also sent to yourself, select the Send a copy to <your email> option when sharing.
After adding all the recipients and note click Send Email. An email will be sent to the recipients with an option to Download the document.
See email example below:
Recipient Email
Your email cc’d if Send a copy to <your email> option is selected
Document Download Link Expiry Date
Note
Download links
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