Sharing Workspace files | VIA Pro for Outlook

• Editors: Can read, download and comment on files. Can also edit and add files and folders.
• Viewers: Can read, download and comment on files. Cannot edit or add files / folders or perform other tasks.
  
  • Make invisible to other people: Editors and other viewers are unable to see invisible viewers. (All viewers are always visible to Workspace owners.)

You can use IRM to protect sensitive files from being distributed without your permission.

• IRM protection applies only to PDF and Microsoft Office files.
• Protected files remain encrypted after users have downloaded them.
• Only users with access to the files in the Workspace can access them - they're required to authenticate with their Intralinks credentials to open the downloaded files.
• You can remove access to the files at any time - if you remove the users or the files from the Workspace, the IRM-protected downloaded copies will no longer open.
•  Keep in mind that you lose control of unprotected files when they are downloaded from a Workspace. Users can freely distribute unprotected files without your knowledge or consent.

Note: Depending on the policies set by your organization’s Intralinks VIA administrators, you may be required to use Intralinks IRM protection.

The email you send becomes a shared folder in your Workspace (containing the files you attach). The email recipients get specific access to this new folder.

• If you share a folder with a user who already has access on the main Workspace level, the user's Workspace-level role will override the role you select for the shared folder.
• If you share a new subfolder (of an existing parent folder) with a user who already has existing folder-level access, the user's role on the parent folder will override the role you select for the shared subfolder.
• If a user has existing folder-level access only (to other, separate folders) in the Workspace, the user's role for the new shared folder is unaffected by the roles assigned in the other folders.

This process applies if you selected Never Ask in your VIA Pro for Outlook email settings.

1. Open a new Outlook email.
2. Attach the files you want to share.
   Note: If you have large files (up to 11 GB), don't attach them directly to the email. You can include them in step 7.
3. Click the Upload & Share button on the right side of the ribbon bar. The VIA options will appear above the email fields.
4. In the Workspace Folder section, click the Browse button.
5. In the Select Location in Intralinks VIA window that opens, click the Workspace.
   
   • You can also click the arrow before the Workspace name and select an existing folder or create a new folder. 
   • As a reminder, the email you're sending becomes a new shared folder under the level you choose here.
6. Click the Select button.
7. Next, choose the remaining options:
   • Add all recipients as: Select a Workspace role.
   • Upload large files (optional): Click the button and select your files. You can add files up to 11 GB.
     If you have standard files, simply attach them to the email.
   • IRM protection: Select whether or not to encrypt the files (PDF and Microsoft Office only).
     If the IRM is set to On and you can't disable it, then either your VIA business group's policy requires IRM or the Workspace already has IRM enabled on the main level.
8. Enter the recipients' email addresses.
   Important: If you selected the invisible viewer role for the recipients, you must add their email addresses to the BCC field. If you enter them in the To field, they will be added to the shared folder as standard viewers. 
9. Enter an email subject. The subject will appear as the name of the new shared folder in the Workspace.  
10. (Optional) Enter a message in the body of the email. The message will appear in the shared folder invitation email the users receive.
11. Click Send. The email will appear in your Intralinks VIA Outbox folder in Outlook while it's processing. When complete, the email will move to your Sent Items folder.

This process applies if you selected If there are any attachments in your VIA Pro for Outlook email settings.

1. Open a new Outlook email.
2. Attach the files you want to share.
3. Enter the recipients' email addresses.
   Important: If you intend to select the invisible viewer Workspace role for the recipients, you must add their email addresses to the BCC field. If you enter them in the To field, they will be added to the shared folder as standard viewers. 
4. Enter an email subject. The subject will appear as the name of the new shared folder in the Workspace.  
5. (Optional) Enter a message in the body of the email. The message will appear in the shared folder invitation email the users receive.
6. Click Send.
7. The VIA Upload and Share window will open.
8. To send the files through email, simply choose the Send as regular email option and click Send.
9. Otherwise, choose Create a new Intralinks VIA shared folder.
10. Next, click the Browse button.
11. In the Select Location in Intralinks VIA window that opens, click the Workspace.
    
    • You can also click the arrow before the Workspace name and select an existing folder or create a new folder. 
    • As a reminder, the email you're sending becomes a new shared folder under the level you choose here.
12. Click the Select button.
13. Choose the remaining options:
    • Add all recipients as: Select a Workspace role.
    • IRM protection: Select whether or not to encrypt the files (PDF and Microsoft Office only).
      If the IRM is set to On and you can't disable it, then either your VIA business group's policy requires IRM or the Workspace already has IRM enabled on the main level.
14. Click Send. The email will appear in your Intralinks VIA Outbox folder in Outlook while it's processing. When complete, the email will move to your Sent Items folder.