November 25, 2024

 

With MangoShare, you don’t need to wait for important documents in the mail. You can gain back critical time by sending documents electronically. Unlike other file sharing services (or even a client portal), MangoShare allows you to send any type of file via email, securely, and without using password-protected ZIPs or PDFs.

Sending a Shared Files

You can share a file from throughout MangoShare, anywhere a file, folder, or workspace is accessible.

The Share Files option is used to send one or more files to a client or other party. The recipient is provided a secure link to download the files, which are stored on the MangoShare servers.

To send a shared file

1. Click the New Link button, and then click Share files.
2. Optionally select additional files by clicking Select more files to share to choose files already in the MangoShare portal or Upload new files to add files to MangoShare.
3. Specify Who has access to the file (Direct Link, Question/Answer, or a Secret Question associated with the client or contact). The default value for this field depends on the Default Authentication Scheme for Links option on the Advanced Settings tab of Firm Settings. This field may be disabled if the Allow Users to change default authentication scheme option is disabled on the Advanced Settings tab of Firm Settings.
   • If Question/Answer is selected, select a Question and enter a Shared answer. The list of questions for the Question/Answer option can be configured on the Advanced Settings tab of Firm Settings.
   • If a Secret Question is associated with the client or any contact, select which secret question to use. The Secret Question for a client can be configured on the Overview tab of the Workspace Detail, and the Secret Question for a contact can be configured on the Personal Info tab of the Contact pane. For additional information, see the Advanced Settings, Workspace Details, and Contacts articles.
4. Optionally specify an Expiration. Depending on the Expire Share File Links Automatically after (Days) option on the Advanced Settings tab of Firm Settings, the link may have a default expiration. For additional information, see the Advanced Settings article.
5. To send the email, select Send Request Emails and specify the recipient(s) and message. If you prefer to send the email yourself, a link will be generated regardless of this setting.
6. Click Create share link. The link will be generated and, if selected, an email will be sent automatically.

Accessing a Shared File

Recipients will receive an email with a MangoShare link. After clicking the link, a file link recipient opens a page containing links to the shared file. This page is similar to the portal; however, unlike the portal, a recipient does not need to log in and does not have access to any other files or pages. They only have access to the file directly related to the request.

Enter Your Name

The recipient will be prompted to enter their name. Once entered, click Done.

Secret Question

When using the Secret Question link option, the recipient will be prompted to enter the Answer to the selected question. Once entered, click Continue.

Shared Files

When opening a shared file link, a list of shared files is shown on this page and can be downloaded as needed.

Common Questions About Shared Files

What document types can we send or share?

Any type of file can be sent to your client.

A client would like to receive notifications as soon as new files are available. Can MangoShare do this?

Yes, contacts associated to a client workspace can optionally receive notifications when a file is uploaded, viewed, downloaded, or commented on. To add a contact to a client in MangoShare, use the following steps:

1. Click Workspaces.
2. Click the name of the client.
3. On the Contacts tab, click Add Contacts.
4. Enter the Email Address and Full Name of the contact.
5. Optionally Add a Personal Note to the invitation email.
6. Click Invite contact.
7. On the Notifications tab, enable or disable the desired options in the Contacts will receive a notification when you

To change notifications sent to an existing contact, click the Notifications tab in Workspaces, then enable or disable the desired options in the Contacts will receive a notification when you section.

Can I get notifications when my client interacts with a file in MangoShare?

Yes, assigned staff can optionally receive notifications when a file is uploaded, viewed, downloaded, commented on, or signed by a contact. To assign staff to a client in MangoShare, use the following steps:

1. Click Workspaces.
2. Click the name of the client.
3. On the Assigned Staff tab, click Assign staff members.
4. Select your name and any other staff members who should receive notifications for this client, and then click Next.
5. Enable or disable the desired options in the Assigned staffs will receive a notification when contacts section, and then click Continue assigning.

To change notifications sent to a currently assigned staff member, click the Notifications tab in Workspaces, then enable or disable the desired options in the You will receive a notification when you section.

My client did not receive the request from MangoShare, or it was marked as spam. What can we do to prevent this?

Occasionally, email messages coming from MangoShare are incorrectly marked as spam. To make sure they are delivered, have your clients whitelist “no-reply@MangoShare.io” in their email application. Use the following steps to do this using Microsoft Outlook:

1. Right-click in your email list, point to Junk, and select Junk E-mail Options.
2. On the Safe Senders tab, click Add.
3. Enter “no-reply@MangoShare.io” and click OK.
4. Click OK to close the Junk Email Options window.

If they use another email application, or if their email is filtered by their service, they may need to contact their email provider for steps to whitelist email addresses.

I received the message “JavaScript Alert – There was a problem creating the shareLink.” What does this mean?

This message can be shown when sending a Share Files link using a Question/Answer, but no Shared answer is specified. Attempt to send the request again with a valid answer. If this issue persists, contact MangoShare Support.

One of our recipients received the message, “Whoops! This link is expired.” What does this mean?

This message can occur when a recipient clicks on a file link, but the Workspace in MangoShare has been deleted. Deleting a Workspace is not recommended. If a Workspace was deleted in error, contact MangoShare Support.

See It in Action

Learn More

The following knowledge base articles contain additional information relating to Sharing Files:

• Files Overview
• Overview of File Links
• Requesting Files
• Requesting E-signatures
• Using the Outlook Add-in
• Using the Print Driver