Learning Objectives
Understand when and why to use TonicDM for file transfers
Learn how to send large files through both Outlook and web interfaces
Discover tracking capabilities for file downloads
Explore options for confidential file sharing
Why Use TonicDM for File Transfer?
Unlimited file sizes: No restrictions on file or attachment sizes
Download tracking: See who downloaded files and when
Project association: Files automatically linked to correct projects
Audit trail: Complete record of all transmitted files
Security: Controlled access and expiration dates
File Transfer from Outlook
When to use: For sending files while composing emails
How to access:
Open a new email
Select the project in the TonicDM C1 sidebar
File transfer module appears after project selection
How to use:
Upload files by clicking or dragging into the window
Set tracking preferences if needed
Complete your email and send
Result: Recipients receive a download link in the email if tracking is required they will need to log into TonicDM to download the files.
File Transfer from Web Application
When to use: For more robust tracking or when requesting files
How to access:
Log into TonicDM web application
Navigate to your project
Select the "Files" tab
How to use:
Click "Upload and Send Files"
Select recipients from project team or add new ones
Upload files and send
Result: Recipients receive system-generated email with download links
Tracking File Downloads
What gets tracked:
Who downloaded files
When downloads occurred
Which files were accessed
How to view tracking:
Go to "Files" tab in web application
View the transfer log
Click on any transfer to see download details
Note: For full tracking from Outlook, enable the "Track downloads" option
Managing File Transfers
Expiration dates: Set or modify when links expire (default is 30 days)
Manual expiration: Immediately revoke access if needed
Adding recipients: Send to additional people after initial transfer
Reminders: Send follow-up reminders for pending downloads
Requesting Files from Others
How it works:
Send upload request from the web application
Recipients get secure upload link
Files they upload are tracked and saved to the project
Benefits:
No need for recipients to have TonicDM accounts
All uploads properly tracked and documented
Creates proper transmittal records automatically
Engagement Activity
Scenario: You need to send a set of large architectural drawings to a contractor and want to know when they've been downloaded. Which path would you choose?
[ ] Email them as regular attachments
[ ] Use the TonicDM sidebar in Outlook without tracking
[ ] Use the TonicDM web application with download tracking enabled
[ ] Send through a different file sharing service
Next Steps
In the next module, we'll explore the TonicDM web application features for advanced searching and project management.