One of the most popular features of Flatter Files is the ability to automatically notify both internal users and external suppliers when a drawing has been updated with a new revision.
Today, we are excited to announce that we have integrated with Office 365 such that Flatter Files accounts can be configured to use a customers Office 365 account for sending emails. Once setup, the emails will originate from your actual Office 365 account. They will even be shown in the Sent Items folder for the particular user account that was used to send each email.
For example, the Office 365 user account for the user that shares an item externally will be used to send all of the emails that pertain to that particular share. Both the original share creation emails as well as revision update emails will all be sent from that users account. The resulting emails will show up in the Sent Items for that particular user in Outlook.
This functionality significantly improves your company branding when sending emails to your suppliers. In addition, internal emails will arrive much quicker since they are being sent and received on the same domain.
The user sending the email must be part of your Office 365 domain and they must have a functioning mailbox. Otherwise, Flatter Files will continue to use an existing 3rd party method to send the emails for that user.
Flatter Files will locate the correct user based on a matching email address between the Office 365 user and the Flatter Files user. If that doesn’t match then it will attempt to match the user based on the first and last name.
Internal new revision emails will be sent from the mailbox of the user logged into the Uploader that uploaded the new revision assuming there is a matching Outlook mailbox to use. It is recommended that a dedicated mailbox account be used by the Uploader such that the Sent Items folder for a regular user isn’t cluttered with these automatic emails.
If anything causes Flatter Files to either not find a matching Office 365 user account or if simply an error occurs during the process then the existing 3rd party email provider will be used to send the email.
Configuring this functionality is quite simple although your Office 365 admin will need to be involved. Just follow the steps outlined below:
Locate your Office 365 Tenant ID. Your Tenant ID is a unique identifier for your Office 365 account that will be attainable by an Office 365 admin per these instructions.
Login to Flatter Files using a Flatter Files Admin account.
Go to Dashboard > Settings > Company Settings and scroll to the bottom of the page where the Misc Settings are located.
Under Misc Settings you should see an option called “Use Office 365 to send emails” as shown in the image below:
Enable the usage of Office 365 by enabling the setting.
Enter your Tenant ID in the appropriate input field and then click Update.
This will open a new Tab (make sure your popup blocker doesn’t block it) that will ask you to login with your Office 365 account if you are not already logged in to it.
Once logged in you will be asked to grant the required permissions such that Flatter Files can send emails on your users behalf. These permissions must be granted by an Office 365 account admin. If you are not an Office 365 account admin then close the tab and disable the option in Flatter Files until an Office 365 admin can help you by granting the appropriate permissions.
If you have any questions or enhancement requests, please do not hesitate to contact us at [email protected].