Send a protected file

Sending a file creates a copy of the file which can then be managed in your Sent files, which is accessible from BlackBerry Workspaces mobile or web applications. You can also send a copy of a file from the Workspaces Viewer. If you send a workspace file in this way, a copy of the workspace file is created and shared, and the sent file is a new instance of the file.
Note: It is not possible to send multiple files in this way. To send multiple files, send a protected attachment via Microsoft Outlook, or use BlackBerry Workspaces Web Application.
To send a copy of a file, you must be defined in your organization with an "Exchange sender" role, and your permissions for the file must be set to "full access" and no watermark.
  1. Do one of the following:
    • For files in the Workspaces folder, right-click the file and select Workspaces > Send a copy.
    • For files outside of the Workspaces folder, right-click the file and select Workspaces > Send.
    • In the Workspaces Viewer, click > Send a copy.
  2. In the Add recipients field, begin typing recipient's email addresses.
    The autocomplete feature suggests matches as you type. Choose to add individual users (by email address), distribution list, or a Microsoft Active Directory group (if your Organization’s BlackBerry Workspaces server is connected to an Active Directory server).
  3. In the message box, type a message, if desired.
  4. Click Advanced settings.
  5. In the Permission list, select the desired permissions from the drop-down list:
    Note: The permissions available and their defaults depend on what your organization administrator has set for your organization. You can change the default recipient permissions as desired for every file you send.
    • Full access (not tracked): Recipients can download an original or encrypted version, edit, copy-paste, and print.
    • Advanced Rights Management: Download protected, edit, print, copy: Recipients can download an encrypted version, edit, copy-paste, and print.
    • Advanced Rights Management: Download protected, edit, print: Recipients can view, download an encrypted version, edit, and print.
    • Advanced Rights Management: Download protected, & edit: Recipients can view, download an encrypted version, and edit.
    • Advanced Rights Management: Download protected, & print: Recipients can view, download an encrypted version, and print.
    • Advanced Rights Management: Download protected: View: Recipients can view and download an encrypted version.
    • Online only: View & print: Recipients can view files in the online viewer and print.
    • Online only: View: Recipients can view files in the online viewer only.
    • Online only: Spotlight view: Recipients can view files in the online viewer in spotlight view only. In spotlight view, text is visible only in the region of the pointer; the rest of the text is obscured.
  6. In the Expiration list, set the time when the file will no longer be accessible by the recipients. Select a specific date, a time period from the list, or never. If you select Specific date, choose the desired access expiration date from the calendar.
  7. In the Allow access to list, select who can access the file:
    • Everyone: Everyone can access the file.
    • Anyone within recipient’s domain: The recipient, and anyone else who signs in with an email in the same domain as the recipient, can access the file.
    • Recipients only: Only the recipients of the email can access the file.
  8. In the Watermark list, set whether the file is displayed with a watermark. If you set the user permissions to Full access, watermarks are displayed only on PDF files.
  9. To allow comments, switch the Commenting toggle on.
  10. If the Require recipients to sign in check box is displayed, do one of the following:
    • To ensure that recipients sign in to access the file, select the Require recipients to sign in check box. For mroe information, see About requiring recipient sign in.
    • To allow recipients to access the file without signing in, clear the Require recipients to sign in check box.
  11. To require read acknowledgement for the file, select Require read acknowledgement.
  12. If you want to share annotations with the file, click Include annotations.
  13. If you want to allow recipients to work on the files that you are sending, including uploading a new version, click Enable collaboration.
    For more information on collaboration, see About collaboration.
  14. Click Send.
    A confirmation message appears.