Send reports by email

This article explains how to send a generated report directly to your colleagues or clients using BriqSafe’s in-app email system, without leaving the platform. It is intended for users who need to distribute compliance reports efficiently and keep track of delivery status.

Note

Required role: All organisation members with access to the Documents library

Send a Report by Email from the Documents Library

To distribute a stored report or document to colleagues within your organisation, use the in-app email system for a tracked, secure delivery.

1. Open Documents from the sidebar to access the organisation-wide document library.
2. Locate the desired report entry (the document must have fully generated and appear with a status other than "Processing" or "Failed").
3. On the selected report entry, choose Send via system.
4. Click Select Recipients. The recipient picker lists only active organisation members; search by name or email to find the right people.
5. Add one or more recipients and confirm your selection.
6. Send the email. Each recipient will receive an email with a time-limited download link for each file.

Note: Only active organisation members can be selected as recipients. You cannot enter external email addresses or select contacts outside the platform.

The download links in the emails expire 24 hours after sending, so recipients should be advised to download the files promptly.

Track Delivery Status and Resend Failed Emails

You can verify who has received the report and resend if necessary:

1. Open the distribution detail panel for the sent report entry.
2. Review the per-recipient delivery status. Recipients who did not receive the email successfully will be listed.
3. Use the Resend function to send the report again to any failed recipients.

Additional Information About Reports and Sending Emails

• Generated reports are created asynchronously in the Documents area and automatically appear in the library as PDF files when complete.
• Files that are still uploading or generating cannot be sent by email. Wait until the status shows the file is ready.
• Recipients receive download links, not attachments, safeguarding file security and reducing email size.
• The link expires after 24 hours, unlike the in-platform download links which expire after one hour.

Download Reports Without Sending Email

If you need a local copy of a report rather than sending it, any organisation member with access can:

1. Open the report entry in Documents.
2. Choose Download to generate a temporary link for saving the PDF locally.

The download link expires one hour after it is generated, so if it stops working, open the entry again to get a new link.

Common Pitfalls When Sending Reports by Email

• Recipient selection: You cannot send to users outside your organisation or enter free-text email addresses.
• File readiness: Attempting to send a file still generating or uploading is not possible.
• Link expiration: Inform recipients that download links expire 24 hours after sending.