We talk all the time about how easy it is to share large, multimedia files using Hightail. But you might not know how incredibly easy it is for your file recipients to access and download those files. So, let’s walk through the recipient experience when you send a file using Hightail.
You’ve hit the send button – what happens next?
If you’re sending files using Hightail, once you’ve initiated the file send, your recipient(s) will instantly receive an email message. You will be identified as the file sender, and the subject line you entered when you sent the file(s) using Hightail will be displayed. The email will outline the number of files, file names, formats and sizes, as well as the message you entered. Next, all your recipient needs to do is click the “View all files” button to access your files.
In most cases (unless the sender specifies otherwise), recipients won’t even have to register for or sign into a Hightail account. This makes it very easy to work with and share large files with external collaborators. Your recipients will be directed to a page that looks like this:
From there, you can choose to preview images and stream videos by clicking “view,” or you can download the files (either individually by clicking the arrow underneath each image or all at once by clicking “download all”).
Receiving files with additional security features enabled
While accessing files that have been sent is typically as easy as clicking the “view all files” button in your email, sometimes you (the sender) will want to include additional security features—either requiring an access code or that a recipient’s identity be verified (with the sender’s selections shown below), or even setting an expiration date.
Protect files with an access code: The recipient is prompted to enter the access code specified by the sender (1234, in this case). Note that Hightail will not share the access code. The sender has to provide the access code to the recipient directly, such as in conversation, messaging apps or email. (In other words, Hightail is not responsible for sharing the access code to your files.) If the recipient does not have the access code, there is the opportunity to request it via Hightail. (See the “Don’t have the code?” screenshot below.) This will notify the sender that the access code needs to be shared with the recipient.
If the recipient wishes to request the code, they will be asked to sign in to Hightail, and the sender will receive an email about the request.
Verify recipient identity: When this security feature is enabled, the recipient has to log in to Hightail to access the files using the email address that the files were sent to.If they are an existing known Hightail user, they will simply be prompted for their password. If they haven’t previously registered for a Hightail account, they will be prompted to create a free Hightail Lite account.
File expiration dates: If a file expiration date is set, your recipients will be notified both in the email notification as well as the file download page of the expiration date.
“One of the main reasons we went with OpenText Hightail—and the reason that we keep it—is the reliability and ease of use for our clients. We liked that you send a link, you open the link and it works. The client doesn’t have to sign into anything. They click on the link, the video is there. They hit Play and they watch the video. That’s it.”
– Steve Simkins Producer/Director North by Northwest
So there you have it. Receiving files in Hightail is just as easy as sending. Need to keep track of the files you’ve sent or received in Hightail? Learn how in this article.