Affinity: Controlling Document Names When Emailing

Affinity: Controlling Document Names When Emailing

Table of Contents

• Key Points
• Detailed Process
• Recorded Example

Key Points

This article will outline two ways in which you can change the name of a document you are emailing to clients.

The name of a document is controlled by system settings that have been applied for the firm. This is a firm standard. You should approach the practice manager to understand whether or not you are permitted to change the name.

Option 1. Choose to email the document from Affinity, the document name in Outlook will show as the description of the document, rather than the file name.

Option 2. Open your document, go to "file", "save as", and save it to your desktop.

Now this file is on the desktop, you could amend the name and attach that to an e-mail.

You need to be careful when saving a file from affinity to the desktop because if you were to do that and you go to the Affinity menu and click save. You'll notice now that when we go back into the matter. You'll see that this is updated to my H drive.

This is now broken the link for everyone else in the firm to access this file.

The file still does exist in the matter, but I've now broken it, so you need to be very careful not to do that. 

If you have saved something to your desktop and you want to save it back to affinity, you must use the "save as" button under the Affinity tab. Never use the "save" button for files that are not saved in affinity.

Detailed Process

Option 1. Choose to email the document from Affinity, the document name in Outlook will show as the description of the document, rather than the file name.

Right click the document and choose "Email".

When the new email opens in Outlook - the document will appear to be named the description.

Option 2. Open your document, go to "file"

"Save as"

save it to your desktop.

Now this file is on the desktop, you could amend the name and attach that to an e-mail.

You need to be careful when saving a file from affinity to the desktop because if you were to do that and then you go to the Affinity menu and click "save". 

This is now broken the link for everyone else in the firm to access this file.

The file still does exist in the matter, however the link is now broken.

If you have saved something to your desktop and you want to save it back to affinity, you must use the "save as" button under the Affinity tab. Never use the "save" button for files that are not saved in affinity.

Recorded Example