There are two ways to send files from the system to colleagues or external parties:
Share via eTicket:
The eTicket provides access to an eTicket gallery for the selected files.
Changes to files or metadata are reflected live in the gallery.Share via download package:
The download package creates a .zip file for the selected files.
Changes to files or metadata are not taken into account.
Both options are ideal for quickly sharing files with people who do not have access to the system, e.g., employees of an external editorial office.
In both cases, the recipient receives an email with a link.
In the case of an eTicket, the link leads to the eTicket gallery.
In the case of a download package, clicking on the link will directly start the download of a .zip file to the default download folder on the recipient's computer.
Files that you want to share must first be added to the shopping cart:
Tip
Use the eTicket if you want to remain flexible and update at any time, for example, during ongoing correction loops.
The download package is ideal if the file status is fixed and no longer needs to be changed (e.g., for final approval).
Send eTicket and download package
First, add the files you want to share to your shopping cart. Here you can assign download profiles or edit the file names.
Details about the download options can be found here.
Open the shopping cart.
Select the files you want to share.
Select the download profiles you want to make available.
If you want to share the entire shopping cart, you do not need to select any files.
In the toolbox, click on the "Share (all) by eTicket" button
or the "Share (all) by download package" button 
.An email pop-up window will open. Here you will find the settings, e.g. for the recipient, and the email editor to customize the text.
Specify at least the recipient (contact or email address) and the validity period.
Click on "Send eTicket" or "Send download package".
Email pop-up with settings on the left and email editor in the middle
Please note
We recommend splitting download packages containing approx. 150 files or 1.5 GB to avoid transfer problems.
Settings
In the left-hand section of the email pop-up window, specify the details for the eTicket or download package:
Receiver:
In the "Receiver" field, you have two options:
Contact: Select an existing contact by clicking
to open a selection pop-up window.Email address: Enter an email address directly. Select a suggestion or confirm a new address by pressing Enter.
If you enter a new email address, it will automatically be created as a new contact.
After entering a recipient, press Enter to specify additional recipients.
Subject:
Enter a custom subject line if necessary.
Valid until:
Click in the "Valid until" field to set an expiration date for your eTicket or download package. The expiration date cannot be the current day.
Language:
If you change the language, the text in the email editor will change accordingly.
ZIP download name (download package only):
If necessary, enter a custom name for the .zip file. A default name for .zip archives can be set in the profile (Profile > System settings > File transfers).
Copy to sender:
Activate this switch if you want to receive a copy of the email.
Settings for a download package
Email editor
In the email editor, you can see a preview of the email that the recipient will receive.
You have the option to customize the text and layout of the email.
To do this, simply click on the text block you want to edit.
Text:
You can rewrite the text in the respective text block.Layout:
You can change the layout using the menu above the email and adjust the font, font size, or font color, for example.
The menu becomes active once you have selected a text block.
Email editor with customized text and active layout menu (font selection open)
Please note
The elements highlighted in gray are filled in automatically. You can find these and additional elements in the "Text blocks" drop-down menu.
The editor options may differ from the standard depending on your system configuration.
eTicket and download package comparison
| eTicket | Download package |
Provision | Live link to original files in the system | .zip file with the static file status at the time of dispatch |
Format | Link to a live gallery in the browser | Download link for a .zip archive for local use |
Need for updates | No need to share again when files are changed | Need to send again when files are changed |
Visibility of changes | Immediately visible to recipients (live updates) | Not visible to recipients (changes do not affect the .zip file) |
System access | No, the eTicket can also be sent to non-users. | No, the download package can also be sent to non-users. |
Suitable for | Ongoing coordination and feedback processes | Final versions or completed file statuses |
eTicket gallery
In the eTicket gallery, the files provided can be searched, sorted, and downloaded in the available download profiles via quick download or toolbox:
💡 Frequently Asked Questions
Will a changed file name also be used when sharing?
Yes, the temporary name is also used for eTickets and download packages.
What happens if I enter an email address as the recipient?
When you enter a new email address, a new contact is automatically created in the "Contacts" module.
Why can't I assign a name to the .zip file for the eTicket?
A zip. file is only created when you send a download package.
Why can't I click on "Send eTicket" or "Send download package"?
Check whether you have filled in the mandatory fields "Receiver" and "Valid until".
How can I tell that the download package has been downloaded?
The download is carried out by your browser, which will also inform you that the download was successful, unless you have blocked this function. 4ALLPORTAL itself does not send a direct notification.