Share evidence, export an audit pack and check retention

Steps

1. 1

   Open the record and select Share

   Open the Evidence Vault, select the fire safety certificate, and select the Share tab. A share link lets someone outside the organisation download this one file until the link expires or you revoke it.

   • Select Evidence Vault
   • Select Share
2. 2

   Set the limits

   Expires in is the life of the link in hours; type 48 for two days. Max downloads is optional; type 3. In Label, write who the link is for, so you can recognise it later.

   • Type Unlimited: 3
   • Type e.g. For external auditor review: Landlord fire safety review, Al Barsha
3. 3

   Select Create link

   Select Create link. The link appears in a green box with the words copy it now, it is shown only once. Select the copy button beside it and paste the link into your message to the recipient.

   • Select Create link
4. 4

   See what the recipient sees

   Open the link as the recipient would. The page needs no sign-in. It shows the real file name, its size and type, the full SHA-256 fingerprint, when the link expires, and Downloads 0 of 3 used. Opening the page is not counted as a download.

5. 5

   Select Download file

   Select Download file. The file is saved, and the counter changes to 1 of 3 used. The recipient can compare the fingerprint on this page with the fingerprint of the file they received.

   • Select Download file
6. 6

   Check the link from inside the vault

   Go back to the Evidence Vault, open the certificate and select Share. Under Active and past links, your link shows its label, Active, the expiry and 1 of 3 downloads.

   • Select Share1
7. 7

   Read the download in the Custody tab

   Select Custody. The list now holds the upload, Share link created with your name, and Downloaded through a share link by External recipient, with the time and the address it came from.

   • Select Custody3

   

8. 8

   Revoke the link

   Return to Share and select Revoke on the link. It stops working at once, even though two downloads and some time were left. Revoke a link as soon as it is no longer needed.

   • Select Share1
   • Select Revoke
9. 9

   Verify every fingerprint at once

   Close the record. At the top of the vault select Verify all hashes. Every stored file is checked against its recorded fingerprint, and a message reports how many were verified and how many failed.

   • Select Close
   • Select Verify all hashes
10. 10

    Open the retention report

    Select Retention. The Retention Report groups the records by retention period and shows each file's expiry date and whether it is still Active. Expired counts the files past their date. Select Close.

    • Select Retention
11. 11

    Filter, then select Download Audit Pack

    Close the report. Set the type filter to PDPL DPIA, then select Download Audit Pack. The box states how many records will be exported: every record that matches, across all pages, not only the rows on screen.

    • Select Close
    • Select All Types
    • Choose PDPL DPIA
    • Select Download Audit Pack
12. 12

    Download the pack

    Select the Download button in the box. A ZIP file is saved with each evidence file, its source document, an audit certificate for each record and a list of fingerprints. A message confirms the number of records.

    • Select Download 3 record(s)
13. 13

    Export only the rows you tick

    To export a few chosen records instead, tick the box at the start of their rows. Two more buttons appear at the top: Export and ZIP Pack, each with the number ticked.

    • Select on
14. 14

    Look at the two panels below the list

    Below the list, select Email Ingestion Logs and Evidence Gap and Threshold Alerts to open them. The first lists files received by email; none have been set up here. The second warns about transactions with no supporting evidence; there are none.