Logged Document Transfer: Safer Document Sending for Law Firms
7
minute
04/06/2026
Zoltán Kéri
In legal work, it often occurs that the documents of a case need to be handed over to an external party.
This could be a client, an opposing party, an expert, an accountant, an authority, or another collaborator. The task initially seems simple: send a few documents.
In practice, however, this is often far from simple.
Email attachment sizes are limited. Larger files need to be compressed, split, or sent via an external file-sharing service. Later, it is not always clear exactly which document was sent, when, to whom, and in what form by the office.
An even more important question: how can it be proven later that the recipient actually accessed the documents?
This is answered by Flowyer's new Document Transfer Sharing feature.
Sending Documents Without Attachments
The goal of the new feature is to make documents related to a case accessible through a secure, read-only sharing link instead of sending them as email attachments.
This means that the documents remain within the Flowyer system. The recipient receives a link through which they can view and download the documents shared with them.
The recipient does not receive full Flowyer access. They do not see other case data, cannot upload, modify, or delete documents. They only access the documents that the office specifically shared with them.
This is particularly useful when a larger set of documents needs to be handed over or when it is important that the transfer can be traced and verified later.
File or Entire Folder Can Be Transferred
In the Flowyer file manager, a specific file or even an entire folder can be selected.
If an entire folder is shared, the recipient can access the documents and subfolders within it. This way, there is no need to send each document separately.
The recipient sees a simple file browser interface where they can review the shared documents, open folders, and download the documents.
From the office's perspective, this is convenient because the document transfer remains within the case. It does not need to be tracked in separate email threads, external storage, or download services to see what was sent and to whom.
Always the Current Document Version is Visible
In legal work, it is common for a new version of a document to be created.
With Flowyer sharing, the recipient always sees the current version. If a new version of a document is uploaded later, the recipient will access this updated version the next time they open it.
This simplifies document transfer because there is no need to send a new email after every modification, and there is less chance that the recipient will continue working with an outdated document.
Simple Access for the Recipient
The recipient receives the invitation via email. By clicking on the button in the email, they arrive at a Flowyer interface.
No Flowyer account needs to be created for access. The system sends a one-time, 6-digit verification code to their email address. After entering the code, the recipient accepts the necessary terms and can then open the shared documents.
The process is thus brief:
open link → enter email address → enter verification code → view documents.
The goal was for the process to be no more complicated for the recipient than a customary online login process, while still being more verifiable for the office than a simple email attachment sending.
The Office Decides Who Can Access
When creating the share, Flowyer suggests email addresses related to the case. For example, the client's or recorded contacts' addresses.
These can be deleted, new recipients can be added, or the list of recipients can be modified.
This speeds up the work, but the decision remains in the office's hands throughout. It can be precisely determined who receives the share, for which documents, and for what duration.
Expiration Date and Revocation
One of the biggest drawbacks of email attachment sending is that it is practically irrevocable afterward. Once the file is sent, it is out of the office's direct control.
In contrast, with Flowyer sharing, an expiration date can be set. By default, the share is valid for 30 days, but this can be modified.
If necessary, the share can be revoked at any time. In this case, the link becomes invalid, and the recipient can no longer open the documents.
This can be especially important if:
- the invitation was sent to the wrong recipient,
- the reason for the transfer has ceased,
- new circumstances have arisen in the case,
- or the office wants to tie access to a deadline.
Not Just Sharing, But Logged Document Transfer
One of the most important advantages of the Document Transfer Sharing is that the system logs significant events.
It is visible when the recipient requested a verification code, when they logged in, when they accepted the terms, which file they downloaded, and when they initiated a full package download.
The logging not only records what event occurred but also which recipient it was related to, when it happened, and from which IP address the operation was executed.
This is not just a matter of convenience from a legal work perspective.
In many cases, it may later be significant whether a document was actually accessible to the recipient and when the download occurred. A logged process provides a much stronger background from this perspective than a simple email attachment or external file-sharing link.
Confirmation of Specific Access or Download
The log data can not only be viewed but also exported.
In Flowyer, events related to the share can be downloaded, and a separate PDF confirmation can be created for each specific event.
This could be, for example:
- entry confirmation,
- viewing confirmation,
- download confirmation,
- or a document related to other events of the share.
The confirmation contains the most important data of the given event: the case, the affected document, the type of event, the recipient's email address, the exact time of download or access, and the IP address from which the operation occurred.
This is particularly important from a proof perspective: the office not only sees that a specific document was downloaded but also with which recipient-related access, at what time, and from which IP address the download occurred.
This does not replace official delivery rules but can be a useful evidentiary tool if it later needs to be proven when a document was made accessible and when and with what access data it was downloaded.
Simple Download of Larger Document Sets
If the share contains multiple documents or an entire folder, the recipient does not need to download each file individually.
They can download the entire shared material in a ZIP file with one button. This saves time, especially when transferring larger case files, multiple attachments, or entire document packages.
This way, there is no need to create, rename, and then send compressed files via email or external storage. The process can be managed within Flowyer.
Multilingual Recipient Interface
The sharing process is available in multiple languages. The recipient can go through the process on an interface in Hungarian, English, German, Italian, or Romanian.
This can be useful for foreign clients, international cases, or recipients who do not use online interfaces in Hungarian.
The goal here is also simplicity: the recipient receives the basic information in their own language, and the office does not need to write separate explanatory emails for using the access.
Why Is This Better Than a Traditional File Sharing Service?
Of course, there are many file-sharing solutions. However, legal work is a more specialized environment.
Here, it is not only important that the recipient can download the file but also that:
- the transfer is related to the case,
- the access can be restricted,
- the recipient is identified,
- the access expires or can be revoked,
- the downloads are logged,
- certification of events can be prepared.
The Flowyer Document Transfer Sharing feature is not a general file-sending tool but a document transfer solution integrated into the legal workflow.
This difference is also felt in everyday use: the office does not outsource document sending to a separate service but manages it among the case documents, related to the case.
When Can It Be Particularly Useful?
The feature can help in many practical situations. For example, when the office:
- hands over the entire document set to the client,
- sends documents to an expert,
- forwards documents to an opposing party,
- provides access to an accountant or other collaborator,
- wants to send large attachments,
- wants to see if the recipient downloaded the documents,
- or wants to later prove the fact of document transfer.
In these situations, email sending is often insufficient. Logged, expiration-manageable sharing provides more transparent and secure operation.
Summary
In legal document transfer, it is not enough for the document to be "sent".
It is equally important for the office to know: to whom access was given, to which documents, for how long, and to be able to verify later when the recipient logged in or what they downloaded.
Flowyer's new Document Transfer Sharing feature simplifies this process. Instead of email attachments and external file-sharing services, documents can be handed over to external recipients within the case in a controlled manner.
For the recipient, the process is simple: open the link, enter the verification code, and download the documents.
For the office, the essence remains: control, traceability, and verifiability.
