Links and Attachments in Report Emails
Report emails carry a secure link that expires in 24 hours. Admins can choose to attach the file instead, after an acknowledgement. Here is what each means.
Overview
When a report rule emails a report, there are two ways the recipient can get the file.
| Link (the default) | Attachment (admin opt-in) | |
|---|---|---|
| What the email contains | A secure link to the file | The file itself |
| Who can open it | Team members, after they sign in to Teiro | Anyone who has the email |
| How long it lasts | The link expires after 24 hours | It stays in the recipient's inbox |
| Can it be forwarded | Team members still need to sign in | Yes. It leaves Teiro |
Every rule starts as Link. Nothing changes unless an admin switches attachments on.
Why the default is a link
Care reports can hold sensitive information about clients and staff. A link keeps the file inside Teiro: the recipient signs in, and the download is logged. The file itself is deleted 28 days after it is created.
Switching on attachments
Only an admin can do this. On the rule, under 3. To, find How recipients get the file.
- 1.Switch on Attach the file to the email.
- 2.A dialog asks Attach files to emails? It explains that your organisation, as the care provider, is responsible for who receives these emails and what they contain, and that anyone who receives an attachment can save and forward it.
- 3.Tick the box to confirm and save.
Teiro records who accepted and when, and shows it on the rule: "Accepted by (name) on (date)."
Turning attachments off again takes effect straight away.
Schedulers
Schedulers can create and edit rules, but they cannot switch attachments on. They see "Link only. An admin can switch on attachments."
If a scheduler changes the recipients, report or filters on a rule that has attachments on, Teiro switches attachments off and shows: "Attachments were switched off because the recipients changed. An admin can switch them back on."
Recipients outside your team
You can send to anyone, such as a bookkeeper or plan manager, by typing their email address. People outside your team do not have a Teiro sign-in, so check the email preview to see what they will receive, and talk to an admin if they need an attachment.
Details in the email
Emails about incidents, medication and other clinical records carry no client name and no narrative by default. Variables that show more are locked on the email editor (shown with a padlock) until an admin has switched on attachments for the rule.
Next steps
Questions about how your team would set this up? Book a demo or sign up free.
Related articles
Email a Report on a Schedule
Set up a report rule so a report emails itself, for example shifts delivered to your bookkeeper every Friday at 5pm.
Email a Report When Something Happens
Set up a report rule that emails when an incident is raised, or when a service has not started by a set time after its start.
Pause, Renew and Check a Report Rule
Read the status of your report rules, pause or renew them, and use run history to see exactly what was sent and to whom.
Managing roles and permissions
Control what each team member can see and do with Teiro's role-based access system.