Read-Only Document Sharing?

[Danno321]

Hi, currently under Exchange "vendor updates" in PDF format are emailed to a 'vendor updates' email list so there are multiple copies of the PDF across mailboxes. It would be better to have shared "folder" for this where the "email" header summary indicates the information then have access to the PDF. How can this be skinned with Zimbra? RSS to linked PDF? Group folder? TIA

[SpiderTech]

Thinking about what your trying to do, there is 2 possiblities to try.

1. you can create a sub-folder, place the pdf into it and shared the folder.

2. You can load the document into your briefcase and share the briefcase. You can send a link to the pdf.

Both options are for members of your Global address list.

[Danno321]

Thanks for replying. Your response has triggered follow-on questions so please bear with me.

There are probably on average 5 vendor updates PDF files per day so over 7 days the list would be 35 and after 100 days 350 and so on. It would be ideal to have the storage folder hold the files for at least 3 years and be easily searchable on name and date which would be in the file name. If Briefcase can work with this requirement (PDF's of 1-2 pages usually), then one could create a "Vendor Updates" account, then put these updates into that account's Briefcase, then send out an email from this account with the verbiage about the update and a link to the PDF file in the account's Briefcase. So in one year we could have 1,000 files in the Briefcase that need to be searched on Vendor Name and Date and naming convention for file name is Vendor_Name_Update_Type_YYYY-MM-DD). Given my use of Zimbra for personal use, I surmise this would work with good performance. Please comment as input is very appreciated.

[SpiderTech]

Danno,

After review of what you are attempting to do, yes creating a separate account that these PDF's could uploaded to, is a proven method to share files of this type.

Just remember to add each person to the briefcase permissions list.

Hope this helps.

[odeleon]

Just remember to add each person to the briefcase permissions list.

... or you can share the folder to a distribution list that contains the people with whom you'd like to share the information

[SpiderTech]

odeleon,

Creating a Contact group and granting permissions to share the briefcase is another method for bulk resource sharing and micro management by departments such as It.

[odeleon]

@SpiderTech.

thanks! I did not know that