Often, when distributing an email announcement to a large number of clients and other contacts, a law firm would like to include a document (e.g., PDF, Powerpoint) with the email. For example, if the email is an alert, the firm may want to include a PDF version of the full alert. Or if the email is an invitation, the firm may want to include a copy of Powerpoint slides.
The absolute worst way to deliver digital documents to multiple clients simultaneously is as an email attachment. Distributing large attachments to a sizeable distribution list will tie up the law firm's mail server. Large email attachments also greatly increase the chance of the emails getting filtered or blocked. Many clients are also fearful of downloading large attachments due to viruses (unless they were alerted in advance to expect to receive it).
Instead, if a firm wants to distribute documents with a mass email, the "best practice" is to include a URL link to the document within the email that recipients can click to access the file.
One option to create a permanent URL for a document is to host the document on the law firm's website, and then insert the URL for the document into the email. If the document is a small HTML file, then this solution is fine. However, if the document is, say, a large PDF file, then heavy demand for the file generated by the email may degrade the performance of the website.
As an alternative, many email service providers (including eLawMarketing) offer "document libraries" to which clients can upload a file and generate a permanent URL where the file will be hosted. The URL can then be used to create a link to the file within an email (such services are designed to handle peak demand for the file shortly after the email is distributed).
Another alternative for distributing particularly large files is http://www.yousendit.com - a service that allows users to upload a document and distribute it to a list of email addresses. After a document is uploaded, the service will also generate a unique URL that can be inserted into a separate email to provide access to the document. The link can also be programmed to remain available indefinitely and to issue a return receipt every time someone downloads the document.
Note: the above solutions can also be used to provide access to documents on landing pages to which individuals are directed after clicking, say, a Google Ad link. For example, a landing page may provide visitors with access to a PDF white paper hosted at a URL generated by a law firm's email or YouSendIt account.
Comments