FileLink
GDPR-compliant Large File Transfer
Transferring Large Files
Email systems rarely accept more than 50 MB mail size. However, departments need to transfer CAD models, CT image series, log archives or contract volumes with three-digit megabyte sizes.
Falling back on unregulated public cloud services or unsecured consumer file-sharing platforms quickly leads to compliance violations and uncontrolled data leakage, as sensitive company data leaves your own sphere of control.
FileLink – the Solution in the Gateway
Secure Hosting
Hosting in a German data center or in your own data center.
Download Limit
Configurable limit on downloads: define how many times a file may be downloaded at most before the share link automatically becomes invalid.
Time-Controlled Deletion
Precisely limits how long the download remains available to the recipient. Once the configured time expires, the files are automatically deleted.
Bidirectional Return Channel
A reply link that lets, for example, edited files be securely sent back to the sender the same way.
Outlook Web Add-in
The web add-in integrates seamlessly into Outlook across platforms and makes it easy to manage download limits and expiration dates.
FileLink automates the secure transfer of large or sensitive files directly from your email environment. The system routes corresponding attachments to the secure FileLink portal.
- Automatic offloading of file attachments (for example, 50 MB)
- Server-side encryption with AES-256
- Time-controlled deletion after download
The entire process runs transparently in the background – for the user, everything remains within the familiar email workflow.
Practice Scenarios
Healthcare
Radiological image series sent to an external doctor – the download is limited by a time-controlled timer (e.g. 14 days) so that sensitive health data is not retained permanently.
KRITIS
SCADA CSV logs (80 MB) to regulatory authority – passphrase identification in separate channel.
R&D Consortium
Design data and 3D-printing files under NDA – secure exchange of large file packages in development projects without clogging up partners' mailboxes.
Mid-market Supply Chain
Exchange of parts lists (XML) from the ERP system – the recipient downloads the file, edits it, and uses the bidirectional return channel to submit the signed file directly back to the portal.
Legal & Compliance
Secure delivery of extensive SCADA log archives or evidence folders to authorities, where ordinary email attachments would fail due to the volume of data.
Integrating FileLink into the central Workflow Engine gives you highly flexible, automated control that goes far beyond simply offloading large files:
- Precise condition control: You can individually define the conditions under which attachments should be replaced by download links. Regular expressions let you target only specific file types (e.g. all .docx or .pdf files) for conversion into FileLinks.
- Custom HTML branding: The FileLink section that is automatically inserted into the recipient's outgoing email can be flexibly adapted to your own corporate design using HTML templates.
- Flexible permissions: Administrators centrally control, per rule, whether the recipient is additionally allowed to upload their own files via the bidirectional return channel.
Free Introductory Workshop
Every company has very individual requirements when it comes to exchanging large files, protecting sensitive attachments and general email security. In our joint introductory workshop, we focus specifically on your use cases and analyze your data transfer processes.
Together with our experts, in just 60 minutes free of charge, you'll design your first automated workflow rule for secure and compliant email communication – tailored exactly to your company's context.