To improve the security of sensitive documents, files sent through email notifications are protected behind Factorial login access. Instead of receiving files directly as email attachments, recipients will access them securely through Factorial.
This article explains how protected file access works, what changes users can expect, and which cases still use direct attachments.
Overview
Previously, some email notifications included files attached directly to the email. This created a security risk because anyone with access to the email could also access the attached documents.
Now:
- Files remain securely stored inside Factorial
- Emails include a secure access link instead of a direct attachment
- Recipients must log in to Factorial before downloading the file
- This additional security layer helps protect sensitive information if:
- An email is forwarded by mistake
- A shared inbox is used
- An inbox becomes compromised
The feature does not require any setup or configuration.
How to use
- Open the email notification received from Factorial
- Click on the file access link included in the email
- Log in to your Factorial account if you are not already signed in
- Once authenticated, the file will download automatically
In most cases, files are no longer attached directly to emails.
If the file does not download after logging in, try refreshing the page and opening the link again. If the issue continues, contact your company administrator or support team.
If you cannot access the file, make sure you are logged in with the correct Factorial account associated with the notification email.
If you received an email but there is no attachment, this is expected behaviour. Files are now accessed securely through links instead of direct email attachments.
If the link redirects you to Signaturit, it is because some signature-related flows continue using Signaturit links to preserve their legal audit trail.
Exceptions
A few flows keep the old behaviour:
- Signaturit emails: links point to Signaturit to preserve the legal audit trail they generate
- Emails to external recipients: e.g. candidates in Recruitment who don't have a Factorial account.
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Emails set manually from internal flows like Backoffice exports
- Exports: protected
- Backoffice exports: not protected
Tips and best practices
- Always access documents through your official Factorial account
- Avoid sharing email links with unauthorised people
- Encourage employees to log out from shared devices after accessing sensitive files
- If you frequently access documents from notifications, keep your Factorial session active on trusted devices for a faster experience
FAQ
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Why are files no longer attached directly to emails?
This change improves document security by ensuring files can only be accessed by authenticated users inside Factorial.
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Do I always need to log in to access files?
Yes. If you are not already logged in to Factorial, you will need to authenticate before the file downloads.
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Are exports also protected?
Standard exports are protected behind login. However, Backoffice exports currently keep the previous behaviour.
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Do administrators need to configure this feature?
No. The rollout is automatic and does not require any action or setup.