Sending a document
Send a document from RotorLab when someone outside your organization needs it: an insurer asking for a crash analysis, a regulator asking for an occurrence report, an auditor asking for a package, a client waiting for the job's flight record. The recipient gets an email with a link, not an attachment. RotorLab keeps the exact file that was sent, records when the link was opened and when the file was downloaded, and lets you withdraw the link at any time.
A document goes only to a recipient your organization has saved, or to a job's Report to. You never type an address at the moment of sending, and the send sheet shows the address before anything leaves.
Which documents can be sent#
Only a document that carries a verification code can be sent, because the record of a send is the code and the file's SHA-256 fingerprint, which the recipient checks. Each document's Send button sits beside its download and is shown only to members who may send that document. Who may send it is who may produce it today, with the manage permission of its area:
| Document | Where its Send button is | Who may send it |
|---|---|---|
| Crash analysis | Send the crash analysis, beside the downloads on the Crash Analyzer results | Flights & logs: manage |
| Flight report | Send the Flight report, beside Download Flight report (PDF) on the Log Analyzer, signed in | Flights & logs: manage |
| Occurrence report | Send the occurrence report, on the occurrence page | Safety records: manage |
| Service difficulty report draft | Send the SDR draft on the occurrence page, and send the draft on the report's row on Maintenance | Safety records: manage from the occurrence, Maintenance: manage from Maintenance |
| Audit package and records release copy | Send the package, on the package's row on Audit | Organization admins, the Auditor role, Safety records: manage or Records custody: manage |
| Audit binder | Send the binder, on the binder's row on Audit | Organization admins and Records custody: manage |
| Job flight record | Send the job flight record, on the job page | Clients and Jobs: manage |
| Client flight statement | Send the statement, on the client page's statement card | Clients and Jobs: manage |
| Design dossier | Send the design dossier, on the type's page | Types & bulletins: manage |
| Design report | Send Design report, in the Design report dialog of a saved revision in the Builder | Types & bulletins: manage, on your own builds or ones shared with the organization |
| Program status | Send Program status, on the Ops Dashboard's Program view | Aircraft & registry: manage |
| Maintenance log | Send the maintenance log, on Maintenance once an aircraft is picked, and on the aircraft's page | Maintenance: manage |
| Aircraft record | Send the aircraft record, on the aircraft's page | Aircraft & registry: manage |
| Pilot logbook | Send the logbook, beside Download PDF in the My Record | Anyone, for their own logbook; a colleague's under the same rule as printing it |
| Authorization report | Send the authorization report, beside Download PDF on the authorization's report | Safety records: manage |
Organization admins may send every one of them. An audit package or binder is sent from the list of packages produced, while its file is kept; the full organization export is never sent. A crash analysis is sent only while RotorLab keeps its own analysis of the log (a day), since only that analysis carries a code. Anything without a code, such as a CSV, a KML file, the HTML crash report or your own data export, has no Send button: download it and hand it over yourself.
Saved recipients#
The recipients live under Organization, then Data and privacy, then Recipients, at https://app.rotorlab.app/org#data/sent, on the Saved recipients card. Organization admins and roles with Records custody: manage keep the list; anyone who may send a document reads it there, with a line saying who keeps it.
Press Add a recipient and fill in:
- Name: required.
- Email: required, and a plain address such as name@example.com. An address with a comment in parentheses or quotes is refused. Each address is on the list once.
- The organization they are with (optional): for example the insurer's name.
- What they receive documents for (optional): for example "Hull insurance claims". The send sheet shows it under the address.
Press Add the recipient. Change edits a recipient and Remove takes one off the list after you confirm. Every addition, change and removal is written to the activity log with what changed. A send keeps the address it went to, so changing or removing a recipient changes no document already sent, and links already sent to a removed recipient keep working until they expire or you withdraw them.
A job's Report to#
A job flight record and a client flight statement can also go to the job's own contact. On the job, Report to is the client's contact, a name and address kept on that job, or one of the saved recipients; see Clients and Jobs. A client flight statement goes to the client's contact. The send sheet offers that choice first and says where the address comes from and when it was last changed, and by whom, so a changed address is visible before you send.
Sending#
- Press the document's Send button. The sheet is titled Send and the document's name.
- Under Send to, pick the recipient. For a job's documents the first choice is Report to: or The client's contact:, followed by the saved recipients. The line under the list says Goes to and the address.
- Set How long the link works, in days from 1 to 90. It starts at 30.
- Optionally write A note for the email: one line, up to 300 characters, and no web address (a note with a link in it is refused, because the document's link is the only one the email carries).
- Press Send the link.
The document is produced at that moment the way its download produces it, with the same choices the page holds (a statement's period, a logbook's filter), and the send keeps those exact bytes. A message confirms where it went and until when the link works. When your organization has nobody to send to yet, the sheet says so; if you keep the list, Add a recipient takes you to the Saved recipients card.
A send that cannot go out says why and sends nothing: your role does not let you send that document, a daily limit is reached (below), or the email could not be sent just now, in which case the send is recorded as not sent and its link never opens. While your organization is on a trial plan, you can send a document only to an address at the domain you signed up with, such as @yourcompany.com. A send to any other address is held until RotorLab allows it or a paid plan starts; the sheet says so, and you can still download the document and hand it over yourself. A shared or free email domain does not count as your own, and an organization with no domain on file cannot send until it has one.
The design dossier, the Design report and Program status show the recipient before they go, and each send is written to the organization's activity log and to the document's record of where it went. A type's page shows how often its dossier has gone, for example Sent 3 times, last to Ana Ruiz.
What the recipient gets#
The recipient gets an email from RotorLab whose subject is your organization's name, "sent you a document:" and the kind of document. It names the person at your organization who sent it, gives your note if you wrote one, and has an Open the document button with the link printed beneath it, and the line "Open the document with this link, which works until" and the day and time the link stops working. The email's footer says why the recipient received it (that you sent it to them through RotorLab) and prints RotorLab's postal address, and its text and its HTML version carry the same words. It carries no attachment, no document title and no other link, and replies to it do not reach you.
The link opens a page for that one document. It names your organization and shows the document's kind and title, the file name and size, its Verification code, its SHA-256, when it was Sent and the Link works until time, with a Download the document button. The page tells the recipient how to check the file at rotorlab.app/verify without an account: enter the code, give the page the downloaded file, and it says whether the file is, byte for byte, the one issued under that code. See Verifying a document.
A withdrawn link opens a page saying your organization withdrew it and when; an expired link says when it stopped working. Neither offers the file, and both suggest asking you to send the document again.
One live link per recipient#
Sending the same document to the same recipient again withdraws the earlier link, marked as replaced by the new send, so a recipient never holds two live links to one document. The same inbox counts as the same recipient: case does not matter, and a +tag after the name (name+claims@example.com) reaches the same inbox as the plain address.
What is kept#
Each send keeps what was sent, to whom, by whom and when: the document's kind and title, its verification code and SHA-256, the file itself, the recipient's name and address exactly as sent, where that address came from (a saved recipient, the job's Report to or the client's contact), your note, and when the link expires. The file served by the link is checked against the SHA-256 that was sent before every download. Once a link is withdrawn or has expired, the file kept for it is removed; the send and its code stay on record, and the document stays verifiable at the verification page.
Every send, every send that could not go out, every opening of the link page, every download and every withdrawal is an entry in your organization's hash-chained activity log. Opening the page and downloading the file are recorded separately, each with the time and the browser that asked. A mail scanner that checks links on delivery reads as an open, so opened says the page was fetched; downloaded says someone pressed the button. Repeated opens or downloads within a minute are counted but written to the log once.
Where it was sent#
Every place a document can be sent from also shows where it went:
- Where it was sent, beside Send the package and Send the binder on Audit, lists every send of that document, newest first: to whom and when, by whom, how many times it was opened and downloaded and when last, the verification code, and whether the link works, was withdrawn or expired.
- The Documents card on a job page and a client page lists each record or statement issued, with its code, and where each was sent.
- The Documents sent card under Organization, then Data and privacy, then Recipients lists every document your organization sent through a link, newest first, with Document, To, Sent, Opened, Downloaded and Link. Find a send searches by document, recipient or code, and Link narrows the list to Works, Withdrawn, Expired or Not sent. The newest 200 sends are shown. The card is for organization admins, the Auditor role, and roles with Safety records: manage or Records custody.
Withdrawing a link#
Press Withdraw (or Withdraw the link) beside a live link, on the Documents sent card, in Where it was sent, or on a job or client page's Documents card. The sheet asks Why (optional); press Withdraw the link to confirm or Keep it to back out. The link stops opening at once and the file kept for it is removed. The send stays on record, with who withdrew it, when and why.
The person who sent it, an organization admin, a role with Records custody: manage, or anyone who may send that kind of document may withdraw a link.
Daily limits#
Two daily limits apply, counted over your organization's day: 100 documents a day from your organization, and 10 a day to any one recipient. A send past either is refused with a sentence saying which limit was reached and that sending opens again the next day. The limits are checked before anything is produced, so a refused send issues no document. A document larger than 256 MB cannot be sent.