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Answer Shared File Requests

Find shared files, check coworker access, and reply by email

Use this Agent instantly or customize it - no programming needed

Find the requested file and reply with its link
Reads
  • File request email
    File request email

    Your coworker's email gives the document clues and the address for checking link access.

  • Approved team folders
    Approved team folders

    You choose which team folders the Agent may search for shared documents.

  • File matching guidance
    File matching guidance

    Your guidance helps the Agent choose among similar files using project, owner, or version clues.

  • Shared documents
    Shared documents

    Your approved folders contain the files and details the Agent compares with each request.

Email workspace
Email workspace

Your email workspace holds file requests, approved team folders, link access warnings, and threaded replies.
Email workspace
Does the request lack enough detail to search for a file?YesNo
Ask for a title, project, owner, or date in the email thread
Writes
  • Email reply
    Email reply

    Your coworker gets a reply in the original thread with the file link or the issue to resolve.

Are there no matching files in the folders you approved?YesNo
Reply that no file was found and ask for another clue
Writes
  • Email reply
    Email reply

    Your coworker gets a reply in the original thread with the file link or the issue to resolve.

Do several files still fit your coworker's request?YesNo
Ask for more detail about the file in the email thread
Writes
  • Email reply
    Email reply

    Your coworker gets a reply in the original thread with the file link or the issue to resolve.

Does your coworker lack access to the selected file link?YesNo
Explain the access issue and what needs review in the email thread
Writes
  • Email reply
    Email reply

    Your coworker gets a reply in the original thread with the file link or the issue to resolve.

Reply with the file name and accessible link in the email thread
Writes
  • Email reply
    Email reply

    Your coworker gets a reply in the original thread with the file link or the issue to resolve.

This Agent handles a coworker's email asking for a shared file. It searches your chosen team folders and checks the sender's access. It replies with the link or issue in the same thread.

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Gmail
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Microsoft Outlook
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Zoom
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OneDrive
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Microsoft Office 365
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Zoho Mail
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Microsoft Exchange
Used as:
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Made for your industry

Answer Shared File Requests is made for businesses in these industries.

Made for your role

Answer Shared File Requests is made for people in these roles.

Made for your department

Answer Shared File Requests is made for people in these departments.

How Answer Shared File Requests works

4 steps, in order, on every run.

  1. Search the team foldersRead the email for file clues and search only the team folders you chose.
  2. Confirm the right fileCompare likely files with the request and your selection rules. Ask for more detail if the match stays unclear.
  3. Check the coworker's accessPlace the file link in a reply and check whether the sender can open it. Identify the access issue if the link warns otherwise.
  4. Reply in the email threadSend the matching file's name and link in the original thread. Explain an access issue or ask for another clue when needed.

How to Get Started

Connect your tools

Connect the tools you already use, such as Gmail, Microsoft Outlook or Zoom.

7 tools
Set your rules
  • Choose the email folder where coworker file requests arrive and give the Agent permission to read and reply to those messages.
  • Choose the team group and document folders the Agent may search; exclude private folders and files that may not be shared with requesters.
  • Specify how to choose among similarly named files, such as the project name, owner, document type, and most recent approved version.
Launch the Agent

Use safe mode to approve every result before it goes out, or let the Agent run automatically.

FAQs

Frequently asked questions about the Answer Shared File Requests:

Which folders will the Agent search?

You choose the team group and document folders during setup. Keep private folders outside the search.

What if the Agent cannot find the right file?

Your coworker gets a reply asking for another clue. If no file matches in your chosen folders, the reply says so.

Will the Agent change file permissions?

No. If your coworker cannot open the link, the reply explains the access problem. The file owner or administrator can resolve it.

What happens when the Agent is unsure?

It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.

Can I review its work?

Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.

What happens if I cancel?

The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.

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