Sending External Mail - Client - English - Foundation 22.1 - OnBase - Premier - external - Standard - Essential - Premier - Standard - Essential

Client

Platform
OnBase
Product
Client
Release
Foundation 22.1
License
Premier
Standard
Essential

External mail delivers mail and attached documents from OnBase to a recipient outside the system using a compliant, external email system such as Microsoft® Outlook™. The following information provides a general overview of External Mail Services. For more information, see the External Mail Services Help files or reference manuals. Ask your system administrator to see if your system is set up for External Mail.

Note:

In general, documents are delivered in their current format. Text documents that use overlays can be sent as a text documents or converted to image files, depending on your configuration.

Note:

If your default mail client is IBM Lotus Notes, emails composed in OnBase are auto-saved in the IBM Lotus Notes drafts folder. When emails are discarded in OnBase before being sent, they are not removed from the IBM Lotus Notes drafts folder.

To send external email messages:

  1. Do one of the following:
    • Select one or more documents from a document list and choose File | Send To | Internal User or File | Send To | Mail Recipient.

    • Select one or more documents from a document list, right-click and select Send To | Mail | Internal User or Send To | Mail | Mail Recipient.

    • Select one or more documents from a document list, right-click and click the Mail Document (External) or Mail Document (Internal) toolbar button.

    • Right-click on an open document or its status bar and select Send To | Mail | Mail Recipient or Send To | Mail | Internal User.

    • Right-click on an envelope and select Send To | Mail | Mail Recipient or Send To | Mail | Internal User to attach all documents within the envelope.

      Note:

      If your default mail client is IBM Lotus Notes and the Use Native Mail Dialog workstation option is not selected, notifications selected in this window will not be displayed in the body of your email message.

    The Email Notification dialog box is displayed.

  2. If notifications have been configured for your system, you can use the drop-down list to select a notification. Select a notification as desired and click OK.
  3. The Mail Message dialog box opens outside of the OnBase Client module.

    If the attachment has been configured to use an auto-name string, the filename will be truncated if the file name and the local temporary storage path exceed 255 characters.

    If you selected a notification to use, your message may already have a subject and body text entered. If not, you must manually enter the recipient's email address, a subject, and message text and send the message.

    Notification text will not display if your mail format is set to Rich Text.

    Note:

    To send Advanced Mail, select Send To | Mail | Mail Recipient (with Advanced Options) using any of the aforementioned methods for sending external email messages. See the External Mail Services Help files or reference manual for more information about Advanced Mail.

When mail is sent with an attachment or as an attachment, the mail sender or recipient can double-click on the attachment in the opened mail dialog box. Double-clicking allows viewing of the attachment in another window (see example below) or an Opening Mail Attachment dialog box displays, allowing you to either open the attachment or save it to your workstation.

Note:

Your document may be set up to display in the system one way and be emailed another way. See your system administrator if unexpected results occur.