Email Documents as Attachments Using Advanced Options - External Mail Services - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

External Mail Services

Platform
OnBase
Product
External Mail Services
Release
Foundation 22.1
License
Standard
Essential
Premier

You can send one or more documents as attachments in an email message using your configured third-party email program. This section describes how to send documents using advanced options. Advanced options apply only to text documents containing notes and image documents. If a text document containing a note is sent using advanced options, it can only be sent as an image or PDF file.

Advanced options allow you to:

  • Select the document's page range.

  • Change the document's file format.

  • Determine whether document note text, icons, or annotations should be included.

Note:

When attaching a Document Type with XML as the Default File Format, the system converts the XML file and the XSL style sheet into one HTML file. The system also converts Lotus Notes (.dxl) documents and their associated style sheets to one HTML file in much the same way when attached to an email.

Certain characters are not allowed in attachment file names. If these characters appear in the document's Auto-Name, they are substituted with other characters that are allowed. Substitutions are as follows:

Auto-Name Character

Replaced With

\ and /

-

:

;

*

+

?

!

<

[

>

]

"

'

|

!

OnBase External Mail Services respects restrictions set by third-party email systems (such as file attachment size limits). This may result in a situation where the user is presented with the OnBase Mail Message dialog box instead of the email program's native dialog box. For more information on how to use the OnBase Mail Message dialog box, see Using the OnBase Mail Message Dialog Box.

Note:

If you are using Novell GroupWise, the OnBase Mail Message dialog box is always displayed. The GroupWise native email dialog box is not available when using External Mail Services to send email.

To email a document from the OnBase Client using advanced options:

  1. From an open document or selected document(s) in a document results list or envelope, do one of the following:
    • Right click and select Send To | Mail Recipient (with Advanced Options)

    • Select File | Send To | Mail | Mail Recipient (with Advanced Options)

    Depending on your system's configuration, the Email Notification dialog box may be displayed. Notifications contain pre-configured email subjects and/or message body text that may also contain Keyword Type data.

  2. To apply a notification to the email, select a notification from the Notification drop-down list and click OK.

    When sending multiple documents, any notification you select applies only to the first document selected.

    If the notification you select contains a Keyword Type that does not exist on the document, that Keyword Value is replaced with a blank space.

  3. The Document Options dialog box is displayed.
  4. Select the appropriate options.

    Page Range

    Description

    All

    All pages in the selected document will be sent.

    Pages

    The page(s) specified in the text field will be sent. Enter page numbers and/or page ranges, separated by commas. For example: 1,3,5-12.

    Note:

    This option is only available when sending documents in the Default Format or Native Format.

    File Format of Document

    Description

    Default Format

    Sends the document as a TIFF file.

    Native Format

    Sends the document in the format in which it is stored in OnBase(e.g., most image documents).

    Overlays are not applied.

    Note:

    If a document containing more than one file on the disk group is sent in its native format, each page of the document will be sent as a separate file, and the file names will be appended with _(Number of pages in the document). For example, if the Background Check document consists of three Tiff pages and is being sent in its native format, the attached file names would be Background Check_1.tif, Background Check_2.tif and Background Check_3.tif.

    Unencrypted PDF

    Sends the document as a PDF file.

    Note:

    This option is not compatible with custom file types.

    128 bit RC4 Encrypted PDF

    Sends the document as an encrypted PDF file. Upon choosing this Content Type, you will be prompted to enter a password, which the recipient will need to enter upon opening the attachment.

    Note:

    This option is not compatible with custom file types.

    128 bit AES Encrypted PDF

    Sends the document as an encrypted PDF file. Upon choosing this Content Type, you will be prompted to enter a password, which the recipient will need to enter upon opening the attachment.

    Note:

    This option is not compatible with custom file types.

    Apply Settings to All Selected Documents

    Select this check box when sending multiple image documents to apply the selected file format to all documents.

    Note:

    This option only applies to the remaining documents in the list that have not yet been configured. For example, if you choose this option the third time you are presented with the Document Options dialog box, the settings are not applied to the first two documents that prompted the Document Options dialog box.

    Note:

    If the Apply Settings to All Selected Documents check box is selected, the All radio button is automatically selected and the Pages radio button becomes unavailable.

    Tip:

    To send only a range of pages from a number of selected documents in their native formats, do not select the Apply Settings to All Selected Documents. The Advanced Mail dialog box will be displayed for each of the selected documents, and you can specify the page range to be included for each document.

    File Format of Attachment

    Description

    128 bit RC4 Encrypted PDF

    Sends the document as a 128-bit Rivest Cipher 4 (RC4) encrypted PDF file. Upon choosing this Content Type, you will be prompted to enter a password, which the recipient will need to enter upon opening the attachment.

    Note:

    This option is not compatible with custom file types.

    128 bit AES Encrypted PDF

    Sends the document as a 128-bit Advanced Encryption Standard (AES) encrypted PDF file. Upon choosing this Content Type, you will be prompted to enter a password, which the recipient will need to enter upon opening the attachment.

    Tip:

    This option provides greater security than either of the RC4 encryption options.

    Note:

    This option is not compatible with custom file types.

    Note:

    Adobe Acrobat version 7.0 or greater is required to convert and send documents with 128-bit Advanced Encryption Standard (AES) encryption.

    Notes and Annotations

    Description

    Annotation and/or Note Icon On Document

    The document is sent with note icons and annotations that have been placed on it.

    Notes are displayed in their last saved locations, which are set when a user closes the document.

    Note:

    If an icon is not configured for the Note Type, then no icon will be displayed for these notes.

    Note:

    Depending on your system's configuration, some note icons may not be sent even if this option is selected. See your system administrator if you have questions.

    Note Text On Document

    The document is sent with note title, text, and information about each note (e.g., the note's Auto-Name string, the user name of the note's creator and the date and time the note was created) placed on it.

    Notes are displayed in their last saved locations, which are set when a user closes the document.

    Note:

    This option is not respected by Overlapped Text annotations.

    Note:

    Notes and Annotations options are only available when sending an open document. These options are not available when selecting documents from a results list.

  5. Click Send.
  6. If a PDF encryption option is selected, you are required to type an encryption password after clicking the Send button in the Advanced Mail dialog box. This password is case-sensitive and can include alphanumeric or special characters. It cannot contain Unicode characters.
    CAUTION:

    If you lose or forget the encryption password, it cannot be recovered.

  7. Depending on your configuration, the email message is displayed in the email program's native dialog box or the OnBase Mail Message dialog box.
    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.
  8. Enter the recipient email address, a subject, and message text.
    CAUTION:

    It is a known issue that a message sent from the OnBase Mail dialog box in conjunction with Novell GroupWise may display all email addresses that have been entered into the Blind Carbon Copy(BCC) field to any recipient who opens the message in GroupWise.

  9. Send the message.