Email Documents as Attachments Using Default Settings - External Mail Services - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

External Mail Services

External Mail Services
Foundation 23.1

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 quickly send documents using default settings.


To specify how image and certain text documents are sent, see Email Documents as Attachments Using Advanced Options.

The following describes the default system behavior:

  • All image documents, regardless of native file format, are sent as TIFF (.tif) files.

  • All pages of all documents are sent.

  • Note text, note icons, and annotations are not sent with any documents.


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.


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 default settings:

  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 (as Attachment)

    • Select File | Send To | Mail | Mail Recipient (as Attachment)

    • Click the Mail Document (External) Client toolbar button.

  2. 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.

    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. 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.
  4. Enter the recipient email address, a subject, and message text.

    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.

  5. Send the message.