Emailing a document or a link to a document requires that you have a functional Microsoft Outlook, IBM Notes, or Novell GroupWise email client or Gmail account. You cannot email documents or links to documents in the Unity Client with any other email client.
If using Microsoft Outlook as your email client, Outlook must be running as the same account type as the External Mail Services. For example, if Outlook is running in administrator mode (accessed by right-clicking the executable file and selecting Run as administrator), the External Mail Services must also be running in administrator mode.
When Microsoft Outlook and Novell GroupWise are installed on the same machine, using GroupWise as the Default Mail Client for the Unity Client may result in unexpected behavior and is not supported.
Single documents, a list of multiple documents, folders, Custom Query results, E-Form and Unity Form Creation pages can all be sent as Unity Pop links or Unity Pop Files. Unity Pop Links and Unity Pop Files are available, depending on your configuration, as Mail Recipient (as Link). If you are configured to use DocPop, clicking Mail Recipient (as Link) will allow you to send a single document or a list of multiple documents.
You must have user rights to email a document or a link to a document. User rights are managed by your system administrator.
Certain special characters are not supported in file names. If these characters appear in the document's Auto-Name string, they are replaced with a space or substituted with other characters that are supported. The following special characters are replaced with a space: @ # $ % ^ & = { } [ ] : " ; ' < >. Character substitutions are as follows:
|
Auto-Name Character |
Substitution |
|---|---|
|
* |
+ |
|
? |
! |
|
/ |
- |
|
\ |
- |
|
| |
! |
To email a document:
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If you selected Mail Recipient (as Link), OnBase displays a blank email message containing a link to each selected document.
If OnBase has been configured to use DocPop or Unity Pop URI links, a single link to all documents is generated. A hit list of all documents selected will be opened when the link is clicked. Proceed to step 11.
If you selected Mail Recipient (as Attachment), and the document is not an image or text document, you may be prompted to select an email template in the Send to Mail pane. If the Email Template drop-down list is displayed, proceed to step 6. If the Email Template drop-down list is not displayed, proceed to step 10.
If you selected Mail Recipient (as Attachment), and the document is an image or text document, or you selected multiple documents including an image or text document, the Send to Mail pane is displayed:
Note:If you selected multiple documents, including documents that are not image or text documents, the documents will automatically be sent in their native format. Depending on your configuration, you may be able to select an email template in the Send to Mail pane. If the Email Template drop-down list is displayed, proceed to step 6. If the Email Template drop-down list is not displayed, proceed to step 10.
If you are using Gmail as your external mail client, the Send to Mail pane may prompt you to log into Google or, if you are already logged in, will display a profile icon.
Tip:Hover over the profile icon to see which Google user is logged in.
Note:If a Google account is already logged in and you would like to switch users, you can click the profile icon and select Log out from Google to log the Google account out of OnBase. You will also need to log out of Google from your web browser to log out fully.
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When sending multiple image or text documents, the Apply Settings to Subsequent Documents check box is available:
When it is selected, the File Format of Attachment selection is applied to all subsequent documents. The Settings drop-down list and Pages field are not available. The Note Options drop-down list is only available if the first selected document contains notes.
When it is not selected, you are required to repeats steps 4 through 7 for each document. Navigate through the documents using the Next Document button:
Note:You are only able to select an email template for the first document.
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Click Send:
Note:If Gmail is configured as your external mail client, you may be prompted to accept External Mail Services Checkout Account Permissions after clicking Send.