Emailing a Document - External Mail Services - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

External Mail Services

Platform
OnBase
Product
External Mail Services
Release
Foundation 23.1
License
Standard
Essential
Premier

Emailing a document in the Web Client requires either a web email service (such as Google Gmail or Microsoft Office 365) or a functional, MAPI-compliant email client. Commonly used MAPI email clients are Microsoft Outlook and Novell GroupWise. Client mail programs that deviate from strict MAPI compliance may not function as expected.

You must also have user rights to send a document to an external mail system. User rights are managed by your system administrator.

Note the following considerations for emailing a document from the Web Client:

  • 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.

  • Email signatures cannot be automatically added for certain mail clients when creating a new email from the Web Client. To use email signatures in the following situations, compose the message and manually add the signature in the native email client:

    • IBM Lotus Notes

    • Microsoft Outlook, when rich text is selected as the default message format

    • The OnBase Mail Message dialog box

To email a document in the Web Client:

  1. Perform one of the following actions:
    • From the Document Search Results list, select the document(s) that you want to email, right-click, and select Send To | Mail Recipient.

    • From an open text or image document, right-click and select Send To | Mail Recipient.

    The Mail Document dialog box is displayed.

    Note:

    Depending on your configured email service, the Mail Document dialog box may look slightly different than the following illustration, but it contains the same options.

  2. Use the Content Type drop-down list to select a file format for the document. The client automatically selects the content type based on the document selected (for example, Image (.tif) format is the default content type for PCL, DJDE, AFP, and all other image file formats).
    Note:

    Depending on the file type of the selected document, not all of the following content types may be available.

    Option

    Description

    Original Format or Native Format

    Saves or sends the selected documents in the format in which they are stored in OnBase(for example, OLE documents such as Word documents and PDFs, uncompressed text documents, most image documents).

    The following limitations apply when using the Native Format option:

    • Overlays are not applied.
    • For multi-page image documents, including TIFFs and GIFs, this option saves the document as a single-file TIFF file.
    • This content type is only available if the selected documents can be successfully saved or mailed in their original formats.

    Rendered Format or AutoDetect Format

    Saves or sends each of the selected documents in the format that most represents a viewable document outside of OnBase. For example, an E-Form or Virtual E-Form is saved as an HTML file.

    PDF (.pdf)

    Saves or sends the selected documents as PDF files. For multiple documents selected, each document is converted to a separate PDF.

    Available for documents with any of the following file formats:

    • Image file format

    • PCL

    • PCL with overlay

    • PDF

    • Text report format

    • Text report format with overlay

    • XML with style sheet

    Encrypted PDF (.pdf)

    Sends the selected documents as encrypted PDF files. Each selected document is encrypted as a separate PDF. Upon choosing this content type, you will be prompted to enter a password, which the recipient will need to enter upon opening the attachment.

    Available for documents with any of the following file formats:

    • Image file format

    • PCL

    • PCL with overlay

    • Text report format

    • Text report format with overlay

    Image (.tif)

    Saves or sends the selected documents as TIFF files.

    Available for documents with any of the following file formats:

    • Image file format

    • PCL

    • PCL with overlay

    • Text report format

    • Text report format with overlay

    Note:

    If a text document is configured to display an overlay by default, then the text document will be saved as an image with the overlay applied.

    Text (.txt)

    Saves or sends the selected documents in plain text format.

    Available for documents with a text report format.

    Overlays are not applied.

    HTML (.htm;.html)

    Saves or sends the selected documents in .htm or .html format.

    Available for documents using HTML and MHTML (for example, E-Forms, V-Forms).

    ZIP (.zip)

    Saves or sends the selected documents as a ZIP file.

    Available for any document or group of documents.

  3. If you select PDF (.pdf) or Image (.tif), the following additional advanced options are available. Depending on your configured email service, you may need to click the Advanced button to display the options in the Advanced Options dialog box. Select the relevant options.

    Option

    Description

    Annotation and/or Note Icon On Document

    The document is emailed with any annotations and note icons displayed on the document. If you move a note before emailing the document, the note is displayed in its last saved location. Note locations are saved when a document is closed.

    Note:

    When printed, annotations and icons are the same size as they appear on the document when it is scaled to 100%.

    Note Text On Document

    The document is emailed with the title and text of any notes in that note's location on the document, along with the name of the user that created the note and the date and time it was created. If this option is selected with Annotation and/or Note Icon On Document, the text is displayed below the icon. If you move a note before emailing the document, the note is displayed in its last saved location. Note locations are saved when a document is closed.

    Note:

    This option is not respected by Overlapped Text annotations.

  4. Select one of the following page options:

    Button

    Description

    All

    Sends all pages. This is the only available option for documents sent using the Send To | Mail Recipient option from the Document Search Results list.

    Current Page

    Sends only the current page.

    Pages

    Sends a range of pages. Page ranges can be entered as a compound selection such 1-5,12,22,31-100,200. Selecting a page range in the Image (.tif) format results in a multi-page TIFF file.

  5. Depending on your system's configuration, the Notification or Email Template drop-down list may be displayed. The email template you select will change the default text in the subject and body of your message.
    Note:

    If you select multiple documents and select Send To | Mail Recipient, any email template you select will only apply to the first document selected.

    Note:

    If the email template you select contains a Keyword Type that does not exist on the document, that Keyword Value will be replaced with a blank space.

  6. Click OK or Send. An email message is displayed with the selected document pages attached.
    Note:

    You may be required to log into your email system at this time, if you are not already logged in.

  7. Enter the recipients of the message.
  8. Type the body of the message.
  9. Send the message.