Sending Documents to Internal Users - Unity Client - Foundation 24.1 - Foundation 24.1 - Ready - OnBase - Premier - external - Standard - Essential - Premier - Standard - Essential

Unity Client
Platform
OnBase
Product
Unity Client
Release
Foundation 24.1
License
Premier
Standard
Essential

OnBase users may use the Unity Client to send documents as attachments through internal mail. Sending documents through internal mail is useful for allowing the user to view the documents while retaining all of the data within OnBase, such as associated keywords and user permissions.

Note:

Depending on how your system is configured, a user without rights to an attachment's Document Type may not be able to view the attachment. If the user is able view the attachment but does not have rights to the Document Type, Add/Modify Keywords and Re-Index options will be unavailable, but the user will be able to add notes and annotations to the document.

To send a message with a document attachment to an internal user in the Unity Client:

  1. Open a new message from a selected document by doing one of the following:
    • From the Document Search Results list:

      • Select one or more documents and click Send To | Internal User on the Document tab.

      • Select one or more documents, right-click, and select Send To | Internal User.

    • From an open document:

      • Click Send To | Internal User on the Document tab.

    • From an open image or text document:

      • Click Send To | Internal User on the Document tab.

      • Right-click and select Send To | Internal User.

        Note:

        You can only send documents that you have rights to send as mail. If you send a document to a user that does not have rights to view the document, the document is not attached to the email that this user receives.

    A new message is displayed:
    Message window displaying a blank email from the logged-in user.
  2. The Attachments field displays the attached document(s). Double-click a document to view it directly from the message.
  3. Add recipients, either manually or from the address book.
    • To add recipients manually:
      1. Type the name of a user or user group in the To: field, separating multiple recipients with a semicolon. Enclose user groups with angle brackets (<>). For example, <User Group>.
      2. On the Message tab, in Names, click Check Names to check the user or user group names that you have typed.
      3. If no matches or multiple matches were found, the following screen is displayed:
        Pop-up message that appears after clicking Check Names and lists 3 recipient names.
      4. Select the recipient to use and click OK.
    • To add recipients from the address book:

      1. On the Message tab, in Names, click Address Book, or select the To drop-down list.

        Corner of the message frame with the To drop-down arrow highlighted.

        The address book is displayed. Users and user groups are listed in Available Recipients. User groups are enclosed with angle brackets (<>).

        Address book dialog box with a list of available recipients displayed.
      2. Select a user or user group, or multiple users/user groups by holding down the Ctrl or Shift keys while clicking.

      3. Click Add Selected Items to add the selected user(s)/user group(s) to the Selected Recipients list.

        Add Selected Items button.

        Click Add All Items to add all user(s)/user group(s) to the Selected Recipients list.

        Add All Items button.

      4. To remove users/user groups from the Selected Recipients list, select them from the Selected Recipients list and click Remove Selected Items.

        Remove Selected Items button.

        To remove all users/user groups from the Selected Recipients list, click Remove All Items.

        Remove All Items button.
    The To: field displays the selected recipients:
    Message window displaying the selected recipient in the To field.
  4. In the Subject field, enter a subject of up to 100 characters.
  5. On the Message tab, in Tracking, select Read Receipt Requested to request a read receipt.
  6. Type a message of up to 250 characters.
    Note:

    Each space is treated as a single character, and each new line counts as two characters. When replying and forwarding, the right angle brackets (>) in the message field count as a single character and the Fw: counts as four characters in the subject field.

  7. Click Send.
    A confirmation message is displayed.