Send a Structure Document's File(s) by E-mail

Explanation

This activity is used to send a document structure's file(s) by e-mail. A copy of the document file(s) is attached to an e-mail message (the file(s) is zipped in order to preserve the folder structure) and data from the document revision is automatically entered into the text field of the message. You only need to address the e-mail and then send it.

Prerequisites

• The selected document revision must have a connected document file.
• You must have view access to the document revision.
• You must have a mail client with working MAPI support installed on your computer. 

System Effects

A new e-mail message is created by your mail client with a copy of the document file(s) attached to it. 

Window

Document Revision
Document Revisions

Note: The Documents window can be accessed and documents connected to an object displayed by displaying an object (e.g., a document folder in the Document Folders window) and then clicking the Attachments tab on the context pane.

Related Window Descriptions

Document Revision
Document Revisions
Connected Objects
Send Document Structure by E-Mail

Procedure

1. Open the Document Revision window and query for a structure document revision and display it.
2. Right-click and then click Send by E-mail to open the Send Document Structure by E-Mail dialog box.
3. Select Document Title and Name or Original File Name.
4. Optionally, click the Use Original Folder Structure checkbox. 
5. Optionally, use the Browse button to change the path in the Check Out Folder field.
6. The Select Document field indicates which documents will be sent by e-mail. All the documents in the structure will be selected by default. Deselect any documents which you do not wish to send.
7. Click Send.
8. Your mail client will open a message with the attached document file. The document title is inserted automatically into the message's Subject field. In the text area of your message, document data is entered automatically. This data consists of the title, document class, document number, document sheet, document revision, and status. The document data and the text in the Subject field can be modified or deleted.
9. Enter one or more e-mail addresses in the To and CC fields. 
10. Click Send to send the document by e-mail.

Note: A structure document can be sent by mail by selecting the document and using right mouse button options in the Document Revisions window and the Documents link in the Attachments context pane tab.