IBM FileNet P8, Version 5.2            

Sending mail

If you are sending mail from an integrated Microsoft Office application using FileNet Integration for Microsoft Office, you can send a hyperlink to a document or a copy of a document. You can also drag one or more documents from an object store to an open email in an integrated Outlook. Those documents are copies of the original documents and added as email attachments or as a hyperlink. You can drag documents to applications other than Microsoft applications; however, FileNet Integration for Microsoft Office does not recognize those documents.

Recipients who receive email with a hyperlink must log in before opening the linked item and must have access rights to view the item. Recipients who receive email with an attachment can open the attached document without logging in.

Tip: When you send a hyperlink to a document from a list view, the hyperlink opens the released or current version of the document, even if the document is later updated. In an integrated Outlook using Integration for Microsoft Office, you can open the version series for a specific document and drag a copy of the specific version into an email as an attachment. You can drag only one document at a time if you are selecting a specific version.

When you send an object as a hyperlink, the document or folder name, excluding any special characters, is displayed as the hyperlink text. For example, if the name of your document is MyDocument, MyDocument is displayed.

When you send a document as an email attachment, the document title is used as the email attachment description. However, the title might be different when it uses a different character set that was specified by your regional and language settings. For example, if you send a document with an English document title, the document title is used as the email attachment description. However, when using Lotus Notes®, if your client locale is set to English and you send a document with a Japanese document title, an English description, such as WorkplaceXT1234.doc, is used for the email attachment description.

Note: To use the Send Mail action, you must set your web browser default email client to either Microsoft Outlook or Lotus Notes.

To send a hyperlink or attachment:

Table 1. This table lists the menu options available when using integrated Office applications.
Office applications using FileNet Integration for Microsoft Office
Office applications Outlook
  1. Open an application.
  2. Locate the IBM ECM tab and click Browse.
  3. Right-click the documents you want to mail and select one of the following options:
    • Click Send file as link to send a hyperlink for the selected document. If the Add attachment as link only setting is enabled in the site preference, it is the only available option.
    • Click Send file as copy to send a copy of the selected document.

    When you drag documents to an open email, the documents can be added as attachments or as links. Select the documents, press Alt and drag the documents.

  4. Complete the mail message fields as needed before sending the message.
  1. Open a new email message.
  2. Locate the IBM ECM tab and click Browse.
  3. Do one of the following tasks:

    Mail multiple documents: Select one or more documents you want to send as email attachments and drag them into the email.

    Mail a single document: Right-click the single document you want to mail and select one of the following options:

    • Click Attach file as link to send a hyperlink for the selected document. If the Add attachment as link only setting is enabled in the site preference, it is the only available option.
    • Click Attach File as Copy to send a copy of the selected document.
  4. Complete the mail message fields as needed before sending the message.


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Last updated: March 2013
fimo_wpxt_send_mail.htm

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