IBM FileNet P8, Version 5.1.+            

Sending mail

When you are using Workplace XT, you can send a hyperlink to a document or folder or send a document as an email attachment.

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 Workplace XT, to send a link to a specific version of the document, use Show Hyperlink instead of Send Mail. See Show an object's hyperlink for more information.

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.
  • If you access Workplace XT using Internet Explorer on Windows Vista, you must add the Workplace XT URL as a trusted site for security settings in Internet Explorer.
  • If Outlook prompts you to log in when you open it, you must be logged into Outlook for the Send Mail feature to work.

To send a hyperlink or attachment:

  1. Select the documents or folders.
  2. Right-click the selected items and select one of the following options:
    • Click Send Mail > As Hyperlink to send a hyperlink for each selected document or folder. When you select multiple items to send as a hyperlink, one email message is created with a link for each selected item.
    • Click Send Mail > As Attachment to send the selected documents as an attachment. You can also send multiple document attachments in a compressed file. In the General settings for mail site preference, enable the Multiple Files Use Compression setting. The compressed file contains all the attachments and is named after the first item in the list. If a document contains multiple content elements, only the primary document is included in the compressed file.
  3. Workplace XT opens a mail message using the default email client for your web browser. Complete the mail message fields as needed before sending the message.


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Last updated: July 2011


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