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:
- Select the documents or folders.
- 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.
- 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.