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 |
- Open an application.
- Locate the IBM ECM tab and click Browse.
- 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.
- Complete the mail message fields as needed before sending the
message.
|
- Open a new email message.
- Locate the IBM ECM tab and click Browse.
- 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.
- Complete the mail message fields as needed before sending the
message.
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