Printing

Sending documents to email recipients

  1. In the Folders window, highlight the drawer that contains the documents you will send via email.
  2. From the File menu, choose Send To > Email Recipient, or click the Send to Email button in the toolbar.
    note
    If your email service does not support the Messaging Application Programming Interface (MAPI) protocol, Digita FileCabinet disables the Email Recipient choice in the Send to menu.
  3. In the left pane of the Send to Email Recipient dialog, highlight a document you want to send, and click the Select button to move it to the right pane.
    note
    • If a document was selected in the Folders window when you opened this dialog, that document appears in the right pane automatically. If you do not want to email the document, select it and click the Remove button.
    • If a drawer is a member of one or more drawer families, members from all other drawer families appear in the left pane of the Send to Email Recipient dialog, so that you can send documents to email recipients from multiple drawers at one time.
    • When you first open the Send to Email Recipient dialog, all folders are expanded in the documents list. Click the Collapse All button to collapse all folders in the documents list.
  4. Optional:
     To change the default file name of the selected documents or combined PDF, click the
    File name
     field and make any desired changes. You can also mark the
    Drawer ID
    ,
    Drawer Name
    ,
    Folder
    , and/or
    Creation Date
     checkboxes to append any of these items to the file name.
    note
    • Select the Undo button Undo back arrow to undo changes.
    • Changes you make to the file name in the Send to Email Recipient dialog affect only items that are sent to email recipients.
    • When you mark the
      Combine documents into single PDF file
       checkbox in the Options section, the default file name is "Document."
    • The
      Drawer ID
      ,
      Drawer Name
      ,
      Folder
      , and
      Creation Date
       checkboxes are not available for custom file names or embedded document names.
  5. In the Options section, mark the checkboxes for any of the following options.
    Option
    Description
    Export Images as Adobe Acrobat (.PDF) Files
    There is no need to mark this checkbox, because Digita FileCabinet automatically sends documents in PDF. (This checkbox applies only to image files that are not embedded objects.)
    Include annotations
    Includes annotations in the exported PDF. Mark the annotation type checkboxes for the types of annotations you want to include in the attached PDF.
    Include page notes
    Includes page notes in the exported PDF. Digita FileCabinet will insert the page note after the page where the note was added in the resulting PDF.
    Combine documents into single PDF file
    Creates a single PDF file that combines all selected documents. If you do not mark this checkbox, Digita FileCabinet will create a separate PDF file for each selected document. Use the Move Up and Move Down buttons to change the order in which you want the documents to appear in the PDF file. Note that this feature is not available for embedded documents.
    Password protect system-generated PDF files
    Requires a password for the email recipient to view and/or modify the PDF. You must communicate the password to the email recipient separately from the email to which the PDF is attached. Embedded PDF files are not considered to be system-generated PDF files; therefore, they cannot be password protected.
    Export documents to PDF file as images
    Exports documents as images in the PDF file. Use this feature when certain bitmaps (such as highlighter annotations) are not displayed in the system-generated PDF.
    Include banner page
    Adds a page to the beginning of the PDF that includes links to the document in the PDF.
    Include email signature
    Includes an email signature.
  6. Select OK when all desired documents are listed in the right pane and the desired checkboxes are marked in the Options section. Digita FileCabinet opens your email application and creates a message with the selected documents attached in Portable Document Format (PDF).
  7. Fill out the remainder of the email message, including the email address of the recipient and any additional comments you wish to include.
    note
    If an email address was entered in the Drawer email field of the Drawer Properties dialog or the Client Communications dialog for the current drawer, you have the option to mark the
    Fill email message with recipient's email address
     checkbox.
  8. To send copies of the message to additional recipients, mark the Send a carbon copy (CC) or Send a blind carbon copy (BCC) checkbox and enter the email addresses.
    note
    To specify default email addresses for the CC and BCC fields, choose Setup > User Preferences > Email Options tab, and enter the email addresses in the Email options section.
  9. Connect to the internet, if necessary.
  10. Select the Send button to send the message and documents to the recipient.
note
  • Documents sent via email are in PDF. Your clients can view the PDFs through Adobe Reader version 9.0 or higher.
  • Choose the Modify/View Email Text button to edit the default system-generated email text that is included when sending documents via email. Changes made will be saved for future email correspondences for the current user only.

This article applies to:

  • Product: digita-filecabinet