Send Document File by E-mail

Explanation

This activity is used to send a document file by e-mail. A copy of the document file is attached to an e-mail message, and data from the document revision is automatically entered into the text field of the message. You only need to address the e-mail and send it. 

Prerequisites

• The selected document revision must have a connected document file.
• You must have view access to the document revision.
• You must have a mail client with MAPI support installed on your computer. 
• To send multiple files attached to the master original file (e.g., the *.cal and *.cg4 files attached to a master *.dwg file), the process SENDBYMAIL must be set up for the selected document class in the Document Class Process Action window.

System Effects

A new e-mail message is created by your mail client with a copy of the document file attached to it. Document files that are checked in to the document revision (other than original file and view copy) are also attached to the E-mail message launched to send.

Window

Document Revisions
Document Revision
Document Object Connections
Project Navigator

Related Window Descriptions

Document Revisions
Document Revision
Document Object Connections
Project Navigator
Project Navigator/Project Documents

Procedure

1. Open the Document Revision, Document Revisions or the Document Object Connections window.
2. Query (F3) for a document revision and display it.
3. Right-click and then click Send by E-mail. Alternatively in the Document Revisions and Document Object Connections windows, first select the row. Your mail client will open a message with the attached document file. The document title is inserted automatically into the message's Subject field. In the text area of your message, document data is entered automatically. This data consists of the title, document class, document number, document sheet, document revision, and status. The document data and the text in the Subject field can be modified or deleted.
   Note: You can also right click on the Documents link in the Attachments context pane and click Send By Email to send a connected document file.
4. Enter one or more e-mail addresses in the To and CC fields.
5. Click Send to send the document by e-mail.
6. But in step 3, If you have defined macros, the Choose Macro dialog box opens. Select a macro or accept the default macro. If you click Run Macro, the selected macro will run and macro should handle launching of the message in the e-mail client. If you click Skip Macro, no macro will run.

Note: You can also send multiple document files by selecting them in the Document Revisions window and using the relevant right mouse button options.