Send and Publish an Email

When you create an email in Outlook, you can choose to publish it to the DMS. This allows people that have access to a selected document pool, and any selected entity records, to view the email after it is sent.

You must have the Deltek PIM Outlook Add-in installed and enabled.

To send and publish an email:

1. In Outlook, click New Email.
2. On the Publish to Deltek PIM window, do one of the following:
   • To publish the email to a location and set of linked attributes that you have previously published to, click the location within the Recently Used section to select it.
     Note: To add or remove document pools for a selection, and to update any attributes, click the suggestion, and then click Edit.
   • To select a different location, click New.

     When you select a document pool, any attribute types that are associated with the document pool display in the Select Attributes pane. You can choose one or more entity records to link the email to when you publish it. This allows users to access the email from the Documents tab on the entity record. For example, you can link the email to a project or organization. An asterisk (*) on an attribute indicates that you must select an attribute.

     Note: You can only select the lowest level document pool within a node, i.e., you cannot select a document pool if it has one or more child pools under it.
   • To search for a location, enter your search text in the Quick add field. When the location that you want to publish to displays, click it to select it.
3. Click Continue.
4. Optional: In the Add Deltek PIM Contacts window, select the To, CC, or BCC option for each recipient that you want to send the email to after you publish it, and then click Continue.
   Note: This step is only displayed if one or more selected document pool attributes are linked to contacts.
5. In the Email window, modify the subject, if required, and enter a message.
6. Optional: To add an attachment to the email, do the following:
   • To attach a file from your PC, click Attach File, and then select the file that you want to attach.
   • To attach a file from the PIM Document Management System, click Add Attachments > Attach Files. In the Document Picker window, select the documents that you want to attach, and then click Continue.
   • To add a link to a document in the PIM Document Management System, click Add Attachments > Attach Links. In the Document Picker window, select the documents that you want to add links to, and then click Continue.
     Note: If you add DMS document links, users must have access to the location(s) that you selected to publish to in order to access the documents.
7. Click Send.
   The email is published to the selected document pools and entity records. If you selected any recipients, they receive a copy of the email. If you are offline when you send the email, it is published the next time you are online.