Share Documents When You Publish Them

When you publish documents to the PIM Document Management System, you can choose to share them with colleagues via email after the documents get published.

Prerequisite: You must first initiate the process to publish a document. For information, see Publish Documents.

To share documents when you publish them:

1. On the Publish Document window, click the Share With tab.
2. To add recipients to share the document with, click Choose from contact list.
3. To add an individual contact, enter the name of the contact in the Add Recipient field. As you type, a list of matching contacts displays, and you can click a contact to add them.
4. To add a group of contacts or a community, do the following:
   1. Click .
   2. Use the From list to select a contact list type, or an entity type.
   3. If you selected an entity type, enter the name of the record in the respective field. For example, if you selected the project entity type, enter the name of the project in the Project field. As you type, a list of matching records displays, and you can click a record to select it.
   4. From the List list, select the list of contacts that you want to add.
   5. Click OK.
5. To change a recipient from a To recipient to a CC or BCC recipient, select the respective option to the left of a contact's name.
   If you do not want to share the document with a particular contact when you publish it, select the None option for that contact.
6. Click Done.
7. On the Publish Document window, select one of the following options:
   • Share Attachments Via Download Link to include download links to the documents in the email. If you have one or more external contacts added as recipients, they are taken to a secure download page to download the documents from when they click the download links.
   • Share By Email to include download links to the documents in the email. With this option, only internal contacts can use the links to download the documents. If you have one or more external contacts added as recipients, you must also select the Send Attachments To Users check box in order to attach copies of the documents to the email, since external contacts do not have access to PIM.
8. In the Subject field, enter a subject for the email.
9. Use the blank field below the formatting options to enter a message to send to recipients, if required.
10. To select one or more advanced options, click Advanced Options, and then select any of the following options:

    Option	Description
    Zip Attachments	Select this option to attach a zip file for all documents instead of individual document attachments. This option applies to external contacts only.
    Request Delivery Receipt	Select this option to receive an email notification when a recipient receives the email.
    Request Read Receipt	Select this option to receive an email notification when a recipient opens the email.
    Do Not Send Until	Click to select a date to send the email to recipients. If you do not select a date, the email is sent when the document is published.

11. Click Done.
    If you want to reset the sharing options to start again, or if you decide that you do not want to share the documents after you publish them, click Reset Share Options. This option removes all information in the Share With tab, including selected recipients, advanced options, the email subject, and the email body text.
12. Click the Publish Email To tab.
13. In the left pane, select one or more document pools to publish the email to after it is sent.
14. In the Select Attributes pane, do the following:
    • In the Select Entity field for any of the attribute types, enter the name of a record that you want to link the documents to. For example, if you select a document pool that is associated with the project attribute type, you can enter a project to link the documents to. This allows users to access the documents via the Documents tab on the project record.

      An asterisk (*) on an attribute type indicates that you must select at least one record.

    • If a selected document pool relates to drawing files, enter the details for the drawings that you are publishing, such as the received date, document date, document size, and document scale.

You must now complete the task to publish your documents.