Share a Document by Email

You can send a document or email from the DMS to one or more PIM contacts via email. You choose to send either download links, or file attachments. When you send a document via email, an action is automatically logged in the Mailings tab against the document.

To send a document from the DMS:

1. Navigate to the Information Zone or the Documents tab on an entity record, such as a project or organization.
2. Search for the document that you want to share and do one of the following:
   • In Classic View, click .
   • In Smart View, click .
3. On the Rendition Selector step, deselect any documents that you do not want to send, and click Next.
4. On the Send Email To step, do one or more of the following:
   • To add a listed contact as a recipient, select the TO, CC, or BCC option for that contact. To filter the list of contacts, choose an option from the Filter Source list.
   • To manually add a contact, enter the contact's name in the Add Recipient field. When the contact's name appears, click it to add them as a recipient.
   • To add contacts from a community list, or users linked to an entity record, such as an organization or project, click .
   When you manually add a contact, they are assigned as a TO recipient. To change a contact to a CC or BCC recipient, select the respective option to the left of the contact's name.
5. Click Next.
6. On the Email Composer step, enter or modify the email subject, and enter some body text, if required.
7. Click Next.
8. Do the following to specify the publishing details of the email after it is sent to the selected recipients:
   1. In the left pane, select one or more document pools to publish the email to.
   2. In the Select Attributes pane, select one or more entity records to link the email to.
      For example, if a selected document pool is linked to the project attribute, you can select a project to link the published email to. Any user with access to the project can then access the email from the Documents tab on the project record.

      An asterisk (*) on an attribute indicates that you must select an entity record.

9. Click Next.
10. On the Email Options step, modify any of the options, as required.
    For information, see Email Sharing Options.
11. To create an action for the document after it is published, do the following:
    1. Click Next.
    2. On the Confirmation of Email Recipients step, you can review all recipients of the email.
    3. Click Next.
    4. In the Create Actions step, click .
    5. Enter the details of the action.
       For information, see Action Properties.
    6. Click Save.
12. Click Finish.