Share a Batch of Documents by Email

You can share multiple documents via email by either sending download links or attaching the files directly. Each email action is automatically recorded in the Mailings tab for tracking purposes.

To share a batch of documents by email:

1. Navigate to the Information Zone or the Documents tab on an entity record, such as a project or organization.
2. If Smart View is not enabled, click the Smart View toggle to enable it.
   
3. Search for and select the checkbox of each document that you want to share.
   For information, see Search for Documents.
4. On the toolbar, click Bulk Share.
5. On the Rendition Selector / Email Transmission step, do the following:
   1. Uncheck any documents and renditions that you do not wish to include in the email.
   2. From the Share By list, select one of the following options:

      Download Link	Include links to download the documents. Applicable for both internal and external contacts.
      Emailed Link	Include links to download the documents. Applicable for internal users only.
      Emailed Attachments	Attach documents individually to the email.
      Emailed Zipped Attachments	Attach documents as a ZIP file to the email.

      Note: If the total size of the selected documents exceeds the maximum email size defined in the DMS configuration, you will not be able to proceed if you select Emailed Attachments or Emailed Zipped Attachments. In such cases, use the Download Link option.
6. Click Next.
7. On the Send Email To step, do one or more of the following:
   • To add a contact already listed, select the TO, CC, or BCC option for the contact. Use the Filter Source list to narrow down the contact list if needed.
   • To add a new contact, enter the contact's name in the Add Recipient field. When the name appears, click it to add the contact.
   • To add contacts from a community list or users associated with an entity record (e.g., an organization or project), click .
   Contacts that you add manually are defaulted as TO recipients. To change a contact's assignment to CC or BCC, select the respective option next to their name.
8. Click Next.
9. On the Email Composer step, enter the subject and body text for the email.
10. Click Next.
11. Do the following to specify the publishing details of the email after it is sent to the selected recipients:
    1. In the Documents Pools pane on the left, select one or more document pools where the email will be published.
    2. In the Select Attributes pane, select one or more entity records to link the email to.
       Example: If a document pool is associated with a project, select the relevant project to link the email. Users with access to this project can view the email from the Documents tab on the project record.

       Note: Attributes marked with an asterisk (*) indicate that selecting an entity record is required.
12. Click Next.
13. On the Email Options step, select any email options, as required, and click Next.
14. On the Confirmation of Email Recipients step, review the list of email recipients to ensure accuracy, and then do either of the following:
    • If you are ready to send the email, click Finish.
    • If you wish to create one or more actions related to the email, click Next to proceed to the Create Actions step.