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 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.
5. Click Next.
6. On the Email Composer step, enter the subject and body text for the email.
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 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.
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.