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. On the header bar, click Information Zone.
2. Search for the document or email that you want to send.
   For information, see Searching for Documents.
3. Do one of the following for the document that you want to send:
   • In Classic View, click .
   • In Smart View, click .
4. In the Rendition Selector step, deselect any documents that you do not want to send.
5. Click Next.
6. In the Send Email To step, do one or more of the following:
   • To 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 .
   You can add multiple contacts as recipients. When you 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.
7. Click Next.
8. In the Email Composer step, enter or modify the email subject.
   You can also enter a message in the body field, if required.
9. To add additional documents from the DMS to the email, click .
10. Click Next.
11. In the Choose Pool(s) in which to Publish Email step, select one or more document pools to publish the email to.
12. In the Select Attributes pane, select one or more records to link the email to when it is published.
    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.

13. Click Next.
14. In the Email Options step, modify any of the options, as required.
    Note: Select the Send Attachments to Users option to send the documents as email attachments. You deselect this option if you want to send downloadable links to the documents.
15. Optional: To create an action for the document after it is published, do the following:
    1. Click Next.
    2. In 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.
16. Click Finish.