Send and Publish an Email

When you create a new email, you can choose to publish a copy to PIM after you send it. People with access to the locations and entity records you select to publish against can then view the email within PIM.

You must have the Deltek PIM Outlook Add-in installed and enabled.

To send and publish an email:

1. In Outlook, click New Email.
2. On the Publish Emails window, do one of the following:
   • To publish the email to a location and set of linked attributes that you have previously published emails to, click an existing location under Recent Locations.
     Note: To remove a recent location, click the location to select it, and then click Remove Location.
   • To publish the email to a new location, click New Location.

     This option displays the Document Attribute Selection window. You can select one or more document pools to publish the email to. If a selected document pool is linked to any attribute types, you can select one or more entity records to link the email to in the Select Attributes pane. For example, if you link the email to a project, and users 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.

     Note: You can only select document pools that do not have any child pools under them.
   • To search for a location, enter your search text in the Quick Add Recent Location field at the top. As you type, a list of matching locations displays, and you can click a location to select it.
   • If you do not want to publish the email to PIM, select the Do not publish check box.
3. In the Details field, enter any details about the email.
   The information you add here is stored against the email, and it can be viewed by users when the view the Summary panel for the email within Deltek PIM.
4. Click Continue.
5. On the Add Deltek PIM Contact window, select the To, CC, or BCC option for each recipient that you want to send the email to, and then click Done.
   If there are many contacts, you can user the Lookup Contact field to search for contacts to add. You can also use the Filter Source list to filter the results by a particular entity type, such as all contacts belonging to a particular organization.
   Note: This step may not display, depending on the location(s) you have selected to publish the email to.
6. On the Email window, modify the subject, if required, and enter a message.
7. To add an attachment to the email, do the following:
   • To attach a file from your PC, click Attach File, and then select the file that you want to attach.
   • To attach files from the PIM Document Management System, click Add Attachments > Attach Files, and then use the Document Picker window to select one or more documents to attach. Click Continue to finish.
   • To add links to documents in the PIM Document Management System, click Add Attachments > Attach Links, and then use the Document Picker window to select the documents that you want to add links to. Click Continue to finish.
     Note: If you add document links, recipients must have access to the location(s) that you have selected to publish to in order to access the documents.
8. Click Send.
   The email is sent to your chosen recipients, and the email is published to the selected document pools and entity records. If you are offline when you send the email, the email is published the next time you are online.