Emailing GoFileRoom documents and document links from Outlook or Lotus Notes

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When emailing documents from within GoFileRoom using Outlook or Lotus Notes, you can email single documents in their native format or as a link for viewing in GoFileRoom. You can also email multiple documents in their native format, as a link to a list of documents for viewing in GoFileRoom, or as a single ZIP file.

Notes

  • Email recipients must be logged in to GoFileRoom in a web browser (not through QuickLaunch only) to be able to access GoFileRoom documents through links; therefore, we recommend sending documents as attachments to non-GoFileRoom users and emailing document links to recipients who have access to GoFileRoom.
  • To use these features with Outlook or Lotus Notes, you must install the related GoFileRoom Add-In for each application.

Emailing documents or links from the GoFileRoom viewer using Outlook or Lotus Notes

Follow these steps to email single documents as attachments or links from within the GoFileRoom viewer using Outlook or Lotus Notes.

  1. Open a document in the GoFileRoom viewer.
  2. Click the appropriate link for more information.

    1. Click the Email button in the viewer toolbar and choose Outlook Attachment.
    2. If you are attaching a PDF file and the GoFileRoom Secure PDF feature is enabled, enter a password in the PDF Password field in the Secure PDF document dialog that opens and click OK.

      Notes

      • PDF passwords must be at least nine characters long.
      • We recommend that you communicate the PDF password to the email recipient in a separate communication prior to sending the email.
    3. Enter the recipient email address(es), Subject text, and message text, as desired.
    4. Click the Send button.

Emailing documents or links from the Search Results screen using Outlook or Lotus Notes

Follow these steps to email single or multiple documents as attachments or links from within the Search Results screen using Outlook or Lotus Notes.

  1. Perform a search to locate documents you want to email.
  2. In the Search Results screen, mark the checkboxes to select documents you want to email. You can select a single document or as many as 150 documents for emailing as attachments or links.

    Note: Mark the checkbox in the column header to select all documents in the current page.

  3. Click the appropriate link depending on the action you want to perform.

    Right-click and choose Email Documents Using Outlook > Native Format or Email Documents Using Lotus Notes > Native Format from the context menu, depending on which email application you are using.

    Right-click and choose Email Documents Using Outlook > Zip or Email Documents Using Lotus Notes > Zip from the context menu, depending on which email application you are using.

    Note: The resulting archive file will be named using the format <current drawer name>.zip.

  4. If you are attaching PDF files and the GoFileRoom Secure PDF feature is enabled, enter a password in the PDF Password field in the Secure PDF document dialog that opens and click OK.

    Note: We recommend that you communicate the PDF password to the email recipient in a separate communication prior to sending the email.

  5. Enter the recipient email addresses, Subject text, and message text, as desired.
  6. Click the Send button.

Notes

  • When you attach multiple documents to an email, the recipient receives an attachment for each document.
  • When you send multiple document links in an email, the message body contains a single link that opens a GoFileRoom Search Results screen listing the documents you selected prior to sending the email.

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