Emailing GoFileRoom documents and document links from Outlook or Lotus Notes

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When emailing documents from within GoFileRoom using Outlook, 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, you must install the related GoFileRoom Add-In for each application.

Emailing documents or links from the GoFileRoom viewer using Outlook

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

  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. If the secure PDF feature is enabled, but not mandatory and you choose not to require a password, leave the PDF Password field blank and select 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.
      • By design, the user-entered password that is applied to the PDF is only valid for opening that file. Adding this password protection also triggers GoFileRoom to apply a second randomly generated password that is applied to the document at the Document Permissions level within the PDF.  This second level of security prevents other document operations such as changing the document content and altering the security settings for the document. The secondary document permissions password that is needed to alter these settings is not recorded anywhere.
      • In cases where the email recipient needs to edit the PDF file, use an alternate method of password protecting the file.
    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

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

  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 from the context menu.

    Right-click and choose Email Documents Using Outlook > Zip > Zip from the context menu.

    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. To send a PDF without a password, leave the PDF Password field blank and select OK.

    Notes

    • We recommend that you communicate the PDF password to the email recipient in a separate communication prior to sending the email.
    • By design, the user-entered password that is applied to the PDF is only valid for opening that file. Adding this password protection also triggers GoFileRoom to apply a second randomly generated password that is applied to the document at the Document Permissions level within the PDF.  This second level of security prevents other document operations such as changing the document content and altering the security settings for the document. The secondary document permissions password that is needed to alter these settings is not recorded anywhere.
    • In cases where the email recipient needs to edit the PDF file, use an alternate method of password protecting the file.
  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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