Sending Email from Laserfiche

To email a document or document pages

1. Select one or more entries from the Folder Browser or Search Results Pane, or open a document.
2. Do one of the following:
• From the Tasks menu, select E-mail Document... to e-mail the document's primary content (pages for an imaged document, or electronic file for an electronic document), or E-Mail Pages... to e-mail the document's pages regardless of document type.
• Right-click the document(s) and select E-mail Document... to e-mail the document's primary content (pages for an imaged document, or electronic file for an electronic document), or E-Mail Pages... to e-mail the document's pages regardless of document type.
• If the document is already open in the Document Viewer, open the Tasks menu and select E-mail Document... to e-mail the document's primary content (pages for an imaged document, or electronic file for an electronic document), or E-Mail Pages... to e-mail the document's pages regardless of document type.
• If the document is already open in the Document Viewer, and you want to send only specific pages, display the Thumbnails pane and select the desired pages, then right-click and select E-mail Pages....
3. In the Selected Attachments dialog box, you can view and modify all of the entries that have been selected to be sent in e-mail.
4. Specify whether the document should be sent as a Link or a Copy by selecting the appropriate checkbox. Sending a link to a document will send an .lfe shortcut file that can be used to jump directly to the document in the repository. Sending a copy of a document will export and send a copy of the electronic file or image pages associated with the document.
5. The Pages column will show the total pages in the document, if it contains pages. To send only certain pages of a document, double-click its Selected Page Range column. The page range will become editable, and you can type the pages or page ranges to send. Pages can be specified individually or as a range, with each page or page range separated by a comma (e.g., 1, 4, 6-8). (This option is not relevant if you are only sending a link to a document or folder, or if you are sending an electronic file.)
6. To configure additional export settings and default image formats, click E-Mail Settings. Click OK to exit the options dialog and return to the Selected Attachments dialog.
7. In the Images will be sent in this format option, select the format to send images in. To use the default file formats for color, grayscale, and black and white images, make sure Default Formats (color/grayscale/B&W) is selected. (This option is not relevant if you are only sending a link to a document or folder, or if you are sending an electronic file.)
8. To password protect attached files, click E-Mail Settings, select the checkbox next to Combine attachments into one zip file, and click OK. The Password for attached files text box in the Selected Attachments dialog box will become active, allowing you to enter a password.
9. To remove attachments from the list, either select one or more attachments and click Remove Attachment(s), or select Remove All Attachments to clear the attachment dialog.
10. To add more entries to the e-mail, do one of the following:

Important: You can add attachments of multiple types to the same e-mail. For instance, you can attach any combination of pages, electronic files, folders and document versions to the same e-mail. See To e-mail a folder and To e-mail a specific document version for options specific to those entry types.

• Click Hide this Window. Browse to the desired entry, and perform steps 1 - 3.
• Move the Selected Attachments dialog box to view the Folder Browser. Browse to the desired folder and perform steps 1- 3.
11. Click Create E-Mail. If Laserfiche can’t access your e-mail client, you will be prompted for login information.
12. Enter the recipient’s address and subject, compose the accompanying message (if any), and send the e-mail.

Note: If the name of your document has any of the following extensions: .tif, .pcx, .bmp, or .jpg, Laserfiche will strip the extension from the file name and add an extension appropriate for the format in which the image will be sent.

To email a document or document pages

1. Select one or more imaged documents or electronic documents from the Folder Browser or open a document.
2. From the File menu, select E-mail Pages to e-mail the document's pages, or E-mail Electronic File to e-mail the document's electronic file portion.
3. In the E-mail Basket dialog box, you can choose to send the entire document or only a select number of pages via e-mail. To send a range of pages, select the document whose page range you want to edit and click in its Selected Page Range column and type a page range.
4. You can remove documents by selecting the documents you want to remove and clicking Remove Selected. To remove all documents from the list click Remove All.
5. Click E-mail Settings... to open the E-mail section under Export in the Settings dialog box. Here you can configure specific e-mail settings.
6. Next to Send as, choose how you want the document(s) to be sent.

• URL Links: The recipient will receive links to the location of the documents in the repository. If Web Access is configured to use profiles, there will be an additional option to include a specific profile in your link.
• Files: The documents will be attached to the e-mail as separate files.
• Zip: The documents will be attached to the e-mail as one compressed Zip file.

7. Next to Images will be sent in this format, select the file format in which you want the images to be sent. You can configure a default file format in which to export e-mails in the Images section under Export in the Settings dialog box.
8. If you selected to send the documents as one ZIP file or as individual PDF files, you will have the added option to password protect these files. If sending as a zip file, select Apply password to ZIP file. If sending as individual PDF files, select Apply password to imaged documents sent as PDF files. Enter a password, then re-enter the password for verification.
9. Select Use Microsoft Outlook to manually send the e-mail message if you want to use your local copy of Microsoft Outlook to send the e-mail.
10. Select Send through Web Access if you want to send the e-mail through Web Access. This option is useful for those who do not have Microsoft Outlook on their machines.

    Note: You will see a warning message if Web Access is not configured to send e-mail messages. Contact your administrator for more information.

11. Click Create E-mail. The new message will contain the selected pages from each listed document as an attachment or several attachments.
12. To add additional documents or pages, do the following:
1. In the E-mail Basket, select Hide this Window.
2. Browse to and select the desired document(s) in the repository and, from the File menu, select E-mail Pages to e-mail the document's pages, or E-mail Electronic File to e-mail the document's electronic file portion.
13. In the Send E-mail dialog box, fill out all appropriate information (i.e., To, Subject). You can configure a default message to be sent with each e-mail under E-mail in the Export node of the Settings dialog box.
14. Click Send to send the e-mail.

Note: You cannot specify individual page ranges when sending an electronic document via e-mail; you can only send the entire document.

Note: The From address can be configured by an administrator on the Configuration page in the E-mail section under Reply Address.

To email a specific document version

1. Select a document from the Folder Browser or Search Results Pane, or open it in the Document Viewer.
2. Do one of the following:
• From the Tasks menu, point to Version Tracking, and then select Version History.
• Right-click the document(s) and select Version History.
• If the document is already open in the Document Viewer, display the Metadata pane, and then select the Versions tab.
3. Select the version or versions that you want to e-mail.
4. Right-click, point to E-mail, and then select E-mail Document... to e-mail the document's primary content (pages for an imaged document, or electronic file for an electronic document), or E-Mail Pages... to e-mail the document's pages regardless of document type.
5. In the Selected Attachments dialog box, you can view and modify all of the entries that have been selected to be sent in e-mail.
6. Specify whether the document version should be sent as a link or a copy. Sending a link to a document will send an .lfe shortcut file that can be used to jump directly to the document version in the repository. Sending a copy of a document will export and send a copy of the electronic file or images associated with the document version.
7. The Pages column will show the total pages in the document version, if it is an imaged document. To send only certain pages of a document, double-click its Selected Page Range column. The page range will become editable, and you can type the pages or page ranges to send. Pages can be specified individually or as a range, with each page or page range separated by a comma (e.g., 1, 4, 6-8).(This option is not relevant if you are only sending link to a document or folder, or if you are sending an electronic file.)
8. To configure additional export settings and default image formats, click E-Mail Settings. Click OK to exit.
9. Under the Images will be sent in this format option, select the format to send images in. To use the default file formats for color, grayscale, and black and white images, make sure Default Formats (color/grayscale/B&W) is selected. (This option is not relevant if you are only sending a link to a document or folder, or if you are sending an electronic file.)
10. To password protect attached files, click E-Mail Settings, select the checkbox next to Combine attachments into one zip file, and click OK. The Password for attached files text box in the Selected Attachments dialog box will become active, allowing you to enter a password.
11. To remove attachments from the list, either select one or more attachments and click Remove Attachment(s), or select Remove All Attachments to clear the attachment dialog.
12. To add more entries to the e-mail, do one of the following:

Important: You can add attachments of multiple types to the same e-mail. For instance, you can attach any combination of pages, electronic files, folders and document versions to the same e-mail. See To e-mail a document and To e-mail a folder for options specific to those entry types.

• Click Hide this Window. Browse to the desired folder, and perform steps 1 - 3.
• Move the Selected Attachments dialog box to view the Folder Browser. Browse to the desired folder and perform steps 1- 3.
13. Click Create E-Mail. If Laserfiche can’t access your e-mail client, you will be prompted for login information.
14. Enter the recipient’s address and subject, compose the message (if any), and send the e-mail.

To email a specific document version

1. Select a document from the Folder Browser or Search Results Pane, or open it in the Document Viewer.
2. Do one of the following:
• From the Tasks menu, point to Version Tracking, and then select Version History.
• Right-click the document(s) and select Version History.
3. Select the version or versions that you want to e-mail.
4. Right-click, point to E-mail, and then select E-mail Electronic file... to e-mail the document's electronic file portion, or E-Mail Pages... to e-mail the document's pages.
5. In the E-mail Basket dialog box, you can view and modify all of the entries that have been selected to be sent in e-mail.
6. Click E-mail Settings... to open the E-mail section under Export in the Settings dialog box. Here you can configure specific e-mail settings.
7. Next to Send as, choose how you want the document(s) to be sent.

• URL Links: The recipient will receive links to the location of the documents in the repository. If Web Access is configured to use profiles, there will be an additional option to include a specific profile in your link.
• Files: The documents will be attached to the e-mail as separate files.
• Zip: The documents will be attached to the e-mail as one compressed Zip file.

8. Next to Images will be sent in this format, select the file format in which you want the images to be sent. You can configure a default file format in which to export e-mails in the Images section under Export in the Settings dialog box.
9. If you selected to send the documents as one ZIP file or as individual PDF files, you will have the added option to password protect these files. If sending as a zip file, select Apply password to ZIP file. If sending as individual PDF files, select Apply password to imaged documents sent as PDF files. Enter a password, then re-enter the password for verification.
10. Select Use Microsoft Outlook to manually send the e-mail message if you want to use your local copy of Microsoft Outlook to send the e-mail.
11. Select Send through Web Access if you want to send the e-mail through Web Access. This option is useful for those who do not have Microsoft Outlook on their machines.

    Note: You will see a warning message if Web Access is not configured to send e-mail messages. Contact your administrator for more information.

12. Click Create E-mail. The new message will contain the selected pages from each listed document as an attachment or several attachments.
13. To add additional documents or pages, do the following:
1. In the E-mail Basket, select Hide this Window.
2. Browse to and select the desired document(s) in the repository and, from the File menu, select E-mail Pages to e-mail the document's pages, or E-mail Electronic File to e-mail the document's electronic file portion.
14. In the Send E-mail dialog box, fill out all appropriate information (i.e., To, Subject). You can configure a default message to be sent with each e-mail under E-mail in the Export node of the Settings dialog box.
15. Click Send to send the e-mail.

Note: You cannot specify individual page ranges when sending an electronic document via e-mail; you can only send the entire document.

16. Note: The From address can be configured by an administrator on the Configuration page in the E-mail section under Reply Address.