Emailing Archived Documents

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Documents stored in DocuWare can be forwarded immediately by email to be shared with colleagues and customers. DocuWare offers you different options to enable both fast and secure information transfers.

Emailing Documents as Attachments

Let’s say you want to clarify some invoice details with a supplier. Select the invoice in question in your DocuWare result or task list and open the context menu with a right-click. Via Send, you can forward the document directly as an email attachment.

This is possible either in the original format or as a PDF. They can be sent with or without annotations – in other words, with or without stamps, comments or notes generally seen in the viewer. As soon as you select one of the options, an outgoing email will open in your default email client showing the attached invoice.

 As soon as you select one of the options, an outgoing email will open in your default email client showing the attached invoice.

It is also possible to attach multiple documents at the same time as part of an outgoing email: highlight the desired documents in a result list with the control key pressed and proceed in the same way as described above.

Sharing Documents via Link

Dynamic documents such as log files are constantly being updated. It’s tedious to keep resending documents like this to colleagues. Instead, it’s easier to send the hyperlink to a document. With the link, recipients will only open the latest version.

 it’s eas< to send the hyperlink to a document. With the link, recipients will only open the latest version.

In addition, the link ensures that only those who have the appropriate DocuWare rights will be able to access the document. With very large files, emailing a link is recommended so you don‘t overload mailboxes.

Sending Link from Result Lists

If you want to distribute a large number of documents in one pass (for example, all documents regarding a certain customer or project), it’s best to send the link to the corresponding result list. Open Options and click on Send result list. Recipients will receive a dynamically updated collection of all documents involved - and there is no need to max out the storage capacity of a mailbox, even when sharing dozens of documents. Again, only those who have the appropriate rights can open and download the documents.

 Sending Link from Result Lists

 

Sending Single Pages

If you only want to forward one page of a document by email, you will find this option in the DocuWare Viewer. In the Viewer, navigate to the page you want, then simply choose Send > Send Page from the toolbar and decide whether to send the page with or without annotations.

 

Topics: DocuWare Client, Email Management, Tips & Tricks, Team Productivity

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