Sending Email from the Document System

The document system enables direct sending of electronic mail (emails) from the user interface, allowing for faster, more secure, and traceable communication inside and outside the organization. Users can send individual documents, packages of documents, or simply notifications from the system, with the entire communication being logged and archived.

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When to Use Email Sending from the System?

• To forward documents to colleagues, clients, or partners.
• For officially sending outgoing mail, where traceability is important.
• When you want to link the sending to a specific case or process (e.g. signing, approvals).

Use the email sending option from the document system in accordance with your organization's instructions.

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How Do I Send a Document by Email?

1. Open the document or case you want to send.

2. Click the "Send" option, "Send by email", or the envelope icon.

3. Fill in the fields:

   • To: enter the email address or select one from the address book,
     • Tip: you can paste several email addresses into the field at once (copy/paste). The system will recognize the addresses and separate them if they are separated by a comma ( , ), semicolon ( ; ), or tab (Tab)
   • Subject: enter the email title (it can be automatically suggested based on the document),
   • Body: write the content of the message.

4. Select what you want to attach:

   • The selected attachment (regardless of file format),
   • All attachments,

5. Click Send.

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What Happens After Sending?

• The system records the sending in the audit trail.
• Whether a copy of the sent email is saved to the document depends on the requirements and configuration for your organization.
• The recipient receives the message with the selected attachments.
• If you are sending the email to a user within your organization, there is an option (depending on your organization's configuration) to have that user receive only a link to the document, rather than its content.