Attaching a Content Manager Record to a New Outlook Item
- To attach a Content Manager record to the Outlook item, on the Content Manager tab, in the Tools group, click Attach Record.
The Select from Records dialog will be displayed.
- Search for the required Content Manager record(s) (see Searching for additional information), select the record(s) and then click OK.
The Attach Content Manager records dialog will be displayed.
- On the Message Format tab, select the required options for the attached records:
- Add record details to message body - adds the record details to the mail item body rather than as an attachment. See Record Metadata tab for a details.
- Attach Content Manager Record link - depending on the Content Manager Options, a Content Manager Reference file or a hyperlink will be added to the Outlook item.
- If using the Web Client - a hyperlink will be added to the Mail item; if multiple records are attached a link for each record will be included on the email. The link will open in the Web Client.
- If not using the Web Client - a Content Manager Reference file (*.tr5) will be attached to the mail item; if multiple records are attached, a single Content Manager Reference file (*.tr5) that combines all selected records will be attached. When the reference file is opened, it will be displayed in the Content Manager client. - Attach Individual Reference Files - select this option to include a Content Manager Reference file (*.tr5) for each selected record being attached to the email.
IMPORTANT: If this option is selected and there is a Web Client URL is defined in the Content Manager Options, the integration will not add reference files, or hyperlinks for the selected records to the email. The Attach Content Manager Record link option should be selected instead.
- Electronic Document - attach the record's electronic document.
- Attach electronic document of type - from the drop-down list select the Rendition type of electronic document to attach to the email.
- Attach original document if selected rendition does not exist - select this option to attach the electronic document if the Rendition type selected from the Attach electronic document of type drop-down list does not exist.
- Attach electronic document of type - from the drop-down list select the Rendition type of electronic document to attach to the email.
- On the Record Metadata tab, from the Property List, select the record metadata to be attached to the mail item body.
NOTE: The selected properties become the default selections for each time a record is attached to a mail item.
- Click OK on the Attach Content Manager records dialog, the selected record(s) will be added as an attachment and/or links to the Outlook item.
TIP: A record can also be attached to a new email message by dragging the record from the Content Manager client and dropping it onto a new Email window. If you wish to add a HTML link to the record in the email body, right-click on the record in the Content Manager client and click Copy Link, then paste this link into the new Email window.