Content Manager 25.1 Content Manager

# Format tab

Sending records from Content Manager to many recipients by email can be difficult, as some recipients may not have access to the Content Manager database, and therefore, you may not be sure whether to send a Content Manager record reference or attach the actual electronic document.

While attaching a document uses up more network resources, it does ensure that all recipients can read it, even if they do not have access to Content Manager.

To overcome this, Content Manager provides the option in Administration - System Options, Locations page, Only Email Content Manager references to Locations that can login to Content Manager. When it is selected and you are also using the Content Manager Email form by selecting the option in File - Options - Email pageSend Records using the Content Manager Email form, Content Manager behaves in the following manner:

- In the Send Message dialogue box - Message tab, Content Manager checks each recipient that was selected by using Select from Content Manager Locations and then automatically sends a Content Manager reference to the Content Manager users and the electronic document to recipients who do not have a Content Manager login.

  See System Options Locations page.

- Content Manager sends the electronic document to all recipients that were entered using the Message tab option Select from Mail Address Book, regardless of whether in the Format tab, Electronic Document is selected or not

When you send a document from Content Manager, Content Manager will change the attachment's name in the message.

- Content Manager will change the name of the attachment to match the record title - there should only be one attachment when you send Content Manager records that are not themselves checked in mail messages
- If the record being sent is itself a checked in mail message, Content Manager will attempt to preserve the original file names of the mail message attachments

Send Message dialogue box Format tab

This tab enables you to set which attachments to include in the email and how to attach them:

- Content Manager Record reference - sends a Content Manager record reference for email recipients to view a document in Content Manager.

  See Content Manager references.

- Internet URL - sends a Content Manager Web client or Content Manager WebDrawer URL for email recipients to view a document using a Web browser

- Include Content Manager indicator and record number in email subject - includes source information about the electronic document. Can be left unchecked if it adds too many characters to the subject line.

  NOTE: This option will retain it's 'last used' state, i.e. if the option is cleared, the next time an email is sent from Content Manager, it will still be cleared.
- Electronic Document - sends a copy of an electronic document
  - New Attachment Name (Optional) - rename the electronic document, different to the original

When more than one document is tagged to send, the following options become available:

- Electronic Renditions - sends a copy of any renditions of the associated document
- Working Copy of the Electronic document (Checked Out by you) - checks out the electronic document and includes it in the email.

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Format tab