Content Manager 25.1 Content Manager

# Sending Content Manager data by email

Content Manager enables you to send details about items and record(s) with the attached electronic document - if applicable - to an email address.

Before you can use this function, your Content Manager administrator must have configured Content Manager to use email.

See Options Email page.

Sending a record to an email address

1. Perform a search and display the record(s) on your screen.
2. Right-click and select Send to - Recipient.

   The Send To Mail Recipient dialogue box appears.

   Depending on the options set in File - Options - Email page - Send Records using the Content Manager email form, either the Content Manager Form - Message tab and the Attachment and Metadata tabs, or only the Attachments and Metadata tabs appear for you to select the format and data to include in the email.

3. Address the message using either Content Manager addresses or addresses from your mail application:

   To use Content Manager addresses:

   1. In the Message tab, choose Select from Content Manager Locations
   2. Click To or CC to add recipients.

      The Select From Locations list appears.

   3. Type your search criteria or scroll to the name you want
      - Tag as many names as you want to send to, click OK

        Content Manager has added the names to the Recipients field you selected.

        Alternatively, type a name in the KwikSelect field, press KwikSelect. Content Manager will display the search results.

        You cannot select multiple recipients using this method.

   To use addresses from your mail application's address book, e.g. Microsoft Outlook:

   1. In the Message tab, choose Select from Mail Address Book
   2. In the field underneath, type the name or email address you want to send to.

      The name will appear in bold as soon as it is recognised by your mail application.

   3. Click Add 'To', Add 'Cc' or Add 'Bcc'.

      The names appear in the Recipients field you selected.

   4. Use Remove 'To', Remove 'Cc' or Remove 'Bcc' to remove recipients from the message.
4. Subject - the title of the document is appended to this field. If required, you can modify it.
5. Type a message in the text field underneath, if you want to
6. Spelling - checks spelling in the subject and body of the message.

   See Checking spelling.

7. Complete the fields on the Attachments tab.

   See Format tab.

8. Complete the fields on the Metadata tab.

   See Metadata tab.

9. Click OK to send the email.

NOTE: If you have entered a valid name in the KwikSelect field, but have not put it in the To or CC fields and you click OK, Content Manager will add the person to the To field automatically and send the message without displaying a warning message. This is a design feature.

The Send Mail event is recorded in the activity log. Use View - Activity Log Pane to display it.

NOTE:

- All sent items are placed in the Outlook Sent Items folder.

- You cannot use Check in on Send using Send To.

  However, if the user's Sent Items folder in Outlook is set up as a linked folder, it will be checked in automatically.

  Use Content Manager in Outlook if you want to use Check in on Send.

- Content Manager does not support mail messages that contain other mail messages as embedded attachments, or attachments that are embedded as OLE objects
- If a customised Send To template has been created, it will not be used when the User Option Send Records using the Content Manager email form is enabled, nor when multiple records are selected and being sent via email.

Related information

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

Topic Title: Sending Content Manager data by email