Sending Email from Laserfiche

To email a document or document pages with the Windows client

1. Select one or more entries from the folder browser or Search Results Pane, or open a document.
2. Do one of the following:
• From the Tasks menu, select E-mail Document... to email the document's primary content (pages for an imaged document, or electronic file for an electronic document), or E-Mail Pages... to email the document's pages regardless of document type.
• Right-click the document(s) and select E-mail Document... to email the document's primary content (pages for an imaged document, or electronic file for an electronic document), or E-Mail Pages... to email the document's pages regardless of document type.
• If the document is already open in the document viewer, open the Tasks menu and select E-mail Document... to email the document's primary content (pages for an imaged document, or electronic file for an electronic document), or E-Mail Pages... to email the document's pages regardless of document type.
• If the document is already open in the document viewer, and you want to send only specific pages, display the Thumbnails pane and select the desired pages, then right-click and select E-mail Pages....
3. In the Selected Attachments dialog box, you can view and modify all of the entries that have been selected to be sent in email.
4. In the Send as option, specify whether the document should be sent as a Copy, a Windows client link, or a Path. Sending a copy of a document will export and send a copy of the electronic file or image pages associated with the document. Sending a Windows client link will send an .lfe shortcut file that can be used to jump directly to the document in the repository. Sending a path will send the folder path for the document.
5. The Pages column will show the total pages in the document, if it contains pages. To send only certain pages of a document, double-click its Selected Page Range column. The page range will become editable, and you can type the pages or page ranges to send. Pages can be specified individually or as a range, with each page or page range separated by a comma (e.g., 1, 4, 6-8). (This option is not relevant if you are only sending a link to a document or folder, or if you are sending an electronic file.)
6. To configure additional export settings and default image formats, click E-Mail Settings. Click OK to exit the options dialog and return to the Selected Attachments dialog.
7. In the Images will be sent in this format option, select the format to send images in. To use the default file formats for color, grayscale, and black and white images, make sure Default Formats (color/grayscale/B&W) is selected. (This option is not relevant if you are only sending a link to a document or folder, or if you are sending an electronic file.)
8. To password protect attached files, click E-Mail Settings, select the checkbox next to Combine attachments into one zip file, and click OK. The Password for attached files text box in the Selected Attachments dialog box will become active, allowing you to enter a password.
9. To remove attachments from the list, either select one or more attachments and click Remove Attachment(s), or select Remove All Attachments to clear the attachment dialog.
10. To add more entries to the email, do one of the following:

Important: You can add attachments of multiple types to the same email. For instance, you can attach any combination of pages, electronic files, folders and document versions to the same email.

• Click Hide this Window. Browse to the desired entry, and perform steps 1 - 3.
• Move the Selected Attachments dialog box to view the folder browser. Browse to the desired folder and perform steps 1- 3.
11. Click Create E-mail. If Laserfiche can’t access your email client, you will be prompted for authentication information.
12. Enter the recipient’s address and subject, compose the accompanying message (if any), and send the email.

Note: If the name of your document has any of the following extensions: .tif, .pcx, .bmp, or .jpg, Laserfiche will strip the extension from the file name and add an extension appropriate for the format in which the image will be sent.

To email a specific document version

1. Select a document from the folder browser or Search Results Pane, or open it in the document viewer.
2. Do one of the following:
• Right-click the document in the folder browser and select Version History.
• If the document is already open in the document viewer, display the Metadata pane, and then select the Versions tab.
3. Select the version or versions that you want to email.
4. Right-click, point to E-mail, and then select E-mail Electronic File to email the document's primary content (pages for an imaged document, or electronic file for an electronic document), or E-Mail Pages... to email the document's pages regardless of document type.
5. In the Selected Attachments dialog box, you can view and modify all of the entries that have been selected to be sent in email.
6. Specify whether the document version should be sent as a link or a copy. Sending a link to a document will send an .lfe shortcut file that can be used to jump directly to the document version in the repository. Sending a copy of a document will export and send a copy of the electronic file or images associated with the document version.
7. The Pages column will show the total pages in the document version, if it is an imaged document. To send only certain pages of a document, double-click its Selected Page Range column. The page range will become editable, and you can type the pages or page ranges to send. Pages can be specified individually or as a range, with each page or page range separated by a comma (e.g., 1, 4, 6-8).(This option is not relevant if you are only sending link to a document or folder, or if you are sending an electronic file.)
8. To configure additional export settings and default image formats, click E-mail Settings. Click OK to exit.
9. Under the Images will be sent in this format option, select the format to send images in. To use the default file formats for color, grayscale, and black and white images, make sure Default Formats (color/grayscale/B&W) is selected. (This option is not relevant if you are only sending a link to a document or folder, or if you are sending an electronic file.)
10. To password protect attached files, click E-Mail Settings, select the checkbox next to Combine attachments into one zip file, and click OK. The Password for attached files text box in the Selected Attachments dialog box will become active, allowing you to enter a password.
11. To remove attachments from the list, either select one or more attachments and click Remove Attachment(s), or select Remove All Attachments to clear the attachment dialog.
12. To add more entries to the email, move the Selected Attachments dialog box to view the folder browser. Browse to the desired folder and perform steps 1- 4.

Important: You can add attachments of multiple types to the same email. For instance, you can attach any combination of pages, electronic files, folders and document versions to the same email.

13. Click Create E-mail. If Laserfiche can’t access your email client, you will be prompted for sign-in information.
14. Enter the recipient’s address and subject, compose the message (if any), and send the email.

To email a document or document pages with the web client

Choose between sending an email with attachments and web client links, or to share though Laserfiche direct share.

1. Select one or more imaged documents or electronic documents from the folder browser or open a document.
2. Right-click and select Share, or select the Share () toolbar button.
3. In the Email Basket dialog box, you can choose to send the entire document or only a select number of Laserfiche image pages via email. To send a range of pages, select the document whose page range you want to edit and click in its Page Range column and type a page range.
4. Choose between Email or Direct share.
• Email:
  1. Next to Send as, choose how you want the document(s) to be sent: as URL links, as entry paths, or as files. If you select files and your selected documents contain image pages, you can also choose a file format.

     Note: To combine multiple files into a single zip file when emailing, select Email options and then select Combine documents into one zip file.

  2. Select Use email client to manually send the message if you want to generate the email and send it yourself. If you clear this option, the Laserfiche web client will send the message for you.

     Note: You will see a warning message if the Laserfiche web client is not configured to send email messages. Contact your administrator for more information.

     Note: The From address can be configured by an administrator on the Configuration page under Reply Address.

  3. If you selected to send electronic files or pages as a single PDF file or zip file, you will have the added option to password protect these files.
• Direct share:
  1. Enter the recipient's email address, desired subject, and message. For multiple recipients separate the emails with a "," or ";".
  2. Next to Share expiration, type the number of days until the URL link expires. The URL link will expire in the exact number of days specified. For example, if the URL link is sent at 8:00 am on January 1st with a 2 day expiration time, the link will expire at 8:00 am on January 3rd. At the time of expiration, the URL link will no longer function.
  3. Set a password to require the user to enter a password to view the shared content. Note that the password is not included in the email and you will need to provide it to the recipient through separate means.
5. Select Send to send the email now, or Close if you want to add more documents to your email before sending.