Email for Dynamic Recipients

To send email to a dynamic recipient, Output Manager must have specific information about the email output.

  1. To configure email for a dynamic recipient, select or create a dynamic recipient, click the Add drop down menu on the Delivery tab and select Email.
  2. The Dynamic Email dialog screen opens.
General

On the General screen, enter the email address or addresses that will be included in all email sent for this recipient.

Email Addresses
  1. Using the To: drop down menu, select the property containing the primary email address. The document’s property value(s) for this property will be used as the email address. Therefore, the document must be indexed with a valid email address in order for the document to be properly routed.
  2. If there is a need to use Cc: or Bcc:, select the property containing the value for each. These are optional.

E-mail addresses that contain special characters or spaces can be used.
Message

Enter a Subject that should appear on the cover sheet header. Alternatively, use the drop down menu to add cover sheet data tokens that will selectively display indexed property values for the document being routed.

Description

Enter a description in the Text box for the delivery method. This description can be used to uniquely identify delivery methods that are similar but contain different cover sheet, format or schedule information.


Content

You can select multiple formats on the Content dialog screen based on document format and how you would like the properties presented. The recipient will receive the document in each of the formats selected.

Content Format

Document

HTML

Hypertext Markup Language. The recipient will receive a TIFF and an HTML page with a link to the TIFF. The recipient can open the HTML page and the TIFF will be displayed in the browser.

Native

The recipient will receive the document in its original format. For example, if an invoice is captured as a PCL document, the recipient will receive a PCL file.

PDF

Portable Document Format. The recipient will be able to view the image in a PDF viewer.

TIFF

Tagged Image File Format. The recipient will be able to view a picture of the document in an image viewer.

Properties

CSV

Comma-delimited text file format. The index properties will be routed in CSV format so they can be input into another table-oriented application such as Microsoft Excel or a database application.

CSV2

Comma-delimited text file containing both the document’s properties and distribution stamp data.

XML (UTF-16)

Extensible Markup Language. The indexed properties will be routed in XML (Unicode) format. UTF-16 character set uses 2 bytes (16 bits) for most characters, and four bytes for the rest.

XML (UTF-8)

Extensible Markup Language. The indexed properties will be routed in XML (ANSI) format. UTF-8 character set uses 1 byte (8 bits) to represent basic Latin characters, and two, three, or four bytes for the rest.

Select the Send all items in a single email message check box if the recipient wants to have email output bundled together and attached to one email message.


Delivery

The Delivery screen provides further options on how and where to send documents as well as adding supplemental documents and the size of the email being sent.

Delivery Options
  1. If Send as Embedded Hyperlink is selected, supply the following information:
    1. Specify where Output Manager is to Copy the output by clicking the ellipses button. The Browse for Folder dialog will be displayed.
    2. If the recipient is not on the local area network, enter the Base URL. The file name will be appended to the base URL, serving as the Internet-accessible file address.
    3. Enter a File Prefix that will be appended to the beginning of the file name. This can be used as an identifier to specify the document type, etc.
  2. If Send as Compressed Attachment (.zip) is selected, supply the following information:
    1. Specify the Attachment Format:
      • Compressed to single file – all attachments will be compressed in the same file.
      • Compress each file individually – each attachment will be compressed in its own file. This is the default.
    2. Select Use Encryption if the file is to be encrypted before compression. The recipient must enter the Password before extracting the file. If compression is used, the file must be extracted using a decompression tool, such as WinZip (see http://www.winzip.com for more information).
  3. If you are utilizing Supplemental Documents, check the Combine Supplemental Documents into one document box if you want all the added supplemental documents to be delivered as one file, if there is more than one.
Email Threshold

The Email Threshold section manages the size of emails that are sent to recipients from routing lists.

  1. Size (MB) - This setting determines the upper limit of the email size before doc-link intervenes. The default setting is 10MB
  2. Split if file exceeds threshold (single file only) - Check the box to enable. This will split the file if it exceeds the email threshold.
  3. Send alert email to this address - Check the box to enable and enter an email address to be sent to someone when the email has reached the threshold specified.

Schedule

Refer to Scheduling Delivery Methods for detailed instructions about scheduling.


Cover Sheet

The Cover Sheet dialog allows you to select/configure message content to be sent with the documents being routed. Select the Include cover sheet check box to enable the options on this screen.

Cover Sheet Content
  1. Enter a Subject that should appear on the cover sheet header. You can use cover sheet data tokens to selectively display indexed property values for the document being routed.
  2. Use the Template drop down menu to select a template for the recipient. Templates are configured using Template Manager.
  3. Send As – select either Text or Html as the output format of the message body. This will be based on the configured template.
  4. Select the Include document properties check box to include the properties and their values on the cover sheet. By default when this box is checked all index values assigned to the document will be included on the cover sheet. If you wish to selectively add which property values to include, uncheck this option and use data tokens.
Preview

The preview pane will display the cover sheet as it has been defined in Template Manager. Click on the link to open Template Manager and configure your template.


Delivery Methods

Dynamic Recipient Delivery Method - Fax

Dynamic Recipient Delivery Method - Print