Send a document by Email

To send a document as a mail attachment, first select a document. The next step is to select the Send by Email item from the context menu. It will be shown as an email composer in which you can insert the recipients that will receive your message.

These are the fields you can complete:

  • Recipients: list of email addresses that will receive the document(recipients are not required to be system users)
  • From: one of your sender addresses as specified in your profile
  • Subject: A brief description of the content
  • Template: Optionally select one of the available templates
  • Message: The body of the message

Press Send to send the compiled email with the document as an attachment. If you select more than one document, they will all be added in the email as attachments.

You can also check the flag Send as Download Ticket. If you choose this option, instead of sending the document as an attachment, LogicalDOC will create a new download ticket and append an Internet link to the message body. The download ticket has an expiry time configured by the administrator. If the recipient clicks on this link, the document will be downloaded directly from the repository. The download ticket option will not be available if more than one document is selected.

Text Automation

In the Subject and in the Body you can use the Automation to dynamically compose the content, please read the Automation Syntax Guide. In your automation you can reference the following variables:

Name Methods Description
sender   the user that is sending the message
documents   list of attached documents
document   the unique attached document or the first of the list
  getValue(String name) gets the value of an extended attribute
DateTool

format(Date date, boolean time)

formats a date for the current locale optionally including the time
I18N

format(String key, String value)

prints the translation of a key and expands one optional value
format(String key, String value1, String value2) prints the translation of a key and expands 2 optional values
format(String key, String value1, String value2, String value3) prints the translation of a key and expands 3 optional values
format(String key, String value1, String value2, String value3, String value4) prints the translation of a key and expands 4 optional values
format(String key, String value1, String value2, String value3, String value4, String value 5) prints the translation of a key and expands 5 optional values
format(String key, String[] values) prints the translation of a key and expands an array of optional values
DocTool downloadUrl(long docId) prints the download Url for the given document's id
downloadUrl(Document doc) prints the download Url for the given document
downloadUrl(History history) prints the download Url for the given event
downloadTicket(long docId, boolean pdfConversion, Integer expireHours, Date expireDate) creates and prints the a download ticket for the given document or it's PDF conversion
displayUrl(long tenantId, long docId) prints the display Url for the given document's id
displayUrl(Document doc) prints the display Url for the given document
displayUtl(History history) prints the display Url for the given event
Document convert(Document doc, String format, Sring username) converts a document into a different format in the name of the given user. Returns the created document

Managing contacts

In LogicalDOC you can handle your own contacts address book by entering in the menu Personal > Contacts.

This allows you to import and export contacts in CSV format or directly create/modify/delete contacts through the web interface. These contacts will be available during email composition.

Properly configure the SMTP connection

To permit LogicalDOC to send emails, you must configure the connection to an SMTP server in the administration.