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Users granted the ability to Print documents are also granted the ability to Email documents and perform other types of export processes. These privileges may be granted differently for each BDMS application and are at the discretion of the application owners. Points to keep in mind:
- Documents should not be e-mailed without a valid business reason.
- Care should be taken to ensure that personal information is not sent to inappropriate persons.
- Where possible, documents should be sent as hyperlinks. Only send actual attachments when the recipient does not have the ability to log in to BDMS or when they have access restrictions that prevent them from viewing the document.
- Documents sent outside of the university should only be sent in encrypted format. (See instructions below.)
- Attachments will be sent as PDF files.
Sometimes email messages end up in Junk mail folders or get caught by spam filters and aren't noticed by the recipient. Email messages sent by BDMS Web Access have a slightly higher liklihood of getting tagged as junk or spam. Due to how the email technology works and how junk mail is determined, this is not something we can change. Make sure the recipient knows to check Junk mail and to notify you if they don't receive it in a timely manner.
- There are two different ways to initiate an email:
- To email a single document,while viewing the document select Document > Mail Document... from the menu.
- To email a single document or multiple documents, on the Query Results screen, check the box next to the document(s) to be sent and then select the Email Selected Document(s) button.
- On the Email Document screen or the Email Selected Documents from Resultset screen, your email address should appear in the From.
- Complete the information on the Email Document screen or the Email Selected Documents from ResultSet screen:
- To, Cc and Bcc email addresses should be properly formatted email addresses. To is the only required field.
- The Subject is whatever you want to appear in the email subject line.
- The Message Format is most commonly HTML.
- For Attachments, select Entire Document to send the document as a hyperlink or to include all pages of a document as a PDF. When Page Rangeis selected, the email will be sent with all selected pages for each document as a PDF file. Use Entire Document unless you have a need to pull a single page from a document.
- Page Range will only be enabled when the Attachments options is set toPage Range. Enter a single page or a range of pages (i.e. 2-5). Commas can be used to select non-sequential pages.
- Send attachments as hyperlinks should be checked unless you need to send the document to someone who does not have the ability to login to BDMS and view the document or if you have chosen Page Range for the Attachmentsoption.
- The large box at the bottom is for free form message body text. It can be left blank if no message needs to be included.
- When you email from BDMS, a copy is not saved in your Outlook "Sent Items" folder. In order to save a copy and a record of the information being sent, include your own email address on the CC: or BCC: line.
- Encrypting Documents: Any documents sent via email should be encrypted to protect sensitive information. Document images sent from BDMS can be encrypted by included [Confidential] on the subject line of the message. For example:
- Subject: Copy of tax form for Jane Smith [Confidential]
- Recipients will receive a link to the document that contains instructions on how access the image. Contact the Help Desk for questions.
- Click Send.
- The Send Email Status window will appear. When the status indicates the email has been sent successfully, click Cancel to return to viewing the document or the Query Results screen.
- The recipient should immediately receive the email message. Here is an example of a message with a hyperlink to a document: