Emailing files directly from your online repository

One of the features included in Document Depot application is “Send Mail” option that allows you to send file attachments directly from Document Depot. Sending files directly from your Document Depot online repository is a quicker alternative to sending the same files from your mail client. If you are working with a large number of documents and their versions, it is easier and faster to select the documents you need to email and click “Send Email” button, than opening your mail client and selecting the documents to attach from another application. You are also minimizing the chance of mailing the wrong file, since in Document Depot you are skipping the step of browsing thru the folders to look for the correct file to attach.

How it works
The picture below shows selected files that user Ann wants to send as an attachment. There’s a “Send Email” menu item, clickable directly from Document Depot main window.

Ann is almost done. All she needs to do now is to select recipients from her contact list and fill out fields of a standard email form; i.e. select priority and type subject and message body:

Send attachments as an archive
If you are attaching more than one file, you might choose to compress files and send one archived file. If you haven’t compressed selected files into an archive before opening “Send Email” form, you don’t need to leave the form and start the process from the beginning (compressing files, selecting an archive and clicking “Send Email”). On the “Send Email” form there’s an option to compress attached files and send them as an archive.

This case is shown on the picture below. Since Ann is sending 3 files (“Report Monday.doc”, “Report Tuesday.doc” and “Report Friday.doc”), it makes sense for her to compress them all into one archive. She enabled “Compress attached files” option on the form and typed “Weekly Report” as the archive name.

All left to do is to click Send and Ann’s recipients will receive an email that will include one attachment: Weekly Report.zip. It is as simple as it sounds!

Learn more about this and other Document Depot features: www.webasyst.net/document-depot.htm