E-mail or Fax PDF Documents

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Expand/Collapse item  Overview

Use this procedure to e-mail or fax PDF documents from a Paperless Office Viewer task.

For reports, journals, and registers, e-mails and faxes are automatically sent with the message set up for the document type in Electronic Delivery Message Maintenance. For customer and vendor forms, you can edit the message before sending it if you access Customer Viewer or Vendor Viewer from within Paperless Office, and select only one document to send.

Expand/Collapse item  Before You Begin

The PDF documents you are sending must already exist. For information about creating PDF documents, see the following topics:

 

To e-mail or fax a form as a PDF from a viewer task

  1. Open the applicable Paperless Office viewer task for the type of document you are sending. For example, to send invoices to customers, select Paperless Office Main menu > Customer Viewer.

  2. In the viewer window, select the documents to display. Depending on the location you are accessing the viewer from, you can filter the forms by company, form type, and form date. You can also click the Search button to perform a search.

You can select multiple PDF documents by pressing the CRTL key and clicking the documents to select. To select a range of documents, press the SHIFT key and click the first and last documents to select.

  1. Click the Electronic Delivery button. In the Electronic Delivery window, select whether to e-mail and/or fax the selected documents. For more information, see Electronic Delivery - Fields.

  1. To use the message defined for this document in Electronic Delivery Message Maintenance, select the Use E-mail Message or Use Fax Message check boxes. To send a subject line that is different from the message defined for this document, clear the Use E-mail Message or Use Fax Message check box. For more information about the message that is used, see Default Messages in Paperless Office.

Note If you select multiple documents to send, and one or more of the documents does not have a default message defined in Electronic Message Delivery Maintenance, those documents are sent with a blank subject line.

  1. Enter the appropriate sender and recipient information for the e-mails and/or faxes. If you are using Customer Viewer or Vendor Viewer from within Paperless Office and selected only one document to send, the e-mails and fax recipients default to the addresses set up for each customer, vendor, or employee in Paperless Office Electronic Delivery Options. For more information, see Paperless Office Delivery Options (Customer/Vendor Maintenance) and Paperless Office Delivery Options (Employee Maintenance).

  2. If you are using Customer Viewer or Vendor Viewer from within Paperless Office and selected only one document to send, click Edit Message to edit the actual message sent in the Edit Message window. This also allows you to attach additional files to e-mails. For more information, see Edit Message - Fields.

  3. To send a test e-mail before sending the actual forms, click Test E-mail. To send a test fax, click Test Fax. For more information, see Test E-mail or Test Fax.

  1. Click Send.

The Results of Electronic Delivery window appears, displaying the number of e-mails and faxes sent. If a journal or register with an associated PDF is delivered, the associated PDF is not included in the e-mail.