Configuring the desktop email client with Edit Service client

After an administrator configures the desktop email client with the Edit Service client, users can use the desktop email client to send emails. This function is available for users that access the FileNet P8 and Content Manager repositories from a Windows OS workstation. For users that are using a MAC OS workstation, this function is available only to the FileNet P8 repository.

Administrator configuration

Administrators must configure the desktop email client with the Edit Service client.

Open the IBM® Content Navigator administration desktop and then edit your desktop.
Open the General tab and scroll to Email settings.
Select Use the desktop email client with Edit Service client.
The menu list contains the selection for the email application that you want to use.
- Microsoft Outlook. The default email client.
- Custom Email Application.
  With this selection, you need to make a configuration update in your Edit Service client configuration file.

If you selected Custom Email Application, then these instructions guide you to configure the Edit Service client configuration file.

For a Windows OS workstation, in the Edit Service client configuration file, replace the default EmailAppCommand value with the custom email application name and command. For example,

<applicationSettings>
    <EditClient.Properties.Settings>
        <setting name=”EmailAppCommand” serializeAs=”String”> 
            <value>outlook.exe /a</value>
    </EditClient.Properties.Settings>
</applicationSettings>

For a MAC OS workstation, in the Edit Service client configuration file, replace the default EmailAppCommand value with the custom email application name. For example,
```
<key>EmailAppCommand</key>
<string>Microsoft\ Outlook</string>
```

Using the desktop email client to send emails

As a user, you can send emails by using your desktop email client.

For a FileNet P8 repository, files are called elements. For a Content Manager repository, files are called parts.

Send Email > As an Attachment and Send Email > As PDF are used for documents that do not contain multiple content elements. Send Email > All Parts as a Compressed File and Send Email > All Parts as a PDF File are used for multiple contents document. This type of document contains multiple content elements (for FileNet P8) or multiple parts (for IBM Content Manager).

Prerequisites

The administrator must configure the desktop email client to use the Edit Service client in the IBM Content Navigator administrator desktop.
The Edit Service client must be installed and running on your workstation to use the Send Email option with these selections.
- As an Attachment
- All Parts as a Compressed File
- As PDF
- All Parts as a PDF File

Table 1. Types of email service
Email Type	HTML-based email service	Edit Client email service
Send Email> As a Link	When you select a single document, the document link is attached to the email. When you select multiple documents, all the selected document links are attached to the email.	When you select a single document, the document link is attached to the email. When you select multiple documents, all the selected document links are attached to the email.
Send Email>As an Attachment	When you select a single document, the document is attached to the email. When you select multiple documents, the documents are attached to the email.	When you select a single document, the document is attached to the email. When you select multiple documents, the documents are compressed to a .zip file and attached to the email.
Send Email>As PDF	When you select a single document, the document is converted to a PDF file and attached to the email. When you select multiple documents, the documents are converted to PDF files and all the PDF files are attached to the email.	When you select a single document, the document is converted to a PDF file and attached to the email. When you select multiple documents, the documents are converted to PDF files and then compressed to a .zip file and attached to the email.
Send Email>All parts as a compressed file	When you select a single document with multiple content elements, all parts are compressed to a .zip file. The .zip file is attached to the email. When you select multiple documents with multiple content elements, all parts of each document are compressed to a .zip file and all these .zip files are attached to the email.	When you select a single document with multiple content elements, all parts are compressed to a .zip file. The .zip file is attached to the email. When you select multiple documents with multiple content elements, all parts of each document are compressed to a .zip file. All these .zip files are also compressed to a parent .zip file, which is attached to the email.
Send Email>All parts as a PDF file	Selecting a single document with multiple content elements: If the repository is FileNet P8 , all content elements of the document are converted to a PDF and attached to the email. If the repository is Content Manager, all parts of the document are converted to a PDF and attached to the email. Selecting multiple documents with multiple content elements: If the repository is FileNet P8 , all content elements of each document are converted to a PDF file and all the PDF files are attached to the email. If the repository is Content Manager, all parts of each document are converted to a PDF file and all the PDF files are attached to the email.	Selecting a single document with multiple content elements: If the repository is FileNet P8 , all content elements of the document are converted to a PDF and attached to the email. If the repository is Content Manager, all parts of the document are converted to a PDF and attached to the email. Selecting multiple documents with multiple content elements: If the repository is FileNet P8 , all content elements of each document are converted to a PDF file. Then, all are compressed to a .zip file and attached to the email. If the repository is Content Manager, all parts of each document are converted to a PDF file. Then, all are compressed to a .zip file and attached to the email.

Note:

If you use Send Email > All parts as a compressed file and Send Email > All parts as a PDF file on single content element documents, the behavior is the same as Send Email > As an Attachment and Send Email > As PDF. If you use Send Email > As an Attachment and Send Email > As PDF on multiple contents document, only the first element (or part) is downloaded or converted.
Send Email > As an Attachment and Send Email > As PDF are used for single content element documents.
Send Email > All parts as a compressed file and Send Email > All parts as a PDF file are for documents with multiple content elements (FileNet P8) or multiple parts (IBM Content Manager).

A known limitation exists with the Chrome and Edge browsers for the Edit Client email service. For more information, see Known Issues for Content Navigator.