Prerequisites

• Access to the Configuration > Document > E-mail template (DC062) menu.
• Template previously configured for the e-mail body to be an HTML file.

Introduction

An e-mail template allows for configuring customized messages to send documents to people who are not users of the system, thus enabling external participation in approval or analysis processes.

This feature brings about greater flexibility to document management, keeping interactions controlled and traceable. 

This article will show the steps to configure an e-mail template.

Configuring an e-mail template

1. Access the Configuration > Document > E-mail template (DC062) menu.

2. Click on the toolbar button.

3. On the screen that will be opened, enter an ID # and a name for the new e-mail template.

4. In the Subject field, enter the e-mail subject.

5. Check the Content will be read from HTML file option so that the e-mail body is an HTML file. In this case, use the Template field to select a template previously created in the system. 

6. Check the Content to be written option so that the e-mail body is written by you. In this case, use the space and the tools available at the bottom of the screen to draft the text.

7. Click on the button to finish.

Conclusion

By following these instructions, you have configured an e-mail template to send documents to an external user of the system.

The next step is to associate the template with the desired documents. To do so, on the data screen of the document that must be sent along with the e-mail, access the Approval section and click on the button to add a party to be responsible for approving the document.

The system will display options for adding a SoftExpert Suite user or a guest. By selecting a guest, it is possible to add their data and the e-mail template for the document to be sent.

In the e-mail, there will be a link for the responsible party to approve the document. It allows for viewing, taking notes, and finishing the approval of the document.