Sending Messages

You can send electronic or hard copy messages with attachments from WebApps or multi-function printer (MFP) to recipients, folders, printers, faxes, or email. In addition, you can send messages using Personal, Public, Subscribed Distributions and Distribution Collections.

When working with a new message or a new/existing distribution, you can use WebApps options to control document formatting and routing. You can set these options at the recipient level, the message level, or as Preferences at the user level.

To create and send a new message from WebApps

  1. Open WebApps from your browser.

  2. Select the Create Distribution tile.

  3. Select the Plus icon (+) at the end of the Destinations box. The Destination shortcut menu appears.

Note: Destination options vary based on how WebApps was configured in the Server Administrator.

  1. Select a destination. The Recipient Properties dialog box appears.

  2. Select the appropriate properties for your destination.

    • Folder – Set the following folder properties.

Select an existing folder or (with permission) click New Folder to create a new one. Type the new Folder Name in the New Virtual Folder box and click OK. The new folder appears in the Select Folder list. If you create a new folder, you can also create a sub-folder in the selected folder.

With the folder selected, type a File name and from the Action drop-down list, select whether you want this file to be created new, overwrite an existing file, or be appended to an existing file.

    • Printer – Type the printer name or IP in the Printer box.

    • Fax – Type the destination fax number in the Fax box.

    • Email – Type the email address in the Email box.

  1. Select a format from the Deliver as drop-down list (optional). The Deliver as default values are as follows:

    • Folder – The format automatically defaults to PDF, however you can select any format from the drop-down list.

    • Printer – The format automatically defaults to PDF (the required format for printing).

    • Fax – The format automatically defaults to TIFF (the required format for faxing).

    • Email – The format automatically defaults to PDF. You can select any format from the drop-down list.

Note: If you select a DOC, RTF, or TXT format, the server converts any image files so they are editable and searchable. PDF Image+Text and PDF Text are also searchable. PDF Image formats are not searchable. Options that display the letters OCR indicate the system will perform optical character recognition. This means the server will read the scan and determine how letters and characters translate to text.  Handwritten text is not recognized, but will remain a part of your document as an image.

  1. Go to the Confirmation tab and choose any of the following properties.

    • When the job fails or succeeds

    • Notify me and additional recipients

    • Include a copy of the sent document

    • Save as a default confirmation

  2. Go to the Advanced tab and choose any of the following properties.

    • Stamp

    • Priority

    • Do not deliver before

    • Encrypt

    • Bookmark

  3. Click OK.

  4. In addition to scanning paper hard copy documents, you can append electronic files to your distribution. At the end of the Attachments box, select the Plus icon ( + to browse to and add any attachment(s) needed.

  5. In the Subject box, type a subject for your distribution.

Note: Fax recipients will see this text on the cover page they receive from the server. Email recipients will see this text in the subject line of the email they receive.

  1. In the Comments box, enter any text to accompany your document.

Note: Fax recipients will see this text on the cover page they receive from the server. Email recipients will see this text in the body area of the email message they receive.

  1. Click Send and WebApps submits your message to the server for processing.

To check whether your message was delivered, you can open WebApps as the user to whom the message was sent, select Inbox and check for the message.

You can click on any message to review its details in the Preview window. Click Preview to select whether you want to view the document docked or undocked.

Sending messages using hard copy

WebApps users can print Routing Sheets to bring to an MFP with the document, or they can sign-in to the device and use the distributions associated with authenticated device buttons. For descriptions of how to use the customizable buttons and the Embedded Device Client, see the Embedded Device Client Quick Start Guide. These buttons include Scan to Me, Scan to Folder, Personal and Public Distributions, and more.

See also

About Messages

Setting Recipient Properties

Setting Message Options

Setting User Preferences