docspell/modules/microsite/docs/doc/mailitem.md

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docs	Send items via E-Mail	doc/mailitem

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You can send e-mails from within docspell attaching the files of an item. This is useful to collaborate or share certain documents with people outside docspell.

All sent mails are stored attached to the item.

E-Mail Settings

To send mails, there are SMTP settings required. Since an e-mail account is connected to a user, you need to check the User Settings page from the top-right menu.

First, you need to provide some name that is used to recognize this account. This name is also used in URLs to docspell and so it must not contain whitespace or any special characters. A good value is the domain of your provider, for example gmail.com, or something like that.

These information should be available from your e-mail provider. For example, for google-mail it is:

• SMTP Host: smtp.gmail.com
• SMTP Port: 587 or 465
• SMTP User: Your Gmail address (for example, example@gmail.com)
• SMTP Password: Your Gmail password
• SSL: use SSL for port 465 and StartSSL for port 587

Then you need to define the e-mail address that is used for the From field. This is in most cases the same address as used for the SMTP User field.

The Reply-To field is optional and can be set to define a different e-mail address that your recipients should use to answer a mail.

Once this is setup, you can start sending mails within docspell. It is possible to set up these settings for multiple providers, so you can choose from which account you want to send mails.

Please Note: If SSL is set to None, then mails will be sent unencrypted to your mail provider! If Ignore certificate check is enabled, connections to your mail provider will succeed even if the provider is wrongly configured for SSL/TLS. This flag should only be enabled if you know why.

Sending Mails

Currently, it is possible to send mails related to only one item. You can define the mail body and docspell will add the attachments of an item, or you may choose to send the mail without any attachments.

In the item detail view, click on the envelope icon to open the mail form:

Then write the mail. Multiple recipients may be specified. The input field shows completion proposals from all contacts in your address book (from organizations and persons). Choose an address by pressing Enter or by clicking a proposal from the list. The proposal list can be iterated by the Up and Down arrows. You can type in any address, of course, it doesn't need to match a proposal.

If you have multiple mail settings defined, you can choose in the top dropdown which account to use for sending.

The last checkbox allows to choose whether docspell should add all attachments of the item to the mail. If it is unchecked, no attachments will be added. It is currently not possible to pick specific attachments, it's all or nothing.

Clicking Cancel will delete the inputs and close the mail form, but clicking the envelope icon again, will only close the form without clearing its contents.

The Send button is active once all input fields have been filled. Once you click Send, the docspell server will send the mail using your connection settings. If that succeeds the mail is saved to the database and you'll see a message in the form.

Accessing Sent Mails

If there is an e-mail for an item, a tab shows up at the right side, next to the attachments.

This tab shows a list of all mails that have been sent related to this item.

Clicking on a mail opens it in detail.