EmailDocuments

RICOH ProcessDirector can send email directly through an SMTP server or indirectly through an email service provider.

Job property defaults

• Attach document: Yes
• Blind copy address:
• Copy address:
• Message:
• Recipient address:
• Secure connection: None
• Sender address:
• SMTP server type: Alternate
• Source file for attachment: ${getFileName(print,pdf,read)}
• Subject line:
• Name of attachment: ${Job.Name}

Usage notes

• To test your email setup, create a test job with a small number of documents. Enter your own email address for the Recipient address property and submit the job to the workflow. Make sure you receive an email for each document in the job.
  Important: Do not send a job with a large number of documents through the workflow while the Recipient address property is set to your email address. If you do, you are going to spam yourself.
• If you can set a value for the Doc.EmailAddress property for each document in the job, you can enter the symbol ${Doc.EmailAddress} as the value for the Recipient address property to have each document sent to its associated email address.
• Make sure the SMTP server settings are correct for the server that you want to use.
  • If your SMTP server requires a user name and password, make sure that you update the correct system properties:
    • For the default SMTP server, use the SMTP user name and SMTP password properties.
    • For the Alternate SMTP server, use the Alternate SMTP user name and Alternate SMTP password properties.
  • This step supports SSL or TLS connections without certificate authentication. If you use an SSL or TLS connection, you must specify the correct port to use.
    • For the default SMTP server, use the Email SSL port or Email TLS port property.
    • For the Alternate SMTP server, use the Alternate SMTP SSL port or Alternate SMTP TLS port property.

    If the SMTP server that this step uses is configured to use SSL or TLS security and the correct port is not configured, the job goes into the Error state.

• This step only sends email when the job reaches it. No email is sent if the job:

  • Stops processing because of an error before reaching the step.

  • Goes through a branch (in a conditional workflow) that bypasses the step.

• For each document that is sent to the SMTP server, this step sets the Email created property value to Yes in the document properties file. For each document that is not sent to the SMTP server, the Email created property value for that document is set to No.
• If two or more EmailDocuments steps process a job, the Email created property for each document shows the status of the last EmailDocuments step that processed the job.

• If no email is sent, the job goes into the Error state.

• You can add this step to a workflow more than once.