PM Send Documents Form

Use the PM Send Documents and associated forms to generate project documents and/or reports, select attachments, configure how those items are bundled together, and then send out the communication.

There are three options on the Create and Send menu: Send Message, Send Document, and Send with Transmittal. Each of these options will launch the PM Send Documents form, but each option is slightly different.

For an overview of the Create and Send feature, see About the Create and Send Feature.

  • Send Message - By default the system will not generate a project document. For example you can use this option to resend a project document that has already been generated, include an attachment associated with the source record, or generate a report and include it in the email.

  • Send Document - Generate a project document for the currently selected record. For example generate an RFI document and send it to a list of project contacts.

  • Send with Transmittal - Generate a transmittal and a project document for the currently selected record.

  • Using the Document Builder - Click on the Doc Builder button on the Documents tab to configure the PDF document that is included in the communication, for example change the order of the documents, reports, and attachments, include a cover letter, or change the layout. For more information, see Using Document Builder.

  • Save, attach, or view the document - There are several options in the Tasks drop down at the top of the PM Send Documents form. For more information, see About Saving, Viewing, or Attaching the Document.

  • Collate into a single PDF document - By default the Collate into a single PDF document box is checked. Leave this box checked if you want all of the documents, reports, and attachments included in the email to be combined into a single PDF document. Click About Collating Multiple Documents into a Single PDF Document for more information.

  • Correspondence Methods - The correspondence method of each contact displays as an icon next to the contact name in the To, Cc, and Bcc fields on the Message tab. This determines the type of correspondence that is created for the contact. For more information, see About Correspondence Methods.

  • Default correspondence method - The correspondence method of a contact defaults based on the correspondence method set up using the Distribution tab of the source record (Distribution tab, Preferred Method field). If you are adding a new contact to the communication, the correspondence method will default based on the preferred method set up on the contact record in the Preferred Method of Correspondence field on the Info tab of the PM Firm Contacts form.

  • Changing the correspondence method - To change the correspondence method on the current communication, click the drop down next to the contact and select Preferred Method from the menu that appears. This only affects how the current communication is sent.
    Note: The Email option will only display if an email address is entered for the contact (PM Firm Contacts, Info tab).
    To change the default correspondence method on the contact, change the preferred method using the Distribution tab of the source record (Distribution tab, Preferred Method field). This will affect all communications generated using the source record.

    To change the default correspondence method on the contact record, use the PM Firm Contacts form (PM Firm Contacts, Info tab, Preferred Method of Correspondence field). This will affect all correspondence addressed to the contact.

  • Drag and Drop - Use ALT to drag and drop contacts between the To, Cc, and Bcc fields. For example if you want to move a contract from the To field to the Bcc field, hold down ALT and then drag and drop the contact from the To to the Bcc field.

  • Tokens included in the email - The system will insert a token into the Subject line of the email - for example "Email Subject Line VP: SBZV5MBFUD". When a recipient replies to the email, assuming that the token is still present, the Outlook Add-In will process the email and automatically attach it to the original record. For more information about email integration, see About PM Module Email Integration.

  • Edit the generated project documents - There are two ways to edit the generated project document. Use the one that best fits your workflow.

    • Create & Send > Create document from template - Generate and edit the project document, and then use the PM Send Documents form to include the edited document in the email. For information about generating documents, see About Generating & Editing Project Documents.

    • In PM Send Documents, click the Edit Document(s) button - Edit the generate document(s) directly from the PM Send Documents form. For more information, see PM Document Edit Manager Form