With Asite, you are able to publish new files or revise any of the existing files by simply sending an email based on the project mailbox configuration for files.
Pre-requisites:
Permission as mentioned below, on the project folder in which a file is to be uploaded:
To upload or publish files, 'Publish' or 'Publish & Link' or 'Admin' permission.
Folder permissions defined at the default level or the role level can be overridden. Click here for detailed help (See point 4).Project Mailbox setup for files as per your requirement.
Below are the steps to publish a file by sending an email using your email client application (For example, MS Outlook):
1. In the 'To' or 'Cc' field of your email, enter the email id as per your project mailbox setup for files.
The email address you use to send such emails must be registered with Asite if the mailbox to which you are sending the email does not allow emails from external users. In the case of external users, emails are allowed from 'Yahoo', 'Hotmail', and 'Gmail' accounts only.
2. In the subject line, enter your email subject.
(As per the related project mailbox configuration)
In case your primary document content is set as 'Email' and if doc ref is set as 'Email Subject':
Your email subject line will be treated as doc ref of the file getting published.
Some restricted or special characters like '?', ':', '¦', '#', '%', '/', '\', '^', '*', ''', '+', '<', '>', and ';' may not be allowed as part of a Doc Ref.
If you are looking to publish a revision to an existing file, you need to make sure the Doc Ref of that particular file is exactly getting matched with the revision getting published via email.
3. Attach files from your device storage if required.
(As per the related project mailbox configuration)
In case your primary document content is set as 'Secondary File(s)':
The attachment in your email will be treated as the primary document and
The file name of your email attachment will be included as part of the doc ref of the file getting published.
In case your primary document context is set as 'Email':
The attachment in your email will be treated as the secondary file (i.e. attachment) on the published file.
4. Once done, click 'Send' to confirm sending your email.
The content in your email gets published as a file in one of your project folders along with attributes and may also be distributed to other users, based on the related project mailbox configuration.
In case there are multiple attachments in your email, it will be published as a single zip file only.
In case of any of the following exceptions, your email won't be published and you will receive an email notification informing the same.
No. | Exception |
1 | The email and/or attachments exceed the storage limit of --sizeLimit-- MB. |
2 | The folder configured with the mailbox is deactivated on the workspace. |
3 | You do not have permission to publish email into the workspace mailbox. |
4 | You do not have access / publish permissions to the Purpose Of Issue configured with the Mailbox. |
5 | You do not have access / publish permissions to Document Status configured with the Mailbox. |
6 | The Doc Ref. is deactivated in the configured folder. |
7 | The file/s have the same file name as deactivated document revision/s and can not be published |
8 | The document you are trying to mail already exists as a link |
9 | A Placeholder is already created for the Doc Ref. you are trying to publish and you do not have \"For Publishing\" action on the Placeholder |
10 | You have not mentioned any Subject in the email |
11 | The subject includes invalid characters. |
12 | The following files include invalid characters or patterns and were not published --invalid Files-- |
13 | You have not attached any document to be published as a primary document in the workspace. |
14 | Database error: SaveuploadDocs failed. |
15 | IO Error : File can't be copied |
16 | The document you are trying to mail is already checked out in the configured folder |
17 | The email contains duplicate attachments. |
18 | The email contains duplicate attachments with different extensions. |
19 | The email cannot be published as the configured mailbox is inactive. |
20 | The email cannot be published as the configured mailbox is inactive. |
Next Article: Upload a Revision of an Existing File