Send Documents

This page is accessed via:

• Shipment Management > Shipment Management > Buy Shipments > Actions > Business Process Automation > Documents > Send Documents
• Shipment Management > Shipment Management > Sell Shipments > Actions > Business Process Automation > Documents > Send Documents
• Customs > Declarations > Actions > Documents > Send Documents
• Transactions > Trade Transactions > Actions > Documents > Send Documents

This action allows you to send multiple documents (both standard and additional documents associated with the object) or document sets in a single mail to one or more contacts, ad hoc email addresses, or printers. The documents can be sent as individual attachments or as a compressed file.

Note: This action allows selection of only one business object.

When sending content to a contact, the format of the content depends on the communication method. For email, Oracle Transportation Management sends out a "Documents Available" notification to the contact. For print, Oracle Transportation Management sends out raw content to the printer.

Note: There are individual document attachment size limits as well as size limits for the set of documents being attached. When the allowable limits are exceeded, the document access in the email provided will be sent as a link and not as an attachment.
Individual document attachment size limit: Documents that are greater than or equal to 1MB will be sent as a link and not as an attachment. If you send five documents where four of the documents are 20KB and one of the documents is 1.1MB, the four documents of size 20KB will be sent as attachments, and the one document of size 1.1MB will be sent as a link.
Total document attachment size limit: If the set of attached documents is greater than or equal to 2MB, then the email will provide access to all the documents via links and not as attachments.

Note: The following events are raised for each document sent using this action:
Document - Sent: This event is raised on the document and the event variables hold information of the document only.
<Business object> - Document Sent: This event is raised on the business object and the event variables hold information of both the object and the document.

Sending Documents

1. Select the Documents option from the Select Documents/Document Sets drop-down list.
2. Click Next.
3. Select the check boxes corresponding to the standard documents and the additional documents that you want to send in the mail.
4. If there are multiple revisions for a standard document, select the required revision from the Document Revision drop-down list.
5. Click Send Documents.
6. Enter a contact in the Reply To field. The contact you select must have an email defined. If no reply to is specified, then the glog.mail.replyTo property is used to determine the reply to. Note that this property can contain a list of comma-delimited addresses to support multiple reply to parties. Multiple reply to parties are not supported when using a reply to contact.
7. Select the Zip the documents check box if you want to send the selected documents as a compressed file.
8. In the Contacts section, do the following:
   1. Enter the Contact ID to whom the mail is to be sent.
   2. Select an option from the Communication Method drop-down list.
   3. Click Save.
9. In the Email Addresses section, do the following:
   1. Enter the email ID of the recipient in the Email Address field.
   2. Click Save.
10. In the Printers section, do the following:
    1. Enter an ID of the printer in the Printer field.
    2. Enter a number in the Number of Copies field.
    3. Enter the page numbers which have to be printed in the Page Ranges field.
    4. Click Save.
11. Click Submit.

Sending Document Sets

1. Select the Document Set option from the Select Documents/Document Sets drop-down list. This option will send the documents of the document types configured in the document set.
2. Click Next.
3. Enter an ID in the Document Set field. If the Allow Multiple Documents check box is selected, then all the additional (ad-hoc) documents of the document type that are uploaded to a business object will be sent. If you don't select this check box, only the latest additional document uploaded for the document type will be sent.
   You can select more than one document set. In that case, one set for each of the document set specified will be sent to the subscribers.
4. Enter a contact in the Reply To field. This contact will take precedence over the Reply-To Contact derived based on the Document Set.
5. Click Save.
6. Click Send Documents.

Note: The document sets will be sent only if all the document sets specified are assigned to the business object; otherwise an error will be thrown.
If the object does not have a contact corresponding to any of the involved party qualifier specified in the document sets, then the action fails and will not send any document set.
The action will also fail if the object does not have all the documents for the document types mentioned in the Document Set and the "Allow Sending Partial Documents" check box is not selected.
If multiple document sets are specified, then the action will send the documents of all the document sets or none.