Submittal Defaults
The defaults for submittal email notifications (for each target) are set on the project configuration template. If these defaults should be modified on a specific project, navigate to Project Menu > Set Up > Project Configuration > Submittal Email Notifications > Enable/Disable and Attachments (by Target).
Adjust submittal settings
The default settings defined on the project can be overwritten on individual submittals using the options described below.
Send notification
The email notification can be enabled/disabled using the "Send submittal email notification" checkbox.
Include hyperlink
If enabled, the notification email will include a hyperlink for recipients to click and download their files. This is both more secure, and more robust. When the submittal is downloaded, DocBoss time stamps the download and records the name and IP address of the recipient.
If you would like to receive a list of the submittals which have not yet been downloaded, an automated report can be sent to your email (see article for details: Automated email reports from user profile).
Include transmittal
The format of the transmittal file (PDF, CSV/XLS, or both) can be modified from the "Include transmittal in email" field. If no transmittal file is required, select "NONE".
Include files
If desired, files can be attached to the notification email directly (either as a single ZIP file, or as individual attachments). If your customer cannot access FTP sites (IT restrictions), this is a suitable option.
Note that an attachment size limit is required, and this limit it set on the Project Configuration page (see "Submittal Defaults" section above). If the size of the submittal is too large, a hyperlink will be embedded. The typical maximum for most email systems is about 15MB.
Most organizations have limits for the size of incoming emails, and large emails may be blocked. You may not receive any notification that they did not receive the files (this is managed on the customer’s side, not by DocBoss).
Attach link ONLY if the attachments are bigger than maximum email size limit.
If attaching files to the email submittal, the [IFS_$BIGZIP] email variables will include a hyperlink to download the files only in the case that the email is larger than the maximum size limit. The [LINK] variable within the IF statement will be hidden if the email is within the size limit.
*Note: Our default email template includes this feature.
Example (from the default DocBoss email template):
[IFS_$BIGZIP]Note - the attachments for this submittal have exceeded our maximum email size limit. You can download the files directly from this hyperlink [LINK], or contact us to provide an alternate transfer solution[/IFS].
To learn more about creating/editing email templates, see this article: Create a New Email Template.