Transmittals in Cloud Document Management

​@LindaR 1.In IFS cloud this doesn’t work yet. The Receiver mail address is not fetched when the mail client is opened. Could you register an idea stating your business need.

2.In IFS cloud we don't have a control over the mail client file size limits. I assume that is organizational limit set by the IT Dept or admins. In the Transmittal there is a Distribution method field, with values, Hardcopy, E-mail, FTP. The methods Hardcopy and FTP are for information purpose only. E.g. If you decide to share the documents via a FTP share, you can set that value on the transmittal. So that would be an option if it suits your business requirement and would have to provision by your organization. 

About sending IFS cloud document links, this is not directly supported from the document transmittal. You need to open the documents in Document Revisions page and use “Send Document Link” command then the users who receives the documents need to have access to IFS application. So you might want to rethink before deciding on this if you are sending to an external party. and if it is large number of documents you may have to generate links in several sets. So this might need some extra work. or you could look for an external document sharing option which is convenient and secure for your need. Hope this helps.

For our knowledge can we know the business process involved, how size of the documents and number of documents sent via one transmittal.?

Hope others who came across similar behavior in customer environments would comment/recommend how they solved it.

Thank you for the clear and helpful response. ​@diwelk 🙂

This clarifies the current behavior related to point 1, and I have now registered an Idea describing the business need regarding automatic population of receiver email addresses when sending transmittals.

Automatically populate recipient email when sending Transmittals in IFS Cloud | IFS Community ( Feel free to upvote 😊)

Regarding point 2, thank you for explaining the available distribution methods. As described, the FTP option represents an external distribution approach rather than a built‑in transfer mechanism within the application. Use of this option would therefore rely on an externally provided and managed solution, where documents are made available outside the system and access details are shared with the recipient.

For additional context, transmittals in our case may include anything from a small number of documents up to larger document sets (for example 50–200 documents), with total sizes that can exceed typical email limits. These transmittals are often sent to external parties who do not have access to the application.

Appreciate the guidance, and it would be useful to hear how others have handled similar scenarios.

Thanks!

Br

Linda