Replacing Attachments with SharePoint Links

The Mainsoft SharePoint Integrator can automatically replace attachments of outgoing e-mail messages with links to the documents on SharePoint. The attached files are automatically uploaded to a SharePoint location of your choice. This feature helps you to collaborate on documents with colleagues and also saves storage space on the mail server.

Using the SharePoint button to replace attachments with links

Note: The SharePoint button is an optional component. Read more about the features it provides and how to install it in Working with e-mail.

Selecting Replace attachments with SharePoint links from the SharePoint button in the action bar of an outgoing e-mail message, activates the feature for this message. When you send the message, the attachments are uploaded to SharePoint and replaced with links to the SharePoint documents.

Use the application preferences to set the default action taken when sending e-mail messages containing attachments, as well as setting the default SharePoint location to where the attachments are uploaded. You can override these settings for a specific e-mail message using the SharePoint button.

Note: In case you do not want to install the SharePoint button, you can emulate the replacement of attachments with SharePoint links as follows:

1. Upload the document from your computer to SharePoint.
2. Right-click the SharePoint document from the sidebar and select Copy Link.
3. Paste the link into your e-mail message.

Setting e-mail attachments preferences

To set the default action when sending an e-mail message with attachments, open File > Preferences… and select SharePoint > E-mail Settings. The following dialog appears:

Default action when sending an e-mail with attachments.

Select one of the following options:

• Do not replace attachments. By using this option, attachments are physically sent with e-mail messages. This is the default action.
• Ask me to replace attachments with SharePoint links. By using this option you will be prompted each time you send an e-mail message with attachments, asking you if you want to replace the attachments with SharePoint links. If you click Yes, the attachments are uploaded to the default location defined in Preferences. Click the Change location… link to override the default location.
  
  
• Replace attachments with SharePoint links. By using this option attachments are automatically uploaded to the default location defined in Preferences, and replaced with a link to the SharePoint file. If a default location is not defined, you will be prompted to select a SharePoint location for the attachments.

Note: Your administrator may have disabled these options, to enforce a policy of replacing attachments with SharePoint links.

Default SharePoint location for saving attachments

Click the Browse… button to browse through the configured SharePoint sites and select a default location to where attachments are uploaded. Click the Add Site… button if you want to add a new SharePoint site to Mainsoft SharePoint Integrator.

Overriding default e-mail settings

You can use the SharePoint button in the Lotus Notes' e-mail message tab to override your preferences and change the action taken when sending a specific e-mail message containing attachments.

To do this, click the SharePoint menu button:

• Replace attachments with SharePoint links. The check sign next to this menu item indicates whether the attachments of this e-mail are replaced or not. When checked, attachments are automatically uploaded to the default SharePoint location defined in the preferences. Click the menu item to change your choice.
• Select Change attachments target location… to set or override the SharePoint location to where you want to upload the attachments of the e-mail.

Availability of attachments

When using the Replace attachments with SharePoint links feature, it is important that the e-mail message recipients have access to the SharePoint site where the attachments are uploaded. If they cannot access the SharePoint site, the document links in the e-mail will not open for them.

When you replace an e-mail attachment with a SharePoint link, the attachment is automatically uploaded to SharePoint. In some cases, the attachment will not be available to other SharePoint users. For example, if uploading the attachment to a document library that requires check out, the document will be unavailable until checked in. To learn more, read Uploading documents to SharePoint.

Note: If you want to attach a file that already resides on SharePoint, it is recommended to link to the file. Right-click the file in the SharePoint documents panel, select Copy Link and then paste the link into the e-mail message.