Emailing Documents

User Personas: Admin | Project Manager | Field User

eSUB Fusion lets you communicate by sending correspondence and documents to internal and external stakeholders on your project through the email functionality. eSUB can also capture the responses associated with a particular email thread, so everything is in one place and readily accessible by your team.

You must have the Share permission to email documents.

Use the links below to jump to a topic:

Emailing Documents
Composing the Email
Send Correspondence to a Project
Project Mailbox
Permissions
FAQ

Email a Document

Select the document from the log page via 3-dot menu to view it, then select Email.
- Alternatively, if opening the document, select the Email button.
Compose the email, then select Send.

Emailing a document from the document view.

Generate a PDF and Email a Document

Every document type in eSUB Fusion supports one continuous flow: generate the PDF, review it in the viewer, then email it without starting over.

Select the document from the log page to view it, then select View PDF.
Select the desired sections, images, and attachments to include (if applicable), then select Done.
Review the generated PDF in the viewer.
If the PDF looks right, select Email directly from the viewer.
- The sections, images, and attachments you selected when generating the PDF carry over into the email automatically.
- If changes to the media, attachments and sections need to be made, select Configure to reselect options and review.
Compose the email, then select Send.
- Canceling the email returns you to the previous view instead of discarding your work.

Selecting media and attachments. Options may change depending on the document being generated.

Options to Configure, Email, or download a document.

Review a Document's Email Activity

The Activity Log displays the email history of a document. To view the Activity Log, you must have the Mailbox - View and Edit permissions.

Select the document from the log page to view it, then select the Activity Log tab.
Select the message link to view the related email message.

Composing the Email

Select Email Recipients

While composing the email:

Select the To, CC or BCC field and begin typing the recipient's name, then select your desired Contact from the list that appears.
Finish composing the email and select Send when finished.

Email to a Recipient that is Not a Contact

While composing the email:

Enter the recipient's email address in the To field.
- Separate multiple email addresses by hitting the Tab or Enter key between email addresses.
- If using the mobile app, select Use this Email to insert the email address onto the form.
Finish composing the email and select Send when finished.

Set Up Email Distribution Lists For Your Projects

Distribution Lists let you select recipients that auto-populate in the To, CC, or BCC fields each time a user emails a document from your project.

You can configure Distribution Lists on the web if you have Project Admin - Project Settings permissions.

Select the project, then select Documents under Settings in the slide-out menu.
- Select a tab depending on the document settings you wish to configure.
Select Edit on the action button and make changes in the Distribution List section.
Select Save when finished.

Enter Email Comments

Comments that you enter in the Subject and Additional Comments fields appears in the body of the email. This is an optional step when emailing documents.

While composing the email:

Select the Subject field and enter your desired text.
Select the Additional Comments field and enter your desired text.
Finish composing the email and select Send when finished.

Include Document Sections or Attachments

Some documents let you include or exclude certain sections and attachments before emailing. These selections affect the PDF that is generated when emailing the document. If you started the email from the PDF viewer, the selections you made when generating the PDF are already applied.

For how attachments get onto a document in the first place, see the Document Media & Attachments article.

While composing the email:

Make the desired selections in the Include In Document section.
Make the desired selections in the Include Files section.
- This section only appears if the document contains attachments.
Finish composing the email and select Send when finished.

Reorder Email Attachments

You can reorder document attachments while composing the email anytime the reorder icon appears next to the attachment.

While composing the email:

Click/hold and drag the reorder icon on the selected attachment(s) to reorder it.
Finish composing the email and select Send when finished.

The reorder icon to select the order of PDF files for a document.

Set Up Your Email Signature

Your email signature appears as your sign off on all emails you send from eSUB Fusion.

Select the user profile icon from the global navigation menu, then select My Profile.
Enter your desired text in the Email Signature field.
Select Save Changes when finished.

Send Correspondence to a Project

Messages that originate outside of eSUB Fusion can still be integrated into your project by forwarding the messages to your project's unique email address. Once your messages are forwarded to your project, they are readily available for your project team to review.

See the Project Mailbox article.

Project Mailbox

The Mailbox captures all incoming and outgoing correspondence related to your project so that all project users can easily review and be kept up-to-date on project communications. For correspondence not originating through eSUB Fusion, forward them using your unique project email address for your records in your eSUB Fusion project Mailbox.

Select a project from the project list, then select Mailbox from the slide-out menu.
- Select a tab depending on the messages you wish to view.
Select an email to view its contents.

Emailing a document requires the Share permission for that document type (Field Notes, Daily Reports, RFIs, Submittals, Change Order Requests, Purchase Orders, Time & Material Tickets, and Progress Billing), plus Mailbox access to see the resulting correspondence.

Permissions

Permission	What it allows
Mailbox - General Permissions	View and manage the project Mailbox (email correspondence and history). Mailbox View is also required to see the Activity (email history) tab on other tools such as Progress Billing.
<Document type> - Share	Email that document type to internal or external recipients.

Administrators can adjust permissions; see Set Up User Permissions.

FAQ

How do I email multiple documents at once?

You cannot, with the exception of Submittal Items attached to a Submittal Package. To send several documents together, download each PDF and send them from your own email client. Copy the project email address so the correspondence is still captured. See Send Correspondence to a Project.

Why can’t I see a document’s email history?

The Activity Log requires the Mailbox View and Edit permissions. See Review a Document’s Email Activity.

Will I get a copy of what I send?

Yes. You are added as a CC recipient on every email you send from eSUB Fusion. See Emailing Documents.

Can I get email sent from outside eSUB into the project record?

Yes. Forward the message to the project’s unique email address and it is captured in the project Mailbox. See Send Correspondence to a Project and Project Mailbox.

Where do I set my email signature?

On your own profile, reached from the user profile icon on the global navigation menu. It signs off every email you send from eSUB Fusion. See Set Up Your Email Signature.