Emailing Documents

User Personas: Admin | Project Management | Field 

eSUB Fusion allows you to easily 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.

A user must have the Share permission to email documents.

Use the links below to quickly jump to a topic:

• Emailing Documents
  • Email a Single Document
  • Review a Document's Email Activity
• Composing the Email
  • Select Email Recipients
  • Enter Email Commentary
  • Include Document Sections and Attachments
  • Set Up Your Email Signature
• Send Correspondence to a Project
• Project Mailbox

Emailing Documents

Documents may be emailed by either sending a single document or sending multiple documents of the same type at once*. The user that sends the email is always automatically a CC recipient on the email.

Email a Single Document

1. Select the document from the log page to view it, then select Email
2. Compose the email, then select Send

How to email a document

Use the three-dot menu on a document from the log page to quickly access the Email action.

Review a Document's Email Activity

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

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

Composing the Email

Select Email Recipients

While composing the email:

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

Email to a Recipient that is Not a Contact

While composing the email:

1. 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
2. Finish composing the email and select Send when finished

Set Up Email Distribution Lists For Your Projects

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

Distribution Lists can be configured via the web by a user with Project Admin - Project Settings permissions.

1. 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
2. Select Edit on the action button and make changes in the Distribution List section
3. Select Save when finished

Enter Email Commentary

Commentary 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:

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

Include Document Sections or Attachments

Some documents allow you to include or exclude certain sections and attachments before emailing. These selections affect the PDF that is generated when emailing the document.

While composing the email:

1. Make the desired selections in the Include In Document section
2. Make the desired selections in the Include Files section
   • This section will only appear if the document contains attachments
3. Finish composing the email and select Send when finished

Reorder Email Attachments

Document attachments can be reordered while composing the email anytime the reorder icon appears next to the attachment.

While composing the email:

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

Set Up Your Email Signature

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

1. Select the user profile icon from the global navigation menu, then select My Profile
2. Enter your desired text in the Email Signature field
3. 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 for more guidance.

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 via eSUB Fusion, simply forward them using your unique project email address for your records in your eSUB Fusion project Mailbox.

1. 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
2. Select an email to view its contents

See the Project Mailbox article for more guidance.