Opens a submenu with two options for sending collection links via email:
• Selected Records to send a link to a collection that contains the currently selected records
• All Records to send a link to the current collection
Using this collection link, recipients, which don't need to be Cumulus users, may open the collection in any web browser. An additional link is offered allowing Cumulus users to open the collection with the Cumulus Client application. The sender can specify which actions recipients may perform on the assets via Permissions checkboxes in the Send Collection Link dialog.
Additionally, you may send personalized collection links. In this case, each recipient gets an individual link to the collection which allows Cumulus to monitor usage of such collections.
Depending on the permissions of the current user, a new external user can be created if a personalized collection link is sent to an email address not known to Cumulus. By default, external users have no permissions and no active login. However, they serve as a means to monitor the usage of the collection. The Properties window of the respective collection provides information about the last time a recipient has accessed the collection.
Preconditions:
• Your Cumulus installation includes Cumulus Portals or Sites.
• A Base Web URL was defined by your Cumulus Administrator in the Cumulus Server Settings (Server Console > Remote Admin).
• Cumulus is configured to work with a mail server (Server Console > Mail Manager).
• You must have the appropriate Permissions
• The Create External Users permission(Server Permissions > User Administrator Permissions) for sending links to recipients that are not yet known to Cumulus, or Use External Users for sending links to already existing external users.
• For personalized collection links, the (technical) admin user in Portals/Sites must have unrestricted run-as permissions (Server Permissions > Run-as Permissions).
To send a collection link:
1. Open a saved collection, or create a new one. If desired, select the records you want to include in the collection to be sent.
2. Select File > Send Collection Link > Selected Records or select File > Send Collection Link > All Records
The first part of the Send Collection Link dialog is displayed, allowing to specify settings for the collection to be sent. Most Fields already contain proposals which you may adopt or simply overwrite.
3. Specify a name for the collection.
4. The embargo date is the current date by default. Optionally, change the embargo date. Recipients won’t be able to access the collection before this date.
5. The expiration date is two weeks ahead of the current date by default. Optionally, change the expiration date. Recipients won’t be able to access the collection from this date onwards.
The expiration date is required. If you try to delete it, the value is automatically reset to the default.
6. The Base URL for Web Access field displays the base URL specified by your Cumulus Administrator. (Only if your Cumulus installation includes more than one web server, you may select a different base URL from the drop-down list.)
7. Optionally, set a password.
If you decide to require a password, you must not forget to communicate it to the recipients – otherwise the recipients won’t be able to view the collection.
8. Specify which actions the recipients will be allowed to perform on the assets by activating or deactivating the Permissions check boxes.
9. Click Next. The second part of the Send Collection Link dialog is displayed, allowing to specify the recipient(s) and a message
10. Activate Personalize Collection if you want to sent each recipient an individual link to the collection.
With this option activated, the CC: and BCC: field are disabled. The usage of personalized collections is monitored by Cumulus.
NOTE: If you send a personalized collection to an email address not known to Cumulus, a new external user is created for that email address. In the Properties window of the collection, you can find information on each recipients last access to the collection.
11. Fill in the recipient’s addresses.
12. The From field is prefilled with your email address. You can overwrite this with a different address.
NOTE: If your Cumulus Administrator has defined a From address to be used with all sent mails, the content of the this field is ignored.
13. Enter a Subject and optionally modify the proposed message Text or enter a new one.
14. Click Send. The dialog is closed and the collection link is sent to the recipient(s) specified in the To field.
TIP: Copy URL for Other Purposes
Instead of sending the collection link via Cumulus, you may as well copy it from the URL field and use it in a different way, e.g. sending it via your email application or via Twitter, or inserting it on a web page. In this case, quit the dialog with Cancel.