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HTML instead of Plain Text emails when sending link or copy

When Outlook 2010 is called by NetDocuments when the "Email link" or "Email copy" options are selected, it defaults to a plain text message. This means you can't format the text (bold, italicize, underline) or any other formatting unless you switch to HTML manually.

Most importantly, this causes broken links when the email is sent to some email clients. This has effectively made the email link and email copy features useless for my office and I am looking for a fix other than tampering with the registry.

 

Di

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Comments

25 comments
  • Hi Diana,

    The Email Link and Email Copies options use Microsoft's MAPI interface to open the Outlook email message.  The MAPI interface will only open a plain text message so in order for us to open an HTML message, we would need to use a method other than MAPI to call up the email message.  The main reason we use MAPI is because of security reasons, but if we received enough feedback we could probably change it.  Or, what if we gave you the option of using MAPI (Plain Text) or some other method (HTML), would that accomplish what you are looking for?  We could possibly make it a Cabinet level setting.  Let us know what you think.

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  • Just having the option would be excellent. Hopefully some other people will agree.

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  • I would be interested in the option as well.  However, I'd also like to further understand the security concern you mentioned.  Alternatively, having a NetDocs Link button in Outlook like the NetDocs Attach button would be good too.  We try to teach our users to attach from Outlook using the NetDocs Attach button.

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  • Actually I stand corrected.  We do not use MAPI for security reasons, we use it mainly because it is supported by nearly all Windows email clients.  Other calls that would open an HTML email are not supported as widely.  I think it would be great if we could detect what mail client you are using and open an HTML message if you are using a mail client that supports it, otherwise just use the MAPI call.

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  • Hi, this idea is still sunk to the bottom of the tank but it looks like at least one person agrees, despite the lack of votes. I can't believe we are the only person with problems sending links where it ends up being truncated in Outlook 2010. Does no one else have this problem? We've had this for three years, regardless of operating system. Surely this is a bigger problem than supporting some obscure email client?

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  • Diana,

    Are you using Exchange or something else behind Outlook?  The truncating or wrapping of hyperlinks is a known issue when using Outlook with something other than Exchange (Google for example) on the backend.  You can increase the number of characters before it wraps, but that may not help with links to multiple documents:

     

    http://support.microsoft.com/?id=823921

    http://support.microsoft.com/kb/197878

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  • We use Google Apps Sync which uses MAPI with Outlook, but no Exchange server. We've increased the character limit to the maximum and it hasn't helped.

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  • Diana,

    Have you tried setting the Reg value to "0" as described in the Microsoft KB article?  You might also try setting it to 500 or some other high number and see if that works for you.

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  • NetDocs, please make the HTML format a cabinet level setting regarding e-mailing a document via Outlook in NetDocs.

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  • This would be helpful for us since we apply a house style to email addresses and automatic signatures - although users can manually switch to HTML and tidy up the email it's time consuming for them, especially for property lawyers who frequently send large documents that could not otherwise be emailed.  We use Outlook with Office 365, including hosted Exchange services.

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  • I know this is almost a year old but I would still like HTML emails to be an option!!

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  • Me too. The sooner the better!

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  • This is a regular request from my users (lawyers, secretaries and admin).  Attaching a document to an email you are sending to a client is a common business workflow and having to use a clumsy workaround each time to add your HTML email signature and add some formatting to the body text is unproductive.  Outlook being "locked" until you close or send the NetD generated email, or until you use the clumsy workaround to modify and then save the email, is also unproductive.  Other systems seem to be able to get around this limitation.<!--?xml:namespace prefix = "o" ns = "urn:schemas-microsoft-com:office:office" /-->

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  • We'd like to see this changed too.  It can be worked around by changing the email format each time but that's far from ideal. 

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  • I agree with the requests above.  I see the "Planned" notation above, but am not sure when that may be available. 

     

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  • We have been getting a lot of requests from our users for this feature as well. Having to go through a complex process of changing e-mail to HTML, re-activating a link, and then re-adding your signature add significant amount of time to the routine workflow.

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  • How many more comments have to be added to this forum before a change gets made?

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  • This is more a Microsoft problem than a NetDocs problem. I prefer this method because it is elegant and works well under the hood.

    I instruct users to add HTML format to the QAT.

    I also instruct users to add View Document URL to the right-click menu in NetDocs for a quick way to capture the document link on the Clipboard.

    I worked with the firm to create an email signature that converts nicely to plain text format.

    I agree this feature would be nice, but not at the expense of reliability and security.

    George

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  • Thanks for the replies everyone. As has been labeled on the idea, this is planned for our next release. This functionality already exists if you use our built-in email dialogs. When we release this in 15.1 (Jan/Feb), it will apply to the "Email Link" function because Microsoft does not yet support it for emailing a copy of a document (i.e. an attachment). As soon as Microsoft offers that functionality, we'll add that as well. However, we feel the bulk of the frustration with the MAPI method has to do with the Email Link function rather than the Email Copy function so we went ahead and did it anyway. 

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  • Bradlee, et al:

    Can you please expand on the Microsoft issue which prevents you from creating an HTML message when using Email Copy?  This continues to be a source of frustration for users for all the reasons listed below. 

    Has there been any work done to provide an HTML message using something other than MAPI (if Microsoft is not fixing the issue)? 

    Appreciate any update you can provide.

    Gordon Hyatt

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  • Gordon,

    When doing an Email Copy, NetDocuments communicates with the email client using Simple MAPI because Simple MAPI lets us know then the message has been sent (or the user cancels).  At that time we can clean up the temporary files we’ve downloaded to the workstation.  However Simple MAPI does not let us send HTML email; it only supports plain text email.

    We use the Outlook API for some other types of email, such as Email Link.  The Outlook API lets us use HTML in the message body.  But the Outlook API doesn’t let us know when the message has been sent.  So we can’t use it for Email Copy because we wouldn’t know when to clean up the temporary files.   

    We are not aware of any other approach for sending an HTML email with an attachment that allows us to clean up the temporary files.

    Likely the best solution, if someone wants an HTML email with attachments, is to use ndOffice for sending these messages, which includes the ability to select a document stored in NetDocuments and attach it to an existing HTML Outlook email.

    Mark

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  • Hello

    My company would be very interested in having this HTML format automatically enabled.  Is it possible yet to enable this from a cabinet level and if so, what is the process?

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  • Amy,

    In response to your recent post, I just wanted you to know that there is no option to enable HTML emails for Email Copy.  As previous replies have pointed out:

    • For Email Links sent via Desktop Email Integration, this was changed some time ago and an HTML email is now sent.
    • For Email Copy, there is no method for generating an HTML email that will also allow ND to delete the temporary files that must be created to support the Email Copy method.  (In order to attach files to the Outlook emails, ND must first save those attachments temporarily to the user's computer, then attach them to the email, then the email is sent at the time of the user's choosing, and finally the ND application deletes those temporary files.)  We view this as a security requirement, otherwise users could have hundreds of confidential documents saved to their computers in a temp directory without their knowledge.
    • Using ndOffice, a user can use the Email Link and Email Copy features in an HTML email.

    Please let me know if you have any further questions.

    Mark

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  • Mark,

    I wonder if there has been any update as to generating an HML email when emailing copies. We are using Office 365 and emails are in plain text and missing firm signatures.

    Thanks

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  • Mark,

    I wonder if there has been any update as to generating an HML email when emailing copies. We are using Office 365 and emails are in plain text and missing firm signatures.

    Thanks

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