Email form

Use a Send to Email form when you need to send the document to an email destination.  A Send to Email form is used in conjunction with the Send to SMTP and Send to Exchange Route components.

Send to Email forms are added and edited on the Groups tab of the Kyocera MFP (HyPAS) configuration dialog box.

  • To add a Send to Email form, click a group or menu on the Groups tab of the Kyocera MFP (HyPAS) configuration dialog box, and click Add Form > Send to Email Form on the menu bar.
  • In the Send to Email Form Settings dialog box, configure options on the General, Fields, and Components tabs the same way as for a Basic Form.
  • On the Send to Email Fields tab, configure the Send to Email form options.

Send to Email Fields Options

Option Description
Do not show a From field Select this check box to omit the From field and use the email address for the user that is logged into the device as the value for the From field.
Show CC Field Select this check box to show the CC field in which the user can specify a secondary list of people that will receive the message.
Show BCC Field Select this check box to show the BCC field in which the user can specify recipients so other recipients cannot see them.
Global Address List Select this check box to allow the users to search the Global Address List for addresses that can be added to the To, CC, and BCC fields. Regardless of which Global Address List is used, the service account for the workflow service must have permissions to perform the search.
  • Display as — Type the display value for this search option. This should be a user friendly value that describes this search location, for example “Global Address List”.

The Global Address List that will be searched will be decided based on the following criteria:

  • If Windows Authentication is used, then the search will be performed on the Global Address List associated to the device logged in user.
  • If Custom Authentication is used and the authentication code populates the User name and Domain fields, then the search will be performed on the Global Address List associated to the device logged in user.
  • If there is no logged in user, then the search will be performed on the Global Address List associated to the service account for the service.
Exchange Contacts Select this check box to allow users to search their Microsoft Exchange contacts folder for addresses that can be added to the To, CC and BCC fields.
  • Display as — Type the display value for this search option. This should be a user friendly value that describes this search location, for example “My Contacts”.
  • Server — Type the IP address or host name of the Exchange server . Contact your system administrator if you are uncertain of what to put here.
  • Use SSL — Select this check box if a secure socket layer (SSL) connection is required to connect to the Exchange server.
LDAP Server Select this check box to allow the users to search an LDAP Directory for addresses that can be added to the To, CC and BCC fields.

A user may enter specific email addresses for To, CC and BCC on the device console. The user may also search for email address within the domain by pressing Search. The user may search for a specific name by selecting the Address button and entering that name and then selecting Search. Once an email address is selected, the email address is appended to the entries for To, CC or BCC.

  • Display as — Type the display value for this search option. This should be a user friendly value that describes this search location.
  • LDAP Server — Type the IP address or host name of the LDAP server . Contact your system administrator if you are uncertain of what to put here.
  • Search Root DN — Type the distinguished name for the entry in the LDAP directory where the search is to begin.  A DN is made up of ‘attribute=value’ pairs separated by commas, such as CN=Users, DC=Sales, DC=MyCompany, DC=com. If this field is left empty then the starting point of the search is the root of the directory tree.
  • Email Address field — Type the name of the LDAP attribute that contains the email address.  LDAP attribute names vary depending on the LDAP implementation and configuration. In an Active Directory environment this attribute is typically “mail”. When a value is used then the email address that is passed to the server is retrieved from this attribute, a valid value for a windows environment LDAP would be mail.
  • Name field — Type the name of the LDAP attribute that represents the display name of the user.  In an Active Directory environment this attribute is typically “cn” or “displayName”. When a value is found the display text for the item is retrieved from this attribute.
Tip: The name of the LDAP attributes can vary depending on the LDAP directory implementation.  To find out which attributes apply to your environment, you should refer to the documentation for your LDAP directory and look for available attributes for the LDAP object of class “person”.
Login as anonymous Select this check box to establish an anonymous connection to the LDAP server.
Login with the following credentials Choose this option to log onto the LDAP server using the specified User name and Password.
Note: If the LDAP server is an Active Directory server, then NTLM authentication will be used.
Test LDAP To test the LDAP search settings, click this button.  In the LDAP Search Test window, type a search term in the Search Criteria box, and click Find Contacts.  If the settings are correct and there are users that match the search criteria, you should see the appropriate results (a maximum of 25). Otherwise, an error is returned by the test.
Note: Successful matches for the search will be the LDAP objects for which the Email Address field or Name field attribute begins with the specified criteria.
Maximum number of contacts to return Specified the maximum number of contents to return from the LDAP server. Set this option to return field to the number of contacts that the search will return.
Tip: You can use the special RRTs provided for the email fields (From, To, CC, BCC, Subject and Message) to configure options in process or routing components (such as Send to SMTP) in the workflow.