How To Email a PDF or Image File

This page explains how to send a PDF or image of a form using the Email button in TraCS.

For assistance with emailing Driver Exchange and/or Tow form information, see this page.

Overview

Newer versions of Microsoft Outlook operate as wrapper/web page applications, and they no longer no longer support direct calls from external programs like TraCS.   Due to changes in how these new versions operate, a required a required change was introduced in TraCS baseline 20.01.55.   To ensure consistency, the TraCS email feature was updated to export attachments to a Zip file, allowing users to manually attach them using their preferred email client.

Agencies using older versions of Outlook as a standalone application that is installed on machines and not a wrapper/web page, can override this update by using a setting that was implemented in Version 16.0.8.   We have tested a standalone version of Outlook 2016, and it is working.   We are in the process of installing 2021 to test if also works.  

Email Using a New Version of Outlook

Email With the Form Closed

With the form closed, right click and press Email.
In the Report Manager, select the Report Name and Report Format that you would like.
Press Email.
A Save File window will open where you will save your form as a Zip file.
Browse to the location where you want to save the file and change the file name if desired.
Press Save.
Attach the file to an email using Outlook or your preferred email client.

Email With the Form Open

With the form open, to to the File tab and press Email.
In the Report Manager, select the Report Name and Report Format that you would like.
Press Email.
A Save File window will open where you will save your form as a Zip file.
Browse to the location where you want to save the file and change the file name if desired.
Press Save.
Attach the file to an email using Outlook or your preferred email client.

Email Using an Old Version of Outlook

In order to email a PDF or image of a form where it launches Outlook and attaches the file to an email, the agency MUST be using an older version of Outlook that is a standalone application that is installed on machines and not a wrapper/web page.

You will need a settings file pushed out to the agency in order for this to work.   If you are not sure if you have a standalone version and/or you would like to test the setting first, let us know and we can set it up on one machine for you to test before pushing it out agency wide.

Email With the Form Closed

With the form closed, right click and press Email.
In the Report Manager, select the Report Name and Report Format that you would like.
Press Email.
The file will attach to a new Outlook email.

Email With the Form Open

With the form open, to to the File tab and press Email.
In the Report Manager, select the Report Name and Report Format that you would like.
Press Email.
The file will attach to a new Outlook email.