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.   This means that newer versions of Outlook will not allow TraCS to launch the application, create a new email, and attach a file.

Due to changes in how these new Outlook versions operate, a required modification was introduced in TraCS baseline 20.01.55.   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.  

Why the Change?

Microsoft Now Blocks External Calls to Outlook

Microsoft is systematically redesigning its modern Office applications (including Outlook) to no longer support MAPI (Messaging Application Programming Interface) automation.

This strategic shift is primarily driven by enhanced security protocols within the Microsoft ecosystem.

Technical Impact

The latest versions of MS Outlook are now architected as web-page/wrapper applications.   As a result, they intentionally block programmatic calls from external applications, including our TraCS system.

Current Status and Next Steps

Current Workaround: As of now, no viable workaround exists to restore MAPI automation functionality.

Monitoring

Our team is closely monitoring this critical issue to identify if Microsoft introduces an alternative interface or revises its approach.   We will communicate immediately if a solution becomes available.

Email Using a New Version of Outlook

If your agency uses a newer version of Outlook, for the reasons stated above, you can no longer use the previous procedure where you press Email and TraCS launches Outlook, opens a new email, and attaches the file.

You must use the method below.

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 saved Zip 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 saved Zip 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.
See screenshots above if needed.

The file will attach to a new Outlook email.

Email With the Form Open

With the form open, go to the File tab and press Email.
In the Report Manager, select the Report Name and Report Format that you would like.
Press Email.
See screenshots above if needed.

The file will attach to a new Outlook email.

Settings

As of Version 16.0.8, there is a settings file that will override the Zip file method.

This setting is not included in the forms pack.   It will only be pushed out per agency request.

If you are using a newer version of Outlook, and no action is needed.   You must use the Zip file method, so you do not need the settings file.

If you have confirmed that your agency is using an old version of Outlook that is a standalone application that is installed on machines and not a wrapper/web page, contact us to request that it be pushed out via updates.