Send Digital Post through e-Boks

Start preparing the delivery by specifying a recipient. The recipient must be registered in F2’s participant register with either a CPR or a CVR number. Sending e-Boks deliveries in F2 is only possible if the recipient has a CPR or CVR number.

It is possible to check if the recipient is registered at e-Boks before sending. To check, click on the Retrieve recipient’s registration status field as shown below.

Figure 1. Check the recipient’s registration status

Digital mail can be sent to multiple recipients simultaneously by copying the record and merging to the participants of the case. Read more in the Mass sending e-Boks deliveries section.

Sending deliveries to e-Boks from F2 differs from sending regular emails in a few important areas.

When a record is sent as a regular email, the email text is written in the record document (the record’s editing window), and potential attachments are attached to the email. To the recipient, the record document text is the body of the email.

When a record in F2 is sent to e-Boks, the record document is not part of the email. Instead the first attachment on the record comprises the text which the recipient will see in the delivered email.

It is therefore essential that the sequence of the attachments is correct when sending deliveries using e-Boks.

The record title is used as the title of the delivery sent to the recipient’s e-Boks. Document titles are used as titles for the attachments.

The procedure for sending deliveries using e-Boks in F2 is as follows:

Create a record and put it in e-Boks view as described above.
Attach a Word document that constitutes the email body and add text in the document.
Attach any additional documents after the Word document.

Edit attachment titles before sending

It is possible to edit an attachment’s title before sending to e-Boks. This is especially important if some of the attachments have identical titles as e-Boks will then reject the delivery.

The warning dialogue shown below appears when attempting to send digital mail containing attachments with identical titles.

Figure 2. Warning - multiple attachments with the same title

Besides the aforementioned handling of e-Boks deliveries, certain restrictions apply:

The attached documents must be convertible to PDF format, as e-Boks is only compatible with PDF files.
The complete delivery size must not exceed 10 MB.
The delivery title must not exceed 50 characters.
The record must contain no more than one main document and 10 attachments.

Click Send to send the record as a digital mail from F2 to e-Boks. The e-Boks record is then delivered in the recipient’s e-Boks inbox. However, this requires that the recipient is registered at e-Boks and has accepted e-Boks deliveries from the sender.

The record’s status will display if it is enqueued before delivery. It is not possible to remove the record from the queue, withdraw it, or change the order of the queue. It is, however, possible to change the status of the record, save the record, and move on to the next one. The record is enqueued until it is delivered by e-Boks.

Track a delivery sent to e-Boks

It is possible to see when a sent record was delivered to the recipient’s e-Boks. Click on “My sent records” in the list view in F2’s main window and then open the sent e-Boks record. The delivery status can be seen on the record, just below the record title as shown below.

Figure 3. The Digital Post delivered to the recipient

Click on Update as shown on the figure above to check whether the recipient has received the email in their e-Boks. This makes it possible to document whether the email has reached the recipient.

If the recipient is not registered for e-Boks or has chosen not to receive e-Boks deliveries from the sender, the record is marked with a warning icon . It is also sent back to the sender’s inbox with the message that the recipient is not registered for e-Boks.

If an erroneous e-Boks record is opened, it is noted in the record metadata that it was not delivered.

Mass sending e-Boks deliveries

Digital mail can be sent to multiple recipients simultaneously. To do this, add the relevant recipients to the “Case participants” field of the case, as shown below.

Figure 4. Add multiple recipients in the case window’s “Case participants” field

To send the digital mail, leave the “To” field empty. Instead click on the arrow next to the Copy record menu item in the ribbon and select Merge to case participants.

Figure 5. Merge the digital mail to the case participants from the record window

The “Merge to case participants” dialogue opens. Select case participants to add as recipients of the delivery, and decide whether to send it immediately.

Figure 6. The “Merge to case participants” dialogue

Click OK to start merging. F2 creates a new e-Boks record for each selected participant, attaches the records to the case, and adds the selected participants as recipients on the records. If the “Send to recipient” box is ticked, the records will also be sent immediately.

The Merge Codes add-on makes it possible to merge information such as names and dates with letters for mass sending.