For attaching e-mails sent to clients, officers would need to:
- Highlight the e-mail in the Sent Microsoft Outlook folder; do a right click and select “Copy” or use Ctrl + C for copying the sent e-mail
- It is worth mentioning that the sent e-mail would need to be less than or equal to 4 MB in size and must be in .msg format
- Situations could arise where the size of the sent e-mail exceeds 4 MB
- In this scenario, the officers would need to print the sent e-mail (and its attachments, if any) and match to the corresponding file
- This would enable them to retrieve the memo at a later date, if necessary
- Open the common drive or the Global Case Management System (GCMS) uploads folder and do a right click
- They would then need to select “Paste” or use Ctrl + V for pasting the sent e-mail
- Alternatively, they could open the e-mail in the Sent Microsoft Outlook folder and click “Save as” for saving the e-mail to the common drive
- They would need to select the option “Outlook Message Format” from the dropdown given in the “Save as type” list
- Navigate to the application within the Global Case Management System (GCMS)
- Click the ‘Correspondence’ view tab within the application
- Click the ‘Outgoing’ sub-tab
- At this point, the system would display a list of outgoing correspondence records associated with the application
- In some cases, officers might find that the system is displaying a document record previously generated in the Global Case Management System (GCMS)
- In this scenario, the officers would need to delete the attachment record for enabling the ‘New’ button
- Highlight the “Word LTR 02” attachment record in the ‘Correspondence Attachments’ applet
- Click the ‘Menu’ dropdown
- Select ‘Delete Record’ or Ctrl + D for deleting the record
- Click ‘OK’ for enabling the ‘New’ button
- Click ‘New’ in the ‘Correspondence Attachments’ applet
- Doing this would lead to the display of the e-Storage window of the Global Case Management System (GCMS) on the system
- Click ‘Select File’ for letting the system navigate to the hard drive on the computer
- Select the e-mail sent that the user has saved in the Global Case Management System (GCMS) Uploads folder in the common drive
- Following this, click on ‘Open’ for attaching this e-mail to the outgoing correspondence record in the Global Case Management System (GCMS)
- The system would display an indication that it has successfully uploaded the file
- Thereafter, the officer would need to confirm the e-Storage identifier number i.e. eDoc number
- Close the window
- At this point, the officers would need to save and refresh the page by pressing Alt + Enter
- Doing this would make the system display a record of the uploaded e-mail in the ‘Correspondence Attachments’ applet
- The system will also display the e-storage identifier number
- Change the status of ‘Outgoing Correspondence’ to ‘Sent’ via ‘E-mail’ and include the e-mail address in the ‘Via’ details
Source: Citizenship and Immigration
