Send Email Screen

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Overview

Email can be sent from various locations in the program, and the Send Email screen is the common interface for doing so. There may be some slight variations in the screen depending on the location from which the email is being sent, but the screen is basically the same throughout the program.

This screen is opened when the Send Email button is clicked at the following locations:

Customers, Orders, Suppliers, Purchase Orders, Quotes, QuickShip and Print Options screens
Point of Sale interface - the default Send Email hot key (F8)

Email can also be sent from the Multi-Order Processor by selecting the appropriate check box and choosing an Email Template from the drop-down list on the Setup & Process tab.

To have an email confirmation sent when an order is placed at the Manual Orders screen, it is necessary to set system parameter, ConfirmManualOrders, to TRUE.

Be sure to review the Email Parameter Group to see the additional options for controlling the program's behavior regarding email.

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Description of the Send Email Screen

Figure 1: Send Email screen

Attachment Button

this button opens the Select File screen, where the user can navigate to the location of a file and attach it to the email

Figure 2: Select File screen

Send Button

when any changes that need to be made to the text of the email message are complete and the correct template has been selected, click this button to have the program send the email to the recipient

Cancel Button

use this button to exit the Send Email screen and abandon any changes that have been made to the text of the email message

Email To Drop-down List

this is usually pre-populated with the recipient's (customer or supplier vendor) email address, however, another contact can be selected from the drop-down list or the user may type in an email address if the option to allow editing has been selected in the Email section of the Store Setup Wizard

Email BCC Drop-down List

select an email address from the drop-down list or enter an email address to whom a copy of the email should be sent; this field is often used to send a copy of the email to the merchant for their files

Select Template Tab

this tab contains a list of all of the email templates that are available to the program; these templates are stored in the production Email Templates directory, which can be identified by using the Ctrl+Shift+C key combination at the Main Menu, or by checking the value of system parameter, EmailTemplateLocation
select the appropriate template for the type of email that is being sent, from the list; refer to Figure 1

Edit Message Tab

click this tab to see the actual body of the selected email template
the text of the message can be edited directly in the body of the email for this particular email only; or the Email Template Editor can be invoked to make permanent changes to the template

Figure 3: Send Email screen - Edit Message tab, Confirmation with Invoice.txt template shown

Edit Template Button

click this button to open the Email Template Editor screen where the user may make permanent changes to the template

Reload Button

to abandon any changes that have been typed directly into the body of the email message, use this button to reload the selected template to its original state

Clear Button

this button will clear the contents of the email body section of the screen, providing a clean slate for the user to compose the entire email message from scratch
the Reload button will not bring the original template back once this button has been clicked, it would be necessary to return to the Select Template tab and choose that template again

Preview HTML Tab

This tab will only be visible if one of the HTML email templates is chosen on the Select Template tab, and system parameter EmailSendMethod is set to OrderManager.

Figure 4: Send Email screen - Preview HTML tab, HTML Tracking Numbers All.txt template shown

Email Template Drop-down List

displays the name of the currently selected HTML email template or choose another from the drop-down list

Body of the HTML Email Message

the large field with the white background immediately below the Email Template drop-down list contains the text of the email message

Mail Format: Radio Buttons

the email templates supplied with the program which have HTML in their names contain both text and HTML in the body of the email message
select the appropriate mail format in which the email will be sent:
Text - if this button is selected, only the text portion of the email template will be sent
HTML - if this button is selected, only the HTML portion of the email template will be sent
Both - when this button is selected, and it is the default setting, both the text and HTML portions of the email template will be sent

Using the Send Email Screen

Enter or change the Email To and Email BCC fields as necessary.
Choose the email template that will be used for the message from the Select Template tab.
If it is desirable to make a temporary change to the plain text of the email message for the current recipient, click the Edit Message tab and change the text as necessary. If the change should be made permanent, use the [Edit Template] button to change the currently selected template. Refer to Email Template Editor for more information.
If HTML content is being included in the email message it can be reviewed by clicking on the Preview HTML tab.
If another file should be attached to the email message, click the [Attachment] button to add it.
When ready to send the email message, click the [Send] button.

Created: 3/8/11

Modified: 7/7/11

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