Send Email

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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 at the following locations:

Process Orders - Send Email link in the Accordion

Customers - Email Customer link in the Accordion

Suppliers - Email Supplier link in the Accordion

QuickShip - Send Email button on the screen

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

To send an e-mail confirmation 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 e-mail.

Description of the screen

Template

• choose the template to use for the e-mail message
• 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
• create your own e-mail templates with the Email Template Editor

To

• this is usually pre-populated with the customer's or supplier's e-mail address, however, if system parameter AllowChangeEmailAddress is TRUE you may type in a different e-mail address

BCC 

• enter an e-mail address where a copy of the e-mail is sent
• this field is often used to send a copy of the e-mail to the merchant for their files

Subject

• text describing the purpose of the message
• this field is automatically populated when a template is selected

Edit Message tab

• this is the default view of the Send Email screen, which shows the plain text of the selected email template

• the text of the message can be edited directly in the body of the e-mail for this particular e-mail only; or select Edit Template to invoke the Email Template Editor to make permanent changes to the template

Edit Template

• opens the Email Template Editor  where you can make permanent changes to the selected template

Reload

• abandon any changes made to the body of the e-mail message and reload the selected template in its original state

Clear

• deletes the contents of the body of the e-mail, providing a clean slate for the user to compose the entire e-mail message from scratch

• the Reload button does not bring the original template back once this is selected, you have to select the Template again at the top of the screen

Preview HTML tab

This tab is only visible if one of the HTML e-mail templates is selected in Template and system parameter EmailSendMethod is set to OrderManager.

Mail Format: Radio Buttons

The e-mail templates supplied with the program which have HTML in their names contain both text and HTML in the body of the e-mail message. Select the appropriate mail format in which the e-mail is sent:

• Text - if selected, only the text portion of the e-mail template is sent

• HTML - if selected, only the HTML portion of the e-mail template is sent

• Both - when selected, both the text and HTML portions of the e-mail template is sent (default)

Attachment

• opens the Select File screen, used to navigate to a file and attach it to the e-mail

Send 

• when any changes that need to be made to the e-mail message are complete and the correct template has been selected, select this to have the program send the e-mail to the recipient

Cancel 

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

Using the Send Email screen

1. Enter or change the values in the Email To and Email BCC fields as necessary.

2. Choose the e-mail template used for the message from the Template drop-down list.

3. To make a temporary change to the plain text of the e-mail message, simply edit the text on the Edit Message tab. To make the change permanent, use Edit Template to alter the currently selected template. Refer to Email Template Editor for more information.

4. If HTML content is included in the e-mail message it can be reviewed by selecting the Preview HTML tab.

5. If a file needs to be attached to the e-mail message, select Attachment to locate it.

6. When ready to send the e-mail message, select Send.

Additional information

Created: 3/8/11

Revised: 7/29/15

Published: 08/19/15