Sending E-mails

Use the Send E-mail screen to create and send e-mails from within the system. You can either send the e-mail right away, or set it to send when triggered by the occurrence of an event. For more information on activity triggers and how to set them, see Assigning Activity Triggers.

You can access the Send E-mail screen from any of the following locations:

System > Custom > Send Email
Files > Customer > Add'l Info hot key > Activity Trigger hot key > Properties hot key
Orders > Printing > Reprint Picking Ticket > Order Reprinting Options > E-mail hot key or by setting the Print status of an order to A for E-mail
A/R > Print Statements > E-Mail hot key
Files > User Activity Log Entry > Print hot key > E-mail option
Files > Printers > All Hold Entries > Spooler Control > Print hot key > E-mail hot key
Files > Contact > Contact Maintenance > WWW hot key > Internet Information Maintenance > Send E-mail hot key
Files > Vendor > Vendor Maintenance > WWW hot key > Internet Information Maintenance > Send E-mail hot key
Files > Customer > Customer Maintenance > WWW hot key > Internet Information Maintenance > Send E-mail hot key

E-mails for orders that are printed or reprinted contain the order generation number in the subject line of the e-mail.

To send an e-mail:

From any of the locations above, access the Send E-mail screen.

In the To field, enter the e-mail address of the person to whom you are sending this message.

When you assign an e-mail activity trigger to a customer, you have the option of setting an automatic e-mail address. For more information, see Assigning Activity Triggers and Flagging Entities to Inherit Triggers.

Note: The system does not accept e-mail addresses that do not include the @ (at) symbol. You can enter and edit information in this field, however, the system does not let you advance if you have entered an invalid e-mail address. You can enter e-mail addresses either by using the Dist List hot key or by entering e-mail addresses manually. The system accepts either commas (,) or semi-colons (;) for entering multiple e-mail addresses.

In the CC field, enter the e-mail address for each person to whom you want to send a carbon copy of this message.

The addresses listed in the CC field display in the e-mail sent to the people in the To field.

Note: You can enter and edit information in this field, however, the system does not let you advance if you have entered an invalid e-mail address. You can enter e-mail addresses either by using the Dist List hot key or by entering e-mail addresses manually. The system accepts either commas (,) or semi-colons (;) for entering multiple e-mail addresses.

In the BCC field, enter the e-mail address for each person to whom you are sending a blind carbon copy of this message.

The addresses in the BCC field do not display in the e-mail sent to the people in the To field.

To send this message to multiple recipients in either the To, CC, or BCC fields, place the cursor in any of those fields and use the Dist List hot key to display the TO Distribution List screen, where you can create a list of multiple recipients. For more information, see Creating E-mail Distribution Lists.
In the Subject field, enter a brief description of the subject of the e-mail.
Depending on the application from which this screen was accessed or the event that triggers the e-mail, the system populates the Attachments field.
In the space below the header fields, enter the text of the e-mail message.
Use the following hot keys as necessary to process the e-mail:

Hot Key	Function
Sel User Comments	Displays the User / Company (*) Defined Comments screen, which lists user defined comments, followed by company defined comments. Select a comment and press Enter. The comment is added to the message area of your e-mail. Define comments in the User Comments Maintenance screen. For more information, see Defining User or Company Comments.
Print	Prints a copy of this screen to your default printer.
Edit Usr Cmts	Displays the User Comments Maintenance screen, where you can create or edit standard user- and company-defined comments that you can add to tracker appends, tracker closing comments, fax memo comments, and e-mail messages. For more information, see Defining User or Company Comments.
Options	Displays the Send E-mail Options screen, where you can set up additional fields and parameters for the e-mail you are sending. For more information, see Defining E-mail Options.
Dist List	Displays the To Distribution List screen, where you can create, build, edit, and save distribution lists of names and e-mail addresses for future use. For more information, see Building E-mail Distribution Lists.

Press Esc to send the e-mail and clear the screen.
Press Esc to exit the screen.