Defining E-Mail Options

Defining Email Options

Use the Send E-Mail Options window to define additional properties associated with an email that you want to send. For example, you can define the return email address for all messages that you send, or you can enter a recipient for a blind carbon copy (BCC).

To define an email option:

From the System > System Programming > Add-on Products > Outbound Email menu, select Email Send to display the Send Email window.

From the File menu, select SendOptions to display the Send Email Options window.

The system populates the From field with your email address as the default, based on

the hierarchy of information in the system.

The system first uses the information in the Email field on the Outgoing Email Parameters window for your user ID. For more information, see Entering User Outgoing Email Parameters.

If the Email field on the Outgoing Email Parameters window is blank, the system then uses the information in the Default Email From Name control maintenance record.

Note: We recommend that you set the Default Email From Name control maintenance record. This email does not display in the From field on the Send Email Options window, but does display in the email that is sent.

If the Default Email From Name control maintenance record is blank, the system uses your user ID from your company's domain name.
To override the email address in the From field, type over the displayed address.

Note: The From field can contain only one email address.

Use any of the following options to determine how and to whom to send the email:

To...

In this field...

Do the following...

have a blind carbon copy of this email sent to someone

Default BCC

Enter an email address.

Note: To set up either or both of the Sender BCC and Sender BCC Prefix fields to automatically populate, you can set a default entry for your user ID in the Outgoing Email Parameters window. For more information, see Entering User Outgoing Email Parameters.

append the Subject line of the blind carbon copy being sent

Default BCC Prefix

Enter an identifying prefix. For example, if you are always copied on purchasing acknowledgements, you can use a PURACK prefix so that you know those are acknowledgement emails.

To set up either or both of the Sender BCC and Sender BCC Prefix fields to automatically populate, set a default entry for your user ID in the Outgoing Email Parameters window. For more information, see Entering User Outgoing Email Parameters.

Note: You can enter and edit information in any email address field, however, the system does not let you advance to the next field if you have entered an invalid email address.

include the company name of the customer or vendor to whom you want to send the email

Customer/ Vendor

Type a company name and press Enter. If more than one version of that entity exists, select from the list of customers or vendors and press Enter.

The Available Email Addresses window displays. Do one of the following:

If email addresses exist, based on information entered in the Internet Information Maintenance window, select an email address or All and press Enter.
If email addresses do not exist, based on information entered in the Internet Information Maintenance window, press Enter.

The system does not populate this field with the addresses, but the entity name displays in the Customer/Vendor field.

Note: For more information, see Entering Internet and Email Information.

specify a person to whom this email should go

Contact

Enter the full name or email of the person to whom you want this email to be sent.
Enter the partial name or email of the person to whom you want this email to be sent, and then select from the list of contacts.
Press F10 to display the Available Email Addresses screen, which displays a list of active contacts.

If email addresses exist, based on information entered in the Internet Information Maintenance screen, select an email address or All and press Enter.
If email addresses do not exist, based on information entered in the Internet Information Maintenance screen, press Enter.

Note: For more information, see Entering Internet and Email Information.

apply an html template to your email

HTML Header Template

Enter the name of the template.
Select from a list of templates.

You must have the custom add-on for HTML-based letterhead to use this field.

Note: For information on how to create html letterhead, see Building Email Templates.

send an attachment that is embedded in the body of the email

Send Attachment in Body (Y/N)

Enter Y.

Note: For more information about how to create and upload attachments, see Attaching Documents to Emails.

send an attachment that is external to the body of the email

Enter N.

If you enter N in this field, populate the Attachment Type field.

Note: For more information about how to create and upload attachments, see Attaching Documents to Emails.

send the attachment as a comma separated file that displays in a spreadsheet program

Attachment Type

Enter .csv.

Note: Depending on the type of email you send, this field might not be editable. For example, if you upload an .csv file, you cannot change the attachment type to a text file. For more information about how to create and upload attachments, see Attaching Documents to Emails.

send the attachment as a Microsoft Excel file that displays in a spreadsheet program

Enter .xls.

This file is sent as an .xml format to be opened with Microsoft Excel or other .xml friendly program.

Note: Depending on the type of email you send, this field might not be editable. For example, if you upload an .xls file, you cannot change the attachment type to a text file. For more information about how to create and upload attachments, see Attaching Documents to Emails.

send the attachment as an HTML file that displays in a web browser

Enter .html

Note: Depending on the type of email you send, this field might not be editable. For example, if you upload an .html file, you cannot change the attachment type to a text file. For more information about how to create and upload attachments, see Attaching Documents to Emails.

send the attachment as an PDF file

Enter .pdf

Note: Depending on the type of email you send, this field might not be editable. For example, if you upload an .pdf file, you cannot change the attachment type to a text file. For more information about how to create and upload attachments, see Attaching Documents to Emails.

send the attachment as a text file that displays in simple text format, such as in Notepad

Enter .txt

Note: Depending on the type of email you send, this field might not be editable. For example, if you upload a text file, you cannot change the attachment type to an .html file. For more information about how to create and upload attachments, see Attaching Documents to Emails.