The Email functionality in the system lets you use the electronic format to communicate with your vendors, customers, and other personnel. You can use the email system to send messages instantly, as other email providers do. But, the advantage to the Eclipse email functionality is that you can send email when a specific event occurs. For example, you can set the system to send an email to you when an order gets to a specific status which will keep you in the loop. When you assign an email activity trigger to a customer, you have the option of setting an automatic trigger address. For more information, see Assigning Activity Triggers and Flagging Entities to Inherit Triggers.
The email function is available where most print functions are available.
Note: For all areas that require or take an email address, the system does not let you advance if you have entered an invalid email address. You can enter email addresses either by using the Distribution Lists menu options or by entering email addresses manually. The system accepts either commas (,) or semi-colons (;) to separate entries when entering multiple email addresses.
Emails for orders that are printed or reprinted contain the order generation number in the subject line of the email.
To send an email:
From the System > System Programming > Add-on Products > OutboundEmail menu, select Email Send to display the Send Email window.
Note: Depending on where you are in the system, there are other options for accessing the email window.
In the To field, enter the email address of the person to whom you are sending this message.
If to send a carbon copy of this message, in the CC field, enter the email address for each person.
The addresses listed in the CC field display in the email sent to the people in the To field.
If you are sending a blind carbon copy of this message, in the BCC field, enter the email address for each person.
The addresses in the BCC field do not display in the email sent to the people in the To field.
Note: Use the Email BCC List Size control maintenance record to limit the number of email addresses you can add to the BCC 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 from the Distribution Lists menu option, select Distribution List: To to display the TO Distribution List window, where you can create a list of multiple recipients. For more information, seeCreating E-Mail Distribution Lists.
In the Subject field, enter a brief description of the subject of the email to indicate to the recipient what the email is concerning.
Note: If you are sending invoices and leave the subject field blank, the system populates the Subject field with the invoice range for the invoices you are sending.
Depending on the application from which this screen was accessed or the event that triggers the email, the system populates the Attachments field. For example, if you access the email function from the Your Hold Entries window, the system attaches the report you are viewing.
To attach a document outside of Eclipse (for example, on your network or on your computer), click the paper clip button. Browse for and select the file.
In the space below the header fields, enter the text of the email message.
Use one of the following options to process the email:
Menu Option | Function |
File > Select User Comments | Displays the User / Company (*) Defined Comments window, 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 email. Define comments in the User Comments Maintenance screen. For more information, see Defining User or Company Comments. |
File > Print | Prints a copy of this window to your default printer. |
File > Edit User Comments | Displays the User Comments Maintenance window, 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 email messages. For more information, see Defining User or Company Comments. |
File > Send Options | Displays the Send Email Options window, where you can set up additional fields and parameters for the email you are sending. For more information, see Defining Email Options. |
Distribution Lists > Distribution List: To | Displays the To Distribution List window, where you can create, build, edit, and save distribution lists of names and email addresses for future use. For more information, see Building Email Distribution Lists. |
From the File menu, select Send or press Ctrl+S to send the email and clear the screen.
The system automatically closes the Send E-Mail window.
See Also: