Sending E-Mails

E-Mails can be sent directly from the system. This eliminates the need to change applications to send an e-mail to a contact.
Before being able to send out e-mails, information needs to be entered for the Division and User. Refer to Shared Tab: Collaboration
E-Mails can be sent out to multiple recipients and can be cross referenced to other Entities in the system.
Fields from the Contact table can be placed directly into the E-Mail body, giving the E-Mail a more personal feel.
E-Mails can be imported into the system by dragging and dropping an e-mail from a mail compatible application such as Microsoft Outlook.

CRM

E-Mail

Mandatory Prerequisites

Prior to creating an E-Mail, refer to the following Topics:

CRM Group - Maintaining Groups (Generic)

Contact - Maintaining Contacts
User - Maintaining Users

Screenshot and Field Descriptions: E-Mail Tab

E-Mail: this is the primary identifier for the record.

Group: this determines the CRM Group that the record belongs to. Groupings are useful in searches and reports.

Direction: this is a reference only field that displays the direction of the E-Mail once it is sent (Outgoing) or received (Incoming).

Status: this is a reference only field that displays the status of the E-Mail ie. Sent, Received, etc.

Creator: this is the E-Mail's creator. Typically, the User.

Priority: this is a drop down list of priority options for the E-Mail.

Request Read Receipt: click this check box to trigger a return E-Mail advice when the message has been read.

From: this is a reference only field that displays the sender of the E-Mail.

To: these are the Contacts / Recipients of the E-Mail.

An E-Mail will be created and sent for each Contact in the To field.

CC: these are the Contacts / Recipients that are CCed in the E-Mail.

BCC: these are the Contacts / Recipients that are BCCed in the E-Mail.

An E-Mail address can be typed directly into the To, CC or BCC fields.

Subject: this is the subject of the E-Mail.

Attachments: these are the files attached to the E-Mail.

Body: this is the text of the E-Mail. Click the spell-check button associated with this field to check the spelling of the text entered.

Screenshot and Field Descriptions: Send E-Mail

The Send E-Mail screen will display when the Application tool-bar push button: Send or Application tool-bar push button: Preview is clicked.
Previewing an E-Mail before sending is a convenient way to verify that the E-Mail details are correct.

Shared or Site Optional Tabs

Other than Tabs described specifically in this Topic, the following may also be available (depending on Site Settings):

X-Refs (CRM): Shared Tab: Cross References (CRM)

How Do I : Create and Send E-Mails

At the E-Mail field, enter a new E-Mail ID.
At the Group field, locate the CRM Group you would like to assign this E-Mail to.
At the To field, locate the Contacts to send the E-Mail to. Alternatively, enter in E-Mail addresses.
At the CC field, locate the Contacts to CC into the E-Mail. Alternatively, enter in E-Mail addresses.
At the BCC field, locate the Contacts to BCC into the E-Mail. Alternatively, enter in E-Mail addresses.
At the Subject field, enter the subject of the E-Mail.
Refer to How Do I : Add an Attachment to an E-Mail to attach files to the E-Mail.
Enter the required information to be communicated in the Body field.
Change the default value in the Priority drop down list if required.
Click the Request Read Receipt check box if you require a notification that the E-Mail has been read.
Refer to How Do I : Add a Cross Reference to link a CRM record to an Entity to add Cross References.
To preview the E-Mail before sending, click the Application tool-bar push button: Preview to ensure that the details are correct.
If the E-Mail is ready to be sent now, click the Application tool-bar push button: Send to send it. If the E-Mail is not ready to be sent now and needs to be saved for later, click the Application tool-bar push button: Add and confirm you wish to add the record.

E-Mails that are added but not sent can be used as Templates for creating E-Mails from other functions in the system, eg. Distribution List.

How Do I : Modify an existing E-Mail

If an E-Mail has already been sent, it can't be sent again.

At the E-Mail field, locate the E-Mail.
Change the fields as required.
Refer to How Do I : Modify an existing Cross Reference linking a CRM record to an Entity to change Cross References or How Do I : Delete an existing Cross Reference linking a CRM record to an Entity to remove Cross References.
Click the Application tool-bar push button: Change.
Confirm that you wish to change the record.

How Do I : Delete an existing E-Mail

At the E-Mail field, locate the E-Mail.
Click the Application tool-bar push button: Delete.
Confirm that you wish to delete the record.

How Do I : Add an Attachment to an E-Mail

Click the Application tool-bar push button: Add to launch the Add Attachments dialog box.
Locate the required file(s) and click the Open button.
The file(s) will be added to the Attachments field.
Attachments can be deleted by clicking on the file in the Attachments field, then clicking the Application tool-bar push button: Delete.
Attachments can be opened by clicking on the file in the Attachments field, then clicking the Application tool-bar push button: Open.

Attachments are only saved with the record if the Document Management area of the system is set up.

How Do I : Drag / Drop an E-Mail from Microsoft Outlook

From your mail application, eg. Microsoft Outlook, drag an E-Mail with the mouse, then drop it into the main MDI window of the system. The E-Mail screen will open displaying the details of the E-Mail.
At the Group field, locate the CRM Group you would like to assign this E-Mail to.
Refer to How Do I : Add a Cross Reference to link a CRM record to an Entity to add Cross References.
Click the Application tool-bar push button: Add.
Confirm that you wish to add the new record.