Emailing and Email Templates

Overview

In addition to printing and faxing functionality, SalesPad allows the option of emailing sales documents and purchase orders and creating email templates.

Configuration

In order to send emails through SalesPad, email account settings must be initially configured in the Settings module. To configure Email settings, filter to "email" and fill in the applicable settings under Sales Email Confirmation.

Email Server hostname or IP address: The Exchange/Email Server IP address.

SMTP User: The global email user address used to send emails to external contacts. It is recommended that a global generic account is assigned.

SMTP Password: Password to the global email account.

SMTP Port: The port number used for the SMTP connection (Default value is 25).

Enable SMTP over SSL or TLS: True allows product to work with web-based email systems that require SSL or TLS encryption (Defaults to False).

Email Confirmation Report: Names the Email Report.

Email To Fax Format String: String format convention – Controls how to format the Send To email address when faxing with a mail-to-fax gateway. For example, when using GFI Faxmaker in a default configuration, enter "{0}@faxmaker.com".

Send Emails must also be enabled in the Security Editor to allow email sending.

You must log out and log back in for security changes to take effect.

Note: If you're using a Gmail emailing account, you will need to enable the Use Less Secure App setting in Gmail to enable emails to be sent from Salespad.

Email Templates

Users can create email templates in SalesPad that will pull relevant information from either a sales document or a purchase order. To set up a template, go to the Email Template Editor (under Setup/Utilities).

In the templates column, click Add to create a new template (you may also click on an existing template to edit it). The New Email Template window will appear.

Select the type and enter a name for the email template.

Note: Sales document templates will be available when emailing from a sales document and purchase order templates will be available when emailing from a PO.

Click OK, then, on the right side of the screen, enter any text to include in the email template. You can also add Merge Fields, which will insert predefined information, such as shipping method, to the email.

To add a Merge Field, (sample merge fields can be found here), click the place in the text where the information should appear. Click the Insert Merge Field button (The button will say “Insert Purchase Order Merge Field” or “Insert Sales Document Merge field”, depending on the template type). A dropdown list will appear. Select the Merge Field you would like to include. For example, in the image below, <PurchaseOrder.Shipping_Method/> will automatically include the shipping method of the specific purchase order being emailed.

Repeat to add as many Merge Fields as needed. To add an image, open the folder location where the image is located (the image must be a .gif, .jpg, .tif, or .png), click the image, and drag it into the Email Template Editor to make other changes.

Users can right-click in the editor grid and select from the dropdown list to make changes such as Increase/Decrease Indent, Font, Paragraph, Bullets and Numbering. Users can add a Bookmark or Hyperlink (highlight text first) or Paste copied information.

When finished with your changes, Save and Close the Email Template Editor.

Sending Email

Emails can be sent individually from sales documents or purchase orders, or in batches with Sales Batch Processing (under Sales), via the Send Email screen (click Print, make the appropriate selections, and click Email).

On the Send Email screen, enter/modify the email sending options under Email Options. Note: The Send To email will default to the customer’s Primary email address.

Note: The From email address must match the global address pointed to by the company email server set up in the Sales Email Confirmation settings in SalesPad’s Settings module. (Refer to the linked article).

Select the template to use from the right hand column. The body of the email will appear on the right and can be modified similarly to how templates can be created in the Email Template Editor (see instructions under Setup). If no templates have been set up, you can manually type a message in the Body grid.

Note: In a batch mode, the preview will show only the template and not a populated version of the document. Refer to the SalesPad Sales Batch Processing document for more information on Sales Batch Processing.

Click Send. The e-mail will send and the document will send as a .PDF attachment, using the SalesPad Report Writer.

Security

To allow email template editing, both Email Template Editor and New Email Template should be checked in the Security Editor.

Note: You must save any changes and log out and log back in for security changes to take effect.

Settings

To set a default subject line format for emails (to automatically include the Report Name, Document Number, or both), set the format in the Default Email Subject Line Format setting (4.1+ versions only). Ex: Enter “ReportName – DocumentNumber” to pull that information from the report into the subject line. Note: There is also a Default Email Subject Line setting for Smart Printing.


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