Auto Send Email
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      3. Auto Send Email

      Send Now and Print Now Tools

      The Send Now and Print Now tools allow the user to attach short cut keys on the File menus of the following dialogs. These shortcuts allow the user to quickly email (Send Now) or print (Print Now) user-configured forms or reports.

      • The File menu within a sales order or sales invoice

      • The File menu within a sales proposal or quote

      • The File menu in a purchase order or expense invoice

      • The File menu in a rental contract dialog

      • Right-click on any task record within a task list or schedule:  Review Managing Tasks > Email or Print Shortcuts for details on send now task shortcuts.

      • Right-click on the customer's payment list or a document's processed payment list

      • A customer statement can be sent individually using the Send Statement Now button. (Review Auto Send A/R Statements for more details on this option.)

      Send Now Tool

      The Auto Send Now tool enhances the ability to quickly email a document directly from the various documents listed above. A benefit of this feature (over the traditional Crystal Reports export) is that the system uses the settings within the account record to email the document and records the same date and time settings as the Auto Send process.

      1. Select the File > Auto Send Options > Send Now tab from the main EBMS menu to open the follow dialog:

      2. Select the Sales Order Menu Options option by double-clicking on the Auto Send Mode record to attach documents to a sales order or invoice. The following Module Menu Settings dialog will open:

      3. Highlight a report in the list and click Properties to select the form and set email settings.
        Send-now-properties

      4. Configure the following settings for each hot key shortcut:

        1. The example above is to set up the Ctrl + 1 hot key. Choose an optional document for one or more hot key options. For example, select the Invoice (Plain Paper) option by clicking on the Browse button and selecting the invoice document from the Reports menu. Review Report Menu for more details on locating forms and reports. (Keep Report blank to not include a report attachment.)

        2. Keep the PDF Filename setting unless the attached file should be renamed to clarify the contents for the email recipient.  Do not remove the order number contents between the '<' and '>' placeholders.
        3. Enter an optional Folder Path to include other reports to this email. Review Auto Send Additional Documents for configuration instructions.

        4. Some documents have multiple accounts. For example, the sales order contains both a Bill To Contact and a Ship To Contact. Select the Default Contact to use when sending the email.

        5. Enter the Email Subject and Email Body using HTML or plain text syntax.  The keywords list located at the bottom of the dialog can be used within the email body. Use the < > brackets between accessible database fields.  Review the database field option within the Set Query Options documentation for instructions to access technical database field information.

      5. Open the sales order and invoice dialog and look under File on the sales order menu:

      6. Notice that a pair of hot keys are added to the sales order's File menu next to the send options. The first set of Send hot keys is used to auto send forms and reports using Auto Send by using Ctrl + [number]. In this example, Ctrl + 1 will open a Send Now window pre-populated with the invoice (plain paper) information and attach the sales invoice. Auto Send will open an email, populate the contact info, format the email description and memo, and attach the report. All done with a quick hot key shortcut.

      7. Click on the To, CC, or BCC buttons to populate contact information from the customer's contact list based on the Select Recipients setting.

      8. The available send buttons depend on the send options configured in General Auto Send Setup Instructions. Note that some of the following buttons may be hidden. Use one of the following Send options to generate and send a report:

        1. The Send button will directly send the email using the default SMPT settings.

        2. The Send via Outlook option allows the user to edit the email and send it using MS Outlook.

        3. The Send via Thunderbird option allows the user to edit the email and send it using Thunderbird.

        4. The Export to File option will export the file without launching an email client. Use this option to send the file using a client that is not configured within EBMS.

      Print Now Tool

      The second set of hot keys is similar - it allows users to quickly print a form without prompts by using the Ctrl + Alt + [number].  In the example above, Ctrl + Alt + 1 will print Invoice (Plain Paper). This is an alternative print method to the File > Print menu on the invoice. The File > Print menu opens a print dialog and the short cut key (Ctrl + Alt + [number]) does not.

      Review Printing a Report for steps to save default prompts for these reports.