Auto Send Accounts

The Auto Send tool can be used to send a notice or general file to a group of customers or vendors. This method should not be used for general marketing purposes to a large number of accounts because of the possibility of black listing the company's E-mail account. Use a marketing solution for all marketing or mass account e-mail. EBMS will send a group of customers or vendors an E-mail note, a document, or other message based on the account criteria. Some scenarios include sending a pricing document, a sales or purchase matrix, or sending a general notice. This method is useful in sending a note to a designated E-mail within the office rather than sending individual E-mail or letters to the account.

The Auto Send process for a customer or vendor can be launched using one of the following methods:

Batch: This option is launched from the Sales or Expense menu by enabling the Show on Menu option.
Scheduled Event: Copy the URL link and configure the Task Scheduler App as described in [Main] Technical > Automate using Task Scheduler App.

Complete the following steps to configure the Auto Send mode for a customer or vendor. Use the document based Auto Send modes to send invoices, receipts, and other forms.

Creating or Changing an Auto Send Mode

Complete the following steps to setup a send mail mode. Refer to step 6 to view or change existing Auto Send mode settings.

Select File > Auto Send Options > Auto Send Modes from the main EBMS menu to open the following list:
Click the New button to create a new Auto Send Mode and open the following dialog or select a Customers or Vendors Auto Send Mode and click the Properties button. Continue with step 6 if the mode has already been created:
Each Auto Send Mode requires a unique Key Id. This Key ID should be a simple descriptive code that does not include spaces or symbols.
Select either the Customers or Vendors Send Mode option.
Enter a short Description of the auto send mode type. This description should clearly describe the mode process. Note that this text is used as the EBMS menu label. Click OK to continue.
Configure the Send Mode Properties as shown below:
Enable the Show on Menu option to display the Auto Send mode on the Sales or Expense menu. Disable this option if Auto Send is launched using the Task Scheduler App.
Click on the Edit Query button to select the group of accounts to be sent as shown below:

Right click on a customer or vendor folder to identify the Tree ID number.

Review [Main] Technical > Set Query Options for more details on creating query expressions. Click the OK button to save.
Click the View Queried List to view all accounts that will be sent based on the current query setting.
Enable the Send Future-dated documents option to send all documents when they are created even if they are dated in the future. Otherwise Auto Send will wait to send till the document date arrives.
Enable the Document will be printed if customer has no Auto E-mail/Fax entry option to print documents for accounts without the settings required to E-mail a message. Review the following Account Configuration setting for instructions on setting these options within a customer or vendor record.
Maintain the default values within the Fields to Assign settings since they are advanced settings.
Enter the desired report into Report Settings. This report must be a report that is driven from the customer. Keep this setting blank to send a generic report or to send only a message. Click Advanced to configure the exported PDF Attachment Name.
Review Auto Send Additional Documents to include other reports to this E-mail by setting the Folder Path.
The Minimum Report File Size setting: This feature allows you to stop any sends on export files that are below a certain file size. This value should be set at about 10K less than the average exported pdf file size to prohibit blank reports to be sent as an attachment.
Enable the Attach a copy of the document when auto sending E-mails option to include a easy to print PDF copy of the order or invoice. Disabling this option will only communicate with the customer without any attached documents.
Disable the Export generated PDF's to the temp directory option to record a copy of the document to the shared Export Folder identified in the Auto Send Settings > General tab. Enable this option only if the documents should be copied to the computer's temporary directory.
The URL can be used to schedule the sending of the documents daily without requiring the user to launch the utility. Review [Main] Technical > Automate using Task Scheduler App for instructions to use the URL address.
Click on the Contract Priorities tab as shown below:
Select the Auto Send recipient which can be derived from the customer or vendor.
Enter the contact Title and Information for each recipient option. Review Contact Priorities for configuration details on these important recipient settings.
Select the Advanced tab to set the PDF Attachment Name created by the reports configured in the Send Mode Properties. User defined file names can be set for each of the corresponding reports set in the main property tab described previously in this section.
Click on the E-mail Settings tab as shown below:

The E-mail Settings determine the details of the e-mail document that will be automatically sent.

The recommended From Address is to match the From Address entered within the File > Auto Send Options > General tab. This address can be a noreply address if no response is desired from the Auto Send e-mails.
Use the BCC Address to send a copy of all e-mails to the sales manager so the staff can verify the successful sending of the messages.
Enter an appropriate Subject line for the e-mail broadcast.
Enter the appropriate Body Text using HTML or plain text syntax. The keywords list located at the bottom of the dialog can be used within the e-mail body. Note that line break tags (<br>) may cause extra lines in the E-mail.