With this module you can send e-mails directly from PC CADDIE. These can be invoices, invitations to the AGM, information and much more.
Get a licence for the PC CADDIE module. You can request a quote at firstname.lastname@example.org . As soon as the module is licensed for you, you will find the menu item E-mail in PC CADDIE directly under People/Email
For the basic settings for sending mails, please go to Settings, Programme settings to the Mail and SMTP settings
Please note: an unlimited mail server is required to use the mailer. Limited products, e.g. from Office365, are not suitable and can cause costs when troubleshooting. We recommend domain email hosting from PC CADDIE. We would be happy to send you a quote.
You can access directly via System/Contacts and Mail and SMTP settings to the basic settings.
Any number of templates can be created in the configuration. The templates can be customised individually.
Opens the window for editing the selected template.
Renames the selected template.
Deletes the selected template. A deleted template cannot be restored!
The commands in angle brackets <USERNAME.>, <USERMAIL.>, <USERTELE.> are user-defined and refer to the data stored in the password management. You can also enter the name, e-mail and telephone number of the contact person in the club directly here and send the e-mails in a standardised way.
We will be happy to create an HTML template for your mails. Please contact support for this.
Only this template is stored by default. It is used automatically when a new email is created from the mail window using the new email button in the mail window. Configure this template as required with the greeting formula and the sender.
Please do not delete this template!
You can find basic knowledge about invoices here: Create invoices
If you select Basic settings tick the box next to Test mail setting: Test on and have entered an e-mail address which is to receive the test mail with an invoice PDF, you now switch to a personal account (possibly yourself?) in a contribution area, e.g. CLUB.
Prepare an article for invoice printing (you can cancel the invoice after the test as usual and delete the article). and delete the article). Then continue on the right with Print.
We then look at the text for invoice with Edit what is still missing in the invoice layout:
The command <BANKVERBINDUNG> prints the IBAN unrecognisable with xxxxxxx when sending the invoice by e-mail, in order to prevent future cybercrime.
If everything fits, please save the layout with a suitable name, e.g. Invoice by e-mail
Test it now! Print the invoice
If the test worked, you now have the following under Personal e-mail in your outgoing mail list, and the test mail is also in the inbox of the e-mail address you entered in the Test to you entered under Test to.
Don't forget to cancel the invoice in your test person's account!
If you tick the box next to Test on have removed the tick, you can simply send invoices individually by e-mail directly from the customer accounts with the appropriate invoice layout. If no email address is stored for a customer in the personal data, PC CADDIE will open a query and ask you for the email address when printing the invoice.
If you then decide to print out the invoice and send it by post, please switch to an invoice layout without the command <SENDMAIL:INVOICE>
You start serial invoice printing as usual via Turnover/Invoices. Make sure that the invoice layout Invoice by mail is set, with the command <SENDMAIL:INVOICE>.
You do not need a special person filter. When invoices are sent by e-mail, invoices are only created automatically (with invoice number) for those persons for whom an e-mail address is stored.
All other amounts prepared in the accounts are then also available for printing on paper. You do not need a special person filter here either, you should only change the invoice layout to a layout without the command <SENDMAIL:INVOICE>.
Before sending, you will be asked whether you want to send all mails at once or confirm them individually:
With no for all and Cancel you can cancel the dispatch again at this point.
In the person mask under the tab Bank/Payment tab, you define the e-mail address to which the invoice is to be sent.
If you use the module Sending invoices by e-mail and use it, you can use the dispatch tick the box as PDF to this e-mail address: and in the line e-mail line, enter the e-mail address to which the invoice should then be sent by e-mail. This e-mail address can be added to the e-mail addresses in the tabs Address and 2. address and is used exclusively for sending invoices by e-mail.
The first time you activate the e-mail by invoice, the general enquiry is displayed.
Or can be called up at any time under: Settings - Programme settings - General settings - Sales tab
This wizard helps you to copy the e-mail addresses correctly into the Payment tab.
The e-mail addresses are selected as follows:
1st e-mail filled - 2nd e-mail empty > 1st e-mail goes to invoice by e-mail
1st e-mail filled but with ! in front - 2nd e-mail empty → dispatch by post - invoice by e-mail remains empty
1st email empty - 2nd email filled → 2nd email goes to invoice by mail
1st e-mail empty - 2nd e-mail filled but with ! before → dispatch by post - invoice by e-mail remains empty
Exclamation mark (!) remains and continues to apply only for the newsletter dispatch (Supermailer)
The email module can also be used to send serial letters or invitations by email.
These mails can be sent with any attachments. However, a Word document cannot be linked with a personalised salutation.
If the attachment requires mail merge fields, this is possible if the document is created in advance using the graphics editor.
Create the corresponding mail template and name it:
Under Attachment: here you can add the desired attachment directly, e.g. as a PDF. If you do not want anything to be sent, deactivate this field with xx. Please do not leave it empty.
In our example, we do not need an attachment to be sent from PC CADDIE, as is the case with invoices. It is therefore important that the following tick is removed:
We only need the addresses for sending from the personal data. To do this, we create a template under Contacts / Mail merge without text but with the note that the mail is to be sent to the selected persons (this is what the SENDMAIL command is for) with the corresponding template (we name this with the designation after the colon).
Then select the desired person filter and print the mail merge to the screen.
You can also use several SMTP accounts in PC CADDIE, depending on the template.
Under the menu item System - Contacts - Mail and SMTP settings you will find the setting options. Via the button New button to create a second SMTP account:
Make the settings for the two SMTP accounts accordingly:
These two filters (domain) are set accordingly in the mail template: