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E-Mail

This module allows you to send emails directly from PC CADDIE. These emails may be invoices, AHR letters, and much more.

Get licensed by PC CADDIE for this module. An offer can be requested via support@pccaddie.com. As soon as the module is licensed for you, you will find the menu item “E-mail” in PC CADDIE under Persons/E-mail.

General settings

You can access the general settings via Persons/E-mail.

First of all, you will see the outbox list and can then click the button Configuration on the bottom left of the window.

Fill-in the fields:

  • Real-name - this is the sender's name and this is what will be displayed to the recipients.
  • POP 3 - this is without function at the moment, so just leave it out (would be for direct e-mail inbox with PC CADDIE).
  • SMPT - The red highlighted data must be filled - ask your administrator for the correct data.

E-mail addresses:

  • From - which sender address should be used?
  • Reply to - this address is used for receiving incoming replies to your e-mails.

:!: Test to:

  • When you check this box and enter an e-mail address for the test mail, ONLY a TEST EMAIL will be sent to this address, if you create a document, for example an invoice for a specific person. The layout of the invoice - which will be explained later - has to be matching.

Send via:

  • Directly to SMTP server - this is the common standard setting
  • Using service to SMTP Server - for this an installation on your server is required - in case of questions, contact our support: support@pccaddie.com
  • DO NOT check the box “sent via PC CADDIE”!

:!: Please confirm with OK after filling-in all the fields.

Sending emails can be partitioned in time using these special parameters:

MAIL_TIMER_COUNT:10 (the number is freely selectable, 10 is default)

MAIL_TIMER_DELAY:60 (set the waiting time after such a block)

This only works if the dispatch is set up via a service in the service manager!

Templates

Any number of templates can be created in the configuration. Some of the templates are predefined, but they can be customized.

(1) New

  • (1) The name of the new template - you cannot have two templates with the same name;
  • (2) The template that should be used as a model;
  • (3) The group to which the new template belongs. A new group can be added before entering the name.

(2) Edit

Opens the window for editing the selected template.

(3) Delete

Deletes the selected template. :!: A deleted template can not be restored!

(4) Rename

Renames the selected template.

Edit template

General information

  • (1) Recipients: Can also be a field, as in the above example;
  • (2) Carbon copy recipients;
  • (3) Blind carbon copy;
  • (4) Sender;
  • (5) Reply to: the email address where the answer should be sent;
  • (6) Subject: as clear and meaningful as possible;
  • (7) HTML: edit HTML in the editor;
  • (8) Preview: open the email in the browser as HTML;
  • (9) Fields: show the list of persons fields;
  • (10) Format: show the list of possible formats;
  • (11) Bold: bold the selected text;
  • (12) Italic: write the selected text in italics;
  • (13) Underline: underline the selected text;
  • (14) Headline 1: the selected text is a headline;
  • (15) Bright: bright box around the selected text;
  • (16) Dark: dark box around the selected text;
  • (17) Green: green box around the selected text;
  • (18) Orange: orange box around the selected text;
  • (19) Code: show the selected text as code box;
  • (TX) The email's text.

The commands in angle brackets <USERNAME.>, <USERMAIL.>, <USERTELE.> are user-defined and refer to the data stored in the password management. You can also directly enter name, e-mail and telephone number of the contact person in the club and send the e-mail as such.

  • (1) Template which serves as a model for the footer and the HTML. You don not have to pay extra attention to these two aspects after selecting the model;
  • (TX) Footer's text. The text will be included in the email if you use the <MAINTEXT.> command.

HTML

If something is entered under HTML, the email will be sent as HTML. If the text field remains empty, the mail is sent as text.

The text will be included in the email if you use &LT;MAINTEXT.&GT;.

&LT;MAINTEXT.&GT;

Attachment

  • (1) Attachment: path to the attachments. Use the command <FILE01.> for automatically generated attachments (for example, for invoicing);
  • (2) Label: the name of the attachment at the time of sending it. It can also contain fields;
  • (3) Save: save the attachment or delete it after sending the message?

Options

  • (1) Should be checked if something is to be attached;
  • (2) Optional;
  • (3) Show the emails one more time before sending them. You can also cancel invoices, for example.
  • (4) Date: Send the email on a specific date/time.

Predefined templates

DEFAULT (empty template)

By default, only this template is stored. It is used automatically when an email is written from the mail window via the button New Email . Configure this template as desired with the greeting formula and the sender.

Please do not delete this template!

INVOICES

More information about invoices can be found here.

Attachment for invoices

Here you specify the settings for your e-mail delivery:

  1. Here it is automatically proposed to use the PDF format for the invoices, and give an appropriate name to the PDF containing the invoice number.
  2. Save automatically saves the invoice PDF in the person's document management system (CRM/DMS), under the prerequisite that the module has been licensed to you. More information can be found here.
  3. You can add here an additional attachment, for example your General Terms and Conditions.
  4. Uncheck the save box if you do not want to save the General Terms and Conditions (3) for everybody.

Test mail and invoice layout

If you have set the check mark in General settings for Test for (Test for) and have entered an e-mail address that should receive the test mail with an invoice-PDF, you will now have to go to a person’s account (maybe yours?) in an account area such as CLUB.

Prepare a product article for an invoice print (after testing you can take back the invoice as usual and delete the article). On the right you continue with Print.

Then we take a look at the text for the invoice using Edit and check what is missing for our invoice layout:

  1. This kind of command is really important. There is a so called PGE file provided for the invoice to print out the letter paper. In case you print your invoice on letter paper provided by a print shop you should let PC CADDIE create a PGE file for you. But you can also create the file yourself.
  2. Without this command there is no invoice via e-mail :!: It does not matter where the command is, as long as it is there!

The command <BANKVERBINDUNG> prints the IBAN secured as xxxxxxx when sending the invoices via email to prevent future cyber-crime.

When you are happy with your layout, save it with a suitable name such as Invoice via email.

Now test it! Print the invoice :!:

:!: If the test was successful you will find a new entry in your mailing list under Persons-E-mail and also the test e-mail in the inbox of the previously entered e-mail address in the field Test to.

:!: Do not forget do take back the invoice from the account of your test person! ;-)

Send out a single invoice

When you have removed the check mark in Test on you can start sending out single invoices directly out of the customer’s account using the matching layout for invoices. In case there is no e-mail-address saved to the person PC CADDIE will ask you for it when printing the invoice.

If you decide to print out the invoice to send it by post, please make sure to switch to an invoice layout without the command <SENDMAIL:INVOICE>.

Send out multiple invoices

  1. First, start the process of sending the invoice by e-mail! This gives you all the automatic options and the process is simple!
  2. After that, the invoices are printed for mailing.

Start the serial invoice print as usual via Accounts/Invoices. Make sure to have activated Invoice vie e-Mail with the command <SENDMAIL:INVOICE> in your invoice layout.

You do not need a special person filter. When sending out invoices via e-mail, the invoices will be created automatically (incl. invoice number) for those with an existing e-mail address.

All remaining amounts in the other account will be available for printing them on paper. These is also no need for a special filter, but make sure to switch to an invoice layout without the command <SENDMAIL:INVOICE>.

Before sending, you will be asked if you would like to send all e-mails at once or if you would like to confirm them one by one:

Use no for all and abort to cancel the sending.

Test the email forwarding

If you want to comprehensively test the module, you can make the configuration in such a way that all the emails are sent to a test address. Checking this box causes for all the emails to be sent to the test address, and not to the final recipients.

If the Test enabled is checked, you will be prompted the following dialog, i.e., if you want to test or if the e-mail can definitely be sent:

Email outbox

Configuration in the person mask

Use the tab Payment in the person mask to define the email address where the invoice should be sent to

If you are using the Online invoicing licensed module, you can tick the box as PDF to this email address, and enter the e-mail address to which the invoice should then be sent in the line E-Mail.

This email address can be linked to the email addresses in the tabs 1st Addr. and 2nd Addr., and will only be used for sending invoices by email.

The first time you activate the e-mail by invoice, the general query appears.

This is also accessible at any time under: Setup - Program Options - Options - Turnover tab

This wizard will help you to correctly copy the e-mail addresses into the Payment tab.

The email addresses are selected as follows:

1st email filled - 2nd email empty → the invoice is sent to the 1st email address

1st email filled, but with ! in front – 2nd email empty → dispatch by post - invoice by email remains empty

1st email empty- 2nd email filled → the invoice is sent to the 2nd email address

1st email empty- 2nd email filled, but with ! in front → dispatch by post - invoice by email remains empty

Exclamation mark (!) means the address is used only for newsletters (supermailer)

Invoicing in the future

You have the option to schedule the sending of an invoice at a fixed time in the future.

You will find the corresponding setting in the template under the Options tab:

This creates a clock symbol in the Outgoing mail list:

It is important here: You must not be in the test mode. The mails must be sent via a mail service.

Example

HTML template

Coming soon!

Serial letter by email - with or without attachment

Serial letters can also be sent by email, if you are using the Email module.

  1. Configure the template

  1. Under Attachment: add the desired attachment or deactivate it with xx. Please do not leave this field blank.

  1. Under Contacts / Serial letter: you can create a blank letter with the command for the associated email layout.

  1. Select the person filter and make a print preview.
en/personen/mail/mail.txt · Last modified: 2020/09/14 15:35 by emilia
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