Create Menu - Quotation - Email
This page describes the 'Email' function on the
Create menu in the Quotation record window. If you are using iOS or Android, the 'Email' function is on the + menu.
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The 'Email' function allows you to create a Mail containing details of a Quotation, which you can use to send the Quotation to the Customer by email. To be able to use this function, the Email and Conferences option in the Configuration setting in the System module must be ticked.
To create a Mail from a Quotation, first open the Quotation in a record window and then select 'Email' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). The following screen appears, in which you can create a new Mail:
A new record is opened in a window entitled 'Mail: Inspect'. This means that it has already been saved and is being opened for checking. The details in the Mail will be as follows:
- The sender of the Mail will be the current user. If the current user doesn't have a Mailbox, no Mail will be created.
- The Recipient of the Mail will be chosen as follows:
- If the Customer in the Quotation has a record in the Additional Email Recipients setting in the CRM module, the Mail will be sent to the Contact Persons listed with the Form Type "Quotation" in that record.
- If the Customer does not have a record in the Additional Email Recipients setting or its record in that setting has no Contact Persons with the Form Type "Quotation", the Mail will be sent to the Email Address of the Contact Person quoted in the Attention field in the Quotation.
- If the Contact Person quoted in the Attention field in the Quotation does not have an Email Address or there is no Contact Person in the Attention field, the Mail will be sent to the Email Address specified in the Contact record for the Customer.
- If the above points are not satisfied, no Mail will be created.
- The Subject and Text of the Mail will be taken from the record in the Mail Texts setting in the Email and Conferences module in which the Form is "Quotations". If the Quotation has a Language and the Mail Text record contains a row for that Language, the Subject and Text will be determined by the fields in that row. Otherwise, they will be determined by the fields in the Mail Text header, as follows:
- The Subject in the mail will be composed from the Subject in the Mail Text record (which should have a trailing space), the text "Quotation No: " and the Quotation Number. For example, if the Subject in the Mail Text record is "Please find attached " (with trailing space), the Subject of the Mail will be "Please find attached Quotation No: XXXX" (where XXXX is the Quotation Number).
- The Text of the Mail will be built up as follows:
- The initial text will be taken from the Standard Text record quoted in the First Text field in the Mail Text record.
- Depending on the Do not put Record Details in Mail Body option in the Mail Text record, the Items in the Quotation will then be listed, followed by the Quotation totals, the Valid Until date and the Payment Term.
- The final text will be taken from the Standard Text record quoted in the Last Text field in the Mail Text record. It is recommended that the first line in this Standard Text record should be a carriage return, to ensure that the text in the mail is neatly spaced.
If either Standard Text record is in HTML format, the Mail will be in HTML format as well.
- A PDF version of the Quotation will be attached to the Mail, accessible through the Document Manager. This requires you to have designed a Form Template to be used when printing Quotations, and to have assigned that Form Template to the Quotation Form using the 'Define Form' function. When you design the Form Template, you may need to use Styles that will embed fonts in PDF files (this will depend on the fonts you use). You may also need to choose a code page and page setup, which you can do in the Form Template Properties. Please refer here for details designing Form Templates.
- The Quotation record itself will also be connected to the Mail through its Link Manager, and similarly the Mail will be connected to the Quotation. This allows you to open the Mail quickly and easily when reviewing the Quotation, or to open the Quotation from the Mail.
You can reformat the main body of the Mail to suit your requirements, and change the recipient if necessary, perhaps to the Mailbox of a member of staff. If you are then ready to send the Mail, tick the
Sent box. Finally, save the Mail by clicking the [Save] button (Windows/Mac OS X) or tapping √ (iOS/Android). If you are using the
Lock and Send emails Automatically option in the
Mail and Conference Settings setting in the Email and Conferences module and the Mail contains an external email address (i.e. one with the @ sign), it will now be sent automatically. If you are not using this option, select 'Send email' from the Mail's Operations or Tools menu after you have saved the Mail. Finally, close the Mail using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). You will be returned to the Quotation window.
If the function does not create a Mail, the probable causes are:
- The current user does not have a Mailbox.
- No suitable recipient email address was found.
- The Quotation has not been saved.
- The Approval Status of the Quotation does not allow a Mail to be created from it. If you need Quotations to pass through an approval process before you can create Mails from them, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status field on the 'Inv. Address' card of the Quotation window or brief details about the approval process and here for full details.
If you wish to use this function to send Mails to other members of staff, the intended recipient must have a Mailbox. If you need to send Mails to Customers, you must be using the External Gateway module, and you must have configured the Email SMTP Server setting. Please refer
here for full details about the mailing facilities in Standard ERP.
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The Quotation register in Standard ERP:
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