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This text refers to program version 5.2  

Operations Menu - Create E-Mail

You can use this function to create a Mail containing details of the Order, which you can use to send the Order to the Customer by email.

When you select the function, the following window 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 current user will be the default sender of the Mail. The To field will contain the email address of the Contact Person or the Customer from the Order. The text in the Subject field ("New Order, " in the example illustrated above) is taken from the Header field in the Order Mail setting. The Order Number is also shown. The Order Mail setting also allows two Standard Texts to be included in the Mail. The first of these is shown at the beginning of the Text field ("New Order Items: " in the illustration). This is followed by a list of Items from the Order, with Prices and Quantities. The Payment Terms then appear, followed by the second Standard Text ("Other Details: " in the illustration). An html version of the Order will be attached to 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, check the Sent box. Finally, save the Mail by clicking the [Save] button in the Button Bar. If you are using the Lock and Send E-Mails Automatically option in the Mail and Conference Settings setting in the Technics 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 E-mail' from the Operations menu after the Mail has been saved. Finally, close the Mail using the close box. You will be returned to the Order window.

If the function does not create a Mail, the probable causes are:

1. The current user does not have a Mailbox.
   

2. The Contact Person and the Customer from the Order do not have email addresses.
   

3. The Order has not been saved.

If you wish to use this function to send Mails to other members of staff, HansaWorld Enterprise's Mail functions must be in use and the recipient should have a Mailbox. If you need to send Mails to Customers, the External Gateway module must be in use, and the E-Mail SMTP Server setting must be configured. Please refer here for full details of HansaWorld Enterprise's mailing facilities.

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