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This text refers to program version 6.2  

Operations Menu - Create E-mail

You can use this function to create a Mail that you can then send to the Customer or Supplier specified in the Activity. This can be useful if, for example, you are using the Activity to record the taking place of a telephone conversation and you want to agree a summary of that conversation with the other party, or the conversation contained a request for information that you can now send.

When you select the function, 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 current user will be the default sender of the Mail. The To field will contain an email address as follows:

• If the Contact field in the Activity is empty, the email address will be taken from the Customer or Supplier specified in the Customer field;
  

• If the Contact field in the Activity contains the Primary Contact of the Customer or Supplier, the email address of the Customer or Supplier will again be used;
  

• If the Contact field in the Activity contains a Contact Person who has their own record in the Contact register, the email address in that Contact record (i.e. the Contact Person's personal or direct email address) will be used. If the Contact Person does not have their own email address, the Mail will have no recipients (the To field will be empty).

The text in the Subject field will be taken from the Text field in the Activity, and all text entered on the 'Text' card of the Activity will be copied to the main Text field of 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 E-mail 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 E-mail' from the Mail's Operations menu after you have saved the Mail. Finally, close the Mail using the close box. You will be returned to the Activity window.

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

1. The current user does not have a Mailbox.
   

2. The Activity has not been saved.

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 or Suppliers, you must be using the Standard CRM External Gateway, and you must have configured the E-Mail SMTP Server setting. Please refer here for full details about the mailing facilities in Standard CRM.

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In this chapter:

• Introduction
  

• Viewing Activities
  

• Entering an Activity
  

• Creating Activities from Other Registers
  

• Completing an Activity
  

• Operations Menu, including:
  
  • Create E-mail
    

  • Create Letter
    

  • Customer Status
    

  • Send Invitation

Go back to:

• Home page for Activities, Calendar and Task Manager manual
  

• Home page for Standard CRM manual

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