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Replying to and Amending Mail

This page describes replying to and amending mail in Standard ERP.

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Internal Mail

There is no need to reply to internal mail by creating new Mails. Instead, anybody reading a mail can amend it, which removes the need to read several Mails to keep track of a discussion. This is the case for all Mails, but is especially useful if the Mail has been sent to a Conference where it can be read and discussed by many people.

Whenever an amendment is made and the Mail saved, it will appear as unread (with the 'envelope' icon) in the Mailboxes of all other recipients. If the Mail is in a Conference, it will appear as unread to all other users, so that they will be made aware that a change has been made since they last read it. If at least one recipient is an email address, you should select 'Send email' from the Operations or Tools menu after you save the Mail, if you want that recipient to see the amendment. You will not be able to amend Mails where at least one recipient is an email address if you are using the Lock and Send emails Automatically option in the Mail and Conference Settings setting, hence the need to use the 'Reply' functions.

When changing Mails in this manner, it is recommended that all changes be accompanied by the date of the change and the person's initials, otherwise the sense of the Mail and the order of the changes can be lost. One tool that you can use to help with this is to save the Mail by selecting 'Add Signature & Date' from the Operations (Windows/Mac OS X) or Tools (iOS/Android) menu. This function will add the date and time and your name to the end of the Mail and it will then save the Mail. You can also use the Ctrl-I (Windows) or ⌘-I (Mac OS X) keyboard shortcuts. (Note that the 'Add Signature & Date' function will take the date and time from your computer while the Date and Time in the header of the Mail will be taken from the server. If you want to emphasise that your computer is in a different time zone to the server, you can enter a GMT Offset in the Local Machine setting in the User Settings module. The GMT Offset will be included in the text added to a Mail by the 'Add Signature & Date' function.)

If you need to check the history of a Mail, highlight it in the Mailbox browse window or open it and select 'History' from the Operations or Tools menu. A report will be printed to screen showing who has read and amended the Mail and when. The report will also show who has printed the Mail, and whether the Mail has been sent to an external email address.

External Mail

Unlike internal mail, it is necessary to reply to external mail by creating new Mails. To reply to an external Mail, open it from your Mailbox or from the Conference to which it has been sent and select 'Reply', 'Reply without Quote' or 'Reply to Sender' from the Operations menu (with 'cog' icon, Windows/Mac OS X) or Tools menu (with 'wrench' icon, iOS/Android). A new Mail will be created, in which the From and To Addresses are reversed and the Subject will be prefixed with the text "Re ". If you choose the 'Reply' function, the text of the previous Mail will be copied to the new one, where it is shown with quotation marks:

The 'Reply with Quote' function copies the text of the previous Mail to the new one, where it is shown with quotation marks:

You can use the 'Reply to Sender' function when you are replying to a Mail with many recipients, and you only want the sender to see the reply. In the reply, the original sender will become the sole recipient, and all other recipients will be removed from the list of addresses.

In all three cases, the reply will be shown in a window entitled 'New', meaning that it has not yet been saved. Complete and send the Mail in the usual manner, or, if you no longer require the Mail, click [Cancel] (Windows/Mac OS X) or tap < (iOS/Android).

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Sending and Receiving Mail in Standard ERP:

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