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Create Menu - Activity - Email

This page describes the 'Email' function on the Create menu in the Activity record window. If you are using iOS or Android, the 'Email' function is on the + menu.

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You can use the 'Email' function when you need to create a Mail from an Activity, to be sent 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.

To create a Mail from an Activity, first open the Activity in a record window and then select 'Email' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). The following window will be opened, in which you can create a new Mail:

The new record will be 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.

  • The Recipient of the Mail will be chosen as follows:

    1. If the Contact Person 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).

    2. If the Contact Person field in the Activity contains a Contact Person who does not have their own record in the Contact register or if the Contact Person field in the Activity is empty, then:

      1. If the Contact in the Activity 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 "Activity" in that record.

      2. If the Contact 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 "Activity", the Mail will be sent to the email address of the Customer or Supplier specified in the Contact field in the Activity.

  • The Subject of the Mail will be taken from the Text field in the header of the Activity, and all text entered on the 'Text' card of the Activity will be copied to the main Text field in the Mail.

    If the Default Mail Format in the sender's Mailbox is HTML, the Mail will be in HTML format as well.

  • If the Activity Type of the Activity belongs to an Activity Class in which the Attach PDF to Email created from Activity option has been selected, a PDF version of the Activity will be attached to the Mail, accessible through the Document Manager. This requires you to have assigned a Form Template to the Activity 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 about designing Form Templates and here for a list of the fields you can include in the Form Template used by the Activity Form.

  • The Activity itself will also be connected to the Mail through its Workflow Manager, and the Mail will be connected to the Activity through its Link Manager. This allows you to open the Mail quickly and easily when reviewing the Activity, or to open the Activity 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, check the Sent box. Finally, save the Mail by clicking the [Save] button (Windows/Mac OS X) or tapping √ (iOS/Android) in the Button Bar. 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 Activity window.

If the function does not create a Mail, the probable cause is that he Activity has not been saved.

If you wish to use this function to send Mails to other members of staff, the intended recipients must have Mailboxes. If you need to send Mails to Customers or Suppliers, 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.

If you need to create Mails from several Activities, use the 'Create Mails from Activities' Maintenance function. Note that the recipient(s) in a Mail created by this Maintenance function will be chosen using a different method than that described earlier on this page.

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Activities and Tasks in Standard ERP:

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