Emails and Activities: To Create an Email

The following activity will demonstrate how to create an email.

Attention:
This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that you are Bill Owen, a marketing manager of the SweetLife Fruits & Jams company. You have obtained contact information for Donna Coleman, a buyer at Yummy Supplies supermarket and created the Donna Coleman lead in the system. You need to email to Donna the company’s special offer on fruits.

Configuration Overview

In the U100 dataset, for the purposes of this activity, the following tasks have been performed:

  • On the Enable/Disable Features (CS100000) form, the Customer Management feature has been enabled. This feature provides the customer relationship management (CRM) functionality, including lead and customer tracking, as well as the handling of sales opportunities, contacts, marketing lists, and campaigns.
  • On the Leads (CR301000) form, the Donna Coleman lead has been added to the system.
  • On the Email Accounts (SM204002) form, the marketing@sweetlife.example.com system email account has been configured.

Process Overview

In this activity, you will create an email on the Activities tab of the Leads (CR301000) form.

System Preparation

Before you start creating an email, you should do the following:

  1. Launch the MYOB Acumatica website with the U100 dataset preloaded.
  2. Sign in to the system as marketing manager Bill Owen by using the following credentials:
    • Username: owen
    • Password: 123
  3. Make sure that on the Company and Branch Selection menu, in the top pane of the MYOB Acumatica screen, the SweetLife Head Office and Wholesale Center branch is selected.

Step: Creating an Email

To create an email to be sent to the Donna Coleman lead, do the following:

  1. On the Leads (CR301000) form, open the Donna Coleman lead.
    Tip:
    To search for a record in a list or records, you can enter a text string in the Search box of the filtering area. The system will find all the records that match your search criteria and display these records in the table. For details, see Searching in MYOB Acumatica.
  2. Open the Activities tab.
  3. On the table toolbar, click Create Email. The Email Activity (CR306015) form opens in a pop-up window. Notice that the lead's name is specified in the To box.
  4. In the From box, select the marketing@sweetlife.example.com.
  5. In the Subject box, specify: New Fruits in Season!.
  6. On the Message tab, type the text of the email body. As an example, you can type the following message:

    Dear Donna,

    We are happy to offer seasonal fruits at special prices! Here are our active discount codes:

    • SWEETAPPLE for 20% off 1 lb of fresh apples
    • FRESHORANGE for 15% off 1 lb of fresh oranges
    • WHITEGUAVA for 25% off 1 lb of fresh guavas
    • FIREDRAGON for 5% off 1 lb of fresh dragon fruits

    Our offer is available until the end of the month.

  7. On the form toolbar, click Save.
  8. Click Send. The system closes the Email Activity form and returns you to the Leads form. Notice that a row with the Email type is added to the table on the Activities tab of the Leads form for the lead.

As a result, the email is generated by the system and added to the outgoing mail. If a schedule has been configured in the system, the email will be sent automatically the next time this schedule is executed.

Attention:
If the outgoing mail queue is too long, it may take time for the system to process and send all outgoing mail at once.