Email Activity

Form ID: (CR306015)

By using this form, you can create and send an email to a lead or contact, view the details of an existing email, or preview the email generated by business event subscribers. While creating a new email, you can select an email template, an article from the knowledge base, or an activity with its history of exchanges emails.

Tip: If a default email template has been created for email activities, this form will open with the template preloaded.

Form Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.


Command	Description
Archive	Stores the email activity in archival storage. The archived email can be viewed by using the Archived (CO4090PL) inquiry form.
Attach	Opens the Attach Files dialog box, in which you can select the files that are linked to the document from which the email is created and attach these files to the created email activity. This command is available only if the Construction Project Management feature is enabled on the Enable/Disable Features (CS100000) form and the email activity was created from a request for information on the Request for Information (PJ301000) form or from a submittal document on the Submittals (PJ306000) form.
Cancel Sending	Cancels the email. This button is available only if the email activity has already been sent (that is, if the email has the Pending Processing status).
Case	Opens the Cases (CR306000) form in a pop-up window so that you can create a case associated with the selected email. The system copies the information from the Message tab of the email activity to the Details tab of the case.
Contact	Opens the Contacts (CR302000) form in a pop-up window so that you can create a contact associated with the selected email. The system copies the first and last names of the email activity's owner to the First Name and Last Name boxes on the General tab of the Contacts form.
Download .eml File	Saves a copy of the email in eml format. This command is available only for incoming emails.
Event	Opens the Event (CR306030) form in a pop-up window so that you can create an event associated with the selected email activity.
Expense Receipt	Opens the Expense Receipt (EP301020) form in a pop-up window, where you can create an expense receipt.
Forward	Initiates the sending of a copy of the email activity to new recipients.
Lead	Opens the Leads (CR301000) form in a pop-up window so that you can create a lead associated with the selected email. The system copies the first and last names of the email activity's owner to the First Name and Last Name boxes on the General tab of the Leads form.
Opportunity	Opens the Opportunities (CR304000) form in a pop-up window so that you can create an opportunity associated with the selected email. The system copies the information from the Message tab of the email activity to the Description tab of the Opportunities form.
Process	Processes the email activity according to the settings on the Email Accounts (SM204002) form.
Reply	Initiates a reply to the sender of the email activity.
Reply All	Initiates a reply to the sender of the email activity and all its recipients.
Restore Deleted	Restores the email activity if it has the Deleted status.
Restore from Archive	Restores the email activity from the archive. When it has been restored, the email activity is once again listed on the Incoming (CO4090PL) or Sent (CO4098PL) inquiry form, depending on whether it is an incoming or outgoing email.
Select Template	Opens the Select Template dialog box, where you can select an email template. You can also select where to insert the template's information within the email body and the Subject, To, CC, and BCC boxes on the Message tab of the email activity. The button is available if the email activity has the Draft status and is associated with a related entity.
Send	Sends the email activity immediately or adds it to the processing queue. The button is available even if the To, CC, BCC, and Subject boxes are empty. If you click the button without specifying at least one recipient, the system displays a warning to notify you that at least one recipient has to be specified. If you click the Send button with the Subject box empty, the system inserts (No subject) in the box and sends the email activity immediately or adds it to the processing queue.
Task	Opens the Task (CR306020) form in a pop-up window so that you can create a task associated with this email activity.

Table 1. Select Template Dialog Box
Element	Description
Template	The template to be used for this email activity. You can select the email template from the list of available templates that have been prepared on the Email Templates (SM204003) form.
Insert Template Text Section
Replacing Email Body	An option button that you select to replace the text in the email body and the values in the Subject, To, CC, and BCC boxes with the information from the selected email template.
After Email Body	An option button that you select to add the text from the email template after the existing text in the email body. The values in the Subject, To, CC, and BCC boxes of the email template will be added to the corresponding boxes of the email activity after the current values.
Before Email Body	An option button that you select to add the text from the email template before the existing text in the email body. The values in the Subject, To, CC, and BCC boxes of the email template will be added to the corresponding boxes of the email activity after the current values.
The dialog box has the following buttons.
Select	A button that you click to insert information from the selected source and close the dialog box.
Cancel	A button that you click to close the dialog box without any changes being made to the email.

Table 2. Attach Files Dialog BoxIf the email was created by clicking Email on the form toolbar of the Request for Information (PJ301000) form, the system automatically attaches to this email activity the files from the request for information and all related drawing logs. If the email activity was created by clicking Email on the form toolbar of the Submittals (PJ306000) form, the system automatically attaches to this email activity the files from the submittal document.
The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Element	Description
Included	A check box that indicates (if selected) that the file will be linked to the email activity if you click the Attach button.
File Name	The name of the file to be attached to the email activity.
File Source	The type of the document to which the file is linked (RFI, Drawing Logs, or Submittal).
Drawing Log ID	The reference number of the drawing log, which is specified if the file is linked to a drawing log. This column is available only if the email activity was created from a request for information on the Request for Information (PJ301000) form.
Drawing Number	The drawing number of the drawing log, which is specified if the file is linked to a drawing log. This column is available only if the email activity was created from a request for information on the Request for Information (PJ301000) form.
Revision	The revision number of the drawing log, which is specified if the file is linked to a drawing log. This column is available only if the email activity was created from a request for information on the Request for Information (PJ301000) form.
Current	A check box that indicates (if selected) that this revision of the file is the latest one.
The dialog box has the following buttons.
Attach	A button that you click to attach the selected file or files to the email activity and close the dialog box.
Cancel	A button that you click to close the dialog box without any changes being made to the email activity.

Summary Area

In this area, you can specify information about the recipients and the subject of the email.


Element	Description
From	The email address of the sender. When you create a new email, the email address specified in the Default Email Account box on the Email Preferences (SM204001) form is inserted by default. If the type of the selected email account is Exchange, you must also specify the Owner of the email on the Details tab to make the system able to process the email by using Exchange Integration.
To	The email address of the recipient. If you are sending the email to multiple recipients, use commas or semicolons as separators.
CC	The email address to receive a copy of the email. If you are copying the email to multiple recipients, use commas or semicolons as separators.
BCC	The email address to receive a copy of the email; any address entered here will be hidden from other recipients. If you are blind-copying the email to multiple recipients, use commas or semicolons as separators.
Subject	The subject of the email message. If the you click Send with the Subject box empty, the system inserts (No subject) in the box and sends the email immediately or adds it to the processing queue.
Incoming	A check box that indicates (if selected) that this is an incoming email.
Internal	A check box that indicates (if selected) that the email is hidden from external users.
Case Solution Provided	A check box that indicates (if selected) that in this email, a solution was provided to the customer for the case that is selected in the Related Entity box. By default, the check box is cleared. If the email is selected in the Solution Provided In box on the Cases (CR306000) form for the case, the check box becomes selected and unavailable for editing. The check box is available if the Track Solutions in Activities check box is selected on the Case Classes (CR206000) form for the class of the case that is associated with the email.
Related Entity Type	The type of the entity that is associated with the activity. This box is empty by default. If you select any entity type in the Related Entity Type box, you can then select a corresponding entity in the Related Entity box that matches the selected entity type. You can select the type of the entity from the following predefined list of entity types: AP Document Appointment AR Invoice/Memo Business Account Campaign Case Change Order Change Request Contact Customer Drawing Log Employee Employee Time Card Equipment Equipment Time Card Expense Claim Expense Receipt GL Batch Landed Costs Document Lead Marketing List Mass Emails Opportunity Payroll Employee Photo Log Pro Forma Invoice Progress Worksheet Project Issue Project Quote Purchase Order Purchase Receipt Request for Information Route Document Sales Order Sales Quote Service Contract Service Order Shipment SO Shipment Picking Worksheet Subcontract Submittal User Vendor
Related Entity	The entity of the related entity type associated with the activity. You can select an existing entity of the selected type by clicking the magnifier button; this opens the lookup table with the available records of the selected type. If this entity is selected, you can click the Open button to the right of this box to open a new browser window with the selected related entity on the appropriate form. Tip: This box becomes available and required when the Related Entity Type box is filled in. If you change the type of entity in the Related Entity Type box, this box becomes blank, and you can select an entity of the newly selected type. If you select or change the related entity on the current form and the data entry form of this related entity has an Activities tab, the summary information about the activity on the current form will be copied to this tab of the data entry form. For example, if you associate the activity with a specific lead, on the Activities tab of the Leads (CR301000) form, the system adds a row with the summary information about the current activity. If you change the entity selected in this box, the current activity will no longer be associated with the entity previously selected in this box.
Email Status	The status of the email, which can be one of the following: Draft: The email has been created and saved. Pending Processing: The email has been added to the processing queue. Processing: The email is being sent. Scheduled: The sending of the email has been scheduled. Processed: The email has been sent. Canceled: The sending of the email has been canceled. Failed: The sending of the email has failed because an error has occurred. Deleted: The email has been deleted.
Created On	The start date and time of the email.

Message Tab

By using this tab, you can enter and edit the email, attach files to it, and insert images. This tab includes a formatting toolbar and a message box.

The formatting toolbar provides buttons you can use to edit text (including cut, copy, and paste), change the typographical treatment of text (including using boldface, italics, superscript, subscript, color, and highlighting), and format text (changing its alignment, indenting, or creating lists). You can also add files and insert images.

The message box contains the body of the email. You type the email here and edit it using the formatting toolbar.

Details Tab

You use this tab to enter or view the settings of the email activity.

Attention: The project-related elements are shown if the Projects feature group is enabled on the Enable/Disable Features (CS100000) form.

Table 3. Email Details Section
Element	Description
Type	Read-only. The type of the email which can be one of the following: Email (default): The email has been created by a user. System Email: The email has been created by the system.
Owner	The username of the employee responsible for this activity. By default, the system inserts the name of the user who has created the email. The email may not be processed by using Exchange Integration if the owner is not selected.
Workgroup	The workgroup associated with the email activity.
Related Account	Read-only. A business account that is associated with the email activity. You can click the link to open the business account on the Business Accounts (CR303000) form.
Related Contact	Read-only. A contact that is associated with the email activity. You can click the link to open the contact on the Contacts (CR302000) form.
Response Due	Read-only. The date and time by which the company is expected to send a response to the incoming activity based on the case commitment. The value is copied from the Response Due box on the Cases (CR306000) form. The box appears if all of the following conditions are met: The activity is related to the case. That is, a case is selected in the Related Entity box. The Case Commitments feature is enabled on the Enable/Disable Features (CS100000) form. Response time tracking has been activated for the case class. That is, on the Case Classes (CR206000) form, the Enable check box with the Response Time Tracking tooltip is selected for the severity level and case class. The activity is incoming. An activity is marked as incoming if it arrives in the system from a customer, another user, or the system itself. For this type of activity, the Incoming check box is selected on the Activity Types (CR102000) form. The case has no completed outgoing activity whose date and time of creation are later than the date and time of the incoming activity.
Response Provided In	Read-only. The summary of the completed activity that is a response to this activity. If this activity is incoming, the system inserts the summary of the last outgoing activity; if this activity is outgoing, the system inserts the summary of the last incoming activity. The box appears if the Case Commitments feature is enabled on the Enable/Disable Features (CS100000) form.
In Response To	Read-only. The subject of the email to which the current email is responding. It is also a link that you can click to open the email on the current form. This box is empty for an outgoing email that is not a response.
Parent Activity	The summary of the parent task or event that the current email is based on. This summary is also a link that you can click to open the parent activity of the email on the Task (CR306020) or Event (CR306030) form. If you have created the current email in response to a previous email that has a parent activity, this box contains the link to the parent activity of the previous email.

Table 4. Activity Time Details Section
Element	Description
Track Time and Costs	A check box you select to make available elements that you can use to enter the time-related information. The check box is shown if the Time Management feature is enabled on the Enable/Disable Features (CS100000) form.
Project	The project associated with this activity (or the non-project code, which indicates that this activity is not associated with any project defined to the system). The box is shown if the Time Management feature is enabled on the Enable/Disable Features (CS100000) form and the Track Time and Costs check box is selected on this tab of the current form. If the Time Management feature is disabled, the box is shown only if the activity was created from the Projects (PM301000) or Project Tasks (PM302000) form.
Certified Job	A check box that indicates (if selected) that the email activity is a certified job. The system automatically selects this check box if for the associated project, the Certified Job check box is selected on the Summary tab (Project Properties section) of the Projects (PM301000) form. The box is shown only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form and the Track Time and Costs check box is selected on this tab of the current form.
Project Task	The particular project task with which this activity is associated. If you select a project that has a default project task with the In Planning or Active status, this project task is automatically inserted in the box. If the selected project has no default project task or the default project task has the Canceled or Completed status, the box remains empty. You can select only a project task of the project selected in the Project box. The box is shown if the Time Management feature is enabled on the Enable/Disable Features (CS100000) form and the Track Time and Costs check box is selected on this tab of the current form. If the Time Management feature is disabled, the box is shown only if the activity was created from the Projects (PM301000) or Project Tasks (PM302000) form.
Cost Code	The cost code with which this activity is associated to track project costs and revenue. The system populates the cost code based on this priority: Project task Labor (non-stock) item Default cost code (for example, 00-000) defined in the system This box is shown only if the Cost Codes feature is enabled on the Enable/Disable Features (CS100000) form and the Track Time and Costs check box is selected on this tab of the current form. If the Time Management feature is disabled on the Enable/Disable Features (CS100000), the box is shown only if the activity was created from the Projects (PM301000) or Project Tasks (PM302000) form.
Labor Item	The non-stock item of the Labor type associated with the email activity. By default, the system selects the labor item associated with the owner of this activity. You can clear the box if a labor item has been selected or select a labor item manually, if needed. The box is shown if the Time Management feature is enabled on the Enable/Disable Features (CS100000) form and the Track Time and Costs check box is selected on this tab of the current form. If the Time Management feature is disabled, the box is shown only if the activity was created from the Projects (PM301000) or Project Tasks (PM302000) form.
Union Local	The union local associated with the email activity. The box is shown only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form and the Track Time and Costs check box is selected on this tab of the current form.
Status	The status of the email activity, which can be one of the following options: Open, Completed, and Canceled. If the Time Management feature is enabled on the Enable/Disable Features (CS100000) form, the box is shown if the Track Time and Costs check box is selected on this tab of the current form. If the Time Management feature is disabled, the box is shown only if the email activity was created from the Projects (PM301000) or Project Tasks (PM302000) form.
Approver	The person who is responsible for approving the email activity. If the Time Management feature is enabled on the Enable/Disable Features (CS100000) form, the box is shown if the Track Time and Costs check box is selected on this tab of the current form. If the Time Management feature is disabled, the box is shown only if the email activity was created from the Projects (PM301000) or Project Tasks (PM302000) form.
Earning Type	The earning type for the email activity, for the purpose of determining how labor is costed. The default value of the box is RG-Regular Hours. If the Time Management feature is enabled on the Enable/Disable Features (CS100000) form, the box is shown if the Track Time and Costs check box is selected on this tab of the current form. If the Time Management feature is disabled, the box is shown only if the email activity was created from the Projects (PM301000) or Project Tasks (PM302000) form.
WCC Code	The work class compensation code associated with the email activity. The box is shown only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form and the Track Time and Costs check box is selected on this tab of the current form.
Shift Code	A code that represents a set of rules that the system uses to calculate a pay increase for activities performed during a specific work shift.
Time Spent	The number of hours and minutes spent on the email activity. The box is shown if the Time Management feature is enabled on the Enable/Disable Features (CS100000) form and the Track Time and Costs check box is selected on this tab of the current form.
Billable	A check box that indicates (if selected) that the time spent on the email activity is billable. The box is shown if the Time Management feature is enabled on the Enable/Disable Features (CS100000) form and the Track Time and Costs check box is selected on this tab of the current form.
Released	A check box that indicates (if selected) that the activity has been released. The box is shown if the Time Management feature is enabled on the Enable/Disable Features (CS100000) form and the Track Time and Costs check box is selected on this tab of the current form. If the Time Management feature is disabled, the box is shown only if the email activity was created from the Projects (PM301000) or Project Tasks (PM302000) form.
Billable Time	The number of billable hours and minutes spent on the email activity. The box is shown if the Time Management feature is enabled on the Enable/Disable Features (CS100000) form and the Track Time and Costs check box is selected on this tab of the current form.

Table 5. SendGrid SectionThe section is available if the email has been sent from an email account configured for the integration with SendGrid email service. For details, see Integrating MYOB Acumatica with SendGrid. You configure the default values for the email account parameters on the Plug-In tab of the Email Accounts (SM204002) form.
Element	Description
Categories	The list of SendGrid email categories (with a comma used as the separator) to be used for reporting purposes in the company's SendGrid portal
Bypass Suppression Checks	A check box that indicates (if selected) that the system should send the email to the specified addresses even if these addresses are in the Suppressions list of SendGrid. The Suppressions list includes email addresses that have unsubscribed, email addresses that have marked the email as spam, email addresses to which the system failed to deliver emails (because they bounced, are blocked, or are invalid).
Track Email Opens	A check box that indicates (if selected) that a system will include a single-pixel image in the body of email to track whether a recipient opened the email.
Track Clicks in Email	A check box that indicates (if selected) that SendGrid will collect information about navigation to all URLs included in the body of email.

Tracking Tab

The tab is available if the email has been sent from an email account configured for the integration with SendGrid email service. For details, see Integrating MYOB Acumatica with SendGrid.

If receipt of the tracking results was configured for the email account on the Email Accounts (SM204002) form, you use this tab to review the tracking results of a particular email.


Element	Description
Email Address	An email address of a recipient.
Name	A name of a recipient.
Delivery Status	A delivery status of the email, which can be one of the following: Processed, Deferred, Bounced, Delivered, or Dropped.
Opened	The number of times the recipient opened the HTML message. The counter increases every time the Open event is received from SendGrid.
Clicked	The number of times the recipient clicked a link inside the message. The counter increases every time the Click event is received from SendGrid.
Reported as Spam	The number of times the recipient marked the message as spam. The counter increases every time the Spam Report event is received from SendGrid.
Opted Out	The number of times the recipient clicked the Opt Out of All Emails link. The counter increases every time the Unsubscribe event is received from SendGrid.
Mail Service Reply	The mail delivery reply received from the mail service.