Email Activity
Form ID: (CR306015)
By using this form, you can create and send an email to a lead or contact, or view the details of an existing email. When creating a new email, you can select an email template, an article from the knowledge base, or an activity with all its history of email exchange.
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. |
| 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. This command is available only if the Construction Project Management feature is enabled on the Enable/Disable Features (CS100000) form and the email 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. The button is available only if the email has already been sent (that is, the email has the Pending Processing status). |
| Download .eml File |
Saves a copy of the email in eml format. This command is available only for incoming emails. |
| Forward | Initiates the sending of a copy of the email to new recipients. |
| Process | Processes the email according to the rules on the System Email Accounts (SM204002) form. |
| Reply | Initiates a reply to the sender of the email. |
| Reply All | Initiates a reply to the sender of the email and all its recipients. |
| Restore Deleted | Restores the email if it has the Deleted status. |
| Restore from Archive | Restores the email from the archive. When it has been restored, the email is once again listed on the Incoming (CO4090PL) or Sent (CO4098PL) inquiry form, depending on whether it's an incoming or outgoing email. |
| Select Template |
Opens the Select Template dialog box, where you can select the email template whose content will replace or be appended to the text entered in the Subject box and on the Message tab of the email activity. The button is available if the selected email activity has the Draft status and is associated with a related entity. That is, on the Details tab of the Email Activity form, the Mail Status box has the Draft value and an entity is specified in the Related Entity box. |
| Send |
Sends the email at once or adds the email to the processing queue. The button is available even if the To, CC, BCC, and Subject boxes are empty. If you do not specify at least one recipient and click the Send button, the system displays a warning to notify you that at least one recipient has to be specified. If the you click the Send button with the Subject box empty, the system inserts the (No subject) value in the box and sends the email at once or adds it to the processing queue. |
| Element | Description |
|---|---|
| Template | The template to be used for this email, which you can select from the list of available templates prepared using the Email Templates (SM204000) form. |
| Replace Email Contents | A check box that you select if you want to replace the text that is already in the Subject and Message boxes with the information from the selected template. Otherwise, the system will append the information from the template to the existing text. |
| The dialog box has the following buttons. | |
| Select | A button you click to insert information from the selected source and close the dialog box. |
| Cancel | A button you click to close the dialog box without any changes being made to the email. |
| Element | Description |
|---|---|
| Included | A check box that indicates (if selected) that the file will be linked to the email if you click the Attach button. |
| File Name | The name of the file to be attached to the email. |
| 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 was created from a request for information on the Request for Information 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 was created from a request for information on the Request for Information 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 was created from a request for information on the Request for Information 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 you click to attach the selected file or files to the email and close the dialog box. |
| Cancel | A button you click to close the dialog box without any changes being made to the email. |
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 selected by default. If the type of the email account selected in the box is Exchange, you must also specify the Owner of the email on the Details tab to make the system able to process the email 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 the Send button with the Subject box empty, the system inserts the (No subject) value in the box and sends the email at once or adds it to the processing queue. |
| Source Information | An area in the upper right part of the form box that contains a variety of read-only elements. The specific elements depend on the type of related entity (the lead, contact, opportunity, or customer, depending on the form you were using when you opened the current form). |
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.
| Element | Description |
|---|---|
| Date | The start date and time of the email activity. |
| 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 activity is hidden from external users. |
| Workgroup | The workgroup associated with the email activity. |
| Owner |
The user name 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 using Exchange Integration if the owner is not selected. |
| Related Entity Type | The type of the entity that is associated with the activity. This box is empty by default. You can select the type of the entity related to the event from the following predefined list of entity types:
|
| Related Entity |
The entity of the selected type that is associated with the activity. 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. 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 tab with the entity on the appropriate form. 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 is associated 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. |
| Parent | The parent task or event for this email activity. |
| 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 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 form. The box is shown only if the Construction feature is enabled on the Enable/Disable Features 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. You can select only a project task of the project selected as the Project. If you select a project that has the default project task, this task is automatically populated in the column. The box is shown if the Time Management feature is enabled on the Enable/Disable Features 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 or Project Tasks form. |
| Cost Code |
The cost code with which this activity is associated to track project costs and revenue. The default value is 00-000 (Default Cost Code). The box is available if the Cost Code feature is enabled on the Enable/Disable Features 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, the box is shown only if the activity was created from the Projects or Project Tasks 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 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 or Project Tasks 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 form and the Track Time and Costs check box is selected on this tab of the current form. |
| Mail Status |
The status of the email, which can be one of the following:
|
| 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 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 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 or Project Tasks form. |
| Approver | The person who is responsible for approving the email
activity. If the Time Management feature is enabled on the Enable/Disable Features 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 or Project Tasks 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 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 or Project Tasks 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 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 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 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 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 or Project Tasks 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 form and the Track Time and Costs check box is selected on this tab of the current 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 Advanced with SendGrid.
If receipt of the tracking results was configured for the email account on the System 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. |