Email Communication

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From

Populates based on these hierarchy:

• the logged in user Email address in User Preferences / General
• the company email address in Company Maintenance / Main
• the Default reply address in General System Preferences / Emailing preferences.

Reply to

Populates using the logged in user Reply to email address in User Preferences / General.

Template

• Defaults to none.
• Made visible by the Smart Button Select template option.
• View all available templates in the droplist.
• When selected, Subject and Body text are automatically updated. No warning message is provided. The To, Cc and Bcc fields are not affected.

Templates that have Is HTML format selected, are sent in HTML (web page) format.

Templates are created in CRM / System / Utilities / Email Template Maintenance. To be visible in the browser, the template must have a COM Interface assigned to it that has been created based on the records class ie for Communications, this is the CRMCommunication class. For appointments, this is the CRMAppointment class.

To

This is a multi-select search field that allows for multiple email recipients to be selected.

Select the Multi-select search fields link at the top of this topic for further details.

The To email address will automatically default based on these hierarchy:

Communications:

• Contact email address
• Primary Contact email address
• ORGANISATION email address .

Appointments:

• Primary contact email address and Invitees

This may be changed or added to.

The organisation email address only defaults if no Contact is selected and no Primary Contact exists. It does not default where these selections exist but their email address is blank.

Cc

This is a multi-select search field and works that same way as the To field.

Bcc

This is a multi-select search field and works that same way as the To field.

Where the Assigned User is not the current user, the Assigned User’s email address is added as a Bcc.

At least one valid email address must exists in To, Cc or Bcc for the email to Send.

Subject

Cannot be left blank.

If an Email is sent from a communication, Subject populates with the communication Subject detail. Otherwise Subject displays the word 'Email' followed by the 'Contact name' or the 'Organisation name'.

If an email is sent from an appointment, Subject populates with the appointment Subject detail.

This detail can be changed.

Attachments

Available for Communications.

Select an internal attachment from the droplist.

External files can be attached by selecting Attach files.

For desktop, to select multiple attachments, hold down the [Ctrl] button and click on each item to be attached.

The attachment name/s display once these have been added.

Select to remove an attachment.

Body

A text field where the email message is entered or populated by the selected template.

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Related topics

• Multi-select search field
• Smart button

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