Emails and Activities: Emails

In MYOB Advanced, you can create emails directly from the forms you use to create entities related to customer relationship management (CRM), such as leads, contacts, business accounts, marketing lists, marketing campaigns, opportunities, sales quotes, projects, project tasks, project quotes, cases, and employees. While viewing any of these entities on its data entry form, you can create a task associated with it and track all emails (and other activities) related to the entity.

Configuration of Mailing Settings

MYOB Advanced gives you the ability to specify default settings, including the email address of the sender and the notification templates to be used in CRM. You can configure the default mailing settings as follows:

  1. On the Mailing & Printing tab of the Customer Management Preferences (CR101000) form, all mailings that may be used in CRM are listed, and you can modify their default settings.
  2. On the Mailing & Printing tab of the Business Account Classes (CR208000) form, all mailings that may be used for customers of the class are listed. On this form, only a mailing that is listed on the Customer Management Preferences form you can select and modify.
  3. On the Mailing Settings tab of the Business Accounts (CR303000) form, all mailings that may be used for the selected customer or prospective customer are listed. On this form, you can add a mailing to the Mailings table only if it is listed on the Business Account Classes form for the business account class; you can modify the default settings of this mailing, if needed. If the settings of the selected mailing have been modified as compared with the default settings of the mailing defined on the Business Account Classes form for the class of the business account, the system automatically selects the Overridden check box in the Mailings table for this mailing.

For each mailing listed on the forms mentioned above, the following settings may be specified:

  • The email address from which the email will be sent; if none is specified, the system will use the default system email account
  • The notification template based on which the email body will be generated
  • The report that will be attached to the email and the format of the attachment
  • The list of recipients

Creation and Tracking of Emails for an Entity

In MYOB Advanced, you can create an email associated with an entity by clicking the Create Email button on the table toolbar of the Activities tab of any of the following forms:

When you click the Create Email button, the Email Activity (CR306015) form opens in a pop-up window, and you can create an email and either send the email to the recipient or save the email without sending it (for example, if you need to review and modify the email and send it later).

If you send an email, the system returns you to the form you added the activity from and adds a row with the Email type to the Activities tab of the form. The email is generated by the system and added to the outgoing mail on the Send and Receive Email (SM507010) form; if a schedule has been configured in the system, the email will be sent automatically the next time this schedule is executed.

If you save an email and close the Email Activity form, you can open the email from the Activities tab of the form from which the email was created, modify the email, if needed, and send later.

On the Activities tab, you can open this email (or any email, including that email which has not been sent yet to review or modify it and then send) by clicking the link in the Summary column of the appropriate row, which opens the email on the Email Activity form in a pop-up window. Similarly, you can click the link in this column of any row to view the details of the listed activity on the form used to create it, which varies depending on the activity type.

Copying of Lead-Related Emails to Related Entities

If you have created emails or activities to communicate with a lead and then you create a contact or business account for the lead or convert the lead to an opportunity, the system copies all the emails (and other activities) listed on the Activities tab of the Leads form to the same tab of the Contacts (CR302000), Business Accounts (CR303000), or Opportunities (CR304000) form, respectively. Thus, the system preserves the history of emails and other activities created for the lead and copies this history to the entities associated with the lead.

Attention: Emails that you create on the Contacts, Business Accounts, and Opportunities forms are associated with only the entity (contact, business account, or opportunity) for which they have been created.