How To: Email from the Customer/Supplier Screens

Customer and Suppliers can be emailed from the following screens:

• [ Customer | Detail | General ]
• [ Customer | Detail | Address ]
• [ Customer | Detail | CRM | Communication Log ]

Prerequisites

1. A Message Template with a Trigger Type of COMPANY EMAIL must be set up, see How To: Setup Email Templates. Examples of the type of Message Template include:
   • Acknowledging a complaint that has been made.
   • Letter about debts that need to be paid.
   • Promotional emails.
   • A 'blank' Message Template that can be edited before it is sent for one-off type emails.
2. Email addresses must be setup against contacts in their [ Customer (or Supplier)| Detail | Address ] screen.
   Note: addresses set up against document types in the [ Customer | General ] tab, see How To: Setup Automatic Email Contact Preferences do not apply to sending emails from the Customer and Supplier screens.

Emailing From the General Tab

1. Either:
   • Open a Customer screen (show me how). or
   • Open a Supplier screen (show me how).
2. Load the required customer or supplier record.
3. Click on the button to the right of the Code (URN) in the General area of the [ Customer | General ] tab.
4. The Email Address Selection popup will appear listing all contacts and email addresses listed against the contact in the [ Customer | Detail | Address ] screen.
5. Double-click on the email address for the person you wish to email.
6. The Email Creator dialog appears.
7. Select the Message Template from the drop down list.
8. Ensure the email address is correct.
9. Amend the Subject if required.
10. To add an attachment, click on the yellow folder and browse to locate the attachment.
11. Tick one of the following options then click on the OK button:
    • Send Immediately checkbox will sent the email without being able to edit it, once the user clicks on OK.
    • Open to Edit checkbox will open the Email Creator popup allowing the user to edit the subject and body of the email. When finished editing the user can either send immediately or holding in the Pending Emails:
      • Send Immediately: tick in the Send Immediately checkbox and then click on the OK button. Click OK in the information popup stating that the email has been sent successfully.
      • Hold in Pending Emails: click on OK, then click OK in the information popup stating that the email has been queued successfully.
        Note: emails that have been queued will be held in Pending Emails and the user will need to go to the [ Email Manager | List ] screen to send them using the option in the Context Menu.

Emailing From the Address Tab

1. Either:
   • Open a Customer screen (show me how). or
   • Open a Supplier screen (show me how).
2. Load the required customer or supplier record.
3. Go to the [ Customer (or Supplier) | Detail | Address ] screen.
4. Click on the button to the right of either:
   • The email set against an address in the Address area at the top or
   • The contact's email address in the bottom Contact area.
5. The Email Creator dialog appears.
6. Select the Message Template from the drop down list.
7. Ensure the email address is correct.
8. Amend the Subject if required.
9. To add an attachment, click on the yellow folder and browse to locate the attachment.
10. Tick one of the following options then click on the OK button:
    • Send Immediately checkbox will sent the email without being able to edit it.
    • Open to Edit checkbox will open the Email Creator popup allowing the user to edit the subject and body of the email. When finished editing the user can either send immediately or holding in the Pending Emails:
      • Send Immediately: tick in the Send Immediately checkbox and then click on the OK button. Click OK in the information popup stating that the email has been sent successfully.
      • Hold in Pending Emails: click on OK, then click OK in the information popup stating that the email has been queued successfully.
        Note: emails that have been queued will be held in Pending Emails and the user will need to go to the [ Email Manager | List ] screen to send them using the option in the Context Menu.

Emailing From the Communication Log

1. Either:
   • Open a Customer screen (show me how). or
   • Open a Supplier screen (show me how).
2. Load the required customer or supplier record.
3. Go to the [ Customer | Detail | CRM | Communication Log ] screen. There are two options for sending emails from this screen; Template Email using email templates set up in Khaos Control and external email using your email software, for example Outlook.

Template Email

1. Click on the button.
2. The Email Address Selection popup will appear listing all contacts and email addresses listed against the contact in the [ Customer | Detail | Address ] screen.
3. Double-click on the email address for the person you wish to email.
4. The Email Creator dialog appears.
5. Select the Message Template from the drop down list.
6. Ensure the email address is correct.
7. Amend the Subject if required.
8. To add an attachment, click on the yellow folder and browse to locate the attachment.
9. Tick one of the following options then click on the OK button:
   • Send Immediately checkbox will sent the email without being able to edit it, once the user clicks on OK.
   • Open to Edit checkbox will open the Email Creator popup allowing the user to edit the subject and body of the email. When finished editing the user can either send immediately or holding in the Pending Emails:
     • Send Immediately: tick in the Send Immediately checkbox and then click on the OK button. Click OK in the information popup stating that the email has been sent successfully.
     • Hold in Pending Emails: click on OK, then click OK in the information popup stating that the email has been queued successfully.
       Note: emails that have been queued will be held in Pending Emails and the user will need to go to the [ Email Manager | List ] screen to send them using the option in the Context Menu.
10. An entry is added to the Communication Log when the email has been sent if this option is ticked in the Message Template.
    Note: if an entry is added into the Communication Log for an email then double-clicking on the entry will load the email so it can be viewed.

External Email

1. Click on the button.
2. The Email Address Selection popup will appear listing all contacts and email addresses listed against the contact in the [ Customer | Detail | Address ] screen.
3. Double-click on the email address for the person you wish to email.
4. The email will be created using your email software enabling users to edit before sending.
5. Users can add an entry into the Communication Log by clicking on Yes in the Confirm popup.
   Note: if an entry is added into the Communication Log for an email double-clicking on an entry will not load the External Email.

See Also

• Customer/Supplier screen
• Email Manager Overview