How To: Email from the Customer/Supplier Screens

Table Of Contents

Email Message Templates
Email Addresses
Steps
Send Immediately
Open to Edit
Steps
Steps
Communication Log Entries
Steps
Communication Log Entries
Related Articles
You can send emails directly from customer and supplier records in Khaos Control. This is useful for sending correspondence such as complaint acknowledgements, debt collection letters, promotional emails or ad-hoc messages without leaving the system.
Emails can be sent from the following areas:

Prerequisites

Before sending emails from customer or supplier records, ensure the following have been configured.

Email Message Templates

A suitable Message Template must exist with a Trigger Type of COMPANY EMAIL.
For guidance, see:
How To: Setup Email Templates
Typical templates include:
  • Complaint acknowledgement emails.
  • Debt collection letters.
  • Promotional emails.
  • General purpose or editable email templates.

Email Addresses

Email addresses must be configured against contacts on the:
[ Customer (or Supplier) | Detail | Address ]
screen.
Note
Email addresses assigned to document preferences on the [ Customer | General ] tab are not used when manually sending emails from Customer or Supplier screens.
For information about automatic email destinations, see How To: Setup Automatic Email Contact Preferences.

Emailing from the General Tab

Steps

  1. Open either:
  2. Load the required customer or supplier.
  3. On the [ Customer | Detail | General ] tab, click the Email button next to the customer code (URN).
  1. The Email Address Selection window will display all contact email addresses configured on the Address tab.
  2. Double-click the email address you wish to use.
  3. The Email Creator window will open.
  4. Select a Message Template.
  5. Confirm the recipient email address.
  6. Amend the subject if required.
  7. To add an attachment, click the yellow folder icon and browse to the file.
  8. Choose one of the following options:

Send Immediately

Tick Send Immediately and click OK.
The email will be sent using the selected template without opening the message editor.

Open to Edit

Tick Open to Edit and click OK.
This opens the email editor, allowing you to amend the content before sending.
Once editing is complete, you can either:

Send Immediately

Tick Send Immediately and click OK.
A confirmation message will advise that the email has been sent successfully.

Hold in Pending Emails

Leave Send Immediately unticked and click OK.
The email will be placed into the email queue.
Note
Queued emails can be sent later from:
[ Email Manager | List ]

Emailing from the Address Tab

You can send emails directly from either an address record or contact record.

Steps

  1. Open either:
    • A Customer screen, or
    • A Supplier screen.
  2. Load the required record.
  3. Open the [ Customer (or Supplier) | Detail | Address ] tab.
  4. Click the Email button next to either:
    • The address email in the address section, or
    • The contact email in the contacts section.
  5. The Email Creator window opens.
  6. Select a Message Template.
  7. Verify the recipient email address.
  8. Amend the subject if required.
  9. Add attachments if required using the folder icon.
  1. Choose to either:
    • Send Immediately, or
    • Open to Edit.
  2. Complete the email using the same options described in the Emailing from the General Tab section.
Note
Emails held in the queue must be sent from:
[ Email Manager | List ]

Emailing from the Communication Log

The Communication Log offers two methods of sending email:
  • Template Email
  • External Email
Open either a Customer or Supplier record and navigate to:
[ Customer | Detail | CRM | Communication Log ]

Template Email

Template Email uses Khaos Control Message Templates.

Steps

  1. Click the New Email (Template) button.
  2. Select the recipient email address from the Email Address Selection window.
  3. Double-click the required email address.
  4. The Email Creator dialog opens.
  5. Select the required Message Template.
  6. Verify the recipient email address.
  7. Amend the subject if required.
  8. Add attachments if required.
  9. Choose either:
    • Send Immediately, or
    • Open to Edit.
  10. Send or queue the email as required.

Communication Log Entries

If the Message Template has been configured to create Communication Log entries:
  • A record of the email will be added automatically.
  • Double-clicking the entry will display the email content.

External Email

External Email uses your default email application, such as Microsoft Outlook.

Steps

  1. Click the External Email button.
  2. Select the recipient email address.
  3. Double-click the required email address.
  4. Khaos Control creates a new email using your default email software.
  5. Edit and send the message as required.
  6. When prompted, choose whether to create a Communication Log entry.

Communication Log Entries

If a Communication Log entry is created:
  • An entry will be stored against the customer or supplier record.
  • Unlike Template Emails, double-clicking the Communication Log entry will not reopen the external email.

Additional Information

  • Template Emails support standardised company messaging.
  • External Emails allow full editing using your preferred email client.
  • Attachments can be added when using Template Emails.
  • Emails can be sent immediately or queued for later processing.
  • Communication Log entries provide an audit trail of customer and supplier correspondence.

See Also


Did you find this article helpful?