Sending mail
How to send mail from a template or freely, with recipients, groups and attachments, immediately, queued or scheduled, and how to record a paper letter.
The Send mail window is the system's single sending screen. Open it from the menu for a free mail, or from a module row (for example a statement), in which case the mail is tied to that record and the module's templates are offered.
Before you start
- The client company needs an active sending channel (Sending channels). Without one: "Warning: There is no sending channel for this client, so no mail can be sent."
- A free mail needs the Send mail permission; a mail started from a module row needs that module's own mail permission.
Sending a mail step by step
- Open Mail → Send mail, or the send-mail action in a module row.
- Choose the Client company; it determines the sending channel and where attachments are stored.
- Choose a Template. A free mail offers only module-independent templates; from a module only that module's templates, because only it can fill in their variables.
- In Add recipient search for a user, a person or a company, or type an e-mail address; you can also pick Groups.
- Check or edit Subject, HTML body and Plain text body.
- Choose the Mail type: Transactional (cannot be unsubscribed) or Newsletter (honours the unsubscribe list).
- Attach a document with Attach from the document centre, or upload a new one with Upload a new file and Upload. Uploaded files go to the client company's document centre.
- Choose the Send mode: Queued (default, can be cancelled) or Send now. For a later time use Schedule send and Send at.
- Click Send.
Paper delivery
If you choose paper in Delivery, no recipient is required. Save records the letter and generates the documents but sends nothing by e-mail.
Rules and messages
- Subject and body are required: "The subject cannot be empty!", "The message body cannot be empty!"
- For invalid addresses the system lists the wrong addresses.
- A scheduled time in the past is refused: "The scheduled time is in the past!"
- Send now needs a separate permission; without it the mail is quietly queued.
- Queued and scheduled mail can be cancelled under Mail → Sent mail until sending starts (Sent mail).
- With a file that is too large the whole request is dropped; upload it to the document centre and attach it from there.
Example
Anna Kovács sends a notice to Sample Ltd. She chooses Sample Ltd. as the client company, the "Notice" template, Péter Szabó as recipient, attaches the contract from the document centre, sets Transactional and Queued, and clicks Send. The message reads "Queued: 1 recipient(s)." The mail goes out within minutes and can be cancelled until then.