Send (CR306015)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

By using this window, you can create and send an email to a lead or contact, or view the details of an existing email.
When creating a new email, you can select an email template, an article from the knowledge base, or an activity with all its history of email exchange.

Note: If a default email template has been created for email activities, this window will open with the template preloaded.

The window toolbar includes standard and window-specific buttons. The window-specific buttons are listed below.

Button Description
Send Sends the email.
Actions Provides the following menu commands, which you can click to invoke actions:
  • Reply all:
    Initiates a reply to the sender of the email and all its recipients.
  • Forward:
    Initiates the sending of a copy of the email to new recipients.
  • Select source:
    Opens the Select source dialog box, which you can use to specify which information you want to include into the email.
  • Process:
    Processes the email according to the rules in the ) System email accounts (SM204002) window.
  • Cancel sending:
    Cancels the email.
  • Download .eml file:
    Saves a copy of the email in eml format.

    This action is available only for incoming emails.

  • Archive:
    Stores the email activity in archival storage. Only emails that have the Processed status can be archived.
    The archived email is moved to the System email accounts (SM204002) window, and its status changes to Archived.
  • Restore from archive:
    Restores the email from the archive.
    When it has been restored, the email is once again listed in the Incoming-tab on All emails (CO409070) or My sent emails (CO409080) window, depending on whether it's an incoming or outgoing email, and its status changes to Processed.
  • Restore deleted:
    Restores the email if it has the Deleted status.
The Select source dialog box
Element Description
Source type The desired option for creating a new email:
  • Notification template:
    To insert an email template from the list of available email templates.

    This option is available only if a related activity is associated with the email.

  • Activity:
    To insert the activity with the related conversation.

    This option is available only if a related activity is associated with the email.

  • KB article :
    To insert an article from the knowledge base (KB).
Template

The template to be used for this email, which you can select from the list of available templates.

This field is available only if the Notification template option is selected in the Source type field.
Activity

The particular activity to include in the email.

This field is available only if the Activity option is selected in the Source type field.
Article ID

The particular article from the knowledge base to include in the email.

This field is available only if the KB article option is selected in the Source type field.
Append A check box that you select if you want to append the information from the selected source to the text that is already in the message field.
Select (button) A button you click to insert information from the selected source and close the dialog box.
Cancel (button) A button you click to close the dialog box without any changes being made to the email.

In this area, you can specify information about the recipients and the subject of the email.

Element Description
From The email address of the sender. When you create a new email, the email address specified in the Default email account field in the Email preferences (SM204001) window is selected by default.
To The email address of the recipient. If you are sending the email to multiple recipients, use commas or semicolons as separators.
Cc The email address to receive a copy of the email. If you are copying the email to multiple recipients, use commas or semicolons as separators.
Bcc The email address to receive a copy of the email; any address entered here will be hidden from other recipients.
If you are blind-copying the email to multiple recipients, use commas or semicolons as separators.
Subject The subject of the email message.
Source Information An area in the upper right part of the window field that contains a variety of read-only elements.
The specific elements depend on the type of related entity (the lead, contact, or customer, depending in the window you were using when you opened the current window).

By using this tab, you can enter and edit the email, attach files to it, and insert images. This tab includes a formatting toolbar and a message field.

The formatting toolbar provides buttons you can use to edit text (including cut, copy, and paste), change the typographical treatment of text (including using boldface, italics, superscript, subscript, colour, and highlighting), and format text (changing its alignment, indenting, or creating lists). You can also add files and insert images.

The message field contains the body of the email. You type the email here and edit it using the formatting toolbar.

You use this tab to enter or view details of the email activity.

Element Description
Date The start date and time of the email activity.
Incoming A check box that indicates (if selected) that this is an incoming email.
Internal A check box that indicates (if selected) that the email activity is hidden from external users.
Work group The work group associated with the email activity.
Owner The username of the employee responsible for this activity.
Related entity description

The entity that this activity is associated with. For example, if you are creating an activity that is associated with a lead, this lead will be specified in the field by default.

To adjust the value, click the magnifier icon; as a result, the Select entity dialog box opens.
Parent The parent task or event for this email activity.
Project The project associated with this activity (or the non-project code, which indicates that this activity is not associated with any project defined to the system).
This field appears if the Projects workspace is activated and the Track time check box (see below) is selected.
Project task The particular project task with which this activity is associated; appears if the Projects workspace is activated and the Track time check box (see below) is selected. You can select only a project task of the project selected as the Project.
Time card week The week to reflect this email activity on the employee time card.
Mail status The status of the email, which can be one of the following options: Draft, Pre-process, In process, Processed, Cancelled, Failed, Archived, or Deleted.
Track time A check box you select to make available elements that you can use to enter the time-related information.
Status The status of the email activity, which can be one of the following options: Draft, Open, In process, Complete, Approved, Rejected, Cancelled, Pending approval, or Released.
Approver The person who is responsible for approving the email activity.
Earning type The earning type for the email activity, for the purpose of determining how labour is costed.
Time spent The number of hours spent on the email activity.
Invoiceable A check box that indicates (if selected) that the time spent on the email activity can be invoiced.
Released A check box that indicates (if selected) that the activity has been released.
Invoiceable time The number of hours that can be invoiced, spent on the email activity.

By using this dialog box, you can specify which entity relates to the activity whose data you are adjusting.

Element Description
Type The type of the related entity.
Entity The related entity of the type.
OK A button that causes your changes to be accepted and closes the dialog box.
Cancel A button that closes the dialog box and cancels the selection.

Related concepts
About email archiving