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Difference between revisions of "Send Email from a Record"

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[[Image:emailactivity.gif|right|thumb|Email messages are tracked in the Activity History section of Related Information]]Managing your contacts includes keeping an updated address/phone book. You can send email messages to your contacts from within the platform and track the communications automatically:
To send an email message from a record:
*[[#Email Messaging from a Record|Email Messaging from a Record]]
#Open the tab that contains the record of interest
*[[#Email Messaging from a Data Policy|Email Messaging from a Data Policy]]
#Click the record to open it
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#In the area that says, "Email or Add a note", begin typing your message.
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#* The area expands to display an editor window and additional buttons.
===Email Messaging from a Record===
#* The default is '''Private Note''', which records your comments in the record history.
You can send an email message from a record, attaching one or more files and identifying numerous recipients. This email becomes a task that is tracked as an activity associated with the record. You can define follow-up tasks, add appointments, and send additional notes related to this record.
#Click '''Email''' to send your comments as a message, as well
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#* For anything other than the [[Cases object]], a '''Subject''' field appears above the message area.<br>(For Cases, the subject field is pre-defined.)
When you send an email message from a [[Data Policy]], you get extra TO/FROM options. See [[#Send an Email Message from a Data Policy|Send an Email Message from a Data Policy]] for details.
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Users can also send email from the [[Documents]] and [[Reports]] tabs. See [[Email]] for more information.
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'''Note:''' The [Send Email] button appears in the record only if the [[Track Activities]] option is enabled for the object.
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To Send an Email Message from a Record:
#Open an object that contains the record of interest
#Click the record to open the details page
#In the Related Information section, click the [Send Email] button
#In the email page, specify information under the Address Details section:
#;To:Enter a name or click the Lookup [[Image:lookupicon.gif]] button to select from a list of recipients
#;Related To:The object and record automatically appear in the Related To fields
#:Optionally, select another object and record to change the association
#;Cc (Carbon copy):The name(s) of those you want to receive a copy of this email message; Enter multiple names separated by commas, or use the Lookup button to select from a list
#;Bcc (Blind carbon copy):The name(s) of those you want to receive a copy of the this email message, but whose email names and addresses will not appear as recipients.
#Optionally, choose an [[Email Template]]
#Optionally, choose an [[Email Template]]
#Enter a Subject for the email message
#* The subject field is then pre-filled from the Template.
#;Editor Type:The type of editor to use; For more information, see [[Editors]]
#* If text already exists in the subject field, text from the template is appended to it
#Enter the message in the Details text area
# When finished, click '''[Submit]'''.<br>A message appears confirming that the email has been sent, and the message is recorded in the record history.
#Optionally, include [[Documents]] as attachments; Use the Lookup window to display a list of available documents
#When ready, choose one of these options:
#*Click the [Send] button to send the email message
#*Click the [Save Draft] button to save a draft of the message without sending
#*Click the [Preview Email] button to view the message before sending
#*Click [Cancel] to stop the action
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A message appears confirming that the email has been sent. Summary information about the email (the Date, Status, and Assigned To fields) appears under the Activity History in the record. Β 
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The email now becomes a completed task, and clicking on the email Subject opens the [[Tasks]] page, where you can perform all task-related activities.
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You can also click the Send Note link under Activity History in the record to send additional information about this record to the task owner and other recipients.
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====Save Draft====
To return to a saved email message:
#Open the object and click the desired record
#Click the [Send Email] button
#Click the Drafts link to view a list of saved messages
#:[[Image:Sendemail.gif|none|thumb]]
#Click the draft of interest and continue editing
#Optionally, save the draft again, or send the message
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===Email Messaging from a Data Policy===
{{:Email Messaging from a Data Policy}}


===Template Variable Builder===
{{Note|<br>Users can also send a message from a Report.<br>''Learn more:'' [[Reports#Email a Report]].}}
{{:Template Variable Builder}}

Latest revision as of 22:10, 8 July 2015

To send an email message from a record:

  1. Open the tab that contains the record of interest
  2. Click the record to open it
  3. In the area that says, "Email or Add a note", begin typing your message.
    • The area expands to display an editor window and additional buttons.
    • The default is Private Note, which records your comments in the record history.
  4. Click Email to send your comments as a message, as well
    • For anything other than the Cases object, a Subject field appears above the message area.
      (For Cases, the subject field is pre-defined.)
  5. Optionally, choose an Email Template
    • The subject field is then pre-filled from the Template.
    • If text already exists in the subject field, text from the template is appended to it
  6. When finished, click [Submit].
    A message appears confirming that the email has been sent, and the message is recorded in the record history.

Notepad.png

Note:
Users can also send a message from a Report.
Learn more: Reports#Email a Report.