Email windows /visma-net-erp/help/email/email-windows section In the menu of Visma Net, the windows are grouped into workspace items on the left hand side of the screen. 2026-02-19T17:09:06+01:00 # Email windows In the menu of Visma Net, the windows are grouped into workspace items on the left hand side of the screen. Each item contains a workspace with tiles and categories. All emails (CO409070) /visma-net-erp/help/email/email-windows/all-emails-co409070 page You can use this window to view any email that has passed through the system email accounts, regardless of its owner or status (except emails that have been permanently deleted). 2026-02-19T17:09:06+01:00 # All emails (CO409070) You can use this window to view any email that has passed through the system email accounts, regardless of its owner or status (except emails that have been permanently deleted). This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. You can use this window to view any email that has passed through the system email accounts, regardless of its owner or status (except emails that have been permanently deleted). You also can edit or delete emails by using this window. ## The table The table shown on each filter tab contains the list of emails that match the criteria of the selected filter tab.
Column Description
Subject The subject of the email. Click the subject to view the details of the email.
From The sender of the email.
Date The date of the email.
Mail status The status of the email that indicates whether the email has been processed.
To The system email account that received the email.
Related entity description The description of the entity with which this email is associated. Click this link to view the details of this entity.
Work group The work group to which the email has been assigned.
Owner The employee to whom the email has been assigned.
Each of the default filter tabs (listed below) has a table whose records may be filtered by certain criteria.
Filter Description
All records Displays the complete list of emails.
Outgoing emails Displays only the outgoing emails.
Incoming emails Displays only the incoming emails.
Failed emails

Displays only the emails that have the Failed status.

For details on mail processing, see: About mail sending and receipt.
Archived emails

Displays only the archived emails.

For details on email archiving, see: About email archiving.
Email preferences (SM204001) /visma-net-erp/help/email/email-windows/email-preferences-sm204001 section You can use this window to view the system email accounts available in the system. 2026-02-19T17:09:06+01:00 # Email preferences (SM204001) You can use this window to view the system email accounts available in the system. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. You can use this window to view the system email accounts available in the system. In the window, you can also select the default system email account and the account that will be used for specific system support needs. ## The top part You use this area to specify the system email account to be used by default for sending automatic emails. Also, you can temporarily suspend the processing of outgoing and incoming emails.
Element Description
Default email account The account to be used as the default system account for sending and receiving emails.
Email tag prefix The opening of the tag the system adds to an email header to help with tracking the email.
Email tag suffix The closing of the tag the system adds to an email header to help with tracking the email.
Archive emails

The option that defines which emails are to be archived. This option applies to particular system email accounts when the user manually initiates email processing by using the System email accounts (SM204002) or Send and receive email (SM507010) window, and for scheduled email processing.

The following options are available:

None
Archiving of emails depending on their age is disabled. However, you can archive selected emails in the Incoming (CO409000) and Sent emails (CO409080) windows.
Older than 3 months
Emails older than 3 months may be archived.
Older than 6 months
Emails older than 6 months may be archived.
Older than 9 months
Emails older than 9 months may be archived.
Older than 12 months
Emails older than 12 months may be archived.

For more information, see: About email archiving.
Automatic resend attempts The number of times that the scheduled processing is allowed to fail for an email before the email’s status changes from Pending processing to Failed. However, the system ignores this setting if a critical error occurs on the mail server or if you run the processing manually. By default, the number of automatic resend attempts is set to 0.
Suspend email processing A check box that you select to suspend the processing of outgoing and incoming emails on all system accounts. You clear the check box to resume email processing.
New user welcome email template

The notification (email) template to be used to send a welcome email to a new user.

Any template that you want to use as a user welcome template must have four place-holders set up in the following order: ((Company)), ((Name)), ((Username)), and ((Password)). To see an example, in the Notification templates (SM204003) window, you can view the User welcome notification template, which is the default template to welcome new users to Visma Net.
Password changed email template The notification (email) template to be used to send an email that will provide a user with the new password after it has been changed.
Login recovery email template The notification (email) template to be used to send an email that will give a user a way to log in if the user forgot the login.
Password recovery email template The notification (email) template to be used to send an email that will provide a way for a user to change the password if the user has forgotten the current password.
URL to be used in notifications The URL of the Visma Net site that sends notifications.
## The table In this table, you can view the existing system email accounts and basic information about them. To create new accounts, use the [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) window, which the system brings up in a new window if you click ![icon-add](/media/visma-net-erp/icon-add.png) in the table toolbar.
Column Description
Email account ID The name of the system email account.
Email address The email address of the system account.
User name The username you use for this system email account.
Outgoing mail server The server to be used for outgoing mail from this account.
Incoming mail server The server to be used for incoming mail to this account.
My sent emails (CO409080) /visma-net-erp/help/email/email-windows/my-sent-emails-co409080 page You can use this window to view any email that has been sent through the system email accounts, regardless of its owner. 2026-02-19T17:09:06+01:00 # My sent emails (CO409080) You can use this window to view any email that has been sent through the system email accounts, regardless of its owner. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. You can reply to the emails, forward or archive them. You also can edit or delete emails by using this window. ## What to do from this window + [Set up automatic processing of AutoPay messages from the AutoPay inbox](/visma-net-erp/help/work-processes/autopay/set-up-automatic-processing-of-autopay-messages-from-the-autopay-inbox/) + [Forward or reply to sent emails](/visma-net-erp/help/email/manage-emails/forward-or-reply-to-sent-emails/) + [Search for sent emails](/visma-net-erp/help/email/manage-emails/search-for-sent-emails/) + [Archive sent emails](/visma-net-erp/help/email/manage-emails/archive-sent-emails/) + [Filter sent emails](/visma-net-erp/help/email/manage-emails/filter-sent-emails/) ## Table filter tabs
Filter Description
All records Displays the complete list of emails, regardless of their owner.
My emails Displays only the emails that belong to you.
## The window toolbar
Element Description
Actions

Short description of what you do in this field. If the field is a drop-down list with several options, describe each option in a bullet list:

Reply
Opens the Send (CR306015) window for reply to sender.
Reply all
Opens the Send (CR306015) window for reply to sender and recipients.
Forward
Opens the Send (CR306015) window for forwarding to any chosen recipient(s).
Archive
Moves marked email(s) to archive folder.
## The All records tab The table shown on each filter tab contains the list of emails that match the criteria of the selected filter tab.
Element Description
Included An unlabelled check box that you select to include this email among those to be deleted or archived when you click the Delete button or Actions - Archive in the window toolbar, respectively.
Subject The subject of the email. Click the subject to view the details of the email.
To The system email account that received the email.
Cc An additional addressee to receive a carbon copy (Cc) of the email.
Bcc The email address of a person to receive a blind carbon copy (Bcc) of the email; an address entered in this field will be hidden from other recipients.
Date The date of the email.
Email status The status of the email that indicates whether the email has been processed.
From The sender of the email.
Related entity description The description of the entity with which this email is associated. Click this link to view the details of this entity.
Work group The work group to which the email has been assigned.
Owner The employee to whom the email has been assigned.
Created by The person who has created the email.
## The My emails tab The table shown on each filter tab contains the list of emails that match the criteria of the selected filter tab.
Element Description
Subject The subject of the email. Click the subject to view the details of the email.
To The system email account that received the email.
Cc An additional addressee to receive a carbon copy (Cc) of the email.
Bcc The email address of a person to receive a blind carbon copy (Bcc) of the email; an address entered in this field will be hidden from other recipients.
Date The date of the email.
Email status The status of the email that indicates whether the email has been processed.
From The sender of the email.
Related entity description The description of the entity with which this email is associated. Click this link to view the details of this entity.
Work group The work group to which the email has been assigned.
Owner The employee to whom the email has been assigned.
Created by
Incoming (CO409000) /visma-net-erp/help/email/email-windows/incoming-co409000 page You can use this window to view incoming emails in accordance with the applied filter. 2026-02-19T17:09:06+01:00 # Incoming (CO409000) You can use this window to view incoming emails in accordance with the applied filter. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. In this window, unread messages are displayed in bold font, and read messages are shown in regular font. ## The window toolbar The window toolbar includes standard and window-specific buttons. The window-specific buttons are listed below.
Button Description
Actions

Provides the following menu commands (which affect the email or emails you have selected before invoking the command), which you can click to invoke actions:

Reply
Initiates the sending of a reply to the sender of the email.
Reply all
Initiates the sending of a reply to the sender of the email and to all its recipients.
Forward
Initiates the sending of a copy of the email to new recipients.
Mark as read
Marks the selected unread messages as read. Only the assigned owner can mark a message as read.
Mark as unread
Marks the selected read messages as unread. Only the assigned owner can mark a message as unread.
Link to
Invokes the Related entity dialog box. By using this dialog box, you can associate the selected email with an existing entity.
Archive
Stores the selected messages in archival storage.
Create

Provides the following menu commands, which affect the email or emails you have selected before invoking a particular command:

Event
Opens the Event (CR306030) window in a pop-up window. By using this window, you can create a new event; the selected emails will be associated with this event as related activities.
Task
Opens the Task (CR306020) window. In this window, you can create a new task; the selected emails will be associated with this task as related activities.
Contact
Opens the Contacts (CR302000) window in a pop-up window. In this window, you can create a new contact; the selected emails will be associated with this contact and listed among other activities on the Activities tab of the Contacts (CR302000) window.
Case
Opens the Cases (CR306000) window in a pop-up window. By using this window, you can create a new case; the selected emails will be associated with this case and listed among other activities on the Activities tab of the Cases (CR306000) window. This menu command is available only if the Case management feature is enabled in the Enable/disable functionalities (CS100000) window.
Expense receipt
Opens the Expense receipt (EP301020) window in a pop-up window. By using this window, you can create a new expense receipt; the selected emails will be associated with this receipt and listed among other activities, which you can view by clicking Activities on the title bar of the Expense receipt (EP301020) window.
Related entity dialog box
Element Description
Type

The type of the entity with which you want to associate the selected email. The following options are available:

  • Purchase invoice
  • Sales invoice/note
  • Case
  • Customer
  • Employee
  • Expense
  • Receipt
  • General ledger batch
  • Lead/contact
  • Opportunity
  • Prospect
  • Purchase order
  • Purchase receipt
  • Sales order
  • Shipment
  • Supplier
Entity The entity of the selected type with which you want to associate the selected email.
This dialog box has the following buttons.
OK Accepts the specified data and closes the dialog box. As a result, the email is linked to the selected entity as an activity.
Cancel Discards the specified data and closes the dialog box.
## The table The table shown on each filter tab contains the list of emails that match the criteria of the selected filter tab. Table columns
Columns Description
Included An unlabeled check box that you select to include this email among those upon whom an action can be performed.
Subject The subject of the email. Click the subject to view the details of the email.
From The sender of the email.
Date The date of the email.
Email status The status of the email, which indicates whether it has been processed.
to The system email account that received the email.
Related entity description The description of the entity with which this email is associated. Click this link to view the details of this entity.
Workgroup The workgroup to which the email has been assigned.
Owner The employee to whom the email has been assigned.
Created by The name of the employee who created the email.
The table filter tabs Each of the default filter tabs (listed below) has a table whose records are filtered by certain criteria.
Filter Description
All records Displays the complete list of incoming emails, regardless of their owner or status.
Unread emails Displays only the unread incoming emails, regardless of their owner.
My emails Displays only the incoming emails assigned to you, regardless of their status.
My workgroup’s emails Displays only the incoming emails assigned to your workgroup.
Unassigned Displays only the incoming emails that are not assigned to any owner.
Unprocessed Displays only the incoming emails that have not yet been processed by the email server.
Pending emails (SM507000) /visma-net-erp/help/email/email-windows/pending-emails-sm507000 page You can use this window to perform manual processing of the incoming and outgoing emails that you select. 2026-02-19T17:09:06+01:00 # Pending emails (SM507000) You can use this window to perform manual processing of the incoming and outgoing emails that you select. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. By default, the system processes incoming emails based on the built-in functionality that assigns emails to employees by using information available in the subject, the **To** and **From** fields, and the body of the email; for details, see: [About processing incoming mail](/visma-net-erp/help/email/configure-email-accounts/about-processing-incoming-mail/). Also, by using this window, you can initiate repeated processing of outgoing emails with the **Failed** status. ## The window toolbar
Button Description
Process Processes the emails you have selected for the selected email account.
Process all Processes all the emails listed for the selected email account.
## The top part By using the elements in this area, you can define criteria to display only particular emails in the table.
Element Description
Account The system email account for which emails will be displayed. You can leave this field blank to view emails for all accounts.
Assigned to

A Me check box and unlabelled box, which you use as follows to select the user to whom the emails to be displayed are assigned:

  • Select the Me check box to view the emails assigned to you. The field will contain your username.
  • Clear the Me check box and select another user to view the emails assigned to the user.
  • Leave the elements blank to view emails assigned to all users.
Type Select the type of emails to be displayed: All, Incoming, or Outgoing.
Include failed A check box that indicates (if selected) that the emails with the Failed status are also listed in the table. If the check box is cleared, only emails with the Pending processing status can be processed in this window.
## The table This table contains the list of emails that match the selection criteria you have specified in the top part.
Column Description
Email account ID The name of the system email account.
Subject The subject or summary of the email.
From The author of the email.
To The recipient of the email.
Start date The date of the email.
Owner The username of the employee to whom the email has been assigned.
Mail status The status of the email, which can be Pending processing or Failed.
Notification templates (SM204003) /visma-net-erp/help/email/email-windows/notification-templates-sm204003 page You use this window to create and edit notification and email templates. 2026-02-19T17:09:06+01:00 # Notification templates (SM204003) You use this window to create and edit notification and email templates. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. You use this window to create and edit notification and email templates. Notification and email templates define the look and content of the emails to be sent to employees or customer or supplier contacts. You can insert place-holders or system variables enclosed in double parentheses, such as **((CustomerFullName))**—to use recipients' data to personalise notification emails when they're sent. Placeholders can be used in the email template's body as well as in the email properties, such as **Subject**, **To**, **CC**, and **BCC**. Any template that you want to use as a user welcome template must have four place-holders set up in the following order: **((Company))**, **((Name))**, **((Username))**, and **((Password))**. To see an example, view the **User welcome notification** template, which is the default template to welcome new users to Visma Net. You can include information from document detail lines in notifications by adding a `foreach` loop to the body of the notification template in the HTML format. For instance: You can use the following construction for notifications about sales forecasts: ` Element Description Notification ID The string that uniquely identifies the template. The system generates the identifier automatically based on the value in the Description field. Description Required. A description of the template. From The system email address from which emails generated for this template should be sent. To The email address of the user to receive the email, or a place-holder for the user’s email address. CC The additional email addresses of persons to receive a copy of the email, or the place-holders for the email addresses of the recipients. BCC The additional email addresses of persons to receive a hidden copy of the email, or the place-holders of these persons’ email addresses. Subject The subject of the notification, a place-holder that makes up the subject, or a combination of text and place-holders. Window Required. The window whose elements are used as the source of specific place-holders for this template. You click the magnifier icon in the field to display the site tree and then select the form by its name from the site tree. Window ID

A read-only field that displays the identifier of the window whose elements are used as the source of specific place-holders for this template.

The system fills in the value in this field automatically after you select a value in the Window field.

Locale

The locale that the system uses to apply region-specific settings to the text, dates, and digits in the body of the notification template and to retrieve translations of values needed to replace place-holders in the body according to the language associated with the locale.

The field appears only if multiple system locales are configured in the System locales (SM200550) window.

## Message text area You can create a message by using a WYSIWYG text editor with a text field and toolbar. The toolbar of the text editor has formatting tools similar to the ones provided by many popular text editors. By using the editor, you can perform the following actions: + Type the text of the email + Change the font and size for selected text + Copy, cut, and paste selected text + Create a numbered or bulleted list

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Concepts

Tasks

 Send and receive email (SM507010) /visma-net-erp/help/email/email-windows/send-and-receive-email-sm507010 page By using the Schedules menu on the window toolbar, you can also schedule the automatic execution of these operations for emails in queues. 2026-02-19T17:09:06+01:00 # Send and receive email (SM507010) By using the Schedules menu on the window toolbar, you can also schedule the automatic execution of these operations for emails in queues. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. ## What to do from this window + [Create a send and receive email schedule](/visma-net-erp/help/email/manage-emails/create-a-send-and-receive-email-schedule/) ## The window toolbar
Button Description
Process Executes the operation selected in the Action field for the email accounts you have selected.
Process all Executes the selected operation for all email accounts.
## The top part In this area, select the operation you want to execute.
Element Description
Action

The operation you want to execute when you click Process or Process all.

The following options are available:

Receive all
Initiates the receipt of all incoming emails for the selected email accounts. Depending on the Archive emails setting specified in the Email preferences (SM204001) window, this action may initiate archiving of incoming emails for the selected email accounts.
Send all
Initiates the sending of all outgoing emails for the selected email accounts. Depending on the Archive emails setting specified in the Email preferences (SM204001) window, this action may initiate archiving of sent emails for the selected email accounts.
Send/receive all
Initiates the sending and receipt of all emails for the selected email accounts. Depending on the Archive emails setting specified in the Email preferences (SM204001) window, this action may initiate archiving of both incoming and sent emails for the selected email accounts.
## The table This table lists the system email accounts. You can select the accounts you want to include in processing.
Column Description
Email account ID The name of the email account. Click the account name to open the selected account in the System email accounts (SM204002) window in a new browser window for editing.
Email address The email address used to receive and send emails.
Inbox The number of incoming emails in the queue.
Last receive date The date when the receiving operation was last performed.
Last send date The date when the sending operation was last performed.
Outbox The number of outgoing emails in the queue.

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Concepts

Tasks

 System email accounts (SM204002) /visma-net-erp/help/email/email-windows/system-email-accounts-sm204002 page You can use this window to create new system email accounts and to view the details of existing email accounts. 2026-02-19T17:09:06+01:00 # System email accounts (SM204002) You can use this window to create new system email accounts and to view the details of existing email accounts. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. You can use this window to create new system email accounts and to view the details of existing email accounts. For information on how to configure a system email account, see: [About system email accounts](/visma-net-erp/help/email/configure-email-accounts/about-system-email-accounts/). ## The window toolbar
Button Description
Test Initiates tests of the connection over the specified ports to the selected system email account by using the selected protocol.
Actions

Provides the following actions:

Send all
Initiates the sending of all outgoing emails for the selected email account. Depending on the Archive emails setting specified in the Email preferences (SM204001) window, this action may also initiate the archival of sent emails for the selected email account.
Receive all
Initiates the receipt of all incoming emails for the selected email account. Depending on the Archive emails setting specified in the Email preferences (SM204001) window, this action may also initiate the archival of incoming emails for the selected email account.
Send/receive all
Initiates the sending and receipt of all emails for the selected email account. Depending on the Archive emails setting specified in the Email preferences (SM204001) window, this action may also initiate the archival of both incoming and sent emails for the selected email account.
## The top part You use the top part to create a new system email account or to select an existing account so that you can view or edit its details.
Element Description
Email account ID The identifier of the system email account. Select the identifier of the account you want to view (and, optionally, edit), or leave this field blank if you are defining a new email account.
Email account type

The account type that the system has assigned to each system email account. An email account can have one of the following types:

Standard
A standard system email account that you have created by using this window.
Email address The email address of the account.
Reply address The address to be used as the sender address for automatic replies to unassigned emails.
## The Servers tab You use the **Servers** tab to specify the servers for incoming and outgoing mail, as well as information about signing in to the account. ### The Server information section
Element Description
Incoming mail protocol The protocol to be used to connect to the incoming server. You can select one of the following options: IMAP or POP3.
Root folder (on server) The path to the folder that will be used as the root folder for storing emails. This field is available only if IMAP has been selected as the incoming mail protocol.
Incoming mail server The server to be used to receive emails.
Outgoing mail server The server to be used to send emails.
Group mails The maximum number of emails in a batch that the outgoing server processes within a single session. If a large number of emails has been submitted for processing, the outgoing server will try to process all of them within a single session, but it may fail to do so if the session is too short. Instead of resubmitting emails with the Failed status after each session, you can group emails into batches whose size is limited to a certain number. In this case, the server processes only one batch of emails during a single session, which is the number of emails you specify here, and the remaining emails are processed during subsequent sessions, batch by batch.
### The Login information section
Element Description
Username The username to be used to access the email account.
Password The password to be used to access the email account. The entered characters are masked.
## The Processing of incoming email tab You use the **Processing of incoming email** tab to activate the automatic processing of incoming emails. Automatic processing includes, for example, the creation of lead or contact accounts based on information available in incoming emails, or the creation of activities associated with existing contacts and the assignment of them to specific employees. If needed, you can set up automatic confirmation of received emails or automatic reply to unassigned emails. For more details, see: [About processing incoming mail](/visma-net-erp/help/email/configure-email-accounts/about-processing-incoming-mail/).
Element Description
Activate incoming processing A check box that you select to activate the automatic processing of incoming mail. Once you select this check box, the other elements on the tab are activated.
### The Initial processing section
Element Description
Confirm receipt

A check box that you select to configure the system to automatically send confirmation replies to incoming emails. The system will generate replies according to the specified template.

However, receipt confirmation doesn’t mean that the received email has been viewed or processed by an employee.
Confirmation template The template to be used for these confirmation replies; this field is available only if you select the Confirm receipt check box.
### The Main processing section
Element Description
Create new case A check box that you select if you want the system to create a new case based on each processed email.
New case class

The case class based on which new cases are created as a result of mail processing.

This field is available only if the Create new case check box is selected.
Attach to business account or contact or lead A check box that you select to create an email activity for each processed email. The email activity is added to the list of activities associated with the business account, contact, or lead, depending on the information available in the email.
Create new lead A check box that you select if you want the system to create a new lead based on the sender of each processed email.
Reply to unassigned emails

A check box that you select if you want the system to send automatic replies to the emails that the system has failed to assign.

For example: If the system email account used by your support service receives an email that the system fails to relate to any existing case, it might be reasonable to notify the customer who sent this email that he or she should try other methods of contacting the support service, especially if a quick response is needed. You need to set up a template for automatic replies and specify it in the Reply template field.
Reply template The template to be used for replies to unassigned emails; this field is available only if the Reply to unassigned emails check box is selected.
### The Final processing section
Element Description
Delete messages after**_**processing

A check box that you select to indicate to the system that email messages should be deleted after the type of processing you select, and the field where you can select one of the following processing options:

Any
Messages are to be deleted regardless of whether their processing has been completed successfully.
Failed
Messages are to be deleted only if their processing has failed.
Successful
Messages are to be deleted only if their processing has been completed successfully.
Add brief information about references A check box that you select to configure the system to add information (based on the history of email exchanges) to the incoming emails.
## The Content tab This tab has settings related to the content of email messages: You can specify whether attachments are allowed and which types of attachments are permitted. Also, you can allow or forbid the deletion of processed emails.
Element Description
Remove messages from server A check box that you select to remove from the server the email messages that have been read by users.
Allowed attachment types

The extensions of files that are allowed as attachments. If needed, use commas to separate extensions.

After allowed extensions have been specified for an account, if files with other extensions are attached to incoming emails, they will be discarded and lost to the recipient.
## The Assignment settings tab You use this tab to specify the assignment map that the system will use for assigning emails that remained unassigned after automatic processing of incoming mail. The system uses the assignment map only if incoming mail processing is enabled for the system email account. Also, on this tab, you can specify the default owner or work-group to which the system will assign the emails that failed to match the criteria specified in the assignment map.
Element Description
Email assignment map The map to be used for automatic assignment of emails when automatic processing of incoming mail has failed to assign an email to an owner. If incoming mail processing is not activated for the email account, the email assignment map is not applicable.
Default email work group The work-group to which an email is assigned if it has failed to match the criteria specified in the assignment map.
Default email owner The employee to whom an email is assigned if it has failed to match the criteria specified in the assignment map. If a work-group is specified in the Default email work group field, you can select an owner only from the employees that belong to this work group.

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