Email /visma-net-erp/help/email section 2026-02-19T17:09:06+01:00 # Email Email - overview /visma-net-erp/help/email/email-overview page You can manage system email accounts and perform such operations as sending emails from system email accounts and receiving emails to system email accounts; you can also schedule these operations. 2026-02-19T17:09:06+01:00 # Email - overview You can manage system email accounts and perform such operations as sending emails from system email accounts and receiving emails to system email accounts; you can also schedule these operations. You can manage system email accounts and perform such operations as sending emails from system email accounts and receiving emails to system email accounts; you can also schedule these operations. ## Processing incoming emails In Visma Net, you can activate automatic processing of incoming emails for each system email account. This automatic processing includes forwarding incoming emails to employees based on email history tracked by the system. For details, see: [About processing incoming mail](/visma-net-erp/help/email/configure-email-accounts/about-processing-incoming-mail/). ## Using personal email addresses for customer management For prompt communication with contacts, employees can use their personal email accounts registered with the system. The system analyse email history and automatically forwards incoming emails to the email addresses of all employees that were involved in case processing. ## Using email templates In Visma Net, you can create and maintain a virtually unlimited number of email and notification templates. Email and notification templates are usually created for specific types of recipients (contacts, mailing list members, or campaign members) on particular subjects, such as sales or purchase orders and cash transactions. These templates can contain place-holders, which the system replaces with actual information when it generates emails for each recipient of the type. Files attached to the templates are sent as email attachments. For further details, see: [About notification templates](/visma-net-erp/help/email/manage-emails/about-notification-templates/). ## Sending documents electronically Many outgoing emails are electronic versions of documents sent to customers and suppliers. With Visma Net, you can define the mailing settings for customers and suppliers, which will be used to send documents to them by email. (You can continue to print documents for sending them via postal services to customers and suppliers who do not want to receive documents electronically.) Also, you can configure these emails to be sent to employees who work with specific suppliers or customers. For more information, see [About predefined mailings for customers and suppliers](/visma-net-erp/to-be-deleted/online-help/p2p/ap/ap303000-predefined-mailings-con/). ## Using other functionalities and options You can also do the following: + Temporarily suspend all **send** and **receive** operations at any time + Archive old emails Configure email accounts /visma-net-erp/help/email/configure-email-accounts section In Visma Net, you can create and configure system email accounts that can be used to centrally send mass emails, and you can schedule the sending and receiving of the emails. 2026-02-19T17:09:06+01:00 # Configure email accounts In Visma Net, you can create and configure system email accounts that can be used to centrally send mass emails, and you can schedule the sending and receiving of the emails. In Visma Net, you can create and configure system email accounts that can be used to centrally send mass emails, and you can schedule the sending and receiving of the emails. For more information, see: [About system email accounts.](/visma-net-erp/help/email/configure-email-accounts/about-system-email-accounts/) You can also use automatic processing of incoming mail, which includes generating activities based on replies to campaign-related emails, and routing case-related emails to employees involved in case processing. For details, see: [About processing incoming mail.](/visma-net-erp/help/email/configure-email-accounts/about-processing-incoming-mail/) About configuring email accounts /visma-net-erp/help/email/configure-email-accounts/about-configuring-email-accounts page In Visma Net, you can create and configure system email accounts that can be used to centrally send mass emails, and you can schedule the sending and receiving of the emails. 2026-02-19T17:09:06+01:00 # About configuring email accounts In Visma Net, you can create and configure system email accounts that can be used to centrally send mass emails, and you can schedule the sending and receiving of the emails. In Visma Net, you can create and configure system email accounts that can be used to centrally send mass emails, and you can schedule the sending and receiving of the emails. For more information, see:: [About system email accounts](/visma-net-erp/help/email/configure-email-accounts/about-system-email-accounts/). You can also use automatic processing of incoming mail, which includes generating activities based on replies to campaign-related emails, and routing case-related emails to employees involved in case processing. For details, see: [About processing incoming mail](/visma-net-erp/help/email/configure-email-accounts/about-processing-incoming-mail/).

Related pages

Concepts

 About system email accounts /visma-net-erp/help/email/configure-email-accounts/about-system-email-accounts page In Visma Net, you can configure and manage system email accounts by using the System email accounts (SM204002) window. 2026-02-19T17:09:06+01:00 # About system email accounts In Visma Net, you can configure and manage system email accounts by using the System email accounts (SM204002) window. For more information: [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/). In Visma Net, you can configure and manage system email accounts by using the [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) window. You can create as many accounts as you may need, each serving a different purpose, for instance, one account for communications with your customer support department, and another account for sending newsletters. For each system email account, you specify the outgoing mail server, the incoming mail server (optional), and the protocol to be used. Also, you must specify ports, login information for servers of both types, and the type of encrypted connection (if required by the server). For any system account, you can enable processing of incoming mail and select processing options that define how emails received to the account should be processed, such as whether to create a case for each email message or a new lead record (for details, see: [About processing incoming mail](/visma-net-erp/help/email/configure-email-accounts/about-processing-incoming-mail/)). Also, you can specify the types of attachments that are permitted, if attachments are permitted at all. You can allow the deletion of processed emails or forbid it (if your organisation requires emails to be kept for a particular period of time, for instance). If needed, you can set up automatic confirmation of received emails or automatic replies to unassigned emails. To make it faster for users to select a system email account for sending emails in the related windows, you can select one of the system accounts as the default system email account by using the [Email preferences (SM204001)](/visma-net-erp/help/email/email-windows/email-preferences-sm204001/) window. If a user has access to system email accounts, the user can select one of these accounts as this user's personal default email account by using the **Email settings** tab of the [User settings (SM203010)](/visma-net-erp/help/management/management-windows/user-settings-sm203010/) window. [Create a system email account](/visma-net-erp/help/email/configure-email-accounts/create-a-system-email-account/)

Related pages

Tasks

Windows

 Define email preferences /visma-net-erp/help/email/configure-email-accounts/define-email-preferences section You can use this window to view the existing system email accounts, and to select a default system email account. 2026-02-19T17:09:06+01:00 # Define email preferences You can use this window to view the existing system email accounts, and to select a default system email account. You can also define how many times the system attempts to resend the emails before their status is changed to **Failed**. 1. Go to the [Email preferences (SM204001)](/visma-net-erp/help/email/email-windows/email-preferences-sm204001/) window. 1. In the **Default email account** field you select the account you want to use as the default system account for sending and receiving emails. You can also setup the default system account in the [Email](/visma-net-erp/getting-started/assisted-setup/email/) window. 1. In the **Archive emails** field, you define which sent emails you want to archive. The options are **None** and **older than 0, 3, 6, 9** and **12 months**. **None** disables the automatic archiving of e-mails depending on their age. 1. In the **Automatic resend attempts** field, you define the number of times the scheduled processing for an email can fail before its status changes from **Pending processing** to **Failed**. However, if a critical error occurs on the mail server, or if you run the processing manually, the system will ignore this setting. The number of automatic resend attempts is set to 0 by default. 1. In the **Email template password changed** field, you select the notification email template you want to use in order to send the email that provides a user with a new password after a change has been requested. In the table in the lower part of the window, you can view the existing system email accounts, and their basic details. To create new accounts, use the [System email accounts](/visma-net-erp/help/email/configure-email-accounts/system-email-accounts/) window that is displayed when you click ![icon-add](/media/visma-net-erp/icon-add.png) in the table toolbar. Create a system email account /visma-net-erp/help/email/configure-email-accounts/create-a-system-email-account section By using the System email accounts (SM204002) window, you can create an email account to send and receive emails through Visma Net. 2026-02-19T17:09:06+01:00 # Create a system email account By using the System email accounts (SM204002) window, you can create an email account to send and receive emails through Visma Net. For more information: [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/). By using the [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) window, you can create an email account to send and receive emails through Visma Net. You can create as many system email accounts as you need and can even use an individual account for each specific purpose, but only one account can be set up as the default system email account to be used for sending automatic emails. 1. Go to the [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the top part of the window, do the following: 1. In the **Email account ID** field, type the name of the system email account. 1. In the **Email address** field, type the email address of the account that will be used as a system email account. 1. Optional: In the **Reply address** field, type the email address that will be used for automatic replies. 1. On the **Servers** tab, do the following: 1. In the **Incoming email protocol** field (in the **Server information** section), select the protocol to be used to connect to the incoming server. If you have selected the **IMAP** protocol, in the **Root folder (on server)** field, you need to type the path to the folder that will be used as the root folder for storing emails. 1. In the **Incoming email server** field, type the name of the server that will be used to receive emails. 1. In the **Outgoing email server** field, type the name of the server that will be used to send emails. 1. In the **Username** field (in the **Login information** section), type the name of the email account that will be used as a system email account. 1. In the **Password** field, type the password to the specified email account. 1. On the **Advanced settings** tab, do the following: 1. If the outgoing server requires additional authentication, in the **Security** section, select the **My outgoing server requires authentication** check box. 1. If the system needs to use certain credentials to access the outgoing server, specify the following information: + **Log in using**: Selected + **Username**: The name of the account through which the system will access the outgoing server + **Password**: The password to the account If you leave the **Log on using** check box cleared, the credentials that you have specified for the incoming mail server will be used for authentication on the outgoing server. 1. If the server should validate the **From** values of outgoing emails, select the **My outgoing server validates the 'From' field** check box. 1. In the **Incoming server port (POP3/IMAP)** field in the **Server port numbers** section, type the number of the port to be used for incoming mail. 1. If SSL connection to the incoming server is required, select the **Incoming server requires encrypted connection (SSL)** check box. 1. In the **Outgoing server port (SMTP)** field, type the number of the port to be used for outgoing mail. 1. In the **Outgoing server encrypted connection**, select the protocol to be used by the outgoing mail server. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png), and then click **Test** to test the email account settings. If the testing fails, you may have to check the security settings of the account that you want to use as the system email account. If the system email account has been configured correctly, the testing process completes successfully, which is indicated by a green check mark that appears next to the **Actions** menu. ## Set up the default system email account 1. Go to the [Email preferences (SM204001)](/visma-net-erp/help/email/email-windows/email-preferences-sm204001/) window. 1. In the **Default email account** field, select the system email account that you want to be used for sending automatic emails. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). Now all emails sent on behalf of Visma Net will be sent from this address.

Related pages

Concepts

Windows

 System email accounts /visma-net-erp/help/email/configure-email-accounts/system-email-accounts section 2026-02-19T17:09:06+01:00 # System email accounts 1. Go to [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) 1. In the **Email account ID** field, enter the ID of the new system email account. 1. In the **Email address** field, enter the email address of the account. 1. On the **Servers** tab, enter the **Outgoing mail server**. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png).

Related pages

Tasks

 Set up the reply email address /visma-net-erp/help/email/configure-email-accounts/set-up-the-reply-email-address page 2026-02-19T17:09:06+01:00 # Set up the reply email address 1. Go to the [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) window. 1. In the **Reply address** field, enter your email address. 1. Click **Save**. Change system email address /visma-net-erp/help/email/configure-email-accounts/change-system-email-address section 2026-02-19T17:09:06+01:00 # Change system email address 1. Go to [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) 1. Select the **email account ID** whose email address you want to change. 1. In the **Email address** field, write the new email address from which system emails will be sent. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png).

Related pages

Tasks

 Define email preferences (SM204001) /visma-net-erp/help/email/configure-email-accounts/define-email-preferences-sm204001 section You can use this window to view the existing system email accounts, and to select a default system email account. 2026-02-19T17:09:06+01:00 # Define email preferences (SM204001) You can use this window to view the existing system email accounts, and to select a default system email account. You can also define how many times the system attempts to resend the emails before their status is changed to **Failed**. 1. In the **Default email account** field you select the account you want to use as the default system account for sending and receiving emails. You can also setup the default system account in the [Email](/visma-net-erp/getting-started/assisted-setup/email/) window. 1. In the **Archive emails** field, you define which sent emails you want to archive. The options are **None** and **older than 0, 3, 6, 9** and **12 months**. **None** disables the automatic archiving of emails depending on their age. You can also archive selected emails in the [Archive sent emails](/visma-net-erp/help/email/manage-emails/archive-sent-emails/) window. 1. In the **Automatic resend attempts** field, you define the number of times the scheduled processing for an email can fail before its status changes from **Pending processing** to **Failed**. However, if a critical error occurs on the mail server, or if you run the processing manually, the system will ignore this setting. The number of automatic resend attempts is set to 0 by default. 1. In the **Email template password changed** field, you select the notification email template you want to use in order to send the email that provides a user with a new password after a change has been requested. In the table in the lower part of the window, you can view the existing system email accounts, and their basic details. To create new accounts, use the [System email accounts](/visma-net-erp/help/email/configure-email-accounts/system-email-accounts/) window that is displayed when you click ![icon-add](/media/visma-net-erp/icon-add.png) in the table toolbar. About processing incoming mail /visma-net-erp/help/email/configure-email-accounts/about-processing-incoming-mail page In Visma Net, you can activate automatic processing of incoming emails individually for each system email account. 2026-02-19T17:09:06+01:00 # About processing incoming mail In Visma Net, you can activate automatic processing of incoming emails individually for each system email account. In Visma Net, you can activate automatic processing of incoming emails individually for each system email account. Only the emails received by the system accounts can be processed. The basic functionality, which requires no additional configuration, includes forwarding incoming emails to employees based on the email history tracked by the system. Depending on your business, the mail you receive through Visma Net may consist of requests for information, emails related to customer contracts, or emails received from contacts as replies to emails sent during specific marketing campaigns. You can configure incoming mail processing so that based on an incoming email, the system creates a case, a lead, or an activity associated with an existing lead or contact, and attaches the email to the created entity as a related activity. You can configure the processing of incoming mail differently on each of the system email accounts. You can also specify an email assignment map, which the system will use when it cannot assign incoming emails based on email history. ## Activation of incoming mail processing For each system account, you can choose whether to activate the processing of incoming emails. You can activate it by selecting the required account in the [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) window, and then selecting the **Activate incoming mail processing** check box on the **Incoming mail processing** tab. Before you activate this processing, make sure that email addresses are specified for all employees in either the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window or the [Users (SM201010)](/visma-net-erp/help/access-management/user-security/user-security-windows/users-sm201010/) window. ## Stages of automatic processing The system processes incoming emails by using a built-in scenario that can be divided into two major parts: the basic part, which is executed whenever processing is enabled for the account; and the optional part, which you can tailor to fit your needs. The basic part includes forwarding incoming emails to employees based on the email history tracked by the system. The optional part includes the following stages, which you can configure by using the **Incoming mail processing** tab of the [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) window: + **Initial processing**: You can configure the system to confirm the receipt of incoming emails by sending replies based on specific templates. + **Main processing**: You can select options corresponding to any of the following actions: + Create a new case for each processed email and attach the email to the case as a related activity. + Attach each processed email to the business account or contact related to the email exchange. + Reply to unassigned emails by using a specific template. + **Final processing**: You can decide whether the system should remove processed messages and whether it should add available source information to the bottom of each processed email. Generally, the subjects for outgoing mass emails are system-generated and contain values from particular contact records, cases, and activities that will help later with processing replies to the emails if addressees do not change the email subjects.

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Tasks

Windows

 Manage emails /visma-net-erp/help/email/manage-emails section Visma Net provides email management functionality where users can use their favourite email programs for communication with customer contacts, and use their personal email accounts if these email addresses are registered with the system. 2026-02-19T17:09:06+01:00 # Manage emails Visma Net provides email management functionality where users can use their favourite email programs for communication with customer contacts, and use their personal email accounts if these email addresses are registered with the system. You should specify the user's personal email account in the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window, the [Users (SM201010)](/visma-net-erp/help/access-management/user-security/user-security-windows/users-sm201010/) window, or both windows. If incoming mail processing is activated for a system email account, before the system forwards incoming emails to a specific employee, it checks whether the employee has an email address specified in the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window; if there is no such address, the system uses the email address specified in the [Users (SM201010)](/visma-net-erp/help/access-management/user-security/user-security-windows/users-sm201010/) window. In the [User settings (SM203010)](/visma-net-erp/help/management/management-windows/user-settings-sm203010/) window, you can create a signature, which will be inserted at the end of each email this user sends. The **Email settings** tab provides a text box and a toolbar with tools to format the text of the signature. In the windows used for creating emails, personal email addresses are available for selection to only their owners. Users can use templates for their emails or set up automatic notifications based on specific templates. For details, see: [About notification templates.](/visma-net-erp/help/email/manage-emails/about-notification-templates/) For each system email account, you can manually initiate the processes of sending and receiving mail, or you can set up an automatic schedule for these processes. Also, you can suspend sending and receiving emails for all system email accounts at once. For more info, see: [About mail sending and receipt.](/visma-net-erp/help/email/manage-emails/about-mail-sending-and-receipt/) To prevent the system from slowing down due to a large number of emails, both incoming and outgoing, accumulated over a long time, you can archive processed emails. For details, see: [About email archiving.](/visma-net-erp/help/email/manage-emails/about-email-archiving/) About email archiving /visma-net-erp/help/email/manage-emails/about-email-archiving page Over time, system email accounts may accumulate an extremely large number of emails, both incoming and outgoing, which may result in considerable system slowdown, especially if incoming mail processing has been enabled for these accounts. 2026-02-19T17:09:06+01:00 # About email archiving Over time, system email accounts may accumulate an extremely large number of emails, both incoming and outgoing, which may result in considerable system slowdown, especially if incoming mail processing has been enabled for these accounts. In Visma Net, you can archive emails that are too old to be relevant. In the [Email preferences (SM204001)](/visma-net-erp/help/email/email-windows/email-preferences-sm204001/) window, you can enable email archiving by specifying the minimum age of emails to be archived. The actual archiving is performed when you apply this setting to a particular system email account by executing the **Send all**, **Receive all**, or **Send/receive all** action, which you can do on any of the following windows: + [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/): In this window, you can process only one email account at a time. + [Send and receive email (SM507010)](/visma-net-erp/help/email/email-windows/send-and-receive-email-sm507010/): In this window, you can process multiple email accounts at once. + [Automation schedules (SM205020)](/visma-net-erp/help/automation/automation-windows/automation-schedules-sm205020/): You can use this window to create an automation schedule for the Send and receive email window so that you can regularly process the selected email accounts. For details, see: [Create a send and receive email schedule](/visma-net-erp/help/email/manage-emails/create-a-send-and-receive-email-schedule/). Only emails that have the **Processed** status can be archived. After the archiving process is completed, the archived emails disappear from the lists in the Incoming (CO409000) and [Sent emails (CO409080)](/visma-net-erp/help/email/email-windows/my-sent-emails-co409080/) windows. Thus, archived emails do not get in your way when you are browsing through incoming or outgoing emails, although you still can search for an archived item, or even perform regular actions, such as **Reply** or **Forward**, on it. Regardless of the settings specified in the [Email preferences (SM204001)](/visma-net-erp/help/email/email-windows/email-preferences-sm204001/) window, you can use the **Archive** action in the window toolbar of the Incoming (A) and Sent emails windows to archive selected emails at any time. Also, you can archive any email that has the **Processed** status by opening it in the [Send (CR306015)](/visma-net-erp/help/common-settings/common-settings-windows/send-cr306015/) window and using the **Archive** action in the window toolbar. After it has been archived, an email associated with a particular entity remains listed on the**Activities**tab of the respective data entry window. Also, if time tracking has been enabled for this email, the invoiceable time spent on this email (if any) will be invoiced to the customer even if the email has been archived. An archived email can be restored from the archive. When it has been restored, the email is again listed in the Incoming (CO409000) and Sent emails window, depending on whether it is an incoming or outgoing email; the status of the email changes back to **Processed**. You can restore an individual email by opening it in the [Send (CR306015)](/visma-net-erp/help/common-settings/common-settings-windows/send-cr306015/) window and clicking **Actions** title="and then" class="gui"> - **Restore from archive** in the window toolbar. About mail sending and receipt /visma-net-erp/help/email/manage-emails/about-mail-sending-and-receipt page To initiate the sending of outgoing emails, use the Send and receive email (SM507010) window. 2026-02-19T17:09:06+01:00 # About mail sending and receipt To initiate the sending of outgoing emails, use the Send and receive email (SM507010) window. For more information: [Send and receive email (SM507010)](/visma-net-erp/help/email/email-windows/send-and-receive-email-sm507010/). To initiate the sending of outgoing emails, use the [Send and receive email (SM507010)](/visma-net-erp/help/email/email-windows/send-and-receive-email-sm507010/) window. To send the emails selectively, use the [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/) window. Once the system accounts are configured, you can use the [Send and receive email (SM507010)](/visma-net-erp/help/email/email-windows/send-and-receive-email-sm507010/) window to initiate the receipt of incoming emails and schedule the operations of sending and receiving mail. To process selected incoming and outgoing emails, use the [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/) window. To allow the system to automatically resend outgoing emails whose processing has failed, you can use the **Automatic resend attempts** setting in the [Email preferences (SM204001)](/visma-net-erp/help/email/email-windows/email-preferences-sm204001/) window. This setting defines 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 (that is, an error whose code starts with 5, such as 550) occurs on the mail server or if you run the processing manually. You can suspend the operations of sending and receiving emails for all system email accounts at once by selecting the **Suspend email processing** check box in the [Email preferences (SM204001)](/visma-net-erp/help/email/email-windows/email-preferences-sm204001/) window. You may need to do this if you have troubles with your mail servers and need to suspend all operations on these servers to diagnose the problem. [Create a send and receive email schedule](/visma-net-erp/help/email/manage-emails/create-a-send-and-receive-email-schedule/)

Related pages

Tasks

Windows

 Archive sent emails /visma-net-erp/help/email/manage-emails/archive-sent-emails page 2026-02-19T17:09:06+01:00 # Archive sent emails 1. Go to window [Sent emails (CO409080)](/visma-net-erp/help/email/email-windows/my-sent-emails-co409080/). 1. In the overview, select the check box in front of the emails you want to archive. 1. In the **Actions** drop-down list, select **Archive**. The system archives all the selected emails.

Related pages

Tasks

 Create a send and receive email schedule /visma-net-erp/help/email/manage-emails/create-a-send-and-receive-email-schedule section 2026-02-19T17:09:06+01:00 # Create a send and receive email schedule 1. Go to the [Send and receive email (SM507010)](/visma-net-erp/help/email/email-windows/send-and-receive-email-sm507010/) window. 1. In the **Action** field, select **Send/receive all**. 1. On the window toolbar, click **Schedules** ![icon-scheduler](/media/visma-net-erp/icon-scheduler.png) > **Add**. This opens the [Automation schedules (SM205020)](/visma-net-erp/help/automation/automation-windows/automation-schedules-sm205020/) window as a pop-up. 1. In the **Description** field, type a brief description of the schedule, such as Send and receive email schedule. 1. On the **Details** tab, select the following settings: + **No execution limit**: Selected + **No expiration date**: Selected 1. On the **Schedule** tab, specify the following settings (assuming, as an example, that a daily schedule is best for optimal response time): 1. In the **Schedule type** section, select **Daily** for the schedule to be executed every day. 1. In **Schedule details** section, in the **Next execution date** field, select the current date. 1. In the **Every** field, type 1 **Day(s)**. 1. In the **Execution time** section, in the **Every** field, type the interval between successive sessions of schedule execution in hours and minutes, for example, type 00:05 to execute the schedule every five minutes. 1. On the **Filter values** tab, add a row in the table with the following settings: 1. **Active**: Selected 1. **Field name**: **Action** 1. **Relative**: Cleared 1. **Value**: **Send/receive all** 1. **Ignore error**: Cleared 1. Click **Save and close** on the window toolbar to apply the settings.

Related pages

Concepts

Windows

 Filter sent emails /visma-net-erp/help/email/manage-emails/filter-sent-emails section 2026-02-19T17:09:06+01:00 # Filter sent emails 1. Go to window [Sent emails (CO409080)](/visma-net-erp/help/email/email-windows/my-sent-emails-co409080/). 1. Click the ![icon-filter](/media/visma-net-erp/icon-filter.png) icon. 1. In the **Filter settings** dialog box, click ![icon-add](/media/visma-net-erp/icon-add.png) to add a line. 1. Under **Property**, click the field to activate the drop-down list. 1. Select your search criterion from the drop-down options. 1. Repeat these steps for the **Condition** field. 1. In the **Value** field, enter text that will narrow down your search. 1. Click **OK**. 1. To remove the filter, click ![icon-remove](/media/visma-net-erp/icon-remove.png) in the **Filter applied** field. If this is a filter you will be using several times, click **Save** and enter the name of the filter in the dialog box. You can enter an additional line in your filter by clicking ![icon-add](/media/visma-net-erp/icon-add.png), and select again for **Property** and **Condition**.

Related pages

Tasks

 Forward or reply to sent emails /visma-net-erp/help/email/manage-emails/forward-or-reply-to-sent-emails page 2026-02-19T17:09:06+01:00 # Forward or reply to sent emails 1. Go to window [Sent emails (CO409080)](/visma-net-erp/help/email/email-windows/my-sent-emails-co409080/). 1. In the overview, select the check box in front of the email you want to reply or forward. 1. In the **Actions** drop-down list, select **Reply**, **Reply all**, or **Forward**. 1. In the **Email activity** dialog box, add and/or change the details and enter the email address to which you want forward the message. 1. Click **Send**.

Related pages

Tasks

 Search for sent emails /visma-net-erp/help/email/manage-emails/search-for-sent-emails page 2026-02-19T17:09:06+01:00 # Search for sent emails 1. Go to window [Sent emails (CO409080)](/visma-net-erp/help/email/email-windows/my-sent-emails-co409080/). 1. In the **Search** field, enter the information you want to find. For example: text in the **Subject** field of the email, or a part of the email address. 1. Click the **Search** button. The emails matching your search criteria are displayed in the window. Add an attachment to a pending email /visma-net-erp/help/email/manage-emails/add-an-attachment-to-a-pending-email section 2026-02-19T17:09:06+01:00 # Add an attachment to a pending email 1. Go to [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/). 1. In the **Account** field, click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select an account. The email account that has been created by the system is by default shown here. 1. In the **Assigned to** field, you either select the **Me** check box, or click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select someone else that is assigned to the email. 1. In the **Subject** column, click the link to the email to which you want to attach a file. 1. In the **Email activity** window, click **Files**. 1. Click **Browse...** 1. In the **Choose File to Upload** dialog box, select a file and click **Open**. 1. In the **Files** window, click **Upload**. 1. Click ![icon-remove](/media/visma-net-erp/icon-remove.png). 1. In the **Email activity** window, click **Actions** and select **Process** to send. Add a recipient address to a pending email /visma-net-erp/help/email/manage-emails/add-a-recipient-address-to-a-pending-email section 2026-02-19T17:09:06+01:00 # Add a recipient address to a pending email 1. Go to window [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/). 1. In the **Account** field, click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select an account. The email account that has been created by the system is by default shown here. 1. In the **Assigned to** field, you either select the **Me** check box, or click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select someone else that is assigned to the email. 1. In the **Subject** column, click the link to the corresponding email you want to edit. 1. In the **Email activity** window, click **Actions** and select **Cancel sending**. 1. In the **Cc** field, click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select a new email address, or manually enter one. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png) or **Save and close**, or click **Send** to email it. Change the recipient address for a pending email /visma-net-erp/help/email/manage-emails/change-the-recipient-address-for-a-pending-email section 2026-02-19T17:09:06+01:00 # Change the recipient address for a pending email 1. Go to window [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/). 1. In the **Account** field, click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select an account. The email account that has been created by the system is by default shown here. 1. In the **Assigned to** field, you either select the **Me** check box, or click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select someone else that is assigned to the email. 1. In the **Subject** column, click the link to the corresponding email for which you want to change the recipient email address. 1. In the **Email activity** window, click **Actions** and select **Cancel sending**. 1. In the **To** field, click ![icon-remove](/media/visma-net-erp/icon-remove.png) to remove the existing email address. 1. In the **To** field, click ![icon-select](/media/visma-net-erp/icon-select.jpg) to find a new email address, or manually enter one. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png) or **Save and close**, or click **Send** to send the email. Change a scheduled dispatch of pending emails /visma-net-erp/help/email/manage-emails/change-a-scheduled-dispatch-of-pending-emails section 2026-02-19T17:09:06+01:00 # Change a scheduled dispatch of pending emails 1. Go to window [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/). 1. Click ![icon-scheduler](/media/visma-net-erp/icon-scheduler.png) and select **Add**. 1. In the **Automation schedules** window that opens, check that **Pending emails** is selected in the **Window ID** field. 1. Make your changes in the upper part of the window, and also underneath the **Dates** and **Hours** tabs. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). Delete a pending email /visma-net-erp/help/email/manage-emails/delete-a-pending-email section 2026-02-19T17:09:06+01:00 # Delete a pending email 1. Go to window [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/). 1. In the **Account** field, click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select an account. The email account that has been created by the system is by default shown here. 1. In the **Assigned to** field, you either select the **Me** check box, or click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select someone else that is assigned to the email. 1. In the **Subject** column, click the link to the corresponding email you want to delete. 1. In the **Email activity** window, click **Actions** and select **Cancel sending**. 1. Click ![icon-delete](/media/visma-net-erp/icon-delete.png). 1. Confirm that the current record will be deleted. 1. Press **F5** to refresh the window. You will now see that the e-mail has been deleted. Send pending emails /visma-net-erp/help/email/manage-emails/send-pending-emails section 2026-02-19T17:09:06+01:00 # Send pending emails 1. Go to window [Pending emails (SM507000)](/visma-net-erp/help/email/email-windows/pending-emails-sm507000/). 1. In the **Account** field, click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select an account. The email account that has been created by the system is by default shown here. 1. In the **Assigned to** field, you either select the **Me** check box, or click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select someone else that is assigned to the email. 1. Click the check box on the row for the email you want to send. 1. Click **Process**. 1. To send **all** emails in this view, click **Process all**. 1. Press **F5** to refresh the window. You will now see that the email or emails you sent are no longer visible in this window. About notification templates /visma-net-erp/help/email/manage-emails/about-notification-templates page You can configure Visma Net to automatically send template-based emails to users on different occasions. 2026-02-19T17:09:06+01:00 # About notification templates You can configure Visma Net to automatically send template-based emails to users on different occasions. You can configure Visma Net to automatically send template-based emails to users on different occasions. For example: A new user may receive an email with the user credentials to be used to access the system, or a user can receive a notification that a document has been approved and needs further processing. Also, you can use template-based emails in mass mailings. For an example of a notification template for notifications on changes in case contents made through Self-service portal, see: [Add a notification template for changes in case contents](/visma-net-erp/help/email/manage-emails/add-a-notification-template-for-changes-in-case-contents/). In addition to the standard set of templates that comes with Visma Net, you can create new templates for notifications or emails by using the [Notification templates](/visma-net-erp/help/email/email-windows/notification-templates-sm204003/) window. In the [Email preferences](/visma-net-erp/help/email/email-windows/email-preferences-sm204001/) window, you can set the default templates for welcoming new users and for helping users with login and password recovery. 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, in the [Notification templates](/visma-net-erp/help/email/email-windows/notification-templates-sm204003/) window. [Add a notification template for changes in case contents](/visma-net-erp/help/email/manage-emails/add-a-notification-template-for-changes-in-case-contents/)

Related pages

Tasks

Windows

 Add a notification template for changes in case contents /visma-net-erp/help/email/manage-emails/add-a-notification-template-for-changes-in-case-contents section To add a notification template to informing case owners about customers adding comments or attaching files to cases, you use the Notification templates (SM204003) window. 2026-02-19T17:09:06+01:00 # Add a notification template for changes in case contents To add a notification template to informing case owners about customers adding comments or attaching files to cases, you use the Notification templates (SM204003) window. For more information: [Notification templates (SM204003)](/visma-net-erp/help/email/email-windows/notification-templates-sm204003/). After you added the notification template, you register the template on **Self-service portal** to automatically send emails to case owners. This topic describes how you can add simple notification template for informing a case owner of additions to their cases. ## Add a notification template for activities in cases 1. Go to the [Notification templates (SM204003)](/visma-net-erp/help/email/email-windows/notification-templates-sm204003/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the **Notification ID** field, enter the name of the notification. 1. In the **From** field, select the system email account to be used to send emails. 1. In the **To** field, select the case owner. Type ( (Case.OwnerID.Email) ) or select the necessary option in the list. 1. In the **Subject** field, type the subject of the email, and add the case ID. Type ( (Case.CaseCD) ) or select the necessary option in the list. 1. In the text area, enter the email text and add the contents of the change. Do the following: + Enter the text of the email. + Add the subject of the customer comment. Type ( (ActivitiesSelect.Subject) ). + Add the contents of the case change to the email body. Type ( (Activities.Body) ). 1. Click ![icon-save](/media/visma-net-erp/icon-save.png).

Related pages

Concepts

Windows

 Change notification template body text /visma-net-erp/help/email/manage-emails/change-notification-template-body-text section 2026-02-19T17:09:06+01:00 # Change notification template body text 1. Go to window [Notification templates (SM204003)](/visma-net-erp/help/email/email-windows/notification-templates-sm204003/). 1. In the **Notification** field, click ![icon-select](/media/visma-net-erp/icon-select.jpg), and select the notification whose body text you want to change. 1. In the lower part of the window, edit the existing text. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). 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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 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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 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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