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.
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# 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.
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# 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.
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# 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
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# 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
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# 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**  > **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
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# 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.
1. In the **Filter settings** dialog box, click  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  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 , 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
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# 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
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# 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
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# 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  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  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 .
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
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# 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  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  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  to select a new email address, or manually enter one.
1. Click  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
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# 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  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  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  to remove the existing email address.
1. In the **To** field, click  to find a new email address, or manually enter one.
1. Click  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
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# 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  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 .
Delete a pending email
/visma-net-erp/help/email/manage-emails/delete-a-pending-email
section
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# 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  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  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 .
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
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# 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  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  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.
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# 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.
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# 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 .
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 .
Related pages
Concepts
Windows
Change notification template body text
/visma-net-erp/help/email/manage-emails/change-notification-template-body-text
section
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# 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 , 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 .