Specific Email Text

This screen allows you to create and maintain Email Text for various Forms in Ostendo.   This Text will populate an Email whenever the respective ‘Form’ is emailed to a Customer or Supplier.  The Text can contain plain text or can also include data taken from the specific Form. (See later)

 

Entry and Display fields

 

Name: Select the specific form from the drop-down list.  The available forms are:

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Invoice

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Statement

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Sales Order

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Job Order

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Delivery Document

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Purchase Order

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Job Quote

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Sales Quote 

 

Email Subject: The content of this field will populate the Subject Line of the generated Email.  It can be plain text or can include fields from the database relevant to the document being sent. 

 

For example: If a ‘Purchase Order’ was to be emailed as an attachment to an Email then the available database fields for placing in this Text will come from the ‘Purchase Order’ Print Layout.  To view the fields that are available to a Purchase Order carry out the following:

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Click on File>Reporting Configuration>Report Layout Editor

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Select the specific report (in this example “Purchase Order”)

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‘Run’ the report to bring up the Report Layout

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Select ‘Report’ on the top toolbar and select ‘Variable’

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In the right-hand panel under ‘Data’ you will see all the fields

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Scroll until you see dataset MD_

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All the fields under that dataset are available for inclusion in the Email

 

Now, if a Purchase Order ‘PO34567’ had been created in Ostendo and the Purchase Order Number should appear in the Emails Subject Line then the format would be

 

Purchase Order [MD_."ORDERNUMBER"] is attached for your attention

 

Upon sending the Email the Subject Line in the Email would appear as:

 

Purchase Order PO34567 is attached for your attention

 

Note:

1.  The format of the field in the Subject Line is always [MD_."FIELDNAME"] where FIELDNAME is the name defined in the specific dataset.

2.  The available Forms all have their own MD_ dataset

 

A maximum of 200 characters of information including spaces can be entered into this field

 

Email Body: The content of this field will populate the main area of the generated Email.  This field may contain plain text plus the same database fields shown above.  There is no restriction to the number of characters that you can use in this field

 

Attachment Name: The content of this field will define the name given to any attachment (Invoice, Purchase Order, etc).  This field is limited to a maximum of 100 characters and may contain plain text plus the same database fields shown above.

 

Data Display Options

 

Field Position - On this screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Buttons

 

Close: This will close the Specific Email Text screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will send the cursor to a new line for entry of a new Specific Email Text record.

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the line was actioned or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: This removes the current highlighted Specific Email Text record.