Email - set up of the SMTP email module

Owned by Hauke Gulich
Last updated: Mar 11, 2024 by Bärbel Neitzel
5 min read

 

Contents

 

Function in the order

Set up Authorization objects

We recommend to configure authorizations for the signatures, which ensures that they are used in accordance with clearly-defined rules.

Authorization object

Authorization

Authorization object

Authorization

MAILHTML

Allows usage of the HTML mode.
With this authorization object, the email module automatically starts in the HTML mode.

You can switch to the text mode at any time.
This authorization object does not require the activation of the checkboxes Create, Edit, Print and Display.

The following applies to the authorizations listed below:

These checkboxes control authorization functions in the email module:

  • Create allows the user to create and save a signature.

  • Edit allows the user to edit a signature.

  • Print does not have a function.

  • Display allows the user to select and use an existing signature.

Authorization object

Authorization

Authorization object

Authorization

MAILSIGNGLB

Ccreate and edit the global signature.

The global signature should be entered once per client.

MAILSIGNSTD

Create and edit one standardsignature per employee.

The standard signature can be created if you require an alternative to the global signature.

Registry keys

When started, CargoSoft checks the global and user's signature for the following keys from the registry: HKEY_CURRENT_USER\SOFTWARE\MMI\SEESPED\Applikation\ClientType.

  • In case of WIN, the character sequence must be entered here: HKEY_LOCAL_MACHINE\SOFTWARE\MMI\SEESPED\Formgen\Signatur\

  • In case of CITRIX, the character sequence must be entered here: HKEY_CURRENT_USER\SOFTWARE\MMI\SEESPED\Formgen\Signatur\

Create and save signatures 

The signatures can be recorded as global signatures for all users or individual signatures per user.

For the signatures you can use free texts and elements from the signature kit.

Currently only the functions Global Signature and Standard Signature (employee) are available.

Click the icon Edit signature to open the new mask.

image-20240311-155332.png

     

  • If you have not yet entered a signature, you can make the corresponding entries in the text field in the lower section of the mask.
    You can either enter a free text or use placeholders and text modules.

  • If you would like to edit an existing signature, select it via double click or click the icon Edit signature to switch to the edit mode.

  • Save the signatures by clicking on the respective Save icon (global signature or standard signature) in the toolbar.

    image-20240311-155415.png

  • Close the edit mode by clicking on the icon Leave signature in the menu bar.

Rules for the email subject

You can also define rules for email subjects.

These rules can either apply to a specific documents or apply in general for all created documents and those that have been sent to the email module.

Configuration in forms

  • Basic data ADMIN → FORMS → FORMS contains the field Email subject.
    Double click to open a list of modules for the subject.

  • You can select one object or multiple objects (with the CTRL key). Click Accept.


    Placeholders are inserted in square brackets: image-20240311-155607.png

    You can also enter free text.
    Save after you have made the necessary modifications.
    For this document, the email subject is pre-assigned accordingly when using the function Send to: Email.

Configuration in the branch

Basic data COMPANY → BRANCHES → Address data tab in BRANCHES contains the fields Prefix and Email subject.

  • The field Email subject works just as described above.

  • In the Prefix field you can enter a prefix for the subject.
    The prefix is always prepended to the subject.
    The prefix from the branch can also be used in forms.

If you transmit a document to the email module via Send to: Email, the program first checks whether a specific rule for the document has been recorded in ADMIN → FORMS → FORMS .

→ If not, the rule from the branch basic data takes effect. This applies to all documents that do not have their own rule.

Additional information

  • If you do not define a rule in the company basic data or in the forms, the old function with the preallocation of the file number will take effect.

  • If you select multiple documents and transmit them to the email module, the system also queries multiple rules and makes the corresponding preallocations.

  • The maximum subject length is 100 characters.

  • In case of multiple documents the prefix is only entered once.

  • Please note the language settings for the forms.
    In the form generator every report has a standard language.
    This language can be changed in the order on the Addresses sub tab in the Forms tab in the order.

Rule system for the file names of email attachments

The rules for the names of file attachments can be configured just like those for the email subject.

The corresponding fields in the Branch basic data are:

  • Prefix (in combination with the email subject)

  • Email file rule

The corresponding field in the Forms basic data:

  • Email file rule

Rule system for the email salutation

In basic data ADMIN → FORMS → FORMS you can add a text module for the email salutation into the field Email text module.

This text module is entered into the first like of the email mask.

Encryption

The email dispatch via SMPT can be encrypted with SSL or TLS.

The type of encryption is usually selected automatically.

If not, you can enter the correct type in the Encryption field in COMPANY → MAIL.

UTF-8 characters in the text and HTML editor

In the email module supports all UTF8 characters (e.g. Chinese). The characters are not converted into placeholders.

To return to the previous ANSI code, please record the key [EDITOR_ENCODING] with value [EncodingAnsi!] in the global settings table.