Writing an Email

• Open a new email

  Mails or emails can be called up from the context of an event, an account or many other records. In this case, some details such as the recipient may already be prefilled. However, an email can also be created out of context and later linked to other records.

  1. Go to the  Communications tab on the function bar.
  2. Click on the dropdown triangle next to  Mail/Email, and select  New and your company, if applicable.
  3. When writing a mail from other records, click on  New >  Mail in the toolbar of the event, appointment, account etc.
  4. The  Text tab of the email will open.
  5. Any new communication defaults to the channel  Mail, unless a preference for email communication has been specified for the linked account or contact person. Select  Email instead.
• Use an email template

  Many emails have a similar structure or even the exact same wording. Using editable email templates can save time in these cases. Text templates are created and edited on the  Templates tab by users with administrative rights. Any changes made to an email which is based on a template will only affect that one email, not the template itself. If you select a text template that has been specifically created as an "Email template", the communication channel is also changed automatically.

  1. The use of text templates is encouraged by a picklist of available templates which is displayed whenever a new mail is created. That option can be discarded by selecting  Do not show again in the toolbar of the template window. This is a user setting and will not affect other users.
  2. Reverse that decision by going to the  Options tab, then select >  Hidden Messages > User settings > Emails: Skip template selection for new emails >  Restore default.
  3. To apply only the standard signature of your business or company but not a text template, click on  No template in the left-hand corner of the toolbar.
  4. Alternatively, open the list of templates directly by clicking on  Mail >  New from template.
  5. Insert a template into an open email at a later stage by double-clicking  Text template in the toolbar of the Text tab or by pressing F4.
  6. If you do not know the template code, click on  Text template >  Select from list to open a list of all available text templates.
  7. If you do not know the template code, click on  Text template >  Select from list to open a list of all available text templates.
  8. Select the template you want by double-clicking or click and  Confirm.
  9. Suitable templates are automatically suggested for emails that are opened in the context of an event or another record.
  10.  Save your changes.
• Specify a data use purpose

  To comply with GDPR requirements, you must specify the purpose of the use of personal data (address data) in all correspondence.

  1. In many text templates, the data use purpose is already preset but editable. Accounts can also have a default data use purpose.
  2. To specify a new or different data use purpose, select it from the drop-down list in the toolbar. Data use purposes are created exclusively on the  Administration tab by users with administrative rights.

  Note: When sending bulk emails, the system checks whether the processing purpose of the text template matches the processing purpose recorded in the recipient's account. Additional recipients (i.e. Cc or Bcc) are not checked, as the purpose here usually differs from the standard.

• Enter a recipient

  Existing accounts or contact persons can be selected as recipients. If a name does not yet exist in the database, a new account can be created on-the-fly from within the email. Emails can also be sent to addresses which have not been entered in the database.

  1. Enter the name or the first few letters of the name in the input field  Recipient and press Enter, or click on the Account icon.
     Note: Both options lead to the Accounts/Contacts "Search terms" field and will search numerous fields such as name, city, street, etc. The more letters you enter, the more accurate the search result will be. A combination of search terms (for name, city etc.) will also narrow down the search.
  2. A list of all matching accounts will open. The search is phonetic (German only), so it will also find names that sound similar but are spelt differently.
     Example: The search for "Kon" will return Koning, Gonzales, Conway.
  3. To find accounts that do not begin with the entered letter sequence, enter *Name .
     Example: The search for "*myer" will return Fitzmyer, Newmyer and Oldemayer.
  4. Select the account you want by double-click, or select and  Confirm.
  5. Select a contact person from the drop-down menu under the company name if applicable.
  6. Enter a name and press Enter to create a new account.
     1. If no such name is to be found in the database, select New account when prompted (Creating a new account).
     2. If similar names are offered for selection, do not select any of them, but click on  New in the toolbar to create the new account.
  7. If a mail is opened from another record (event, etc.), suitable accounts (organiser, delivery address, supplier etc.) will be offered for selection depending on the context. However, these can still be switched in the mail itself.
  8. Enter an unknown email address in the To field, if that address is not linked to any database account. The emails sent in this way can be searched for by activation the advanced search option  Mails >  Search > Emails filed w/o account.
• Add multiple recipients

  Additional recipients can be added spontaneously to an email.
  Note: Accounts listed in the To or Copy (Cc) field are visible to all other recipients. Recipients of blind copies (Bcc) are not visible to the other email recipients.

  1. Enter additional email addresses in the field To, Copy (Cc) and Blind copy (Bcc).
  2. Separate the accounts with semicolons (;).
  3. If necessary,  Enlarge the input field.

  Both accounts and contact persons with an email addresses as well as unknown email addresses can be entered in a  Recipient list.
  Note: When you switch to  Recipient list, additional email addresses can only be entered or selected on that list of recipients. The editable  Picklists for Cc and Bcc will be deactivated.

  1. Click on  New next to the input field To to open an empty  Recipient list.
  2. Fügen Sie über >   in der Datenbank vorhandene Adressen ein. Es werden nur solche Adressen angeboten, für die eine E-Mail-Adresse angegeben ist. ist.
  3. Click on  New > Email to insert a line for an unknown email address.
  4. Assign the accounts to the list of recipients, recipients of copies or of blind copies.

  Use  Distribution lists to communicate with groups of recipients who frequently need the same information. Distribution lists can be created for sending either emails or internal messages.
  Note: When you switch to  Distribution list, additional email addresses can only be entered or selected on the list of recipients. The editable  Picklists for Cc and Bcc will be deactivated.

  1. Click on  New >  Distribution list to select a distribution list.
  2. The emails in the distribution list are automatically transferred to the recipient list and retain the status (To, Cc, Bcc) that they have been assigned there.
  3. Create distribution lists on the  Communications tab.

  If the recipients of your emails vary, but you regularly want the same email addresses for copies or blind copies, enter them in an editable  Picklist .

  1. Click on  Favourites > Edit at the end of the Cc or Bcc input fields to create or change editable picklists.
  2. Enter the addresses you want here.
  3. Select the emails you want by double-click, or left-click while holding down the Ctrl key and  Confirm.
  4. Select the entire list by clicking on   Select all rows in the toolbar of the dialogue.
• Enter a subject

  The subject corresponds to the name of the email under which it is found in lists and search queries. Depending on the email template used, it may also be listed in the email itself.

  1. If you create an email from another record or if you use a template, the subject is often already prefilled.
  2. Enter a custom subject in the input field or select an entry from the expandable picklist. Add new, frequently used subject texts by clicking on Edit list.
  3.  Save save the new email under the recipient account.
• Enter the body text

  The input area for the mail itself is in the bottom half of the window on the Text tab. If you are not using a template, enter your text here. Maximise the view by clicking on  Enlarge input field at the top right-hand corner of the Text tab to hide the recipient details or by clicking on the   expand triangle in the top left-hand corner of the toolbar to collapse the entire toolbar including the formatting options.

  1. Go to the  Text tab.
  2. Enter your mail text, copy text from other documents or edit the template as needed.
  3. Format the text if necessary. In the toolbar, find the usual tools for formatting text and inserting style sheets, bookmarks, references, etc.
  4.  Save your changes.
• Open a separate cover letter

  An additional email cover letter can be created and the (template) text attached as a PDF document for quotes, contracts or special agreements.

  1. Click on  Cover letter in the toolbar of the email.
  2. A new tab  Cover letter will appear to the left of the  Text tab, and the content of the  Text tab will be sent as an attachment to that new email in the selected format (PDF, HTML, RTF).
  3. Either select another  Text template for the  Cover letter, or manually enter a text.
  4. If any text has been entered on the  Text tab before selecting  Cover letter, that text can be copied to the new cover letter.
     1. Select Copy to insert the identical text in both the email and the attachment.
     2. Select Move to cut and paste the existing text to the email instead of sending it as an attachment.
     3. Click on New cover letter to open a blank mail.
     4. To copy the text at a later stage, click on  Text in the toolbar of the  Cover letter tab.
  5.  Send the email by clicking on the icon in the top toolbar.
• Insert database references

  Any data contained in the Bp event database can be referenced in mail texts, depending on which other records (accounts, events) the mail is linked to.

  1. Click on  Insert database references in the toolbar to insert existing data from any of the available tables.
  2. Select the table you want to open a list of fixed and calculated fields or all available database references.
  3. Insert programmed or calculated  Fields by left-click. Multi-selection is not possible.
  4. Select other fields from the picklist by left-clicking (hold down the Ctrl key for multi-select), then  Confirm.
  5.  Save your changes.

  When the database entries referenced in the email are changed, these changes will also affect the email. Make a conscious decision on if and when to apply changes to your emails.

  1. Activate the Refresh references option below the subject line to update any referenced data on opening a saved email.
     Example: An email has been drafted but remains unsent awaiting approval. In the meantime, a phone number is changed in the master data. When the email is opened again for sending, the new number will appear.
  2. Untick Refresh references if you want to break the link to the original record and keep the values as they are. Make sure to break the links before sending the email, so that subsequent changes in the database do not affect the integrity of sent documents.
     Example: A quote is sent. The quoted prices need to stand even if the master data prices are changed subsequently.
  3.  Save your changes.
• Insert images

  Images from various sources can be inserted into the email.

  1.  Insert image in text or  Insert image on page by clicking on the expand triangle next to  Image in the toolbar.
     1. Select  Insert image in text if you want to link the image to a specific text passage.
     2. Select  Insert image on page if you want to place the image in a specific position on the page. page.
  2. Search for the image you want.
     1. Select  Load from hard drive if the image is stored externally. The Explorer window will open, double-click the image you want.
     2. Select  Load from clipboard if you have previously copied an image. Alternatively, use the Ctrl+V hotkey.
     3. Select Insert image and the filing location of the image for any images filed under other database records.
     4. For images from a connected camera, select Insert Image > Integrated Camera.
  3.  Optimise images for printing or filing if needed. Find further formatting options in the context menu of the image (right-click on the image).
  4.  Save your changes.
• Replace images

  Images saved under  Templates >  Gallery can be replaced in the text document. Whether the image was inserted on the page or in the text flow makes no difference at this point.

  1. Select the image in the mail and right-click.
  2. Select  Gallery >  Replace. A list of all other images from the Gallery that have either the same category 1 or 2 will open.
  3. Left-click the new image. The format of the new image will automatically be adjusted.
  4.  Save your changes.
• Insert Branded Prints lists

  The option of inserting lists/reports generated on the basis of the Branded Prints module is available exclusively for mail generated from events. An additional toolbar will appear in the  Text tab of the mail, which allows for inserting Branded Prints lists based on a specific event segment^M.

  1. Open an  event.
  2. Click on  New in the toolbar and select  Mail and a  Mail template.
  3. Left-click to place the cursor in a certain position in the text.
  4. Go to the  Text tab and select the event or event day from the drop-down list.
  5. Left-click  Branded Prints lists to open a list of the available tables and lists.
  6. Select the Segment you want and, if applicable, linked lists.
  7. The lists are inserted at the cursor position.
• Insert a link to an existing record

  Any record in the database can be linked to a new mail and opened by the recipients by double-click provided they have access to the same database.

  1. Place the cursor in a position in the text or select the text you want.
  2. Click on  Insert database reference >  Link. A list of all available tables sorted by the tabs of the function bar will open.
     Example:
     Search for a mail or email by clicking on  Communication >  Mail.
     Search for an event by clicking on  Home >  EventsEvents.
     Search for a payment by clicking on  Accounting >  Payments.
  3. Alternatively, open the list of available tables by right-clicking on the selected text.
  4. Click on  Search and select the document you want from the list of search results.
• Insert a link to a document stored in the database^M

  Any document filed under an existing record in the database can be linked to a new email and opened by the recipients by double-click, provided they also have access to the database.

  1. Place the cursor in a position in the text or select the text you want.
  2. Click on  Insert database reference >  Link. A list of all available tables sorted by the tabs of the function bar will open.
     Example:
     Search for a mail or email by clicking on  Communication >  Mail.
     Search for a document that has been filed under another record by clicking on  Templates >  Document packages.
     Search for a document that has been saved to a directory by clicking on  Home >  Directory objects.
  3. Alternatively, open the list of available tables by right-clicking on the selected text.
  4. In the search for document packages, the Filing location defaults to "Shared Documents". Click on the drop-down list to search in a different filing location.
     1. Select the table you want if you know the filing location of the document (account, event, etc.).
     2. Click on  Select all rows, if you assume that the document is in one of the tables offered for selection.
     3. Click on  Discard selection if you do not know the filing location and  Confirm.
  5. Click on  Search and select the document you want from the list of search results.
• Highlight text graphically

  There are several options in the toolbar to visually highlight text that is not already specially formatted in the template.

  1. Select the text by left-clicking and holding down the mouse button, then select in the toolbar:
     
     1.  Background colour: highlights the text with a yellow, green, red or blue background, custom colours are available.
     2.  Font colour, background colour and text effects: offers further options for text formatting such as font colour and font style
  2. Copy an existing style from one word or paragraph to another:
     1. Select a word or paragraph that is already formatted.
     2. Click on the dropdown triangle next to  Styles and select Copy styles.
     3. Then select the text to which the format is to be transferred and click on  >  Apply styles (text or paragraph styles as well as tab settings).
  3.  Save your changes.
• Check the spelling

  A spell check is available for text fields and text documents (mail, data sheets). Go to the  Aministration tab and select  Settings >  Company >  Settings > Languages > Dictionary.

  1. An automatic spell check is activated by default for all text fields, but can be deactivated in the  Options tab on the function bar under  Settings. If the cursor is positioned in a text field, all words that are not in the dictionary are marked with a red dotted line during automatic checking. A manual spell check is still available if the automatic check has been deactivated.
  2. Open the text document (mail, email) you want to check and position the cursor in the document or text field.
     Note: Spell check is not possible in either the preview or the HTML view.
  3. Press F7 or click on  Spell check.
  4. Alternatively, right-click on the word in question and select  Spelling.
  5. The words that are not in the linked dictionary are displayed one after the other in the dialogue window.
     1. If the word is correct, click on Learn to add the word to the dictionary.
     2. If the word is misspelt, double-click to select one of the suggested spelling versions or enter your own and click Replace or Always replace.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Write an email from within another record

  Emails can be sent directly from many records such as  Accounts or  Events . The selected account or the organiser account is automatically suggested as the recipient. However, this suggestion can be overwritten and changed.

  Write an email from within an  Account:

  1. Go to the  Account toolbar and select  New>  Mail and one of the suggested accounts or contact persons.
  2. Select a blank  Mail or a  Mail template.
  3. The email will be filed with the recipient account on saving.
  4. Click on  Send in the top toolbar.

  Write an email from within an  Event:

  1. Go to the  Event toolbar and select  New>  Mail.
  2. Select either a blank  New mail or the  Organiser account.
  3. Select either a blank  New mail or a  Text template.
  4. The email will be filed with the event and the recipient account on saving.
  5. Click on  Send in the top toolbar.