Email Setup

Any person with a linked email will be available in the email list.  The same is true for faxing.  Please note the email and fax systems have to be setup up properly for emails and faxes to work.

Overview

Naviteer includes the following email features:

Email or Fax any report as a PDF file.

oSome files are named automatically such as Sales Memo (more to come). 

Send Email is via SMTP (Simple Mail Transfer Protocol). 
Configuration options:

o
 

Email Groups (multiple recipients per group)

Email/Fax Templates can be created (subject and message specified) for:
 

o
 

Recipient selection for ANY valid email recipient including:

oCustomers

oSales Prospects

oCustomer and Sales Prospect contacts

oCustomer Ship To and Bill To contacts

oPrincipals

oVendors

oWarehouse Contact

oShipper Contacts

oSalespeople

oSystem Users

Setup

The send email configuration can be set in the Email defaults with an option to copy to all users or each user can have their own configuration.  Generally, the setup will be the same using the company’s www.company.com email setup.

Go here to set up email and fax:

When you save the defaults, you are asked:

There is also a Set Users button.   This does the same thing but the above keeps you from forgetting to propagate any changes to the system users.

The Auto Format Customer Order Email Subject option, if checked, has precedence over the Sales Memo Template subject (if template is specified).

Include myself as a recipient (user option):  Emails are sent via SMTP (not POP3 or IMAP (email client software)). Therefore, emails will not show up in the Sent folder of the user (in Outlook for example) so this option will include the user as a CC recipient for any report emailed from Naviteer.  They can then do whatever they want with the email such as move it to a folder called Naviteer Emails Sent.

Emailing Sales Memos

There is a new salesperson option:  Receive Customer Order Emails.

This will result in the Sales Memo being emailed to the salesperson specified for the customer, which is the default salesperson on the order (but can be changed).

In addition, the Sales Memo is automatically addressed to the Customer primary contact and Principal primary contact (if an email address is specified).

Sales Memo PDF files are automatically named and created in the client\reports folder.

From the report preview, select the Email/Fax PDF button (or Alt-E):

The order’s customer, principal and salesperson are recipients IF they have email addresses specified.

You can change anything in the recipient list by double clicking the column.

You can add from the top list contacts and you can manually enter a recipient and email address.

Click the button to show the final formatted email where the sender can specify the body, signature, etc.

This message is shown:

If the sender has a signature, it is inserted.

The subject is set per the system option or template specified.

Click the Send button to send.  It may take a few seconds depending on the PDF file size and SMTP server responsiveness.  Sent emails are recorded in the Sent Emails (Email menu) along with the file attachment, which they can view later. 

If the email is sent successfully, a message is shown.  If there is an error, it is shown.

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