The Email Create screen allows you to send an email to this household/individual without having to run a report.
This is a good way to contact a single household/individual directly. It is also a good way to test the accuracy of the information entered in the Email field.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
Buttons on the screen…
Click Send to send the email.
Click Defaults to reset the fields to their default entries.
Click the Template button to continue to the Comment Code Management screen to select your Email Template Comment Code for emails generated from Household Update. Email Template Comments act as the "body" of your email. They can support plain text or HTML and can be used with standard VSI Graphical Email Templates, if desired.
Notes:
- If you enter text in the Email Body field and you have an Email Template Comment Code selected, then both will appear in the email that gets sent.
- Email Template Comment Codes are maintained in Comment Code Management. Type=Email Template.
- The Template is hidden on the Standard VSI Design and must be added using Custom Screen Design. Screen Title = "Email Create."
Click Cancel to return to the previous screen without sending the email.
SAEmailQUpdate_Tab1
From (SAEmailQ_EmailFrom)
You will not visit this field.
This field displays the email address listed in the Report "From" Email Address field on the Email Profile to which your User ID is linked.
DeleteTo (SAEmailQ_EmailTo)
Accept the default entry or overwrite with an alternate email address, if desired. The default entry will be the email address entered on the previous screen.
DeleteCc (SAEmailQ_EmailCC)
Enter a 'Carbon Copy' email address, if desired. One 'cc' email address only may be entered.
DeleteSubject (SAEmailQ_SubjectLine)
Enter the Subject line for your email. This is a mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
Delete(SAEmailQ_EmailBody)
Enter your email text in this field. The Text Field will accept to 30,000 alpha-numeric characters. There is a character counter on the lower right-hand corner of the screen.
Use the Formatting Icons across the top of the Text Field to manipulate your text as desired. Mouse-hover over the icons for definitions of their purpose. The Text Field is WYSIWYG (What You See Is What You Get) formatted.
Note: Formatting icons as displayed below are available only if your Email profile is set to Use HTML Email Body.
The Text Field always displays plain text when entering this screen. The Source < > icon can be used to toggle the Text Field between plain text and HTML code if desired.
Note: If opting to "Copy Cut and Paste" text from a pre-generated document then Vermont Systems highly recommends using .txt or .rtf file documents as the source. Using programs such as Microsoft Word and .pdfs as your source is not recommended because they insert thousands of extra - often unseen - HTML characters into the code that result in problems ranging from unexpected formatting issues in RecTrac to exceeding the character count in this field.
If you wish to use text from a MS Word doc or .pdf then Vermont Systems recommends the following "best practice:"
- Open your document in MS Word.
- Save the document as a plain text (.txt) file using Unicode UTF-8 as the file type.
- Use Save As.
- From the Save as type Drop-down down list select "Plain Text (.txt)."
- From the File Conversion dialog select the Other Encoding Radio Set Button and choose "Unicode (UTF-8)."
- Save the .txt file to your workstation.
- Open the newly saved .txt file in Notepad or Notepad ++.
- Copy the text to your clipboard and paste it into the RecTrac field.
- Proof-read again for accuracy and ensure all special characters copied correctly.
- Format text as needed using the Formatting icons at the top of the text box field.
Attachment (SAEmailQ_Attachments)
Attach a file to the email, if desired. Click the Windows File Explorer icon and browse to the file you wish to attach. The file may be stored locally on your workstation or on your network.
Delete