Document Emailing: Smart Email & CC Management

Document Emailing: Smart Email & CC Management



Emailing documents is made easier in CustomBooks™. This guide will walk you through using our Smart Email & CC Management features to effectively organize your recipients, prevent data leaks, and simplify client communication.

Sending the right document to the right person is critical. That is why CustomBooks™ utilizes built-in "fool-proof" logic to ensure that sensitive financial documents always stay within the intended organization. By understanding the core features outlined below, you can eliminate manual data entry errors and have total peace of mind every time you click "Send."

Sending Documents via Email

To send documents like Sales Quotes, Sales Invoices, or Purchase Orders:
  1. Navigate to either the Sales or Purchases menu.
  2. Open the specific document you wish to send.
  3. Click the Email dropdown button.
    1. The Email dropdown button is also available from the document List View (e.g. Sales Invoices List, PO List, Sales Quotes List).
  4. Select the print template to include in the email. (Visit our Print Form Settings knowledge base article to learn more about customizing these).


Understanding the Emailing Screen

Once you initiate the email process, the Emailing Screen opens, divided into two main sections: configuration on the left, and batch management on the right.


The Left Section (Configuration & Content)

This side of the screen is where you draft the core message and define sender details.
  1. Send Button: Located in the top-left corner, click this yellow button to finalize and dispatch your emails.
  2. From Email: This dropdown selects the sender's email address used to deliver outgoing documents.
    1. It defaults to the company email address (managed in Admin Panel → Company Info), but can be changed to the other active user emails in the account for each .
    2. To set the default From Email to different email address: Select the desired email from the dropdown and then click on the Save "From" Address button, and then click OK.



  3. Common CC: Allows you to define global email addresses that are carbon-copied on every outgoing document email by default. You can also limit these to only Sales or Purchases documents. Please note: The Common CC Email only include emails setup in the General Settings, Sales Settings, and Purchase Settings, and active users' email addresses can be selected and added as well if needed.
    1. To add CC emails to both  Sales and Purchases documents by default: Navigate to Admin Panel → General Settings → Email.



    2. To add CC emails to outgoing Sales documents emails only: Navigate to Admin Panel → Sales Settings → Sales Email Settings.



    3. To add CC emails to outgoing Purchase documents emails only: Navigate to Admin Panel → Purchases Settings → Purchases Email Settings.



    4. To add a user's email address (on the fly): Click the Common CC dropdown → Add → click again the dropdown, then select the user email address.




  4. Common Subject: This is the standardized, default subject line for outgoing emails to ensure clarity and professionalism. It typically combines the document type, reference number, and company name using Mail Merge Fields.
  5. Body: The primary message area (rich text editor) that provides context for your attached documents.
  6. Mail Merge Fields: Also called placeholders or merge tags, these are dynamic codes inserted into the Email Body. The software automatically replaces them with unique data from your records. Simply double-click a field in the list to add it to your email body.


The Right Section (Batch Document Management)

CustomBooks™ offers a robust batch-emailing capability, allowing you to efficiently send multiple documents to various customers or vendors simultaneously. This section displays a grid of all documents queued to be sent. The list displays the following columns:
  1. Company: Defaults to the Customer or Vendor Name associated with the document.
  2. Document: Displays the document type and reference number.
  3. Email/To Email: The primary recipient. This defaults to the "Confirm To" Address Email on Sales documents, and the Vendor Address Email on Purchases documents. See the section Smart Email Routing and Recipient Selection below for more details.
    1. Users have the flexibility to manually add more addresses to the Email field. To add an additional recipient: Click the Email field → Add → Type in the Email Address → Apply.



  4. CC: The Carbon Copy field allows you to send a visible copy of the document to secondary recipients who need to stay in the loop.
    1. Users have the flexibility to manually add more addresses to the CC Email field. To add an additional recipient: Click the CC field → Add → Type in the Email Address → Apply.



  5. Subject: By default, this line will display <Common subject> to indicate it is pulling from the Common Subject line from the left-hand configuration, but users have the option to type a custom subject for any specific document.
  6. Last Sent: A read-only field that displays the exact date and time the document was previously emailed out.


Smart Email Routing and Recipient Selection

To ensure documents reach the right inbox without manual intervention, CustomBooks™ utilizes a refined smart hierarchy to automatically populate recipient email addresses. This logic eliminates the risk of addressing errors, such as accidentally sending a sensitive financial document to a warehouse or shipping contact.


Automated Recipient Hierarchy
The system populates the primary email address based on the specific type of document you are sending:
  1. Sales Orders, Invoices, Quotes, and Cash Receipts: The system prioritizes the Confirm To email address. If that field is empty, it automatically falls back to the Bill To address.
    1. Shipments: The system prioritizes the Confirm To email address, falling back to the Ship To address if necessary.
Proactive Missing Email Alerts
  1. You no longer have to navigate away from the email form to fix a missing address. If you select an email template and the customer record has no associated address, an immediate popup alert will appear. This allows you to update the customer record mid-workflow by manually typing the email or selecting a suggested address already found elsewhere on the document.



Hope this guide helps you streamline your workflow! If you have any questions, encounter any issues, or need further assistance with sending documents via email in CustomBooks™, our support team is always here to help.

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