Sending Documents via Email

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

The Left Section (Configuration & Content)

1. Send Button: Located in the top-left corner, click this yellow button to finalize and dispatch your emails.
   
2. From: This dropdown selects the sender's email address used to deliver outgoing documents.
   
1. It defaults to the user currently logged in, but can be changed to the default company email address (managed in Admin Panel → Company Info) or other active user emails in your account.
   
3. Common CC: Allows you to define global email addresses that are carbon-copied on every 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, 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 Sales documents only: Navigate to Admin Panel → Sales Settings → Sales Email Settings.
   
   
   
   
3. To add CC emails to Purchase documents only: Navigate to Admin Panel → Purchases Settings → Purchases Email Settings.
   
   
   
   
4. To add user's email address: 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)

1. Company: Defaults to the Customer or Vendor Name associated with the document.
   
2. Document: Displays the document type and reference number.
   
3. Email: The primary recipient. This defaults to the "Bill To" Address Email on Sales documents, and the Vendor Address Email on Purchases documents.
   
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.