Contents of the Email Dialog Box
Use the Email dialog box to send an email message. The options that display on this dialog box depend on the application you are working in.
Email Options
Use the following options to create, select, or modify email templates.
Field | Description |
---|---|
Select Email Template |
Select a saved personal or shared email template to use as the basis for a new email message. If you want to modify the options of an existing email template, select from the Select Email Template drop-down list and then click the Save Email Options button. |
Save Email Options |
Click this button to open the Save Email Options dialog box, on which you can save email templates for future use. Depending on your security role and save rights settings, you can save email templates for personal use, for the use of those who share your role, or for use by all roles. To display and use your saved email templates, click the Select Email Template option. |
Recipient Options Section
Use this section to define the list of recipients who will receive the email or notification. The options that display depend on your settings and the application that you are working in. You can select groups of recipients in the Select Attendees From field, use the Email Recipient list to select individual users, or enter specific email addresses in the To, CC, or BCC fields.
Field | Description |
---|---|
Select Attendees From | Use this list to select a group of recipients who will receive the email or notification. For example, if you select
Role, the Email Recipient list populates with all available security roles. When you select a role, all users in that role will receive the email or notification. Or, if you select
Employees, the list changes to display all employees.
After making a selection, you can specify a second option to create a mixture of recipient records. For example, after you specify a security role and the associated recipients, you can also select contacts to receive the email message or notification.
|
To, CC, BCC | Click these buttons to automatically add the recipients who were selected in the
Select Attendees From field or
Recipient List to the respective email fields. For example, if you are using workflows, specify
Roles, and then select three security roles, when you click
+To the names of those three roles will automatically display in the
To field.
You can also click these buttons to open the respective email fields and then manually enter email addresses:
If you add one or more records of individuals who do not have an associated email address, you receive a message that alerts you to the issue and provides prompts to correct the error. |
From | This field displays the email address of the Vantagepoint user who is sending the email message. |
Message Options
Use these options to enter the content for the email, including any pre-defined placeholders for the text fields that you want to include.
Field | Description |
---|---|
Subject | Enter the subject for the email message or notification. |
Insert Field | Click this option to open the Insert Field dialog box and then select and insert placeholder codes for the fields that you want to include in the email message. When the message is sent, the field codes are replaced with actual information from the database record. If no data is selected for merging in the
Subject or
Message
fields,
Vantagepoint uses standard email functionality.
Click OK to accept your entries, close the dialog box, and return to the email or Notification Configuration dialog box. |
Message | Enter the text for the message that is sent when you send the email message, or when the notification is triggered. You can add text or you can add field codes that act as placeholders for data.
|
Insert Field | Click this option to open the Insert Field dialog box to select and then insert placeholder codes for the fields that you want to include in the email message. When the message is sent, the field codes are replaced with actual information from the database record. If no data is selected for merging in the
Subject or
Message
fields,
Vantagepoint uses standard email functionality.
Click OK to accept your entries, close the dialog box and return to the email or Notification Configuration dialog box. |
File Type | Select the type of file to attach to the email: Adobe PDF, Rich Text Format (RTF), Microsoft Word Document, Microsoft Excel Spreadsheet, Tagged Image File Format (TIFF), and Comma-separated Values File (CSV), XML, HTML, or HTML with link to report archive.
When you select HTML with a link to a report archive, Vantagepoint inserts the following text in the email message or notification: Please click the link to view the [reportlink] report. This report will be available for viewing for [savetime]. The user can type in the body to change the message. [reportlink] and [savetime] are replaced with the link and time when it is sent. |
Preview File | Click this option to run and export the report to the selected format so it can be previewed. |
Archive Hours | This field displays if the selected file type includes a link. You must schedule a report in order to archive it from this dialog box. |