VISUAL PLANNING 5.3 DOCUMENTATION

Sending an e-mail from an event

DEFINITION

VISUAL PLANNING allows sending e-mails from a selection of events.

Depending on the version, the email send can be:

  • Manually via a mailing software (versions: ONE, ESSENTIAL, ENTERPRISE),
  • Manually via a SMTP server (only ENTERPRISE version),
  • Automatically via a SMTP server (only ENTERPRISE version).

This emails use predefined models.

REQUIREMENTS

Technical requirements

A mailing software must be installed in the work station mail sender.

This function has been validated by:

  • MICROSOFT OUTLOOK OFFICE 2007 et 2010

SMTP server

Using this option requires access to an SMTP server.

cf. Technical requirements of the SMTP server

Functional requirements

This tool does not need any essential requirements.

However, for a good use, it is useful to create:

This heading can store the date, the hour of the last email send from each resource, the login of the sender and the name of the model.

ADMINISTRATOR SETTINGS

The administrator of this functionality is the user who can set the email send model settings.

It depends of the VISUAL PLANNING version :

En version ONE

Only one user is allowed to use VISUAL PLANNING.

This user can set the email send model settings.

En version ESSENTIAL

All users can set the email send model settings.

Version ENTERPRISE

VISUAL PLANNING administrator (user: “admin”) can always set the email send model settings.

It is possible to define other administrators only from this tool.

For this, go to ADMIN CENTER and click the Modules button.

On the modules liste, Right click on Mail > Modify

The following windows appears:

It is necessary to choose the administrator users of this tool.

Then, click Ok

SETTINGS

It is necessary to have, at least, one VPMail model created.

For this, go to Settings > Configuration menu > VPMail

It is possible to define as many models of emails as necessary.

The settings windows appears, to create a model, follow the instructions: Right click on Templates VPMail > Create a template VPMail

The right panel is activated:

It is necessary to define the characteristics of the template:

Name

The name of the template.

Description

The description of the template.

History

Date, hour of the last modification. There is also the user who did this modification.

This field is automatically updated.

Contents

It is a free text zone where the user can write the content of the email.

It is possible to include in this text one or several entities of the planning :

  • Event attributes (including history)
  • Global variables $ USERNAME and $ USERFULLNAME
  • The variables of the parent event, if it is a mail sending from a son event.

Event filter

It is the event filter which define the features of the events.

Only the events fitting this feature could be sent.

Marked the sending

Date, hour of the last email send. There is also the user who did this send.

c.f. Use below

Attached files

If there are Attachment headings, then, it is possible to attach these ones in the email.

The attachment headings that will be associated to the mail are those of the dimensions and/or the form of the event.

HTML format

This box allows you to send email in HTML format

Open mailer

This check box allows you to activate (or not) the internal mailer of VISUAL PLANNING before to send a mail. In case of an events multi-selection , a mailer appears for each event.

Recipients

It is the field to fill with text headings cotaining the email address of the recipient.

This heading may contain multiple email addresses separated by a semicolon.

Subject

This is a free text field that contains the subject.

It is possible to insert in the text one or more entities of the planner :

  • One or severals dimension and/or form heading
  • One or severals values of the selected event
  • Valuation item

Sender hidden copy

This parameter is only available if the SMTP server is setted.

This is only useful in the case of sending e-mails automatically.

cf. [..9-modules:mail_auto| Automatically email send]]

Activated

This parameter is available only if the SMTP server is setted.

This is only useful in the case of sending e-mails automatically.

cf. Automatically email send

Email address sender

This parameter is available only if the SMTP server is setted.

This is only useful in the case of sending e-mails automatically.

cf. Automatically email send

Triggers

This parameter is available only if the SMTP server is setted.

This is only useful in the case of sending e-mails automatically.

cf. Automatically email send

USE

To send an email Right click over one or several events > Send mail

Choice of model

Several options are available:

  • If no model corresponds to the selected event, then nothing happens and the mail is not sent.
  • If one model corresponds to the selected event, the email send begins.
  • If several models correspond to the selected event, the following window appears:

vp5_en_pg_vpmail_choosing_models.jpg

Choose the correct templated, then click Ok. The email send begins.

Email sending

Two cases are possible depending on the use or not of a SMTP server:

  • Mailing software. It is availabe for the following versions: ONE, ESSENTIAL and ENTERPRISE (if the SMTP server is not setted).
  • SMTP server. It is only available with the ENTERPRISE version (if the SMTP server is well setted).

Case: Mailing software

The window of the mailing software appears:

  • Fill or modify the different fields of the email (subject, text of the email, etc),
  • Send the email

Example of a mailing software window:

Case: SMTP server

With the ENTERPRISE version, if the SMTP server is well setted, the email is automatically send from VISUAL PLANNING without openning the mailing software.

If the option Open mailer is checked, this window appears before to send the email :

The email adress of the sender is :

  • Which is defined in the ADMIN CENTER if the sending is from an event.
  • Or which is defined in the email sending context if the automatic email sending is activated

cf. Automatic sending of e-mails

Unable to send mail

Errors messages appear if the email can't be sent :

Marked the sending

In case the mail template uses the functionality of marking-off, the history and the name of the model are stored in the event sent:

  • in a form heading called VPMAIL, if it exists (cf. functional requirements above)
  • in the event note si the form heading doesn't exist
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