VISUAL PLANNING 5.3 DOCUMENTATION

Automatic sending of e-mails

DEFINITION

This feature allows the automatic sending of e-mails from an event at defined frequency

It exists only with the ENTERPRISE version of VISUAL PLANNING. This feature is adapted in case of multiple sending of numerous e-mails.

This module uses a SMTP server to send e-mails.

REQUIREMENTS

Technical requirements

This module needs an operational SMTP server.

Functional requirement

This module needs the creation of an e-mail sending context.

cf. Sending an e-mail from an event

SETTINGS

There are 3 settings:

  • SMTP configuration server
  • Trigger settings of the e-mail sending contexts
  • Management of the automatic service

SMTP server settings

Management of the sending e-mail context

It is necessary to set at least one sending e-mail context.

Menu Settings > Configuration bloc > VPMail

You can define as many email templates as needed

Right click on templates VPMail > Create a template VPMail

The following window opens:

The right panel is then activated:

It is necessary to define the characteristics of the template:

Name

This is the template's name.

Description

This is the optional description of the template.

History

This is the date and hour for the last modification of the template. There is also the login of the user who made it.

This property is updated automatically.

Contents

This is a free text field that contains the message body.

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
  • Global variables $ USERNAME and $ USERFULLNAME
  • The variables of the parent event, if it is a mail sending from a son event.

Event Filter

This is the event filter which determine the possibility to send an e-mail.(cf Use)

Only events that respect this filter can be send.

Mark the sending

It is necessary to fill in this case in order to save the date, the hour and the user login who sends this event by e-mail.

cf use

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.

This is only used in the case of sending e-mails from an event.

cf Sending e-mails from an event

Recipients

It is needed to choose one or more text heading(s) that content the recipient e-mail adress .

This section may contain several 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
  • Global variables $ USERNAME and $ USERFULLNAME
  • The variables of the parent event, if it is a mail sending from a son event.

Sender hidden copy

This checbox permits, if it is activated to send a copy to the sender. This copy will not be seen by the recipients.

Events modification/creations

The sends mail can be triggered automatically by checking this box, once the event correspond to the filter described in the context, is created or modified, an email will be sent.

The box is accessible, if the SMTP parameter data are entered in the ADMIN CENTER

Activated

This check box allows you to activate (or not) the automatic delivery service model.

E-mail address sender

It is necessary to choose an e-mail adress for the senders.

Triggers

This is to choose the frequency for sending e-mails responding to the events filter defined.

By clicking the right button , the following windows opens:

The buttons Add and Delete give the possibility to add or delete a service trigger.

After adding one, two parameters must be defined:

Column Frequency sets the type of periodicity :

  • Every minute : it sends several times per day
  • Every day : it sends once per day

Column Information sets the type of frequency:

  • If Every minute: it sets the interval in minutes between two email sends.
  • If Every day: it sets the time at which the email send will be made every day.

Click Ok to save the parameters.

Management of the service

Starting and stopping the service

Since ADMIN CENTER, click Services:

In the list of services:

Starting the service: Right click on Send Mail > Start service

Stopping the service: Right click on Send Mail > Stop service

For more information about the services: Management of the services

Automatically start

Since ADMIN CENTER, click Services:

In the list of services, Right click on Send Mail > Modify

The following windows opens:

Then, it is possible to define if the email send service to be launched by checking the Automatic start.

USE

The use of this feature is transparent on the schedule.

For each model for sending mail with at least one trigger, all events that meet the filter defined in the model are sent.

The only visible action in the schedule is marking the sending history in the event, if it is enabled.

The email address of the sender is: the user email adress defined ADMIN CENTER if the shipment manuallyone or the user email adress defined in the context of the mail if the shipping is automatic.

Marking Event

In case the mail template uses the functionality of marking-off, the history is stored in the event sent:

  • in a form heading called VPMAIL (cf.functional requirements, above)
  • in the event note, if the form heading does not exist.
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