SENDING AN E-MAIL FROM AN EVENT

VISUAL PLANNING enables you to send e-mails from an event or a selection of events.

Depending on the version, this is done:

  • Manually via a messaging software (ONE or ENTERPRISE version),
  • Manually via an SMTP server (ENTERPRISE version only),
  • Automatically via an SMTP server (ENTERPRISE version only),

These e-mails use predefined templates.

Prerequisites

Technical prerequisites

A messaging software must be installed on the client workstation sending the e-mail.

This functionality has been validated for MICROSOFT OUTLOOK OFFICE 2007 and later.

The SMTP server must be accessible from the VISUAL PLANNING ENTERPRISE server when sending e-mails by SMTP and/or automatically.

Functional pre-requisites

To use this functionality you must create at least one template for sending e-mails.

However, for optimum use it is recommended to create in a form for the event using sending of e-mail:

  • A heading called VPMAIL:

    • Text type,

    • Multi-line Text type,

    • or Boolean type.

The last type enables you to store the date and time the last e-mail was sent from each resource, as well as the sender’s login. In the case of Boolean headings, they are checked once the e-mail has been sent.

Defining administrators

An administrator of this functionality is a user who will be able to configure the templates for sending e-mails.

This administrator depends on the VISUAL PLANNING version.

In the ONE version

The ONE version only allows one user to access VISUAL PLANNING.

This user has the rights to configure templates for sending e-mails.

In the ENTERPRISE version

In the ENTERPRISE version, the VISUAL PLANNING administrator ("admin” user) can still configure the templates for sending e-mails.

In addition it is possible to configure other administrators for this functionality, i.e. users who will be able to configure templates for sending e-mails.

To do so, go to the Admin Center, then in the list of Modules, Right-click on E-Mail > Modify.

The following window opens:

Now choose the users who are administrators of the functionality.

You must then click the Validate button.

Configuring an e-mail template

You must configure at least one template for sending e-mails.

To do so, go to Settings > Configuration Block > VPMail.

The editing window opens. Right-click on VPMail Templates > Create a VPMail template

The right-hand pane is then enabled:

Now you should define the template’s characteristics and click on Validate to confirm creation of the template.

Name

Give the template a name.

Description

Give the template a description. This data is optional.

History

This represents the creation date and time and the most recent change to the template, together with the login of the user who performed these actions.

This property is updated automatically.

Content

This is a free text zone which contains the body of the message.

You can insert one or more planner entities into this text:

  • Dimension or form headings,

  • Valuation items,

  • Event attributes (including history),

  • The global variables $USERNAME and $USERFULLNAME,

  • The parent event’s variables if the e-mail is sent from a child event.

HTML Format

Check this box to generate the e-mail in HTML format.

Join attached files

If Attachment type headings exist, it is possible to attach them to the e-mail as attachments.

The Attachment type headings that will be associated with the e-mail are those of the event’s dimensions or the dimensions of its form.

Recipients

Choose the text or multi-line headings that contains the recipient’s e-mail address.

These headings can contain several addresses separated by a semi-colon. In the case of a multi-line type of heading, if the e-mail addresses are separated by line returns, they will be replaced by ”;”.

Send an invitation

Check this box to send an invitation to the message’s recipients.

They will then be able to save the invitation in their messaging software and send an answer to the e-mail’s sending address, but they will not be able to suggest other dates modifying those in VISUAL PLANNING.

Subject

This is a free text zone which contains the subject of the message.

You can insert one or more planner entities into this text:

  • Headings for dimension and/or form headings,

  • Values of the selected event,

  • Valuation items,

  • The global variables $USERNAME and $USERFULLNAME,

  • The parent event’s variables if the e-mail is sent from a child event.

Events filter

Define the event filter that will determine whether or not it is possible to use the template to e-mail the selected event.

Only events complying with this filter can use the template.

Mark the sending

Check this box to save the date and time the e-mail was sent, and the login of the user who sent it.

Open mailer

Check this box to see the mailer, integrated into VISUAL PLANNING, before the e-mail is sent.

If several events are selected, a mailer opens for each selected event.

Sender hidden copy

This setting is only available if the SMTP server has been configured.

This is only useful for automatic sending of e-mails.

Event creation/modification

Check this box to enable triggering of the context during creation and/or modification of events.

Enabled

This setting is only available if the SMTP server has been configured.

This is only useful for automatic sending of e-mails.

Sender e-mail address

This setting is only available if the SMTP server has been configured.

This is only useful for automatic sending of e-mails.

Triggers

This setting is only available if the SMTP server has been configured.

This is only useful for automatic sending of e-mails.

Configuring the SMTP server

SMTP server

The SMTP server is configured in the Admin Center.

In the list of modules, right-click on Mail > Modify > Settings.

The following window opens:

You must then enter the SMTP server settings:

  • MAIL.receiveProtocol : Define the protocol (imap or pop3),

  • MAIL.receiveServer : Address of incoming account server (pw entered in the Admin center > External access settings),

  • MAIL.receiveSSL: to enable or disable SSL reception,

  • SMTP.password: the SMTP account password,

  • SMTP.port: the SMTP server port,

  • SMTP.server: the SMTP server name,

  • SMTP.SSL: send via SSL or not,

  • SMTP.TLS: send via TLS or nor,

  • SMTP.user: SMTP account name: this can be an e-mail address.

Sender

You must define the sender’s e-mail address.

The sender is the VISUAL PLANNING user.

To do so, go to the Admin Center, then in the Users section, Right-click on the user > Modify.

  • Enter the user’s E-mail address,

  • and finally Validate.

Manual sending of e-mail

Choosing the template

To send an e-mail, Right-click on one or more events > Send an e-mail.

There are several possibilities:

  • If no template corresponds to the event that must be sent, nothing happens and the e-mail is not sent,

  • If one template corresponds to the event that must be sent, sending of the e-mail begins.

  • If several e-mail templates correspond to the event that must be sent, the user is given the choice of which template to use.

Select the template to use to e-mail the event, then click on Validate.

Sending e-mail

There are two possible situations depending on whether or not you are using an SMTP server:

  • If the SMTP server is not configured, a messaging software will be used to send the e-mail. This is the case in the ONE and ENTERPRISE versions (if the SMTP server is not configured).

  • If the SMTP server is configured, it sends the e-mail. This functions only in the ENTERPRISE VERSION and only if the SMTP server has been configured.

In the case of messaging software

In the ONE and ENTERPRISE versions (if the SMTP server is not configured), the messaging software window opens so you can:

  • Fill or modify the different e-mail fields (subject, e-mail body, etc.)

  • Validate sending.

In the case of an SMTP server

In ENTERPRISE version, if the SMTP server is configured the e-mail is send directly from VISUAL PLANNING, without opening a messaging software.

If the Open Mailer option is checked, the following window appears before the e-mail is sent, filled in according to the settings of the chosen template:

The sender’s e-mail address is:

  • either the user defined in the Admin Center if the e-mail is sent manually,

  • or the address defined in the e-mail’s context if the e-mail is sent automatically.

Event marking

If the e-mail template uses the functionality to mark sending of the e-mail, the history and name of the e-mail’s context are stored in the sent event:

Automatic sending of e-mail

Configuration

Configuration consists of three settings:

  • configuration of the SMTP server,

  • configuration of triggering of contexts for sending e-mails,

  • management of the automation service (see below).

Management of the automation service
Enabling of the service in the planner

In the Admin Center, right-click on the relevant planner > Modify.

Check the option Enable 'Send mail'.

Starting and stopping the service

In the Admin Center, right-click on the "Send Mail" service then:

  • Start service to start the service,
  • Stop the service to stop the service. A stopped service is grayed.
Automatic start

You can define whether the sending service is started when the VISUAL PLANNING server opens or restarts.

To do so, right-click on the "Send Mail” service > Modify.

In the window that is displayed, check the Automatic start box.

Sending e-mail

Use of hierarchies is transparent on the planner.

For each e-mail sending template that has at least one trigger, all the events corresponding to the filter defined in the template are sent.

The only action visible in the planner is therefore marking of the sending history in the event, if it has been enabled.

The sender’s e-mail address is the address defined in the e-mail’s context if the e-mail is sent automatically.

Event marking

If the e-mail template uses the functionality to mark sending of the e-mail, the history and name of the e-mail’s context are stored in the sent event:

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