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,
  • Manually via an SMTP server,
  • Automatically via an SMTP server,

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 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 named VPMAIL whose type is:
    • Text,
    • Multi-line text,
    • Boolean.

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.

The VISUAL PLANNING administrator (“admin” user) can configure the templates for sending e-mails.

In addition, you can 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 Mail > Modify.

The following window opens:

module-mail-administrateurs

Now choose the users who are administrators of the functionality.

You must then click the OK button.

 

Configuring an e-mail template

 

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

Go to the Settings menu > Configuration pane > VPMail.

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

vpmail-creation

The right-hand pane is then enabled:

vpmail-parametres

Now define the template’s characteristics and click OK to confirm the 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.

 

Contents

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

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

  • Dimension or Form headings,
  • Valuation items,
  • Event attributes (including history),
  • Global variables $USERNAME and $USERFULLNAME,
  • The parent event’s variables if the e-mail is sent from a child event.

HTML Format

If enabled, this button is used to generate the e-mail in HTML format.

 

Join attached files

If Attachment type headings exist, they can be attached 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 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

Enable this button to send an invitation to the message’s recipients.

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

 

Send as BCC

If enabled, this button is used to make the recipients in the send e-mail section blind carbon copy recipients.

 

Subject

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

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

  • Headings for dimension and/or form headings,
  • Values of the selected event,
  • Valuation items,
  • Global variables $USERNAME and $USERFULLNAME,
  • The parent event’s variables if the e-mail is sent from a child event.

 

Events filter

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

Only events that comply with this filter can use the template.

 

Mark the sending

Enable this button 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.

It is only useful for automatic sending of e-mail.

 

Event creation/modification

This button is used to trigger the sending of e-mail when events are created and/or modified.

 

Activated

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

It is only useful for automatic sending of e-mail.

 

Sender’s e-mail address

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

It is only useful for automatic sending of e-mail.

 

Triggers

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

It is only useful for automatic sending of e-mail.

SMTP server configuration

 

SMTP server

The server for sending SMS texts is configured in the Admin Center.

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

The following window opens:

module-mail-smtp

You must then enter the SMTP server settings:

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

  • MAIL.receiveServer: Address of the 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 port,

  • SMTP.SSL: send via SSL or not,

  • SMTP.TLS: send via TLS or not,

  • 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,

  • then click OK.

 

Manual sending of e-mail

 

Choosing the template

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

ical-envoyer-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 send the event by e-mail, then click OK.

 

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.
  • If the SMTP server is configured, it sends the e-mail.

In the case of messaging software

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.

Important

This manual sending is possible if the schedule has been launched from the VPDeskLauncher.

However, it will not work if :

  • You want to send invitations,
  • You want to send attachments,
  • You want the content of your mail to be in HTML format.

In the case of a SMTP server

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 enabled, the following window appears before the e-mail is sent, filled in according to the settings of the chosen template:

ouvrir-mailer

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:

  • in a form heading named VPMAIL, if it exists. (See functional pre-requisites above),
  • in the event note if this heading does not exist.

 

Automatic sending of e-mail

 

Configuration

 

Configuration consists of three settings:

  • configuration of the SMTP server,
  • configuration of the 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 schedule

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

Select the Activate ‘Send mail’ button.

 

Starting and stopping the service

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

  • Start service to start the service,
  • Stop service to stop the service. A stopped service is grayed.
-activer-send-mail
Automatic start-up

It is possible to define whether the sending service should be started when VISUAL PLANNING server is started.

To do this, right click on the “Send Mail” service > Edit.

In the window that appears, activate the Automatic start button.

send-mail-demarrage-auto

Sending e-mail

Use of this functionality is transparent on the schedule.

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.

Consequently, the only action visible in the schedule is the marking of the sending history in the event, if 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:

 

  • in a form heading named VPMAIL, if it exists. (See functional pre-requisites above),
  • in the event note if this heading does not exist.
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