SENDING E-MAIL FROM A RESOURCE

 

DEFINITION

 

VISUAL PLANNING enables you to send e-mail from a schedule resource. You can send:

  • an empty e-mail to write,
  • or an e-mail with the print-out of the resource in PDF format as an attachment.

The recipient’s address can be defined in the schedule by the content of a heading, or else entered by the user when sending.

The subject of the e-mail and a text message can also be typed in. Additional documents can also be attached to the message.

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.

 

Functional pre-requisites

This functionality has no indispensable pre-requisites.

However, for optimum use it is recommended to create for each dimension using sending of e-mail:

  • One or more Text headings containing the e-mail addresses of the message recipients.
  • A resource 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.

SMTP server

In this case, you must define the e-mail address of the sending user.

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

Then in the window that opens, enter the user’s e-mail address and finally validate.

CONFIGURATION

 

Sending an empty e-mail to write,

This functionality does not require any configuration.

 

Sending a resource print-out by e-mail

This functionality uses the configuration created for printing a resource .

This configuration is saved in the favorite display when it is saved. It can also be modified each time it is used (see below).

To send e-mail using an SMTP server, you must define its configuration (see below).

USE

 

Sending an empty e-mail to write

 

To send an e-mail, Right-click on a resource > Exchange > Send > e-mail.

ical-envoyer-mail

If one or more of the resource’s headings contains one or more e-mail addresses, they will be included directly as addresses of e-mail recipients.

The remaining definition of the e-mail and the method for sending it depend entirely on the messaging software.

In the case of messaging software

In the ONE and ENTERPRISE versions (if the SMTP server is not configured), each time you send e-mail, the messaging software window opens so you can:

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

  • Validate sending.

 

In the case of an SMTP server

In ENTERPRISE version, if the SMTP server is configured, and e-mail is sent from a resource, a VISUAL PLANNING mailer opens automatically instead of the messaging software.

ouvrir-mailer

The sender’s e-mail address is the address of the user defined in the ADMIN CENTER.

Sending a resource print-out by e-mail

This functionality enables you to send an e-mail with an attachment: a PDF file containing a print-out of the selected resource.

Warning

If multiple resources have been selected, a single PDF file will be sent to all the selected resources. The file will contain a print-out of the selected resources, with one resource on each page.

To use this functionality, simply right-click on a resource > Exchange > Send > PDF mail.

envoi-pdf-mail

The print configuration window is displayed:

configuration-impression-pdf

By default, the print settings are the settings saved in the favorite display.

You can modify the print setup settings if necessary.

Then click on the OK button.

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

 

  • either a messaging software sends the e-mail. This is the case in the ONE and ENTERPRISE versions (if the SMTP server is not configured).

  • or an SMTP server 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), each time you send e-mail, the messaging software window opens so you can:

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

  • Validate sending.

In the case of a SMTP server

In ENTERPRISE version, if the SMTP server is configured, and e-mail is sent from a resource, a VISUAL PLANNING mailer opens automatically instead of the messaging software.

In the case of messaging software

In the ONE and ENTERPRISE versions (if the SMTP server is not configured), each time an e-mail is sent, the e-mail tool window opens in order to :

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

In the case of the SMTP server

In the ENTERPRISE version, if the SMTP server is configured, when sending an e-mail from a resource, VISUAL PLANNING mailer opens automatically instead of the e-mail software.

envoyer-pdf-mail

The sender’s e-mail address is the address of the user defined in the ADMIN CENTER.

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