Email

Edit Form

Attachments

Select Actions (button) > Add Attachments to add attachments to the email body. The Attachments will replace the [ATTACHMENTS] tag in the HTML template. Attachments can be selected from those linked to the Transaction Flow.

Groups and Contacts

You can select Groups (Static only) and Contacts and add them to the To, CC and BCC fields of an email, subject to the limitation of 1250 characters in each field.

Groups can be created from the Email module: Menu (button) > Edit Contact Groups.

Inbox

The Inbox is used to import data from various sources using BOS Server, for example, a contact form on your website.

Emails are only imported if they contain body text.

Blank lines, Tabs as well as leading and trailing Spaces are removed from the email body when it is imported.

A Type is assigned to the email if the Body or Subject of the Email contains a string that has been set up in the Type.

Navigation - Open the Email module - the menu location may differ. Set Folder = Inbox, set a Date filter and click the View button. All the emails that have been sent within the date period will be displayed.

Inbox fields

• Status - By default, an imported Email is set to Pending. Multi-select emails and click the Actions button > Set to Pending/Complete to change the Status. The custom Stored Procedure that processes the email can also be used to set the status of the email.

• Date - The date on which the email was sent.

• @ - The time at which the email was sent.

• From - The email address from which the email was sent.

• Subject 

• Body - The email body is displayed as text in a separate panel on the right below the Subject, From and Date fields.

• Type - Emails are automatically linked to a Type when they are imported. You can also use the Actions button > Set Type to manually update the Type on multi-selected emails. See below for more on how to set up the Types.

Data - This grid view displays the data fields that have been extracted from the email. Click the Edit button to update the Value field manually.

Setting up the Inbox Types

Navigation - Open the Email module - the menu location may differ. Click the Menu button > Edit Inbox Types. 

The Inbox Types are used to assign incoming emails to a Type by checking for a string in the Subject or the Body of the email. The left panel lists the Types and on the right, the detail of the selected Type is displayed.

Click the Edit button to make the form editable or click the New button to add a new Type.

• Description 

• Procedure - The name of a Firebird Stored Procedure that will be executed when a Type is assigned to an email. The Stored Procedure needs to have an input variable: INBOXID integer. (This matches the name of the primary key of the Inbox table) The data fields linked to the email can be selected inside the procedure from the table INBOXVALUES. Join table INBOXDATA to get the Caption name and Datatype of the fields.

• Auto - When checked, the procedure will execute when the Inbox Type is assigned to an email record.

• Subject Contains - Used to match an email to the Inbox Type - Add multiple search strings on separate lines.

• Body Contains - Used to match an email to the Type - Add multiple search strings on separate lines.

• Note - This can, for example, be used to explain where the email originates from and how the linked Procedure works.

Data 

This is where you define the data fields that need to be extracted from the email body. This is done by copying the string that contains the data from the email body into the Key field and replacing the sample value with an asterisk '*'. - ie. the asterisk marks the location of the data to be extracted. 

• Name - This field defaults to uppercase letters and spaces are replaced by an underscore.

• Data Type - The following data types can be used:

  • Text (Default) - Single line of text,

  • Number - Numbers may include decimals or not.

  • Boolean - TRUE or FALSE

  • Memo (Line > Line ) - Multiple lines of text will be selected between the 2 Lines 

  • Memo (Start > Line ) - Multiple lines of text will be selected from the start of the Body to the Line

  • Memo (Line > End)- Multiple lines of text will be selected from the Line to the end of the Body

• Key (* = value string) - Valid for Text, Number and Boolean fields. Contains the string which contains the required value. '*' is used to identify the location of the value. Multiple search strings can be added on separate lines, in the order that they will be processed. When similar strings are added, the longest strings need to be placed first. eg. [Black Print] * <br> should be placed before [Black Print] *

• Key (Value between line 1 and line 2) - Valid for Memo fields. Enter the content of the line directly above the multi-line text in line 1 and enter the line directly below the multi-line text in line 2 (optional).

Setting up BOS Server

The Email Import service in BOS Server is used to receive emails. See https://sites.google.com/quickeasysoftware.com/bos-server/documentation/services/EmailImport