You can send Invoices, Quotes, and other communication from the application directly to the Contact from within BOS Enterprise. E-mails can be sent to an individual as well as in batches.

Discover E-mail

• Get Started

• Output Settings

• User E-mail Settings

• E-mail Setup

• E-mail Data Grid

• E-mail Interface

• Contact Groups

• E-mail Template

• E-mailshot

• Sending SMSs from an E-mail Client

Get Started

• The E-mail module is a fixed module that needs to be added to the Main Menu or/and to the Tile menu using Main Menu > Setup > Menu Manager.

• Make sure to first complete Output Settings, User E-mail Settings and E-mail Setup (more below).

Output Settings

The following is important to set-up before attempting to use the BOSEnterprise E-mailing functionality.

Navigation

Main Menu > Setup > Settings > General > Output (Print, PDF, E-mail)

1. BCC e-mails to the following address - BOS keeps a history of E-mail records sent, but not of the attachment. Specify an E-mail Address which will be automatically added as a BCC (Blind Carbon Copy) to all outgoing E-mails and keep a history of the E-mails sent. For example backup@gmail.com.

2. Bulk SMS Password to be used in E-mail Subject - This is for sending bulk SMS's that require a password. The password is automatically added to the subject line.

3. Output - This is where Templates are linked per Module.

a. Module Filter - This allows you to filter the records displayed in the data grid by Module.

b. Name - Here you can enter a Name for the Output Template.

c. Type - This specifies the Output Type:

• • • Template - Templates are used to format the layout of documents and E-mails that are Output from QuickEasy BOS. By right-clicking on a record or by using the ellipsis in the record's row you are able to load a Reportbuilder (.rtm) file or Edit HTML. Contact QuickEasy Helpdesk for assistance.

    • HTML - The HTML Output Type allows you to create an E-mail Template using web-based formatting elements. These elements are available in the left-sidebar providing HTML Script and Data short-codes from the application (image below). To edit HTML right-click on the desired Template and select Edit HTML or click on the ellipsis in the record's row. The HTML Editor has wordwrap functionality, checked by default.

• • • Plain Text - This allows you to create a Template by using your own words with provided fields/short-codes that will automatically be populated with data provided from within the BOS application's database. Right-click on a record or use the ellipsis in the record's row to open the Text Editor. See image below:

d. Output - This allows you to specify if the Output Template will be E-mailed, Printed or both.

e. Status - This allows you to link Statuses to the Output Template. Click on the drop down list and check the boxes of the Statuses you wish to link to the Output Template.

f. Template - This field indicates if a Reportbuilder (.rtm) file has been loaded.

User E-mail Settings

The following is important to set-up before attempting to use the BOSEnterprise E-mailing functionality.

For more about User Settings, click here.

Navigation

Main Menu > Setup > Settings > Users > E-mail

This sets the email name and SMTP settings.

• BCC e-mails to the following address - This is the E-mail Address the BCC E-mails will be sent to created by the User.

• E-mail Stationery- This is where an E-mail Signature can be set up. The HMTL editor allows for some customisation.

• From name - This is where the name is entered that will indicate who the E-mail is from.

• SMTP Authentication: Active - Default: Unchecked. This sets whether SMTP authentication is required on the mail server.

• SMTP Authentication: From Address- This sets the From address for outgoing E-mails.

• SMTP Authentication: Password - This is the password required to login to the SMTP server.

• SMTP Authentication: User name- This is the User Name required to login to the SMTP server.

• SMTP Port No. - Default: 25. This is the SMTP port number.

• SMTP Server - This is the E-mail server address.

• SMTP TLS- Default: Use when required. This sets whether the SMTP server requires TLS (Transport Layer Security) for secure e-mail delivery.

  • None - TLS is not required.

  • Use when required - Use TLS only when necessary.

  • Explicit - Always use TLS.

• SMTP Use QuickEasy Server - When this box is checked, none of the settings which are highlighted below are required. Using the QuickEasy SMTP Server requires E-mail addresses to be verified, this can be done through QuickEasy Helpdesk, an E-mail will be sent to the address with a link to click for verification.

E-mail Setup

To set-up E-mail with QuickEasy BOS, follow these steps below. Make sure to contact QuickEasy Helpdesk for assistance.

Stunnel Setup

This is a step-by-step guide, on how to set-up Stunnel, to Send E-mail using GMail SMTP Servers.

1. Download the Stunnel installer (stunnel-5.01-installer.exe) from https://www.stunnel.org/downloads.html

2. Run the installer and click through the prompts, ignoring the information request fields. The fields are not mandatory.

3. Browse to the Stunnel folder C:Program Filesstunnel and open stunnel.conf with NOTEPAD.

4. Make a backup of the stunnel.conf file before making any changes to it.

5. On the original file, make the following changes for Gmail:

   1. [gmail-smtp]

   2. client = yes

   3. accept = 25

   4. connect = smtp.gmail.com:465

6. Browse to Start > All programs > Stunnel and click Stunnel Service Install to ensure that the program will run as a service.

7. Click Stunnel GUI Start to launch the application and check to see that the Stunnel icon appears next to the clock on the taskbar.

Email Settings for BOS

When you setup the Email settings in QuickEasy, use the default settings for Gmail (username and password) but change the SMTP Server address to the IP address of the computer you loaded Stunnel on (instead of using smtp.gmail.com).

• Use Port 110 instead of Port 995 for POP3

• Use Port 143 instead of Port 993 for IMAP

• Use Port 25 instead of Port 465 for SMTP.

E-mail Data Grid

Navigation

Main Menu > CRM (Customisable Module Title) > E-mail > View

1. Search - You can search within the selected E-mail Folder (5) in this text / numeric field.

2. Send - Click on the Send button to send all E-mails in the Outbox Folder.

3. Delete - This button will delete all the selected E-mail Items.

4. Menu - The Menu button provides the following additional functionality:

   • Synchronise with open Transaction - This will synchronise the E-mails with open Transactions.

   • Forward - This allows you to forward E-mails.

   • Move E-mails from Failed to Outbox - This allows you to move all the E-mails in the Failed Folder to the Outbox Folder, then by simply clicking Send you can send the Failed E-mails again.

   • Create E-mailshot - This allows you to create an e-mail that can reach multiple contacts, and is useful for sales and marketing, as well as bulk invoicing purposes. More below.

   • Edit Contact Groups - This allows you to edit the Contact Groups.

5. Folder - You are able to filter by the default e-mail folders.

   • Outbox - This shows what e-mails are queued to be sent.

   • Sent Items - This shows what e-mails have been sent.

   • Templates - This shows what e-mail Templates have been loaded.

   • Failed - This shows what e-mails have failed to be sent, mainly due to faulty e-mail addresses.

6. Set / Date - When viewing Sent items, you can search by date parameters.

7. Trans - This allows you to filter the records displayed in the data grid by the E-mail's linked Transaction Type.

8. User - This allows you to view other User's Sent Items or all Sent Items.

9. Data Grid - This shows the list of e-mails according to the selected data filter.

E-mail Interface

Navigation

Main Menu > CRM (Customisable Module Title) > E-mail > New

1. To - This shows who the E-mail is addressed to and includes CC and BCC fields. To add an E-mail Address simply click on the Select text. This will open an E-mail Addresses side-panel listing all the E-mail addresses available in the database. See image below:

Click on To, CC or BCC in the Add to column to add the selected E-mail Address to the E-mail's To field.

2. Subject - This is automatically populated by the Output functionality, or can be manually entered.

3. Attachments - This is automatically attached by the Output functionality, or can be manually uploaded. To upload an attachment simply click on the Load text in the attachments field.

4. From/Sender - This is set in E-mail User Settings (see more above).

5. Content type - The user can select how the e-mail is formatted.

• • Plain text - This is plain text format.

  • HTML - This displays a web-based interface and is useful for a more stylised e-mail format that includes images, links and different font-types.

  • Stationery - Stationary takes the e-mail signature that was set up under the sender and adds that to the e-mail.

6. HTML Editor - This will open the HTML Editor providing additional E-mail Template customisation.

7. Message - This field is used to add a custom message which will be merged with the HTML Template where applicable.

8. Save - The Save button will save the E-mail to the Outbox Folder.

9. Send - The Send button will send the E-mail and list it in the Sent Items Folder.

10. Forward - The Forward button allows you to send the E-mail to a recipient not listed in the To field.

Contact Groups

BOS Enterprise has E-mail functionality that allows you to send E-mails to Contact Groups. This topic covers how to access and edit those Contact Groups.

Navigation

Main Menu > CRM (Customisable Module Title) > E-mails > Menu > Edit Contact Groups

When creating new Contact Groups there are two types of Contact Groups:

1. Dynamic List - Dynamic List is populated by SQL similar to a report. The SQL for a Dynamic Contact Group must return all of the following fields named exactly as in the list below:

   • CONTACTID

   • TITLE

   • FNAME

   • SNAME

   • LISTNAME

   • COMPANY

   • EMAIL

   • SMS

   • REP

2. Static List - Static List is populated by adding contacts to the mail group manually and does not use SQL statements to pull the information. When the Static check-box is checked, the Edit SQL button will be hidden.

This is specified by checking or unchecking the Static check-box when creating a new Contact Group. See image below:

Navigation

Main Menu > CRM (Customisable Module Title) > E-mails > Menu > Edit Contact Groups > New

When setting up a Mail Group, you need to add a Supplier Group as well as a Customer Group:

Adding a Supplier Group

1. Click New, to create a new Contact Group.

2. Enter Suppliers-all as the name and uncheck the Static checkbox and click the Save button.

3. Click on the SQL Editor button and paste the following code in the editor:

select C.CONTACTID,C.EMAIL,C.TITLE,C.LISTNAME,C.FNAME,C.SNAME,C.SMS,SM.COMPANY from CONTACTS C

left join SUPCONTACTS SC on C.PARENTID = SC.SUPCONTACTID

left join SUPMAIN SM on SC.SUPID = SM.SUPID where C.PARENTTYPE = 'Supplier'/

*Exclude contacts with blank e-mail address*/and SC.EMAIL is not null/

*Prevent duplicate e-mail address*/and (C.EMAIL not in (select C1.EMAIL from CONTACTS C1 where C1.EMAIL = C.EMAIL and C1.CONTACTID < C.CONTACTID))

4. Click Save and then Close and click Save again. The list of Suppliers that have E-mail accounts setup should populate in the list.

5. Close the window.

Adding a Customer Group

1. Click New, to create a new Contact Group.

2. Enter Customers-all as the name and uncheck the Static checkbox and click the Save button.

3. Click on the SQL Editor button and paste the following code in the editor:

selectC.CONTACTID,C.EMAIL,C.TITLE,C.LISTNAME,C.FNAME,C.SNAME,C.SMS,CM.COMPANYfrom CONTACTS C

left join CUSCONTACTS CC on C.PARENTID = CC.CUSCONTACTID

left join CUSMAIN CM on CM.CUSID = CM.CUSIDwhere C.PARENTTYPE = 'Customer'/

*Exclude contacts with blank e-mail address*/

and CC.EMAIL is not null/

*Prevent duplicate e-mail address*/

and (C.EMAIL not in (select C1.EMAIL from CONTACTS C1 where C1.EMAIL = C.EMAIL and C1.CONTACTID < C.CONTACTID))

4. Click Save and then Close and click Save again. The list of Customers that have email accounts setup should populate in the list.

5. Close the window.

E-mail Templates

BOSEnterprise has E-mail functionality that allows you to create E-mail templates. E-mail Templates are used for bulk E-mails or repeatedly forwarded E-mails.

1. To - Leave this field blank.

2. Subject - Enter your subject.

3. Content type - Select the format of the e-mail.

4. Message - Add a custom message and click Save (5). You can add tags that will be replaced by data when the E-mail is created. If there is no content for this tag, it will display as a blank.

   • [company] - This will pull the listed Company name.

   • [title] - The Contact's title will populate the tag.

   • [firstname] - The Contact's first name will populate.

   • [surname] - The Contact's surname will populate.

   • [listname] - The Contact's list name will populate.

   • [rep] - The Customer's default Rep will populate.

You'll find the newly created E-mail Template listed in the Templates Folder. See image below:

E-mailshot

BOSEnterprise has E-mail functionality that allows you to send bulk e-mail (a mailshot) to a Contact Group.

To Create a Mailshot

Navigation

Main Menu > CRM (Customisable Module Title) > E-mails > Menu > Create E-mailshot

Sending SMSs from an E-mail Client

BOSPrint has the ability to send bulk SMSs from the application, but in order to do so, you need to first create an account with a bulk SMS service provider of your choice, such as 2way.

To send SMSs from an E-mail client do the following:

• Navigate to http://bulksms.2way.co.za

• Create a user account if you don't have one.

• Create an email and address the E-mail to: [international phone number]@2way.co.za

• Put your Bulk SMS password in the subject field. See image below: