16.15.1 Customer Bulk E-Mailer Overview
The Customer Bulk E-Mailer module allows customers to utilize the pc/MRP Address Book to send e-mails to customers or vendors via MS Outlook. (MS Outlook ONLY) The Customer Bulk E-Mailer allows users to send individual e-mails from the pc/MRP Address Book or build a list based on address types to send an e-mail in bulk. When choosing to send e-mails in bulk, users can define the, message content, message subject, file attachments, and the number of e-mails to send at one time. The Customer Bulk E-Mailer also allows users to keep track of which e-mails have been sent, which e-mails are bad, and offers a variety of reporting options.
16.15.2 Activating the Customer Bulk E-Mailer
Select Configuration from the pc/MRP menu, Module Activation, Customer Bulk E-Mailer, Activate, and select the radio button for either a Ten Day Trial or call Software Arts for the full activation number and enter the activation number.
Activating the Customer Bulk E-Mailer will allow users to now access the module through the drop down menu Optional.
16.15.3 Building an Address List to be E-Mailed
To build a list of e-mail addresses from within the Customer Bulk E-Mailer module select the Purge Address List & Reload button from the Bulk Email Utility screen.
This button will warn users they are about to rebuild the entire list. If the list is rebuilt, the existing list with existing bad and sent history will be removed. (Be sure to run a report if you wish to keep the history of the previous e-mail list).
Select the Yes button to build a new list. The following Address Type Selection screen will pop up.
From this screen users can select All Address Types or Specific Address Types to be included in the bulk list. (Address Types are defined through option52 in the settings and utilities and are set per address entry in the Address Book via the Addr Type drop down menu.)
If users wish to automatically create a list, simply select the desired address type or all addresses and press the OK button.
If users wish to just purge the existing list and select individual addresses select Specific Address Types and do not check any of the Address Types checkboxes. The existing list will simply be purged.
Upon pressing OK users will be returned to the Bulk Email Utility screen and the list will be created according to the specifications entered.
16.15.5 Viewing and Editing the Bulk E-Mail List
Once the address list has been created users can further define the list by editing entries and pressing the Add and Remove buttons. To edit an individual e-mail address simply use the mouse to scroll to and click on the eMail Address field. From there the address can be edited accordingly.
To Remove an entire address from the list simply select that address entry and press the Remove button.
To add an additional address simply press the Add button and manually add the e-mail.
16.15.4 Building the E-Mail to be Sent
The Customer Bulk E-Mailer module allows customers to define the e-mail subject, attach files to the e-mail, and embed a file into the email. To define the subject of the e-mail simply enter the subject into the Subject field. The Attachment List is simply a list of files that can be of any type (.pdf, .doc, .mpeg……). Files listed in the Attachment List will be attached to the e-mail. Files linked through the Message File option will be embedded in the email.
To set File Attachments press the Attachment List button.
From within the Email Attachments screen users can Add and Remove attachments as needed. Once users finished creating the attachment list press OK.
To embed a file into the e-mail press the Message File ellipsis button. (…) to define the path to where the file exists. If a user chooses to embed a text file there are no special instructions. However if a user chooses to embed a file that contains pictures there are a few issues that need to be addressed when choosing to imbed a file.
· To view an embedded document via e-mail that contains pictures the recipient must be able to view HTML documents within their e-mail program. Some e-mails programs do not allow this. Outlook, Outlook Express, and Netscape do allow this but recipients might have to change their settings to view the attached document correctly.
· Due to differences in MS Outlook 97 and MS Outlook 2000 users must embed the file differently pending on what Outlook version they are using. To embed a file into an e-mail using MS Outlook 97 users must use the OTF file type (office template file). Users can use any word document and save it as an OTF file type. If users are using MS Outlook 2000 or higher, the file must be saved as an HTML document.
16.15.5 Sending the E-Mails
To send the e-mails press the Send Mail button. When this button is pressed pc/MRP will automatically send the list of e-mails to your Outbox within MS Outlook.
If an error is generated during this process, Outlook may be unable to find the attached files or read the embedded file. Double check the attached file paths and make sure you are using the correct file type for that version of Outlook.
Once the e-mails are sent, the Sent checkbox will automatically be checked. If the e-mail is returned check the Bad checkbox to help with reporting.
16.15.6 Customer Bulk E-Mailer Reports
By pressing the Reports button, users can print and display reports based on the current e-mail list.
16.15.7 Sending an Individual E-Mail from the Address Book
Once the Customer Bulk E-Mailer program is activated within each address entry next to the e-mail field, users can press the picture of the letter to send an e-mail with that specific e-mail address.