The "Create Mail" button, on the left side of the screen, will open the "New Message" window. This window has two main sections:
- At the top side of the window, the user can add recipients for the message, choose the mail box to send the messages from, ask for receipt from the recipients, save the message as draft and send the Email.
- The center of the screen is used to write the message body, add attachments and templates and to design the message.
Add RecipientsThe button will open a new window, which allows the user to search and select recipients from three different sources:
- Searching recipients in Clients / Suppliers / Projects cards. Write the required name in the search field and press the relevant search button. Double click on the chosen recipient in the search results window will add the recipient and will attach the message to the recipients Relationship Log.
- Searching recipients in Personal Contacts list. Choose the requested recipient from list or use the search field.
Please note - We Recommend to avoid adding Clients and Suppliers to the personal contact list, so that any of contact persons will be attached to their Relationship Log of their Client / Supplier Card.
- Choosing Colleagues (Users). Select Colleagues the from list or use the search field. Right click on selected colleague, will suggest to send the message to the colleagues private Email Box. (As was defined in the employee card "Private Email field").
Recipients list - On the right side of the window the chosen recipients list will be displayed. The user can choose the type of the recipient from the suggested list (TO, CC, BCC).
By using CTRL+R, the user can define the type for multiple recipients.
Send From Mailbox - Choose a Mailbox to send the message from. After choosing a Mailbox, it can be set as at default by using the button.
Message contentAt the top of the content area, the subject field should be filled with the messages title. This area has three tabs:
Message BodyThe message should be written in this area. At the top of the tab there are several edit tools. For further information about the edit tools click here.
AttachmentsFiles and documents can be attached to the message. The table in this tab displays the attached files as well as information about attachments. Files can be attached using the action buttons as follow:
|Add File||choose file from the local computer.|
|Add Document / Form||Choose from the list of documents that have been uploaded to Hyper.|
|Scanner / Virtual printing||
this option will open the "Scan into Hyper" window. The user can choose one of the following options:
Scanning from scanner with a net connection is possible according to the Driver settings.
|Add Virtual Contact Card||share contact person or Client / Supplier card with the recipients.|
|Capture Screen (Desktop) Image||
Attach a file of the screen image. Using this option will open a new window presenting the user's desktop. Left click on the mouse and drag the pointer to capture the reqired image frame.
If windows settings were defined on "Fade Mode", the system admin should set the delay of the "screen capture" to 0.3 dec (Driver).
|Remove File||remove the selected file.|
TemplateChoose a template from the list, or create and edit a new template. Double click on the chosen template to use it in your Email message. There are few action buttons avaiable for this feature:
|Use Selected Template||Use the selected template for the Email. Chhosing a template will delete any writen contant in the Email.|
|Create New||Create a new template. This option will open a "Create New" window with the following fields:
|Edit||Edit the selected template.|
|Delete||Delete the selected template.|
Save to Drafts / Send Message
The message can be saved as draft by using thebutton. Please note - messages will not be saved as draft automatically.
After Choosing recipients, press thebutton. The message will be moved to the Sent Items tab. Alternatively, the draft can be saved again.
The automation program of the server, sends and receives Email messages. The automation receives Email messages in POP3 protocol and in port 110 and sends Email messages in SMTP protocol in port 25. Sent message will not be encoded, since it sent from the DB Server and not from the users computer.
Please note - the Email definitions for Gmail use POP3 protocol in port 995 and SMTP protocol in port 465. These messages are encoded with SSL.
Send Mail In Wide Circulation - Unlike the regular methon of sending Email messages, this action is done from the local computer of the user. The system admin must verify that the computer is able to communicate the Mail Server in port 25.
Spam Filter Definitions
The system adminitrator can define whether to active the filter for the incoming Email messages. The system checks the EMail address and the Domain of the sender and compares it with the records of the Client / Supplier / Project cards in the data base, the personal contacts list and the approved addresses of the white list. If no match is found, the message will be added to the "Deleted Items" folder. In order to define the Spam Filter, open the Autorization label of the Client Card. In the "Spam Filter" field, choose "Simple White List".
Email Account Definitions
There are two possible types of Email accounts to define:
Personal EMail BoxAfter creating the Email account in the server, it has to be defined in the Users Card. In order to define the the personal Email Account, open the Autorization label of the Client Card. Under the "Email Account" title, fill in the definition fields as follows:
|Email Type||Choose the required type for the Email account
|Email Address||The Email adress to send and receive Email messages. This address will be also written in the "Email Username" field.|
|Email Server||If the same server receives and sends the Email messages, define this field only (the domain name is the server URL) as follows:
If there are different servers for the incoming Emails and the sent Emails, fill in the incoming emails server (POP3) in the "Email server" field, then fill in the SMTP server in the "Send Through Anonymous SMTP" field.
|Send through Anonymous SMTP / Different ESMTP||Fill in the SMTP server in case that is different than the POP3 Server.|
|EMail Username||The user name of the account. The automation will use it to connect to the Email account.|
|EMail Password||Password for the Email account.|
|Delete Messages from POP3||Hyper gets the Email messages from the Email server and stores each message separately. This field defines when to delete the message from the server (not in Hyper). If the user prefers not to delete these messges, contact the SYE customer service.|
|Spam Filter||Hyper uses a filter on any received Email message, to compare the sender details with the exist data base. If there is no match, the message will be marked as Spam.|
|Email Server Errors Counter||This field counts the reported Email server Errors.|
Send Email through SSL Account (Gmail Account)
In the Email Server fields, add the domain name and the port, as well as the SSL definition. The POP3 protocol usually uses the 995 port, and the ESMTP protocol usually uses the 465 protocol. For example:
An ESMTP protocol that creates a not encrypted connection at first and creates the encoded connection afterwards, usually uses port 587. In this case, write the exp definition parentheses instead of ssl. This type of connection is used for sending Email messages. For example:
For common Email services (e.g. Gmail, Office), hyper has a "Preset action", so that the user only need to drfine the "Email Server" field as follows:
Public Mail Boxes
By using a public mail box, each of the incoming Emails will be available for all of the Public Mail Box users. Deleted messages will also be deleted from all of the Public Mail Box users. We recommend to use Public mail boxes for service tickets, in order to follow these service tickets and tasks.
This definition can be found in the "Public Mail Boxes" tab of the system fundamentals. Insert a new row by using the right button of the mouse and choose Insert New Row. In the new row fill in the following fields:
|Account Handle||The name of the Mail box. This will be the displayed sender name for the addressee. The name of the company will be added to the sender name.|
|Authorized Groups||Define which group of users can send and receive Messages through this Mail Box. If none of the authorization fields was defined, this mail box will be available to all of the users in the organization.|
|Authorized Users||Define which users can send and receive messages through this Mail Box. If none of the authorization fields was defined, this mail box will be available to all of the users in the organization.|
|Internal Forward to Users||This option is used to forward Email messages to another users, so that if a message is deleted, it will still be available in the Mail box of these users.|
Test Email Account
The propriety of the Email Account can be checked by using thebutton. The system will try to connect to the Mail box and will display the test results.
Install Hyper Virtual Printer
While installing Hyper, the system allows to install the Hyper Virtual Printer. By using the virtual printer, it is possible to Import a Virtual Printing and Store it as PDF File, which can also be sent as attached file. This option is available from thebutton.