The sent messages are displayed in the Sent Items label. The table in this screen contains the details of the addressee, confirmation time and the sending mailbox. The table presents the sent messages from the last 90 days.
The Email tools of the Hyper, can be found in the main tab of the software. This screen has 3 general areas:
- Mail Box options and create a new message.
- Email Messages table.Click here.
- Action Buttons.Click here.
Mail Box Options and Create a new Message
The menu on the left side, alloows to choose the required mail box (Inbox / Sent Items / Drafts). This menu also include the following options:
|Create Mail||Create a new Email Message. For further information, press here.|
|Search Mail||The Email messages search wizard. When using this wizard, the system displays the test results only. In order to display the full messages list of the selected mailbox, cancel the search mode by pressing this button again, and then pressing thebutton.|
|New SMS||Send SMS messages to mobile phones. For further information about this option, press here.|
|Send Mail in Wide Circulation||Send Email messages for multiple addressees, for marketing and advertising purposes, etc.|
|EMail Signature||Desine a personal signature.|
EMail Messages TableAccording to the chosen Mail box (Sent Items), the messages from the last 90 days will be presented. Any message that was recieved / sent earlier will be automatically saved to the Archive Folder and can be found by using the Search Mail tool.
The messages table presents the Sender / Addressee of the message, Subject, Recieved On / Send Confirmation, Attachments and size, as follows:
|From / Send To||This is the Sender / Addressee name. The status of the incoming messages is marked with the following icons:
|Subject||The title of the message. The subject of any Message in the Inbox, can be modified by the user. There are two possible icons in this field:|
|Received On / Send Confirmation||The exact time of sending / receiving the message.|
Single click on selected message will present a preview of the message. Double click will open the message window.
There are few action buttons available for any message, according to the selected mail box. These action buttons are also available in the Homepage:
|Reply Sender||Reply the sender of the chosen message.|
|Reply All||Reply all recipients of the chosen message.|
|Forward||Send this messages to other recipients.|
|Print the selected message. The system will display print preview.|
|Advanced Features||Open the selected message. The action buttons will be displayed above the message.|
|Create New Task||The user can choose whether to create a new task or a new service ticket from the selected message. Choosing on of the option will copy the content of the message as follow:
|Show Deleted||When this checkbox is marked, only deleted messages will be dispalyed. For regular display unmark this checkbox.|
|Delete||Delete the selected messages. Deleted messages will be archived.|
This button displays three options:
|Copy Address to Clipboard||Copy Email address to clipboard and make it available to paste on local computer.|
|Store Contact||Add contact details to contacts list.|
|Add sender to white list||Cancel the Spam label for the this sender. Sender will be marked as Spam by the system, according to definitions of the users authorization (Employees Module), in the "Spam Filter" field.
Attached documents and files can be opened or saved as described below:
- Click on the icon, to open a menu with the following options:
- Open File.
- Save All Attachments to Disk.
- Attachments Tab - After openning a message, the attachments tab is available. The attached files will be displayed in the table. Click the icon to open the file or click the checkbox to make the saving buttons available.
- Hidden Attachments - In order to open or save files that were attached to the body of the message click the button and choose . The attached files will be displayed in the attachments tab.
Attach Message into Client / Supplier Relationship Log
This option allows to automatically attach message info Client / Supplier Log. The linkage is done by comparing the Email address to the Client / Supplier Email addresses or domain name (taken from the "Web Page" field).
Any message that was automatically attached into Client / Supplier, will be marked with in the Subject field. Click on this sign will open the Client / Supplier card. Please Note - BCC messages will not be attached since this message is hidden.
The system allows to attach messages manually to Client / Supplier cards. In order to attach the message follow the next steps:
- Double click on the message.
- Click the Attach into Client / Supplier Relationship Log.
- Search for the required Client / Supplier / Project / Meeting.
- After choosing the contact person, the message will be added to the relationship tab of the Client / Supplier card. If there is no Email Address in Client / Supplier card, the system will offer to create a new contact person in this card. Choose Yes to create a new contact person, and No to copy the Email address to the Client / Supplier "Email" field.
In order to cancel attaching, open the Client / Supplier card, go to the Relationship tab and delete the message from the messages table of the Email tab and then delete the contact person that was created.
Click thebutton to open the search window.
Use the following fields to search for the required Email message:
|Search Subject & Body For||Search for the required text in the Subject of the Body of the message.|
|From||The name of the sender / Email Address.|
|Has Attachments||Choosw whether this message has any attachments.|
|Part of Attachment Filename||Fill in part of the attached file name and choose "Yes" in the "Has attachments" field.|
|Mailbox||Choose the required mail box.|
|Search In||Choose whether to search in the Current Folder / Deleted Folder / All.|
|By Mark Flag||Choose the marking type of the message.|
Please Note - This search is done for the chosen Mail Box only (Inbox / Sent Items). In order to cancel the searching mode, click thebutton again and click on the button.
Delete Email Messages
In order to delete an Email message, click the check box in the "From" field and click thebutton. The deleted messages can be viewed by checking the Show Deleted check box. Click this checkbox again to view the current messages again.
Please Note -
- Every deleted message will be saved in the archive and will be able to be restored at any time.
- Any spam message will be automatically moved to the deleted items folder (archive).
- The deleted items table will display messages from the last 90 days.
- Deleted messages can not be removed.
Restore deleted messages
- Deleted messages can be restored choosing the required deleted message from the deleted items desplay and press the button. The message will be moved back to its original Mail Box.
- Spam message can also be restored, without changing its spam tag .
The main page of Hyper oofers its users the following Support Tools:
|Personal Contacts||Personal contacts list of the user.|
|Tasks||Create and follow Tasks in the organization.|
|Password Storage||Save and encode personal passwords that will be available for users according to authorizations.|
|New SMS||Send SMS messages to Cell phones using the Hyper System. System administrator - for further information please contact the SYE Customer Service.|
|Send Mail In Wide Circulation||Send Email message to multiple attendees for marketing and advertising purpose.|
|Email Signature||Create personal Email Signature.|
SMS System Settings
Hyper can be connected to SMS system through API of SMS services company. For further information, Contact SYE customer service department.
After purchasing the sms package, the user will get a Username and a Password and will need to define it as follows:
- Open the Automation Log & Web Services of the system fundamentals.
- Click the button.
- In the "Hyper Service ID" field, fiil in the Hyper Service ID of the SMS services company.
- Fill in the Username and the Password.
- Press the button.
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.|
|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 number, as well as the SSL definition 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.