Reports > E-mail

E-mail is integrated in several ways.

- Sending e-mails using the local e-mail client.

- Sending e-mails by SMTP.

SMTP and Outlook settings are maintained at Maintenance > Settings > E-mail.

E-mail can be used in procedures like invoicing, reminders and mailing, with the option of using the SMTP protocol.

SMTP allows for E-mails to be sent automatically to the recipients without intervention of the E-mail software installed on the workstation.

For invoices and reminders the Use SMTP server option must be activated. For mailing SMTP can be activated at the mailing screen itself.

Invoices as attachment

Invoices can be as attachment in the e-mail.

In the settings, invoicing - e-mail, you have the possibilities to send the e-mail to:

1. E-mail address of the person mentioned in the cover letter address of the debtor.

2. To the person in the cover letter address and the account manager.

3. Only to the account manager.

4. Persons in RM file: Other relations. This option is only available in the Trust Version with the Relation Management module.

1. Sending e-mail by a local client

There are several e-mail programs that can be used to send e-mails.

These programs will all check if another program is trying to send e-mails with their software.

Microsoft Outlook will generate a question which has to be answered by the user before the e-mail will be send.

The security option can be deactivated at Maintenance > Settings > E-mail.

Microsoft Outlook Express will check this also by default but the check can be deactivated in the Outlook express menu Tools> Options> Security.

There are 2 options if you don't want to send E-Mails directly:

1. Save E-mails as drafts

It is possible to Save all created E-mails from Mill7 in the Drafts Folder, These mails can then be reviewed and send.

it is also possible to send all E-mails from the drafts folder by using the following script.

2. Disable "Send messages immediately" in Outlook

The e-mails generated in Mill7 will be placed in the Outbox of Outlook express.

Only after pressing Send/Receive in Outlook express the e-mails will be send.

This makes it possible to check the e-mails afterwards and if necessary to delete them.

2. Sending e-mail by SMTP

Invoices can be sent by SMTP.

This can be activated in the settings where the SMTP specifics can be entered like the SMTP server.

The E-mail will be sent directly, Undeliverable E-mails will be sent to the e-mail address in the settings.

When the SMTP server address is kept empty, the e-mail will be send by automatic DNS lookup.

However adding more recipients to one mail with different domain names like George@Hotmail.com and Dina@Gmail.com is impossible.

The simplest way is to install SMTP services that come with IIS on windows server.

The server address must be entered in the settings with the user and password if applicable.

By default port 25 will be used.

The server itself must be setup so that workstations are allowed to use the SMTP server.

For example to add a list of IP addresses to SMTP server that have access.

E-mail attachments

Export format attachment

The default type of e-mail document that will be attached to the e-mail, can be set in the settings on tabpage relations.

Different export formats can be selected: DOC (Word), RTF (RichTextFormat) en PDF (Adobe Portable Document).

The required drivers for using the RTF and PDF format have to be registered in the registry of the workstation.

This can be done by pressing the button Register export drivers in the settings -> Relations.

Should errors occur check if the following files exist in the Mill7 installation folder:

- Exportmodeller

- Crtslv.dll

If these files are not there a zip file is available at our internet site with all required drivers.

Unzip this file to the Mill7 installation folder. Check if the above-mentioned files do exist after this.

When the files are installed press the button Register export drivers in the settings -> Relations again.

If registration still fails some OS-drivers needed for this functionality are out of date or missing.

This can only be solved by installing Crystal Reports.

All this is only necessary to export to RTF or PDF and must be performed on every workstation that requires this functionality.

Using Win2pdf for invoicing

Invoice attachments can also be created by using a Win2pdf printer driver.

Win2pdf can be a solution when the standard export to PDF does not export your company logo in the desired quality.

How to use

The driver must be installed on the workstation and be set to "Default printer".

This export can not be used during the actual invoice process, so the e-mails have to be sent afterwards.

By setting the number of copies to zero during invoicing, only the invoices and journals are created.

Afterwards the invoices can be printed to file. Printing to file gives the option "Print to Win2pdf and e-mail".

Using e-mail in Mill7

Using e-mail in Mill7