Reports > Mailing

Mailings to persons can be created and started through Bookkeeping > Relations > Mailing.

Persons can be activated here for various mailings.

Every mailing list has a number and a description.

Maintenance

The Maintenance button invokes the maintenance screen, which allows creating, renaming, copying and removing mailing lists.

With the Copy button, the selected mailing list will be copied to a new mailing list after entering a list number and a description.

Existing mailing lists cannot be overwritten.

Adding and removing persons

Persons can simply be added or removed by toggling the tick box in the first column or via the Selection button.

The Selection button invokes the select function, which allows adding and removing persons based on various criteria.

By default, all persons are selected. The selection can be refined by unchecking All for a certain criterion and making a choice.

For most criteria, a selection of codes can be made in a list that is called up with a prompt button.

It is possible to further refine the selection by also selecting based on other criteria.

The composition of the selections can be carried out by clicking Add or Remove.

More persons can then be added or removed by calling the Add/Remove function again and applying another selection.

Once all the check marks have been set for the persons in the list, the Create button can be clicked.

E-mails can be created, or letters, or labels. The choice between the methods is made at the top right.

A mailing list can be reset by clicking the Clear list button. As a result the mailing list becomes empty.

This operation cannot be reversed.

Persons can also be activated or deactivated for mailing lists on the Mailing tab in the maintenance screen of persons and companies.

Selection on Service Company

The Service Company to which a person is related can be entered in the Persons screen, tab page Other.

Filtering on Service Company can be used to split a mailing into different outputs per Service Company.

This can be useful when mailings differ per Service Company. Also, labels can be sorted by Service Company this way.

Create mailing

Labels, letters and e-mails can be created based on a mailing.

A mailing can be carried out in three ways.

E-mails can be sent, or letters or labels can be created for all selected people.

The description on the button at the bottom right of the screen indicates which method is selected at the top right of the screen.

When the button is clicked, a new window will appear in which options for the chosen method can be set.

E-mail

For more information on the format of the attachment read the E-mail topic.

Sending a mailing per e-mail is only possible to persons whose e-mail address has been entered in the screen Persons > Addresses.

In your E-mail client always switch off the option to send messages immediately.

E-mails will be placed in the Outbox, making it possible to check, adjust or delete them if necessary.

This makes it possible to restart a mailing without the worry of sending the message more than once unintentionally.

- Send E-mail per address

E-mails can be sent to each person individually, making it possible to add a personal opening.

The opening entered in the maintenance of the person will be used to address the person in the e-mail message.

The following three methods of sending e-mails are available:

1.SMTP (an SMTP server is required, see SMTP settings)
E-mails will be sent directly without interference by the user. A message will be presented with the option to cancel the process.

2.Use local E-mail client
Each E-mail will be shown on the screen en must be send by the user himself.

3.Use local E-mail client and send immediately
E-mails will be sent directly without interference by the user. A message will be presented with the option to cancel the process. A security message from Outlook probably forces the user to confirm every E-mail. This security message can be disabled in the settings.

- Send E-mail using local client (BCC)

All persons can be added to the BCC of an E-mail. A personal opening will not be possible this way.

Recipients will not see the other receivers of the E-mail (BCC).

In order to be able to send e-mails your E-mailing environment may require an E-mail address to be entered in the To-field of each e-mail message. For that purpose you can fill in the field E-mail address To and E-mail name To.

E-mails made with the BCC option activated will always be sent via the E-mail client, not via SMTP.

With mass mailing the number of addresses in one message can be maximized (up to 99). When the number of addresses that a selection produces exceeds the maximum more messages will be made, each with the number of addresses that corresponds with the maximum, until no more addresses remain. With 36 addresses and a maximum set to 10 four messages will be made, three with 10 addresses and one with 6 addresses.

Contents

-Attachment
A file can be selected to be attached to the mail.
When the attachment is in HTML format and no user text is selected, the attachment will be displayed in the body of the e-mail.
This will not work with all e-mail clients because it is not officially supported in e-mail clients but merely a side effect when using HTML.

-Subject
The subject of the mailing. This is a mandatory field.

-User text body
The user text to be uses as e-mail body text.

-Rich text body
This option makes it possible to provide text for the email body with various formatting properties such as color and font. Images are also supported.
Use the prompt button to create, select or maintain body texts. With the 'New' button in the toolbar, a new text can be created.
English and Dutch texts are supported. The language applied in the e-mail is determined by the language setting below.
Body texts can be saved and edited for future usage.
To select a body text, use the Open button in the toolbar.
The phrase "{opening}" can be incorporated into a body text. When generating an email, this code is replaced by the opening sentence that can be entered by the person for this purpose.

-English
When ticked, the English text will be used in the e-mail body.

-Personal opening in e-mail
This is option is only available for User text body.
The field 'Opening' at the persons tab Other, will be presented at the beginning of the e-mail body.

Letters

Letters can be created as well.

The text in such a mailing is based on a user text. The language can be set with the check box for English.

The address of the person and the selected text will be printed in the mailing.

The margins of the mailing can be set to define the location of the address.

This can be handy when using windowed envelopes.

Letters are based on a Crystal Reports report. This report is distributed with Mill7 and can be found in the Mill7\Reports folder.

When a customized version of this report is present, the option Use custom report can be selected.

Customized versions can be created by using Crystal Reports 8 or 8.5. If you prefer, Millogic can make a custom report for you.

The custom report must be named "mailing.rpt", and must be saved in the Mill7\Reports\Custom folder.

Labels

Five different label formats are included for A4 and Letter sized paper.

The font type and font size can be changed, which can be useful for long addresses or small labels.

To test if the labels are positioned correctly, first print one page on normal white paper.

Check if the text is printed correctly by placing the example on top of a label sheet.

Look into the light to see if the text is printed within the labels.

If you can not see it clearly, mark the lines of the labels on a sheet with a pen.

Addresses

The addresses shown in the list for letters and labels are determined as follows.

If the employer has not been entered for a person, the address of the person will be applied.

If the employer has been entered, the postal address of this company will in principle be used, but if this has not been entered, the visiting address of the company will be used.

The country codes in the list are created in the same way. These country codes are also used in the selection.

Debtors and creditors

Debtors and creditors can be recognized in the list by the additions [D] or [C] after the names.