Fax / E-Mail

In this section you will find settings for the Supplement Fax Integration and also settings for e-mail.

Here you select which fax program should be used out of the five programs supported by the system for fax integration.

If you need to dial a prefix in order to get an outside telephone line, you can enter it here. For certain fax programs, you cannot enter this prefix in the fax program if using Fax Integration, but instead it must be entered here. If you enter a prefix here, it will always be sent together with the fax number from the system to the fax program. The default value "999" means no prefix is needed.

Fax programs usually need a certain amount of time to process a printout from the system and place it in its outgoing queue.

For example, if several orders (each order is a separate form printout) were sent at the same printout time, the fax program may not be able to finish process a printout before the next printout arrives. This is usually indicated by the fact that the fax program address book appears. In order to give the fax program enough time to process each printout, you can increase the value (in seconds) that the system should wait between each printout. On the other hand, you can also try lowering this value if your fax program should turn out to be faster. The default option here is 10 (seconds).

For most form printouts (for example orders) you can choose to send the printout via e-mail. However, the recipient's e-mail address must first be entered in the header of the form. The documents are automatically attached as PDF files and in some cases also as XML files. You can then choose the general method of sending the e-mail. The available alternatives are:

In the Users procedure you can, per user, select method for sending e-mail. This will then override the selection made here.

This setting is checked by default, and determines whether e-mail messages should be sent manually - and separately - for each printout, or whether they should be sent automatically.

If you have configured the E-mail sending method to Direct via SMTP server:
When sending the e-mail manually you will see the built-in e-mail editor (see image below) when using Send via e-mail.
In the e-mail editor it is possible to enter/edit e-mail addresses for receivers in the fields To, Cc and Bcc.
It is also possible to send to several recipients by entering the e-mail addresses separated with comma signs.
You can enter/edit in the fields Subject and Message.
In the lower section Attach you can add further files in the e-mail message using the alternative Add file(s) under the Info menu which you access by right-clicking.
You can delete one or several attached files using the alternative Delete selected files on that menu.
It is also possible to preview an attached and selected file using the alternative Preview file on the same menu.
If you have configured the E-mail sending method to Direct via e-mail program:
When sending manually, the standard e-mail program opens on the client computer, allowing you to edit the message and attached files in a corresponding way.

Both methods to send e-mail - via e-mail program or SMTP server - send the message as a PDF file attachment.

If you have configured the E-mail sending method to Direct via SMTP server: When sending automatically, all e-mail messages are sent in the background with the printout attached as a PDF file attachment. This will take place without opening the built-in e-mail program.
If you have configured the E-mail sending method to Direct via e-mail program: When sending automatically, the e-mail message is sent in the background with the printout attached as a PDF file attachment. In certain e-mail programs there might be a safety function, where the sending in that case needs to be approved.

When sending automatically, you should enter the corresponding standard phrases for message text used for different form printouts in the procedure called Form Additional Text.

This setting determines if the dispatch advice shall be sent manually or automatically from the Print Shipping Documents and Dispatch Advice procedures in the Sales module. The available alternatives are:

If the setting E-mail sending method is configured to Via e-mail program in this procedure or in the Users procedure, and you have configured one of the two automatic sending alternatives, a security alert appears from the e-mail program (for example Outlook) that must be approved before the e-mail can be sent.

If you have selected any of these two alternatives for automatic sending, this will override the general setting called Send each e-mail message manually?. Before using automatic sending, customized phrases that will be used in the e-mail messages should be defined in the Form Additional Text procedure.

You can also send several dispatch advices separately via e-mail from the list in the Dispatch Advice procedure even though the shipping documents have not been printed.

The e-mail message contains a dispatch advice in plain text for the delivered customer order rows. The dispatch advice is also attached by default as an XML file. Customers that also use MONITOR can drag the XML file from the e-mail message and drop it in the Register Purchase Order procedure. This function is part of the MONITOR-to-MONITOR feature.

This setting determines whether the EDI advice to shipping agent should be sent manually or automatically from the Print Shipping Documents procedure in the Sales module. The available alternatives are:

To be able to send EDI advices, a link must be registered to format group 270 (Advice to shipping agent) with format number 181 (Advising to Apport.net) in the EDI Links procedure.

Here you can enter a general e-mail address as the sender when advising via e-mail.

If the field is empty, the e-mail address will be loaded from the user's E-mail field in the Users procedure or from the account in the user's e-mail program. Which address that will be selected as the sender's address depends on whether the setting E-mail sending method is configured to Direct via SMTP server or Via e-mail program.

Here you can enter a general address of sender to be used during AutoRuns when the processing of the result will include the sending of e-mails. If a general address of sender is not entered then the user (selected as the sender in the AutoRuns procedure) must have an e-mail address registered in the Users procedure. For the user called MONAGENT you enter an e-mail address in the User List procedure (can only be entered by ADMIN or a user with corresponding user rights).

Using this setting you can decide if an e-mail message should be sent to a recipient containing information about which e-mail addresses that did not work or that were missing during scheduled AutoRuns. You enter the e-mail address in the setting below.

Here you enter the e-mail address that should be used in the setting above. ADMIN will also receive a message about e-mail problems.

Here you can check this setting if you want all the sent e-mail messages to request a "Read" receipt (confirming the recipient has received it). This is a standard feature of SMTP protocol, but you shouldn't expect it to always work from one e-mail system to another. It is not certain that this is supported in the recipient's e-mail program, particularly if the e-mail message is converted to another system via a Gateway.

Here you can select if a copy (Cc) or a blind copy (Bcc) also should be sent to the sender's e-mail address for the messages that are sent from MONITOR. This is useful especially when the method for sending e-mail is Direct via SMTP server and when you want a copy of the message.

The sender's e-mail address is the address that should be entered in the Users procedure.

If the E-mail Sending Method is set to Directly via SMTP-server, you must here enter an IP-address or a DNS-name to an available SMTP-server. That is the e-mail server that should receive outgoing e-mail messages from MONITOR and pass them on to the recipient.

All SMTP e-mail messages that will be sent unencrypted over the Internet are sent over the TCP port 25. Within the private network you can however determine which port that should be used for SMTP by adding a colon (:) and TCP port number after the IP address or the DNS name, in the cases where an SMTP proxy is used as a server, for example 192.168.1.10:2525.

This setting should be checked if the e-mail server that should be used requires you to logon (SMTP authentication). In this case you should also enter user name and password for the authentication in the fields below.

Here you enter the user name for authentication on the e-mail server, if the SMTP server requires logon setting has been checked.

Here you enter the password for authentication on the e-mail server, if the SMTP server requires logon setting has been checked.

Here you select how text in outgoing e-mails from MONITOR sent via SMTP should be encoded. This character encoding is only used if you have configured the E-mail sending method to Direct via SMTP server. The available alternatives are:

You can only link documents to different records if you have installed the supplement called Document Viewing. This is where you select which file format should be used for any linked documents that accompany the printout and will be sent with the e-mail message as an attachment, if you chose to print these documents when they were linked.

You can decide whether linked documents should be attached to e-mail messages as PDF files, in their original format or both. For example, a linked drawing attached to a subcontract purchase order should probably be sent in its original form, while a Word document might be best sent as a PDF.

Here you can select which software that should create the PDF-files from printouts to send via e-mail. For the different Adobe Acrobat alternatives this printer driver must be installed on the computers that the printouts are made from. If you do not use Adobe Acrobat you can instead use the driver printer which is included in the client installation of MONITOR. It is called Monitor Document Converter.

In the Users procedure you can select, per user, which software that should create the PDF-files and that selection will override the selection made here.

Here you can select integration of the CRM/SRM activities and also part activities with a calendar program. You can choose from the following calendar programs:

This setting determines if the text in the Subject field in e-mails with attached XML-files shall be extended with a suffix, for instance [Invoice]. This applies to e-mails with attached Purchase orders [Order], Order responses [Order response], Invoices [Invoice] and Nonconformities [Case].