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Difference between revisions of "Send Email from a Record"

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[[Image:emailactivity.gif|right|thumb|Email messages are tracked in the Activity History section of Related Information]]Managing your contacts includes keeping an updated address/phone book. You can send email messages to your contacts from within the platform and track the communications automatically:
To send an email message from a record:
*[[#Email Messaging from a Record|Email Messaging from a Record]]
#Open the tab that contains the record of interest
*[[#Email Messaging from a Data Policy|Email Messaging from a Data Policy]]
#Click the record to open it
 
#In the area that says, "Email or Add a note", begin typing your message.
 
#* The area expands to display an editor window and additional buttons.
===Email Messaging from a Record===
#* The default is '''Private Note''', which records your comments in the record history.
You can send an email message from a record, attaching one or more files and identifying numerous recipients. This email becomes a task that is tracked as an activity associated with the record. You can define follow-up tasks, add appointments, and send additional notes related to this record.
#Click '''Email''' to send your comments as a message, as well
 
#* For anything other than the [[Cases object]], a '''Subject''' field appears above the message area.<br>(For Cases, the subject field is pre-defined.)
When you send an email message from a [[Data Policy]], you get extra TO/FROM options. See [[#Send an Email Message from a Data Policy|Send an Email Message from a Data Policy]] for details.
 
Users can also send email from the [[Documents]] and [[Reports]] tabs. See [[Email]] for more information.
 
'''Note:''' The [Send Email] button appears in the record only if the [[Track Activities]] option is enabled for the object.
 
To Send an Email Message from a Record:
#Open an object that contains the record of interest
#Click the record to open the details page
#In the Related Information section, click the [Send Email] button
#In the email page, specify information under the Address Details section:
#;To:Enter a name or click the Lookup [[Image:lookupicon.gif]] button to select from a list of recipients
#;Related To:The object and record automatically appear in the Related To fields
#:Optionally, select another object and record to change the association
#;Cc (Carbon copy):The name(s) of those you want to receive a copy of this email message; Enter multiple names separated by commas, or use the Lookup button to select from a list
#;Bcc (Blind carbon copy):The name(s) of those you want to receive a copy of the this email message, but whose email names and addresses will not appear as recipients.
#Optionally, choose an [[Email Template]]
#Optionally, choose an [[Email Template]]
#Enter a Subject for the email message
#* The subject field is then pre-filled from the Template.
#;Editor Type:The type of editor to use; For more information, see [[Editors]]
#* If text already exists in the subject field, text from the template is appended to it
#Enter the message in the Details text area
# When finished, click '''[Submit]'''.<br>A message appears confirming that the email has been sent, and the message is recorded in the record history.
#Optionally, include [[Documents]] as attachments; Use the Lookup window to display a list of available documents
#When ready, choose one of these options:
#*Click the [Send] button to send the email message
#*Click the [Save Draft] button to save a draft of the message without sending
#*Click the [Preview Email] button to view the message before sending
#*Click [Cancel] to stop the action
 
A message appears confirming that the email has been sent. Summary information about the email (the Date, Status, and Assigned To fields) appears under the Activity History in the record.  
 
The email now becomes a completed task, and clicking on the email Subject opens the [[Tasks]] page, where you can perform all task-related activities.
 
You can also click the Send Note link under Activity History in the record to send additional information about this record to the task owner and other recipients.
 
====Save Draft====
To return to a saved email message:
#Open the object and click the desired record
#Click the [Send Email] button
#Click the Drafts link to view a list of saved messages
#:[[Image:Sendemail.gif|none|thumb]]
#Click the draft of interest and continue editing
#Optionally, save the draft again, or send the message
 
===Email Messaging from a Data Policy===
{{:Email Messaging from a Data Policy}}


===Template Variable Builder===
{{Note|<br>Users can also send a message from a Report.<br>''Learn more:'' [[Reports#Email a Report]].}}
{{:Template Variable Builder}}

Latest revision as of 22:10, 8 July 2015

To send an email message from a record:

  1. Open the tab that contains the record of interest
  2. Click the record to open it
  3. In the area that says, "Email or Add a note", begin typing your message.
    • The area expands to display an editor window and additional buttons.
    • The default is Private Note, which records your comments in the record history.
  4. Click Email to send your comments as a message, as well
    • For anything other than the Cases object, a Subject field appears above the message area.
      (For Cases, the subject field is pre-defined.)
  5. Optionally, choose an Email Template
    • The subject field is then pre-filled from the Template.
    • If text already exists in the subject field, text from the template is appended to it
  6. When finished, click [Submit].
    A message appears confirming that the email has been sent, and the message is recorded in the record history.

Notepad.png

Note:
Users can also send a message from a Report.
Learn more: Reports#Email a Report.

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