Email Setup

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documents_email Email Setup & Sending Options

1. Configure Email Settings

Setup SMTP / Email Server

Go to Company > Application Options

Enter your SMTP server, email address, and any other required authentication settings.

Custom Email Messages

You can create personalized email messages and set default "From" addresses for the following document types:

 

Invoices

Credit Notes

Quotes

Job Cards

Sales Orders

Customer Statements

Purchase Orders

Various Labels

 

2. How to Email or Export Data

From Any Form with a Print Button

1. If the form has a Print button graphic], you can:

 

2. From the preview window:

envelope Click the envelope icon to email the document (choose PDF, Excel, etc.)

arrow_down Click the down arrow to export the document in your chosen format (PDF, Excel, CSV, etc.)

printer_empty Click the printer icon to print the document

 

Print Preview Options

 

2. application_double Batch Emailing (Bulk Send)

You can send emails in bulk from the following modules:

Invoice Lookup

Customer Contact & Bulk Email

Age Analysis

Statements & Allocations

Job Card Lookup

Quote Lookup

Sales Order Lookup

 

3. email_add Emailing to Multiple Contacts (Per Customer)

Smart-IT lets you send invoices, quotes, and other documents to specific contacts within a customer’s organization.

 

How to Set Up Contact-Specific Emails

1. Go to Customer > Customer Form

2. Open the Contacts & Address tab

3. For each contact, tick the relevant email permissions:

AE = Allow Emails

AC = Allow Contact

Allow Invoice

Allow Quotes

Customer_Select_Emails

 

 

Example Scenario:

In this example:

 

Contact        Emails  Phone Invoice Quotes

Monkey        ✅            ✅           ✅        ✅

Poppet        ✅            ✅               ✅                  

 

Monkey will receive everything

Poppet will not receive quotes

 

New Customers

By default, all contact options (email, invoice, quotes, etc.) are enabled when creating a new customer. You can deselect any options you don’t need.

 

Note:

Companies not using Microsoft Outlook can make use of the SI Email module as you would have with Outlook. See Company > SI Emails

 

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