Email

Email

The integrated email program enables - simple and effective - comprehensive management of emails directly in X-ERP. All incoming and outgoing emails are managed. Direct distribution or assignment to individual people or groups is possible. Send and receive emails, organize your inbox, and seamlessly link messages to projects, tasks, or contacts. Thanks to the integration into your work environment, you save time and increase your productivity.

Email settings

Email system

• You can use the desktop button to control whether emails should be sent and received directly in X-ERP.
• Check incoming messages (minutes): Automatic email list refresh is set in minutes. The default time period is 5 minutes.
• Http Request Timeout (minutes): The amount of time in minutes for the server poll to abort if the poll does not return a result. The default time period is 10 minutes.

Email folder

• Create folders to manage your emails in a structured manner. Note that system folders such as the Inbox folder cannot be edited.
• Name: Folder name
• Parents: If it is a subfolder, enter the name of the parent folder here.
• Group folder: Marking for group use

Entrance rules

• Rules determine in which inbox the incoming emails from different email addresses are displayed. This makes it easier to assign incoming emails to the correct contact in the company. Alternatively, it is possible to assign specific email folders to individual email accounts (see email accounts). If no assignment is made in the incoming rules or in the email account, all incoming emails will be sent to the first folder (usually Inbox) assigned.
• Name: Search term
• Field: Determine whether to filter by email account name, sender, recipient or subject.
• Substring: The string that must be present at least in the search term.
• Destination folder: Email folder
• Sorting order: The order in which the search criteria are processed.

Email accounts

• Used to create email accounts for individual users.
• Name: Name that appears as the sender or recipient of an email
• The fields Inbox and Unknown senders are used for email sorting and SPAM email filtering. Incoming emails are assigned to these email folders. The assignment to the individual folders takes place primarily in: Email > Settings > Inbound Rules. If no assignment is made in the incoming rules or in the email account, all incoming emails will be sent to the first folder (usually Inbox) assigned.
• Inbox: For all emails with known email addresses (= email addresses already known in X-ERP)
• Unknown senders to: For all email addresses unknown in X-ERP.
• Spam folder: Selection of the folder for spam messages.

Spam protection sender/subject

• About the button Spam Mark individual emails as spam and at the same time categorize whether future emails with the same sender or subject should be directly assigned spam. The emails are automatically moved to the spam folder defined in the email account.

Email signatures

• Store signatures so that you can quickly access and insert them when creating an email.

Email templates

• Create email templates to send documents from X-ERP quickly and easily.
• Name: Give it a name
• Group: Select or create clear template groups.
• Doc type: Each doc type requires a separate template.
• Language: Store templates in all the languages you need for your partners.
• Subject: Subject text of the email
• To:, Cc: and Bcc: can be deposited if necessary.

Email categories

• Create email categories that you can assign to a contact person from your partners (see Partner > Contact person > Email category). With this category you can specify for which document types the contact person should be automatically inserted as a recipient of emails.
• Name: Name of the category (e.g. invoice dispatch)
• Email Type: To:, Cc: and Bcc:
• Point out with that + button to select the corresponding document types.

Serial emails

• Create serial emails to selected partners.
• Give the serial email a meaningful name names.
• Email account: Set the sender email account.
• Draft a text.
• Add partners or contacts using the editing buttons.
• Shipping over the counter Send to selected recipients.

Matching depressions

• CRM
• Contact person

Further information / source

Related topics

• CRM
• Contact person
• DMS

Frequently asked questions