Send Emails - Individual Client Overview

The purpose of this guide is to provide instruction on how to send an email to a client and emails to a bulk list of clients from XPLAN's email system. 

• To view the IRESS Insights Video, please view the following link here. (Created by Anthony Derriscott on July 28, 2016)

You will access the email system each time you are required to send an email to a client from within XPLAN.

1. Whilst in the client's record, click on Key Details in the Client Menu. The menu options will expand.
2. Click on Contact Details.
3. Locate and click on the clients Email Address that you want to send the email to.
4. You will now be directed to XPLAN's Email component.
   
   
   
   
5. To use an email template, select the template from the drop down list in the Template field.
   
   The details from the email template you have selected will pre-populate the Subject field and the body of the email in the Contents tab.

If you are not using an Email Template:

1. Enter the subject of your email into the Subject field.
2. Enter the body of the email in the Contents tab text box. Other fields to be checked or edited if required:
3. Return Receipt - Check this tick box option if you want to be notified by email when the recipient has read the email.
4. From Address - This field will automatically pre-populate with your email address. Overriding this email address will change the email address that the email will be sent from.
5. Time to Send - You can elect to send the email now (once you click send) or at a pre- determined date and time. 

Sending an Email - Tabs

Attachment

If you would like to attach a document to your email:

1. Click on the Attachments tab.
2. To attach an external file from your server, click Upload File.
   A pop up will appear for you to select the document you wish to upload.
   Select the file location on your computer then click on the file name and click open.
   The document file name will appear in the Browse field.
   All attached documents will be listed in the field below.
3. Click Attach Document File to attach a document from XPLAN's Document Library.
   A pop up with the DocNote file browser will appear.
   Locate and click on the required document and click OK.
   The document you have selected will appear in the field below.

Recipients/Clients

To check and/or edit the recipients:

1. Click on the Recipients/Clients Tab.
2. Confirm the recipient is correct.
3. To add a new recipient click on the Add button.
4. To restore the recipients list to the original recipient click Restore.
5. To change the all the listed email address to "CC" Bcc" or "To" click on the Change button to select from the options available.

Override From Address

If you want to send the email from the client Planner's email address:

1. Click on the Override From Address tab.
2. Click on the Override From Address Tickbox.

Miscellaneous

The Miscellaneous Tab enables you to select if you want to add the email as a Note in the client's electronic file.

Click on the miscellaneous tab.

Permission Settings

• Select the Type. Private - only the creator can use the template; Shared with my groups - any groups that the creator belongs to may use the template; Shared with specific groups - you have the option to select which specific groups can access the template; Public - available for anyone to use the template.
• In the Owner Edit Only field, set to yes so that only the creator can modify the template, otherwise anyone who can see the template can edit it.
  
  
  

Add Note Settings

• Select Yes in the Add email to entity note field to save a copy of the emails sent against all recipient clients. This enables the note fields below.
• Select Yes in the Client Access field to give the client the ability to view this note in their Client Access log in.
• In the Note Type field, select the type of the note. This automatically defaults to Email.
• In the Note Subtype field, select the subtype of note.
• Select who can view the Note in the Note Permission field.
• Select the Advice Container Template that the note will automatically be linked to (if applicable).

Sending an Email with Client Data to Third Parties

Learn how to create a Third Party email template and then how to send it to a referrer with attached client data

To view the IRESS Insights Video, please view the following link here. (Created by Anthony Derriscott on July 27, 2016)