Step 14. Setting up Email Accounts

Overview

Here you will learn how to set up email accounts to send and receive emails in the system.

Account Settings

Creating Gmail Accounts

To create a Gmail account:

1. Log out from your current Gmail account and go to Gmail.com.
2. Click Use another account > Create account > For my personal use.
3. Enter your First Name.
4. Enter your Last name.
5. Enter the Username.
6. Enter the password and enter it again to confirm.
7. Follow the prompted steps on the screen to finalize creating the Gmail account.

Setting up Gmail Accounts

You cannot use your usual password to log in to the mailbox through the email client. You will need a special password for an external application. To create such a password for Google account:

1. Enter your Google account.
2. Click Google in the top right corner and then click Manage your Google Account.
3. Click Security on the left part of the screen.
4. Under How to sign in to Google, click 2-Step Verification.
5. Click GET STARTED.
6. Enter your Google account password again.
7. Enter the phone number and click Next.
8. Enter a PIN code you get to your phone and click Next.
9. Click Turn on.
10. At the bottom of the page, click App passwords.
11. Enter your Google account password again.
12. Specify an App name that will help you remember where the application password will be used.
13. Click Create.
14. Copy the generated password. Note: you can see it only once. If you forget it, you will have to create a new one.
15. Click Done.

Setting up System Accounts

Before you can send emails from the system, set up your email account:

1. Go to Master data and settings > Organizer.
2. Select the System email client checkbox.
3. Click Email settings to set up an email client to send messages from the system.
4. Click Create.
5. Fill in your Email and a Password you created for the system in your email account.
6. Select whether you want to use this account to Send mail or Receive mail.
7. Enter the Sender's name to be displayed for recipients and click OK.

Creating Emails

You can create email in the application in the following situations:

• Send print forms generated in the infobase as attachments.
• Send emails about the system update completion to the administrator.
• Send emails to the administrator after generating a report with critical log entries.
• Exchange data between infobases using e-mail.
• Send reminders about new tasks or their completion.

To send print forms by email:

1. Open the required document.
2. Click Print and select the required print form.
3. Click Send by email.
4. Select the format of the print form to attach and click Select.
5. Check the pre-filled details. Correct if necessary.
6. Click Send.

Creating Mailouts

In the system, you can create manual mailouts to send to several people at once. For that:

1. Go to Master data and settings > Organizer.
2. Under Notes, reminders, surveys, and massage templates, select Message templates.
3. Go to CRM and marketing > Settings and catalogs > Groups of mailouts and notifications.
4. Click Create.
5. Enter the Description, select how messages will be sent: according to the subscriptions or forcefully.
6. Select the Send email checkbox and specify your email Account.
7. To add a subscriber, click Subscribers and recipients in the Groups of mailouts and notifications card or open the customer’s card and navigate to More > Subscriptions and add a customer to a subscription.
8. To create a mailout, click Mailouts to customers in the Group of mailouts and notifications form. Alternatively, you can go to CRM and marketing > Mailout to customers.
9. Specify a Subject, Message, and Recipients.
10. Change status to Scheduled to start the mailout processing.

You can find all the emails created in Quick menu > Business interactions (if activated).