Emails can be sent out of Momentus Enterprise using the Send Email function or by clicking on the email address of the account or contact you want to send to. Emails can be sent from:
- A list of records (accounts, contacts, events).
- Select the records you want to receive the email. Right-click and select Tools > Send Email. The Email window opens with the account/contact email addresses defaulted into the To field.
- An Edit window (Edit Account, Edit Event).
- Select Tools > Send Email. The Email window opens with the account/contact email address defaulted into the To field.
- Email addresses display as hyperlinks throughout Enterprise.
- Click on an email address hyperlink to open the Email window. The Email window opens with the account/contact email address defaulted into the To field.
In this article:
Email Recipients
If there is no email address assigned to the account or contact, or you want to add additional email address recipients:
- Type the email address or account/contact name into the To field. A list of potential accounts/contacts display and you can select the account/contact to add to the To field.
If you have Recipient Lists created, you can search for those also.
- If the account/contact you need does not display in the drop-down, click the Advanced Search hyperlink in the drop-down to do more complex searching.
- If you need to add an email address not in the system, type in the email address and press Enter or Tab on your keyboard. The email address is accepted and displays in the To field.
You can select multiple accounts, contacts, or events to automatically add those email addresses to the email To field in the Email window:
- Navigate to the Accounts, Contacts or Events list page for the email you are sending.
- Select the accounts, contacts, or events to receive the email. Use Ctrl+Click or Shift+Click to select multiple records.
- Right-click and select Tools > Send Email. The Email window opens with the To field defaulted to the email addresses assigned to the accounts, contacts, events.
- Complete the additional fields.
- Click Send.
When sending an email, you also have the following fields available:
- Cc: Email addresses to copy on the email.
- Email Subject: Subject line for the email.
See Email Attachments, Email Body Tab, Additional Information Tab and Save In Tab for more information on the rest of the Send Email window.
Email Logs
Email logs capture the emails which are sent from Enterprise. An email log will contain details of the sender, recipient, time and date it was sent, and the subject. The log will also indicate if the email has been successfully sent or not.
During an upgrade/update process, any email logs older than 60 days will be purged. This will only remove the log, and the original email will remain attached to the record it was sent from.
The email logs are information only, and can not be edited or deleted manually. It is possible to export a list of email logs into an excel spreadsheet or PDF.
Email Attachments
The Attachments section on the Email window shows all the attachments for the email. To add an attachment to an email:
- Click Attach File at the top of the window.
- Select where the document is stored:
- From Your Computer: Opens File Explorer to select a document from your computer.
- Template Document: Opens the Select Template Document window to select a template document which exists in Enterprise.
- From Enterprise: Opens the Select Documents window to select a document which exists in Enterprise.
- Select the document to attach.
- Click Select. The attachment appears in the Attachments section in the Email window.
Remove an Attachment
- Right-click on the attachment in the Attachments section and select Remove Row.
Review an Attachment Before Sending
- Right-click on the attachment in the Attachments section and select Preview. The attachment is downloaded to your computer so you can review the attachment.
Email Body Tab
The Email Body tab contains the text box for the text you want in the email body. You can use the toolbar buttons to format the text as desired (bold, italics, insert a table).
Click Source to see the email source HTML to make additional adjustments to your email text.
Additional Information Tab
Select the following options from the Additional Information tab:
- Select Email Template: Email template to use for the email. If there is any text already in the Email Body tab, it is overwritten with the email template text.
- From Email: Defaults to the email address of the current user. Select a different email address to send the email from an email address other than your own. The option is only available if you have access to the Allow Sending Emails on Behalf of Others access privilege. See Send an Email on Behalf of Another User for more information.
- From Name: Defaults to the name for the email address selected in the From Email drop-down. See Send an Email on Behalf of Another User for more information.
- High Importance: If checked, the email is sent with the high importance designation. In most email inboxes, the emails displays with an exclamation mark (!) next to it.
- Activity Type: An activity with the selected activity type is created when the email is sent. If Default Activity Type is selected, the activity type selected in the Default Activity Type drop-down on the Email tab of the Organization Configuration page is used.
- Bcc: Email addresses to blind copy on the email. A blind copy allows you to send an email to an email address without the email address displaying to the recipient/s in the To field.
- Bcc Me: If checked, you receive a copy of the email in your email inbox.
- Send email as: Select how to send the email to recipients.
- Single, shared email to all recipients: One email is sent to all recipients in the To field. When the person receives the email, all recipient email addresses display. Only one email is saved. This is the default option when sending an email to a single person.
- Separate, individual emails to each recipient: Each recipient receives an individual email. When the person receives the email, only the person's email address displays. A copy of the email is saved for each person in the To field. This is the default option when sending an email to multiple people.
Save In Tab
Select the following save options for the email:
- Save Email: If checked, the email is saved in the Documents tab.
- Account/Contact/Opportunity: Select the folders to save the email to. The available options are dependent upon where the email is sent from.
- Heading: Heading to assign to the email in the Documents tab.
Comments
42 comments
How do you add an established email distribution list as the "To:"?
0 upvotes
Hi Sherri,
The "To:" field also pulls from the distribution lists. All you need to do is start typing in the distribution list name and it should pull up that list for you.
0 upvotes
We cant seem to find all our staff when sending an email although the 'Personnel' tab is 'Active', is their any reason why this might be the case.
0 upvotes
Hi Kris,
Check to see if their personnel accounts have email addresses. The email dropdown will pull from the personnel account information. If there is no email on the personnel account, that person will not display in the email dropdown. If you are having further trouble with this, please submit a case to helpdesk@ungerboeck.com.
Thanks!
0 upvotes
Thankyou
0 upvotes
0 upvotes
When you have the spell check on for sending emails if you start the spell check but then want to cancel and make amendment to the email = if you press cancel it still closed the window and sends the email. How can the cancel button be used without sending the email.
0 upvotes
Sarah,
Please submit a ticket to client care so they may look at it more closely.
Thank you!
--Carrie
0 upvotes
It is not unusual for us to send an email from an event to someone who is not in the system. In V.19 you had the ability to free type the email address - In V.20 this does not appear to be possible? Is there a way round this?
0 upvotes
Hi Theresa,
You can type in free form email addresses. The drop-down will show to attempt to match existing email addresses in the database but once you enter the email address and use tab to move from the To address field, the email address you typed in will remain.
Thanks,
Maggie
0 upvotes
Perfect Maggie - thankyou
0 upvotes
We recently upgraded to V19.8 temporarily and will be moving all users to V20 in the next couple of months. One user sent emails through Ungerboeck and the emails did not copy to the diary notes. Apparently this did happen in the older version of 19. Will this be fixed in V20?
0 upvotes
Kayla, the emails are not saved in the Documents folder?
--Carrie
0 upvotes
Yes, we found it under our folders tab in V19.8. Thanks!
0 upvotes
Hi there,
In v19, when you email, say, the Event Plan, we have the option to filter out and display the contacts that are associated with the company only for the TO field. In our example is 3 contacts.
In v20 however, we don't seem to be able to find this feature. When users type the first 3 characters of one of the contact's first name, all contacts (massive list) that contain the 3 characters are being listed.
Is there a setting that would allow us to filter out the other contacts that are unrelated to the company in the TO field like v19?
Thank you,
Levin
0 upvotes
Hi Levin,
In v20, you are able to utilize the Advanced Search in the 'To' drop down on the Email window.
On the Advanced Search Accounts window that arises, there is various filters that you are able to utilize to narrow down the specific account/contact you are looking to email. Of them, the 'Company field or the 'Name - Primary Account' may be beneficial ones. Also, if you type the organization's name in the 'Search For' field and click Search, both organizations and individuals (contacts) will arise in your results.
For example, if I entered "Genome British Columbia" in the 'Search For' field, Genome British Columbia should arise as well as any contacts of Genome British Columbia.
Once you see the contact you wish to add to the email, highlight them and click Select at the bottom of the window. Once the Advanced Search Accounts window closes, the contact's email will be in the 'To' field of the Email window.
Best,
Kaitlyn Batliner
Ungerboeck Consultant
0 upvotes
Thank you Kaitlyn for your suggestions.
I guess there's no way to set the To: field on the main email screen (without going into the Advanced Search) such that when users type in 3 characters. then it will automatically display only the emails related to the Company of the event right? If this is not do-able, I will explore ways to define a view with a layout that would automatically filter down using your suggestions above.
Thank you,
Levin
0 upvotes
Hi Levin,
Unfortunately, there is not such functionality in v20 at this time, but we greatly appreciate you bringing this to our attention. Please enter an enhancement ticket for our Product Management team to further review.
Thank you,
Kaitlyn Batliner
Ungerboeck Consultant
0 upvotes
Thank you Kaitlyn. I will submit an enhancement ticket.
Regards,
Levin
0 upvotes
It is a shame that great functionality from v19 is being lost and going back into the Enhancement queue.
2 upvotes
How can I restrict emailing ability in one role?
0 upvotes
Hello R.C.
If you would like to restrict the email ability in a role, you can use Access Exceptions for that role. Start by accessing the Roles screen and edit the role you wish to restrict emailing. On the Access Exceptions tab, in the Actions section select the Deny button. On the Deny Role Action Access screen search for email in the description field and click the search button to see the results. Select all the actions to be restricted for the role and click the Select button. Those actions will not visible to users assigned to that role.
Thank you!
0 upvotes
Hello,
When sending an email, one of the new options under tools in v30.96 is Schedule. Can anyone point me to a guide on how to use that feature?
Thank you,
Michelle
0 upvotes
Hi Michelle,
We are putting together some information about this. Once we have it ready, we'll reply with the details.
Thanks!
Maggie
0 upvotes
Hi Michelle,
For the Schedule feature to work you will need to have a task engine running.
Thanks,
Ryan
0 upvotes
Hi Ryan,
I followed these directions but I never got the email. I went back into my tasks and the email is still there as Task Status "waiting".
Did I miss something? Do we need to turn something on for this to work?
Thanks,
Michelle
0 upvotes
Hi Michelle,
Do you have the task engine running? The email will stay in waiting mode unless you have this on.
0 upvotes
Hi,
I am hosted so I thought it was running... How do I turn it on?
0 upvotes
Michelle, this gets turned on with a request through support.
0 upvotes
Thanks Dustin! I'll submit a request now.
0 upvotes
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