Send Emails

You can send emails from Momentus Enterprise to your accounts and contacts. Emails are logged, allowing all staff to see communications with your clients. You can also create templates to save you time and effort. For more about additional email functionality, including email logs, see Manage Emails.

In this article:

Create and send an Email

To send an email:

  1. Navigate to the Accounts, Contacts or Events list page for the email you are sending.
  2. Select the account, contact, or event to receive the email. Use Ctrl+Click or Shift+Click to select multiple records. 
  3. 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.
    • When sending from the Event List, select whether you would like to email the event account, event contact, bill-to account, or bill-to contact. Click Continue.
  4. In the To or CC field, add any additional recipients:
    • In the To or CC fields, search for the email address, account/contact name, or Recipient List. A list of possible recipients display. Select the recipient to add them to the field. 
    • If the account/contact you need does not display in the drop-down, click Advanced Search in the drop-down to do more complex searching.
    • If you need to add an email address not yet recorded in the system, type in the email address and press Enter or Tab on your keyboard. 
  5. In the Email Subject field, add a subject line for the email.
  6. Add attachments to the Email.
  7. Add your message to the Email Body.
    • If you have an appropriate template, select the template in the Additional Information tab. Selecting a template will overwrite any existing content in the email body.
    • 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.
  8. In the Additional Information tab, select the following options as appropriate:
    • 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.
    • 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. 
  9. In the Save In tab, select the 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.
  10. If you need to do additional work with this email, click Save as Draft. Draft emails can be viewed, edited, and sent from the Draft Emails page.
  11. Click Preview Email. The Preview Email window opens. This window shows how the email appears to recipients. 
    • If there are multiple recipients, click Previous Recipient and Next Recipient to see how the email appears for each recipient.
  12. If the email is ready to send, click Send. Alternatively, click Cancel to close the Preview window and return to the Email window to make any changes. Once the changes have been made, repeat steps 11 and 12 to preview and send the email.

Add an Attachment to an Email

To add an attachment:

  1. In the Email window, click Attach File at the top of the window.
  2. 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 Momentus: Opens the Select Documents window to select a document which exists in Enterprise.
  3. Select the document to attach.
  4. Click Select. The attachment appears in the Attachments section in the Email window.
    • There are no attachment size limits imposed by the system for email attachments. However, the email provider for the person sending or receiving the email could have attachment size limitations.
    • To remove an attachment, right-click on it and select Remove Row.
    • To review an attachment before sending, right-click on it and select Preview. The attachment is downloaded to your computer so you can review the attachment.

Enable Email Read Receipts

You can enable read receipts for an email sent through Enterprise. When you enable read receipts,  you receive a notification when an email recipient opens an email you sent. 

To enable read receipts, you need to check the Request Delivery Receipt field on the Email window. If you do not have this field on your window, you need to add it to your window layout. It is important to add the Request Delivery Receipt field to the Email window in the different areas of Enterprise where it is needed. For example, accounts, contacts, events, campaigns, etc. Adding it to one Email window does not add the field to every Email window.

Whenever an email is sent from the Email window with the Request Delivery Receipt check box checked, a read receipt for the email will be received. The delivery receipt is sent to the From email address for the email, and displays in the native email program (Outlook, etc.). It does not display in Enterprise.

Reply to an Email

To reply to an email from Enterprise:

  1. Locate the email in the applicable Documents tab.
  2. Select the email to reply to.
  3. Right-click and select View > View Email. The View Email window opens. 
  4. Select Tools > Reply or Reply to All (to reply to all recipients). The Email window opens with the recipient(s) in the To field and the original email in the Email Body tab.
  5. Enter additional text into the email.
  6. Click Preview Email. The Preview Email window opens.
  7. If the email is ready to send, click Send. Alternatively, click Cancel to close the Preview window and return to the Email window to make any changes. Once the changes have been made, repeat steps 5 and 6 to preview and send the email.

Forward an Email

To forward an email from Enterprise:

  1. Locate the email in the applicable Documents tab.
  2. Select the email to forward.
  3. Right-click and select View > View Email. The View Email window opens. 
  4. Select Tools > Forward. The Email window opens with the original email in the Email Body tab. If there are any attachments on the original email, the attachments are automatically attached to the forwarded email.
  5. Enter the recipient email address(es) into the To field.
  6. Enter additional text into the email.
  7. Click Preview Email. The Preview Email window opens.
  8. If the email is ready to send, click Send. Alternatively, click Cancel to close the Preview window and return to the Email window to make any changes. Once the changes have been made, repeat steps 5 and 6 to preview and send the email.

Resend an Email

You can resend emails from Enterprise. You cannot resend emails that are not yet sent. To resend an email from Enterprise:

  1. Locate the email in the applicable Documents tab.
  2. Select the email to resend.
  3. Right-click and select View > View Email. The View Email window opens. 
  4. Select Tools > Resend. The Email window opens with the recipient(s) in the To field and the original email in the Email Body tab. If there are any attachments on the original email, the attachments are automatically attached to the resent email. 
  5. Click Preview Email. The Preview Email window opens.
  6. If the email is ready to send, click Send. Alternatively, click Cancel to close the Preview window and return to the Email window to make any changes. Once the changes have been made, repeat steps 5 and 6 to preview and send the email.

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Comments

42 comments

Date Votes
  • Sherri Hines

    How do you add an established email distribution list as the "To:"?

    0 upvotes

  • Hope Saldaña (TEST)

    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

  • Kris Corrigan

    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

  • Hope Saldaña (TEST)

    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

  • Kris Corrigan

    Thankyou

    0 upvotes

  • Kris Corrigan
    OK thanks Maggie I have found another thread on which I will comment now which I have seen you involved in. Emailing Purchase Orders for Approval

    0 upvotes

  • Sarah Gore-Clough

    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

  • Carrie Spalding

    Sarah,

    Please submit a ticket to client care so they may look at it more closely.

    Thank you!

    --Carrie

    0 upvotes

  • Theresa Gorman

    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

  • Maggie U.

    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

  • Theresa Gorman

    Perfect Maggie - thankyou

    0 upvotes

  • Kayla Boyter

    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

  • Carrie Spalding

    Kayla, the emails are not saved in the Documents folder?

     

    --Carrie

    0 upvotes

  • Kayla Boyter

    Yes, we found it under our folders tab in V19.8. Thanks!

    0 upvotes

  • Levin Shum
    • Edited

    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

  • Kaitlyn Batliner

    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

  • Levin Shum

    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

  • Kaitlyn Batliner

    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

  • Levin Shum

    Thank you Kaitlyn. I will submit an enhancement ticket.

     

    Regards,

    Levin

    0 upvotes

  • Sean Tame

    It is a shame that great functionality from v19 is being lost and going back into the Enhancement queue.

    2 upvotes

  • R.C. Chancy

    How can I restrict emailing ability in one role?

    0 upvotes

  • Lea Tenore

    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

  • Michelle Herson

    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

  • Maggie U.

    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

  • Ryan Canny

    Hi Michelle,

    For the Schedule feature to work you will need to have a task engine running. 

    • On the Send Email window go to Tools and select Schedule
    • A Save As Draft Email prompt will appear to save as a draft in order to schedule email
    • Click Continue
    • On the Add Scheduled Task(s) window the Task Start field allows you to select the date and time you would like the scheduled draft email to be sent
    • The recipient will then receive the email based on the criteria you choose

    Thanks,

    Ryan

    0 upvotes

  • Michelle Herson

    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

  • Ryan Canny

    Hi Michelle,

    Do you have the task engine running?  The email will stay in waiting mode unless you have this on.

    0 upvotes

  • Michelle Herson

    Hi,

    I am hosted so I thought it was running...  How do I turn it on?

    0 upvotes

  • Dustin Banks

    Michelle, this gets turned on with a request through support.

    0 upvotes

  • Michelle Herson

    Thanks Dustin!  I'll submit a request now.

    0 upvotes

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