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Email Management

Under Administration > Email Management, you control all email communication of the system. The module includes Actions, Mailbox, Templates, SMTP Configurations, Logging, and manual email sending.

Actions

Actions Overview

Scheduled actions trigger automatic email dispatches, report generations, or workflow steps.

Field Description
Description Short name of the action.
Day of Month Day of the month when the action is executed.
Day of Week Weekday for execution.
Month Month(s) for execution.
Start / End Time window in which the action is active.
Group Assignment to a user group.
Published Only active actions (Yes) are executed.
Send without Attachments Controls whether the action is triggered even without a file attachment.
Sent Number of dispatches so far.
Template ID Linked email or report template.
Configuration ID Assigned SMTP configuration.
Actions Edit, duplicate, delete.

Mailbox

Mailbox Overview

The mailbox logs all outgoing emails with metadata for tracking.

Field Description
Mail Action Triggering action or process.
Recipient Email address of the recipient.
User/Customer Affiliation of the recipient (role, customer group).
Address Type Type of address (User, System, Distribution Group).
Attachments Number of file attachments.
Export Type Export format (e.g., excel, pdf_html).
Parameter Additional information about the email.
Attachment Type Type of attachment (Link, File).
Status Delivery status (e.g., Sent).
Sent Dispatch timestamp.
Error Message Error description for delivery problems.
Created Creation timestamp of the entry.
Message Content Access to the email content.

Templates

Templates Overview

Email templates define content and attachments for automated and manual emails.

Field Description
Name Name of the template.
Add Attachment Default attachment of the template.
Type Purpose (e.g., SUPPORT, INVENTORY, LOCATION).
Description Explanation of the template.
Empty Attachment Template usable without attachment (Yes/No).
Filter Optional filter criteria (e.g., "all", "due overdue").
Report Name Associated report.
From / From Name Sender address and name.
Actions Edit, duplicate, delete.

Tip

Templates can be maintained in multiple languages to ensure internationally consistent communication.

Configuration

SMTP Configuration

Here you manage the SMTP connections for email delivery.

Field Description
Default Identifies the default configuration.
Host SMTP server address.
ID Unique identification number.
Mailer Type of mail service (e.g., SMTP).
Name Name of the configuration.
Password Password for SMTP authentication.
Port Port number (usually 587 for TLS).
SMTP Auth SMTP authentication required (Yes/No).
SMTP Secure Encryption type (TLS, SSL, none).
Timeout Time limit for the delivery attempt in seconds.
Username Username for the mail server.
Actions Edit, duplicate, delete.

Warning

Only one configuration can be defined as Default. This is used for all delivery actions not explicitly assigned.

Log

Email Log

The log records all email delivery operations:

Field Description
ID Unique log identification number.
Configuration Name SMTP configuration used.
Sender Name Sender name during delivery.
Recipient Name Display name of the recipient.
Recipient Address Email address of the recipient.
Status Delivery status (e.g., success).
Log Time Timestamp of the delivery operation.

Compose Email

Compose Email

The form enables manual email sending directly from the system.

Field Description
Mail Configuration Selection of the SMTP configuration.
Template Optional selection of an email template.
Recipient Email Destination address of the message.
Cc Additional recipients (Carbon Copy).
Subject Subject line (required field).
Content HTML editor for composing the message text.
Add Attachment Attach file attachments.