Document Production Using Emails for Creditors Circulars

Merging to Email

Document Production has the option to merge to email.

The email output can be personalised by containing merge codes that populate appropriate values for each recipient. Use merge codes and replace fields in the body of an email and specify a recipient list with email addresses to receive the merge:

Note

Using tab characters result in misalignment of lines containing tabs. This is a result of the way the email handles the tab characters contained in the word document to indent the headers. The email has to convert the word document into a text format that can be sent via email. You can overcome this by using a table or bullet points.

Please note: Although the email will be available for review in document management and be available for approval, at present (version 4.3) you cannot edit an email message if you advance beyond this stage.

Click on the link for information on Specifying the From email address 

Attaching Files to Emails

Any documents can be attached to the email including MS Word documents, PDF documents and MS Excel documents. These files can be sent as part of the approval process or as part of an email merge. This allows you to prepare documents separately and include it as part of the email merge.

When the email is sent the attachments are sent with the email.

When you finish Document Production you have the option of saving the email in document management. If the email is pending authorisation and hasn’t been sent, you can view it using the Email Viewer.

You can open it to edit the text before sending, and to review the recipients. The document authorisation task can have a link to the email task.

Sending the Email

When you are ready to send the email, the merge output is generated and any attachments sent with the email.

Each individual receives their own individual email message. The system avoids the use of the BCC (blind copy) for addressees and thereby avoids the risk of users reading emails or replies to other recipients.

Document Authorisation workflow (Emails)

Users may be granted rights to send emails.

If a user has not been granted rights the user can still create an email to be sent, but the email is placed into document management and an email task pending authorisation is created.

The email task is linked to the email saved in document management. Once an email is authorised it can be sent.

Send to Selected Recipients

 To send to selected recipients click the Send button and select Select Recipients.

Tick the listed recipients and click OK.

You will be warned if the email has already been sent to one of the recipients.

Once you have sent the email the document management record is updated with your user name.

Creditors Circulars

From within the Creditor record you can view whether the creditor has participated in a mail out. email, web or standard mail. The documents are available from the creditor record so you can see what circulars a creditor has received and by what means.

Below example shows the document was emailed

Below example shows a word document was produced for mailing

You can see whether the creditor has received a dividend notification, you can view that notification and resend it.

Recipient List

A list of recipients and a list of addresses at the time the document was produced is stored with each output document. When you create a merge document output, the list of recipients is stored in the document properties.

Under the documents tab right click on the word or email document that has been created and then click on Document Properties. Click on the Recipients tab. 

Mailout Address Listing

After you have generated the email record ready for sending, the system creates a PDF report containing all the intended recipients. The recipient are broken up on the report into via email notification or mailing notification. This report is placed into document management.