Sending a Document by E-Mail

Documents such as issued invoice, issued packing slip, issued order etc. can be sent to your business partners by e-mail.

This chapter presents a use case of preparing, checking and sending documents by e-mail.

The Send By E-Mail feature is available in the print preview toolbar.

HINT To successfully send documents by e-mail from PANTHEON, see the instructions in the chapter Setting up email for eWorkflows. On the Print Document Range feature, on the Print Goods Document Range form, you can also access the E-Mail form by clicking the E-Mail (No receiver email settings used).

Below, see a use case of sending documents by e-mail from print preview.

CASE SUMMARY The person responsible wants to send an issued invoice to a customer from the print preview. The invoice is created on the sale document type with the number 23-3000-000008. The document is sent as follows: Sending a document by e-mail E-mail Displaying a customer's received e-mail

1. Sending a document by e-mail

The person responsible wants to send a document from print preview to a customer by e-mail.

In the menu, the person responsible selects Goods | Issue | Document, then selects the correct document type: 3000 – Sale.

The person responsible goes to the document that is going to be sent by e-mail. In this case: 23-3000-000004.

HINT A PDF of the invoice sent by e-mail is not an e-invoice. To send e-invoices, see the chapter Send eInvoice.

The person responsible clicks the Invoice button on the form.

A preview of the invoice report opens, with the last selected report type.

HINT The person responsible can select the print type in the toolbar in the Report: field.

In the toolbar of the report window, the person responsible clicks the Send by E-mail button.

A form for sending e-mails opens.

2. E-mail

The e-mail form is automatically populated with data about the sender and recipient of the e-mail, subject and attachments (marked in the image below).

Data about the e-mail address of the sender is filled into the From field from the Administration Panel | Settings | Internet, from the E-Mail Sender (u) field.

In this case: demo@datalab.eu.

Data about the e-mail address of the recipient is filled into the To field from the Subjects Register | General from Contacts.

Into the Text field, the person responsible enters custom text and clicks the Send button.

HINT The default text of the e-mail can be entered on specific users of the program (see Personal Settings) and is used as the default text for all messages the user sends.

When the e-mail is sent, the form automatically closes.

3. Displaying the customer's received e-mail

To the entered e-mail address, the customer receives the text and attached PDF invoice by e-mail.

WARNING To correctly display the text on PDF reports, you must check the Export Reports as PDF/A checkbox in the Administration Panel Settings in PANTHEON.