Send Email
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Email Messaging from a Record
Use the [Email] button in Accounts, Contacts, Prospects, and User records to send an email message. You can attach one or more files and specify multiple recipients. This email becomes a task that is tracked as an activity associated with the record. You can define follow-up tasks, add appointments, and send additional notes related to this record.
Note: The [Email] button appears in the record only if the Track Activities option is enabled for the object.
When you send an email message from a Data Policy, you get extra TO/FROM options. See Send an Email Message from a Data Policy for details.
Users can also send email from the Documents and Reports tabs. See Email for more information.
Send a Message from a Record
To Send an Email Message from a Record:
- Open an object that contains the record of interest
- Click the record to open the details page
- In the Related Information section, click the [Send Email] button
- In the email page, specify information under the Address Details section:
- To
- Enter a name or click the Lookup
button to select from a list of recipients
- Related To
- The object and record automatically appear in the Related To fields
- Optionally, select another object and record to change the association
- Cc (Carbon copy)
- The name(s) of those you want to receive a copy of this email message; Enter multiple names separated by commas, or use the Lookup button to select from a list
- Bcc (Blind carbon copy)
- The name(s) of those you want to receive a copy of the this email message, but whose email names and addresses will not appear as recipients.
- Optionally, choose an Email Template
- Enter a Subject for the email message
- Editor Type
- The type of editor to use; For more information, see Editors
- Enter the message in the Details text area
- Optionally, include Documents as attachments; Use the Lookup window to display a list of available documents
- When ready, choose one of these options:
- Click the [Save Draft] button to save a draft of the message without sending
- Click the [Preview Email] button to view the message before sending
- Click the [Send] button to send the email message
A message appears confirming that the email has been sent. Summary information about the email (the Date, Status, and Assigned To fields) appears under the Activity History in the record.
The email now becomes a completed task, and clicking on the email Subject opens the Tasks page, where you can perform all task-related activities.
You can also click the Send Note link under Activity History in the record to send additional information about this record to the task owner and other recipients.
Work with a Saved Draft
To return to a saved email message:
- Open the object and click the desired record
- Click the [Send Email] button
- Click the Drafts link to view a list of saved messages
- Click the draft of interest and continue editing
- Optionally, save the draft again, or send the message
Email Messaging from a Data Policy
Email messages can be sent from records in any prospect, account, contact, opportunity or Custom Object that contains a valid email address.
When sending email messages to a Contact, a copy of the email message is tracked with the Accounts page, as well as the Contacts page.
Email messages sent from the platform are included in the activity reports. Email messages can be accessed from many areas in the platform.
Use Template Variables to customize email messages.
To Send an Email Message from a Data Policy, see: Add Actions to a Data Policy.
Tip
If you receive an email message regarding a task and are not logged in to the platform, click the View Details link in the email message. A web browser will open to the Login page. Login to the platform and then view the Task details page for this new email-associated task.
Template Variable Tool
This tool is used to look up the names of variables that can be used in templates. The variables are based on fields in objects:
To lookup a template variable:
- Choose a Category
- Category - Contains multiple categories of fields you can choose.
- Choose a field from the Category
- Fields - Contains the fields available in the selected category.
- The variable name is displayed. For example:
- Variable field: $user.full_name
- Copy the variable name from the field and paste it into your template or email.
- Note: The field Name is displayed. It is likely to be somewhat different from the field Label that is displayed in the GUI.
User Date Fields There are two date variables in the User Fields category
- $today (Current Date) always shows the date in a standard format. The value on June 24, 2011 would show as "24 June, 2011".
- $today_dateformatted (Current Date User Date Format) gives the date format, if any, set by the user or, by default, set for the company. For a date format of mm/dd/yyyy, the value on June 24, 2011 would show as "06/24/2011".
Template Variables in Campaigns
When an Accounts-based View/Report is selected as the Campaign Source, then the template variables must be based on the Accounts object ($account.name, $account.number or $account.time_zone, etc.).
If a template variable based on a different object (Prospects, for example), is included, then unexpected results may occur. For example, consider this highly undesirable situation:
- The selected Campaign Source is a View/Report based on Accounts
- A template variable is inserted, however, it is based on the Prospect object: $prospect.city
- As a result, the template variable code $prospect.city would appear in the campaign email message. To avoid this raw code from appearing in a campaign message, follow these guidelines:
- Guidelines for Template Variables in Campaigns
- It is important that the Template Variables used in a Campaign match the selected Campaign Source. For example:
- If the Lists option is selected as the Campaign Source, then the List member fields are available as Template Variables
- If a Views/Reports option is selected as the Campaign Source, then the {object}-related template variables are available as Template Variables; this includes Prospect, Accounts or Contacts objects, only