One of the most common things to do when working with a HelpMaster job is to send an email as part of an update to the job. This email may be address to a staff member, or the clients linked to the job.
HelpMaster makes this very easy by the use of Email Templates.
The basic process for sending an email to a client is:
By doing this, not only will the email be sent, but HelpMaster will record it as an Action Log entry.
1. Start by creating a new Email Template called "Client : Email
Action details" or similar as shown below. For detailed information
about creating Email Templates, see
Creating Email
Templates
This email template contains a number of Email Tags that will be replaced with data from the Action and Job when the email is sent.
- Use the <<Job_JobNumber>> tag in the Subject line of the email. When the email is sent, this tag will be replaced with the job number. This will be a useful reference for all concerned when the email is send, received and replied to.
- The <<Action_Detail>> tag will be replaced with whatever was typed in the details section of the Action screen.
- The <<Action_ActionedBy>>
2. When you add an Action to a job, you can type the details of the email into the Action details section. Write it like you would compose an email.
3. Check the "Primary client" checkbox in the "Email this action to..." section of the Action screen and select the Email Template that you created in step 1 above.
When the Action is applied, an email will be sent to the Primary Client and an Action log entry will be created.
See also
Sending email with attachments
Email Manager - Automatically update a job from an in-coming client email