Note: The instructions below are for completing the email options when sending emails for certain options and functions in the School Accounting System.
Enter the ID of the email address to use when sending the emails in the Email Address ID field, or click the down-arrow button to select the correct one. If applicable, the ID of the email address designated in the Email Manager option will appear by default, but can be changed if needed.
The email address from which the emails will be sent for the specified ID appears in the From Email Address field and cannot be changed on this screen.
The name to show who the emails are from (within the recipient's inbox) for the specified ID appears in the From Display Name field and cannot be changed on this screen.
The email address that will be used when a recipient replies to an email sent for the specified ID appears in the Reply To Email Address field and cannot be changed on this screen.
In the Send Email Copies to Reply To Email Address field, enter the appropriate option (None, CC, or BCC) for whether or not to send copies of the emails to the email address designated in the Reply To Email Address field, or click the down-arrow button to select the correct one. To not send copies to the email address designated in the Reply To Email Address field, select None. To send carbon copies of the emails to the email address designated in the Reply To Email Address field, select CC. To send blind carbon copies to the email address designated in the Reply To Email Address field, select BCC. By default, None is selected.
If the specified email address has the User Name field completed on the Email Addresses tab in the Email Manager option, the user ID appears in the User Name field and cannot be changed on this screen; however, if the User Name field is not completed for the email address, enter the user ID for the email address in the User Name field only if required by your organization’s SMTP mail server. The user ID can be alphanumeric and up to 128 characters long. Consult your Technology Coordinator to determine if the field is required and what to enter in the field.
Note: This field is disabled and blank if using the hosted mail server (as defined in the Email Manager option); when emails are sent, the proper information for the user name will be automatically included.
If required by your organization’s SMTP mail server, enter the password for the email address in the Password field. The password can be alphanumeric and up to 128 characters long. The password is case sensitive. If the Password field is completed on the Email Addresses tab in the Email Manager option, the password will appear in the Password field, but can be changed if needed. Consult your Technology Coordinator to determine if the field is required and what to enter in the field.
Note: This field is disabled and blank if using the hosted mail server (as defined in the Email Manager option); when emails are sent, the proper information for the password will be automatically included.
If desired, select the Update User Password in Email Manager field to have the system retain the password (and user ID, if applicable) entered in the Password field (and User Name field) for the specified email address, if applicable. A checkmark will appear in the box if the field is selected.
Note: This field is disabled if using the hosted mail server (as defined in the Email Manager option).
The name of the mail server that will be used to send the emails (as designated in the Email Manager option) appears in the Mail Server field. If using your organization's SMTP mail server, the name can be changed if needed.
Note: This field is disabled if using the hosted mail server (as defined in the Email Manager option).
If desired, click the Attach File button for the Additional Attachments field to browse to and select one or more files to attach to the emails. If needed, click the Edit Record button for the Additional Attachments field to view or remove the files selected to be attached to the emails. The number of files selected will appear to the right of the buttons.
Note: The selected file(s) would be sent in addition to the other file automatically attached, if applicable; for example, the file(s) would be in addition to the automatically attached direct deposit stub, purchase order, report, 1099, W2, or 1095.
Enter the subject line to use for the emails in the Email Subject field. The subject line can be alphanumeric and an unlimited number of characters. If applicable, a generic default subject line appears, but can be changed. When emailing direct deposit stubs (or testing vendors or employees from within the Email Manager option), the subject line entered as the default in the Email Manager option appears, but can be changed.
Enter the text for the message (body) of the emails in the Email Message field. The text can be alphanumeric and an unlimited number of characters. If applicable, a generic default message appears, but can be changed. When emailing direct deposit stubs (or testing vendors or employees from within the Email Manager option), the text entered as the default in the Email Manager option appears, but can be changed.
The text to use as the disclaimer as entered in the Email Manager option appears in the Disclaimer field. If needed, the text can be changed. The text for the disclaimer can be alphanumeric and an unlimited number of characters.
The recipients to receive the emails appear in the Recipients List on the right side of the screen. The email address and name for each recipient displays, along with the file name of the main attachment if applicable. If needed, edit the Recipients List as desired.
Tip: When emailing direct deposit stubs in Accounts Payable or Payroll, only the vendors or employees and payees included in the check cycle batch that are set up with direct deposit and have an email address entered in the Vendor File, Employee File, or Payee File with the Direct Deposit field selected will be included in the Recipients List. When emailing purchase orders, a recipient will be listed multiple times if they will receive multiple purchase orders. When emailing 1099s in Accounts Payable, or W2s or 1095s in Payroll, only the vendors or employees who have a 1099, W2, or 1095, and have an email address entered in the Vendor File or the Employee File with the Tax Forms field selected, will be included in the Recipients List. When sending emails from within the Select Email Criteria, Sick Bank Deposits, or Training Events options in the Human Resources module, only the applicable employees that have an email address entered in the Employee File with the Other Communication field selected will be included in the Recipients List. When sending emails from within the View Room Inventory option in the Fixed Asset Inventory module, only the applicable employees will be included in the Recipients List and an email address will only be listed for an employee if one is entered in the Employee File with the Other Communication field selected.
If applicable, to change the email address for a recipient, click in the Email Address field for the recipient and key the desired email address. The Email Address field is disabled and cannot be changed if emailing direct deposit stubs, purchase orders, 1099s, W2s, 1095s, or individual pages of a report.
To add an email address to the list so that the email message (without an attachment, if emailing direct deposit stubs, purchase orders, 1099s, W2s, 1095s, or individual pages of a report) will be sent to an additional recipient, complete the Email Address field in the blank line (indicated with an asterisk) at the bottom of the Recipients List.
To delete an email address so that the email message will not be sent to a particular recipient, click the Delete button located to the left of the desired record in the Recipients List; when prompted to delete the record, click Yes.
Note: As the email messages are sent, the Results column in the Recipients List will be updated with the status; for example, "Sent mm/dd/yyyy at hh:mm AM/PM" will appear after the email was sent successfully.