General information and set-up

BaccS allows to sent e-mail right from with the program. This feature is used in the following cases:

    • to send generated invoices to your clients
    • to send payment reminders to your clients
    • to send invitations to contractors
    • to send suggestions to developer


To be able to send e-mails, it is needed to setup mailbox properties. You may use a many mailboxes as needed. Go to Reference data -  My e-mail accounts. Create new account by clicking New button:

Fill-in the opened form with your e-mail settings. Here you provide sender name (what recipient will see in the From field), e-mail address, login (which is usually the same as e-mail address, password, SMTP server and port. Optionally, mark Require SSL check-box. You may get detailed information about these settings from your e-mail provider. Also, e-mail account editing form contains a hint with default settings for the most famous providers.

In case with Gmail, it may be required to go to your profile at Gmail.com, open Security settings, scroll to Apps with account access and turn on Allow less secure apps setting.


How to compose messages

When done, you can try to send test message. Switch to Reference data tab in the menu and select Customers. Open any customer with at least one contact, switch to the Contacts tab, select any contact and click Write e-mail message button (which is also available from a context menu). A new window will be opened to compose an e-mail message:

This window contains a number of tabs.

Message

At the top you select e-mail account to use to send a message. Date represents a moment of a message creation. It is assigned automatically, but you can change it when needed. Message sent selector shows sending status of the message. After sending, it will be automatically changed to Sent. In the Subject field you specify conventional message subject. The rest of space is occupied by the message editing box with a list of message templates at the left and formatting buttons at the top. Formatting toolbar contains a set of buttons provided by any modern text editor.

To apply one of message templates, simply double click on it. To create a new template, go to Reference data - Message templates and create a new template. Template creation process is similar to message composing, so it doe not require additional description. Also, you can save current message as a template by clicking Save current message as a template button on the ribbon.

Recipients

Here you specify message recipients.:

E-mail message will be sent as many times as a number of recipients. This allows to use variables in the message text. In the example image shown above, {RecipientFirstName} variable will be replaced by Sam in the first message, and by Barbara in the second. CC and BCC fields allows to send message copies to the specified addresses.

To add recipients faster, you may use Add recipient from contractors list and Add recipient from client contract list. These buttons open list of contractors and list of customer's contacts, correspondingly. To quickly find necessary contacts in these lists, you may use default filtering and searching functionality. Select one or multiple contacts and click OK. Selected contacts will be added to the Recipients list.

External attachments and Internal attachments

BaccS allows to attach files to messages. Mail sender window provides two was to attach files. In both lists of attachments, you select a file from your hard drive. But if to do that in the Internal attachments tab, selected file(s) will be stored in the BaccS database. This means that you can delete attached file from your hard drive, but it will still be available in BaccS, and you will be able to send a message with that file. Correspondingly, if to move/delete file attached using External attachments tab, this file will become unavailable for BaccS and it won't be possible to send it. But such approach does not lead to database file size increase. Please, choose I way which better meets your requirements.

Linked documents

As it was mentioned above, BaccS allows to send invoices, payment reminders, job offers, purchase orders, etc. In junction with message templates and support of variables, it is possible to include dynamic data in the message text, which will be replaced by actual data from a linked document. When you send purchase order, this data must come from a corresponding translation assignment. When you send payment reminder - data are gathered from unpaid invoice. On the Linked documents tab you specify base documents (invoice, job, assignment) to get data for variables. In most cases, necessary document will be pre-filled. For example, in the invoice print preview window there is a Send invoice via BaccS button - when this button is pressed, a new e-mail message window opens with the corresponding invoice selected. In the translation assignment editing form there is a Send offer button, which allows to send e-mail message to a selected contractor. Again, when that button is clicked, corresponding translation assignment will be pre-selected.

Warning. When you have variables in the message text, please check that corresponding document is selected on the Linked documents tab before sending a message. Otherwise, that variables won't be replaced by actual text.

Variables

When you create a new mail message or message template, you can use variables in a message text and subject line. To insert variable, use Insert variable button on the ribbon:

Then select desired variable from the drop-down list. Recipient first and last names are common variables. Other groups (Translation job, Invoice, Translation assignment) contain variables specific for a corresponding documents, which are used depending on a current task. For example, if you create a message or a template for purchase orders or translation offers, use variables from the Translation assignment group.


Here is the list of the currently supported variables:

    • Recipient first name
    • Recipient last name
    • Invoice:
      • Number
      • Date
      • Term
      • Full amount
      • Due amount
      • Currency name
      • Currency symbol
    • Translation job:
      • Number
      • Date
      • Deadline
      • PO number
      • Job name
      • Wighted volume
      • Specialization
      • Amount
      • Currency
      • Language pair
      • Services (list of comma-separated services from the Job tasks table)
      • Instructions (support formatting)
    • Translation assignment:
      • Number
      • Date
      • Deadline
      • PO number
      • Job name
      • Wighted volume
      • Specialization
      • Language pair
      • Services (list of comma-separated services from the Job tasks table)
      • Amount
      • Currency
      • Instructions (support formatting)
    • List of attached files (comma separated)


Message previewing

To see how used variables work, you can preview a message by clicking Preview final message button on the ribbon:

A popup window will be shown with generated message for each recipient where all variables are replaced by their actual values:

Scroll this window to view all messages and confirm that they look as expected.


message sending

To send prepared message, click Save button. Until then, sending button will be unavailable. Then click Send button.. After few seconds, you will see a window with the operation results. If there is any error, you will see its explanation:

After successful sending, message status will be changed to Sent.

If any invoice is selected in the Linked documents tab, then status of this invoice will be changed to Sent.


Message templates

You may have any number of message templates and use them to quickly compose messages. Existing message template can be found in the Reference data section of the navigation tree. When you compose messages, template list is displayed on the left of the message text. Double click on any template to apply it. When a template is applied, all existing text is erased. Message templates may contain both message subject and message text.

To save current message as a template, click Save current message as a template button on the ribbon:

A popup dialog will appear to enter a name of a new message template. To edit existing message template, open templates list from the navigation tree and double click on any template to open its editing form. If you are currently composing a message, then after editing existing template you have to save current message and click Refresh button on the ribbon to load edited templates.

Additional E-mail settings

In the program Settings, on the Application settings tab, you will find two special preferences of the Mail sender:

Send copies of mail messages to myself. Allows to send copies of all messages to your own e-mail. This allows to confirm that all messages were sent correctly (and all variables work as intended).

Add 'Sent with BaccS' row at the end of messages. This option allows to add this small text with link to the BaccS website. Hopefully, it may help to promote this software among recipients of messages you send using BaccS.

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