The emailinterface within AroFlo Office is similar to your standard email program where you can select a contact, enter a subject line and email body and include attachments.
Emailing directly from AroFlo saves you from having to switch between programs to send an email and makes it easier for you to track communication between you and your clients or suppliers.
You can send emails from various screens throughout AroFlo Office such as the Client card, Quote, Supplier Quote, Job Sheet, Invoice (worksheet and menu), Purchase Order, Compliance Form and Project Invoice screens. The following instructions show you how to email from within the Invoice screen but the steps are the same for other areas of the system.
Open the required Invoice worksheet, scroll down to the Print Options and click Email.
You can also access the Email function from the layout Preview.
Select the required contact from the Contact drop down list or click To: to select from a list of Users, Client Contacts or Contractor Contacts. Alternatively, you can type the email address directly into the To: field.
Click CC & BCC to open the CC: and BCC: fields. These allow you to select or enter a contact email address for sending a carbon copy or blind carbon copy to.
Modify the Subject line and email body text as required. Alternatively, you can click Select Template to select an existing email template or create a new template.
If you were sending an email that didn't require any attachments, you would now click Send Email.
A dialogue box asking if you wish to send the email without attachments will appear. Click OK to send the email or Cancel to add attachments or edit the email.
Client specific email
If you would like to email a specific client a collection of their Job Sheets, Quotes or Invoices, go to:
Manage > Clients
Select the client.
On the Client Card, click Email.
The Attachments feature allows you to search, select and attach multiple documents from different areas of the system to a single email.
The attachment options available to you will change slightly, depending on which part of AroFlo you are in. For example, the 'Credit Note Documents' option will only appear if you are sending an email from within a credit note.
Default layouts for Job Sheets, Quotes, Invoices and Purchase Orders are configured in Site Admin (global settings) or on the Client / Supplier Card (Client/Supplier specific settings). Please refer to Print and Email Layout Defaults for instructions.
Open/current jobs in the system
Simple/detailed Quotes entered in the system
Approved/Processed Invoices generated from tasks
In Process/Approved/Processed Purchase Orders entered in the system
Any document(s) added to the Credit Note
Any document(s) added to the Quote/Task
Any document(s) added to the Client card
Any document(s) added to the Location
Any document(s) added to the Manage > Document Directory
Click Attachments and select the relevant type of attachment from the drop down list. For this example, we are going to attach invoices to the email.
The pop out window displays a list of the client's invoices that exist within the system.
Use the search boxes at the top of the list to search by Client, Invoice No. or Client/JN Reference, or filter the list by Date Invoiced, Status, Customer Invoiced (controlled by the Cust Inv. check box on each invoice) and/or Owing (all or unpaid invoices).
Use the checkboxes on the left to select individual invoices, or check the box at the top to select all invoices in the list. The selected invoice/s are attached to the email as a PDF document.
Click Send Email. Wait for the Email Sent confirmation before clicking Done.
Email & Update Status
If you're emailing a quote, task sheet, invoice or purchase order, click the (three dots icon) to view additional options that allow you to send the email and update the status at the same time.
Last emailed details are displayed at the top of the Email window and also at the bottom of the Print Options box. To view full email history, click the View History link located within PrintOptions for the relevant area of the system, e.g. quotes, tasks, invoices, purchase orders.
There are a range of email settings available within the Options section that you can modify for each email, if required.
Email default settings are configured in Site Admin (global settings) or on the Client / Supplier card (client / supplier specific settings). Please refer to Print and Email Layout Defaults for instructions.
Allows you to modify the 'From' email address for this particular email.
If sending fails, notify
Used for setting up automatic notifications when an email is not sent or bounces back.
Used for setting up a specified address for copies of the email to be sent to.
Request Read Receipt
Used for setting up a specified address for Read Receipts which are sent by the system when an email has been read by the receiving person.
Track Delivery Status, Opens and Clicks
Used to track email delivery status, i.e. see if the email has been opened, clicked or read.
Allow Reply Imports
Enables automatic importing of email replies to the Task Notes section. Refer to Tracking Email Replies for more information.
Merge and Send as one PDF
Enable to automatically merge all attachments (which were generated by AroFlo) into one PDF attachment when the email is sent. The system generated file name will be the client's short name, e.g. AVC.pdf.