BaccS Support Center

            Mail sender

            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.

            Information about Gmail mailboxes:
            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.

            Information about iCloud mailboxes:
            SMTP information for the outgoing mail server
            Server name: smtp.mail.me.com
            SSL Required: Yes
            Port: 587
            SMTP Authentication Required: Yes
            Username: your name without @icloud.com!
            Password: Use the app-specific password that you generated when you set up the incoming mail server


            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.

            You can optionally check Request read notification mark to ask recipient to send you automatic read confirmation message. However, not all e-mail clients support this feature. In addition, message recipient can deny sending confirmation, so it may happen that you won't get it anyway. More to say, including of read notification request into your message may be negatively perceived by a recipient, as it does not seem to be a good tone in mail conversations.

            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:

            Section
            Variables
            Recipient
            Recipient first name
            Recipient last name
            Login to web-portal
            Invoice
            Number
            Date
            Term
            Full amount
            Due amount
            Currency name
            Currency symbol
            Translation job
            Number
            Date
            Deadline
            PO number
            Job name
            Weighted 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
            Weighted volume
            Specialization
            Language pair
            Services (list of comma-separated services from the Job tasks table)
            Amount
            Amount offered to a vendor
            Currency
            Instructions (support formatting)
            URL-address (allows to insert a link to a web-page with details/files of an assignment; requires active subscription to BaccS web version; web-portal address must be specified in the application Settings, in the Web-app URL field)
            Quote
            QuoteDate
            QuoteDueDate
            QuoteDeliveryTerms
            QuoteJobName
            QuoteAmount
            QuoteCurrency
            QuotePaymentPolicy
            QuoteItemsInfo
            User's data
            First name
            Last name
            Company name
            Address
            E-mail
            Phone
            Web-page
            Web-portal
            Skype
            ProZ profile
            Twitter profile
            Facebook profile
            LinkedIn profile
            Sender's data (user or responsible person)
            First name
            Last name
            E-mail
            No category
            List of attached files
            AdditionalText - this variable is used in one case - when you send single confirmation message to multiple vendors working in different language pairs; this variable is replaced by a list of vendors, languages, services


            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. You can also send messages from the message list. Here you can select multiple messages and send them in a batch. 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.

            You can assign any message template to be used as default in certain events. Currently, default templates are supported when you send: new invoices, job offers, POs, payment reminders, quotes, translated files. To set particular template as default, open templates list (Reference data - Message templates), then open desired template and fill Use as default for field:

            Now, when you click Send availability request in the Contractors pickup in the Translation assignment editing form, this template will be automatically applied to a message text.

            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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