SPS Email Console
SPS includes the user application Email Console, a MIME-compliant email client (also known as a “Mail User Agent” or “MUA”). This email client functions similarly to many existing MUA’s in the marketplace, such as Microsoft Outlook or Lotus Notes, with a couple of important enhancements:
· Email Console ties SPS users with their mailboxes without the need to configure each user’s computer individually. Essentially, each user's SPS login (user name, password, and permission scheme as detailed in the “Groups and Users” section of this manual) determines his configuration for the Email Console without any further setup. A user can access his email from any computer so long as he is able to log into the SPS.
· Email Console allows access (if the user’s permissions allow) to a common pool of contacts (as discussed in the Contact Manager section). In this way, each user does not keep contact information on his stand-alone computer, preventing the necessary sharing of data within the company.
· Email Console receives notification emails from the SPS workflow automation (Links) module, allowing the user to simply click on the “links” icon from within an email to quickly access the appropriate application screens, all without leaving the Email Console.
· Email Console allows users to store emails on the Same Page Mail Server without being required to download and backup mail folders. Mail is automatically backed up for users until they wish to discard it. Additionally, if a user changes or upgrades his computer, there is no need to transfer email files between machines since data is stored centrally on the mail server.
· Finally, internal company documents can be shared via email (if the user’s permissions allow) from the Document Manager. In this manner, users can email documents both from their local hard drive and the company “file cabinet” as attachments. This is especially helpful when users are attempting to send contracts, manuals, or any document where a customer must be sent an official company document.
The Email Console's primary screen displays the user's email folders in the left frame (hereafter referred to as the “folder tree”) and a listing of mail messages contained in the highlighted folder of the folder tree in the right frame (hereafter referred to as the “folder message list”). To view the mail messages contained in a different folder, simply click on the desired folder in the folder tree and the contents of that folder, if any, will appear in the folder message list.
A user will always have an INBOX, SENT, DRAFTS, TRASH, and PERSONAL folder. Administrative users will also have an ADMINISTRATIVE folder in which rejected emails from the system will be stored until address correction occurs. Users may also define and sub-categorize more user folders under the “Personal” branch of the folder tree.
To add a new user folder, simply choose the Personal folder from the folder tree on the left frame and click the Modify button from the top button bar. You will receive the “Modify Folders” pop-up. Choose "Create New Folder Under Personal” to receive a dialog to enter the name of the folder. You should take care to enter a folder name no longer than forty characters long, including spaces.
Once a folder has been added, you may move mail in and out of that folder as described below. You may also change the name of the folder or delete the folder and all its contents by highlighting the folder from the folder tree and once again choosing the Modify button.
Moving Mail Between Folders
Mail may be moved into any user-defined folder or into the Trash folder by highlighting the mail message from the folder content list (causing it to be highlighted in yellow) and clicking the Move button. You will then receive the “Move Dialog” dialog showing all available folders where you may move the mail. Choose the folder by clicking on it and select the Choose button. You may cancel at any time by clicking Cancel. If Choose was selected, the mail will be moved to the appropriate folder and you will return to the main screen. Once mail has been moved, it may be moved again into any other permissible folder in the same manner.
To permanently delete messages found in your Trash folder, simply click the Empty button found on the primary screen button menu. The Empty button will only be active if you have mail in your Trash folder. You may always recover mail from your Trash folder back into your Inbox (or any other folder) by selecting mail found in the Trash folder moving it into the desired folder in the manner as above.
The right hand frame contains a sortable listing of all the mail messages contained in the folder highlighted in the folder tree. Mail messages are initially listed in date order, but you may sort them based on sender or subject by clicking on the appropriate heading of the sortable list. Mail messages that have NOT yet been viewed are highlighted in red. The Email Console will automatically “refresh” this list of mail messages in the interval specified in your mail option settings (described below). If you wish to manually refresh the list at any time, simply click the Refresh button from the menu bar.
After choosing an email from the message list in the right hand frame (by clicking on the message, causing it to be highlighted in yellow), choose the View button to bring up the content in a new window. From this screen, you may print the message, delete the message (by moving it into the Trash folder), forward or reply to the message, view and download any attachments, or access any SPS Links that may be associated with the message.
Simply click on the Print button to activate your Windows Print dialog. Please note that you must first configure your printer under Windows before you are able to print email messages from the Email Console. To move a message into your Trash folder, click the Delete button. Remember, email in the Trash folder may be recovered back to any user folder at any time before you empty your Trash folder.
If an email message contains one or more attachments, you will see an icon in the bottom frame of the View Email window for each attachment. The icon represents the type of attachment which has been received, including Microsoft Word, Microsoft Excel, image files such as gif or jpeg, HTML files, text files and so on.
To access the attachment, simply click on the icon and you will receive the Windows “File Download” dialog.
At this point, you may view the attachment or save it to your local hard drive by choosing the appropriate option from the File Download dialog. If you wish to save the file to disk, you will need to choose the directory on your local hard drive to store the document. You may edit the suggested name of the attachment (found under the "Attachment Name" input area of the download attachment dialog) if you wish. Click Save to complete the download. You will be notified when the download is complete. Once downloaded, the attachment exists on you hard drive under the name and directory that you specified. You may access the attachment from your email on the Email Console at any time, even after downloading it, until you have deleted the message.
If the SPS has sent you a Ticket link (see discussion under the Process Workflow (Links) section for more information), you will see an active SPS Ticket icon on the bottom frame of the view email window similar to an attachment.
SPS Ticket Link Icon
To access the link, simply click on the icon in the same manner as you would access an attachment. The appropriate Ticket screen will be opened from your Email Console. Once you have completed the link requirement, you may return to the View Email window.
may forward or reply to an email message from either the primary screen or the
View Email screen by choosing the Forward or Reply button to
receive the Compose Mail window. If
your mail options specify to include the original message in the reply (see the
User Mail Options section), the original message will be noted and included in
the forwarded or replied to email.
Please note that attachments from the original mail message can only be forwarded. If you wish to add any attachments from a
message that you are forwarding, simply choose the Attach button from
the Compose Mail screen menu as described in the Adding Attachments to Emails
section. To remove any attachments,
choose the appropriate attachment in the lower frame of the Compose Mail screen
and click the Remove button. Of
course, attachments and the Remove button are displayed only if attachments
exist for that email message. Replying
to an email message does not automatically send the original attachments of the
email (if any) since it is presumed that the originator of the message possesses
From the primary screen, you may compose a new email or forward or reply to an existing email by choosing the appropriate button from the menu bar. For a new message, simply click New to receive the Compose Mail window. If you are forwarding or replying to an email message, you must first highlight the email from the folder content list and then click the Forward or Reply button as described above.
To send or draft an email, you must have at least one “To” address listed in the Compose Mail screen. SPS users may be addressed without a domain since internal mail does not flow through the Internet. For example, if your SPS system has a user named “dave_taylor”, you may send an email with the “To” address of “dave_taylor” while users not on the SPS would require the domain to which the email address belonged (i.e., jsmith). Any valid SPS group name may also be used as a valid email address. Each user assigned to that group will receive a copy of the email.
As with other SPS applications that utilize the SPS Editor functionality, email text may be formatted in a variety of ways, including font variations, bold text, italics, bullets, and numbered lists. Emails containing formatting will be delivered to their recipients as HTML pages encoded as emails. For this reason, any recipient who does not have an email client with the ability to display HTML encoding (such as many UNIX-based mail programs) will only view the plain-text format of your message. Please note that most Windows-based email clients are able to display the HTML encoding created with the Email Console application. See the SPS Editor section for more information about the formatting functions and capabilities of the SPS Editor.
You may type in the email addresses or the SPS user name of the desired recipients in the to, cc, or bcc address input boxes with each recipient separated by a comma or you may click on the To, Cc, or Bcc buttons found in the upper left hand portion of the Compose Mail screen. You will receive the Address Book dialog containing the users, groups, and contacts found in your company's SPS database.
You may designate an email address as a “To”, “Cc”, or “Bcc” recipient by selecting the appropriate recipient from the left frame and “moving” it to the appropriate right frame using the “>” button. You may remove a recipient from the list on the right frame by selecting it and using the “<” button. When complete, choose OK to accept the names or Cancel to return to the Compose Mail screen. Those names that have been chosen will appear in the appropriate input box.
CC stands for carbon copy, literally a copy of the message which is being sent to the “To” recipient. Everyone that receives a CC is noted on the email and all CC recipients are able to see the TO and CC recipients of an email message. Essentially, there is no difference between being a TO recipient and a CC recipient. When you reply to a message, the sender of the original email plus any CC recipients are automatically listed in the address fields of the Compose Mail screen.
BCC stands for a "blind" copy -- blind to everyone other than the sender and the BCC recipient. The BCC recipient differs from the CC in that ONLY the sender of the email message and the BCC recipient know that the BCC recipient has received a copy of the email message. BCC recipients cannot see each other; meaning that a sender that sends a BCC to two different people is assured that each of those BCC recipients is anonymous as to the other BCC recipient.
Attachments to emails in the Email Console come in two forms – those from a local/network drive (local PC file) and those found in the company document repository (Document Manager application). You may include up to three attachments to be sent with each email message by clicking either the Attach or Cabinet button from the Compose Mail screen.
To add an attachment file derived from your local PC or a network drive, click the Attach button to receive the “Upload File” dialog. You may input the name of the file you wish to upload, taking care to specify the file path or simply click Browse to see a dialog which presents a standard Windows directory structure of you local hard drive along with those found in your Network Places. You should navigate through your files to select the appropriate file. Once this is done, click Submit to add the attachment or Cancel in order to return to the Compose Mail screen.
The Document Manager application represents the primary user interface to the files found in the SPS database. Files may be added as attachments from the Document Manager by clicking the Cabinet button and choosing the appropriate file from the Document Repository dialog. Folders are found on the left frame of this dialog and files found in those folders appear in the right frame of the chosen folder much like the folders of the Email Console primary screen. Any added attachments, from either source, are listed at the bottom of the Compose Mail screen.
You may compose an email without actually sending it to its recipients by performing all the actions of preparing an email and clicking the Draft button (instead of the Send button) from the Compose Mail screen. The email will be moved into the Drafts folder of the Email Console primary screen awaiting your direction to send it. You may access the email in the same manner that you would when viewing an email by choosing it from the Drafts folder message list and clicking View. You will notice that you will receive the email displayed within the Compose Mail screen (instead of the View Email Detail screen). At this point, you may further modify the email if you wish before clicking Send to deliver the email to its recipients. Once an email has been sent, it will be removed from the Drafts folder and may be placed in the Sent folder based on your mail user option settings as described below.
Users may designate default mail options by clicking the Options button from the primary screen. You will receive the Mail Options dialog consisting of a number of tabs. Each tab contains various items representing mail client functions as described below.
The General tab of the Mail Options dialog contains the “Send / Receive Messages” section of inputs which define default option settings related to how the Email Console sends and receives email messages. The “Automatically check for new messages every” drop-down list defines the time period for refreshing the Inbox folder message list. Setting the setting to “0 minutes” will turn off automatic refreshment resulting in the Refresh button of the primary screen as the only way to refresh your messages. The “Save copy of sent messages in Sent folder” checkbox designates whether you wish for a copy of all messages that are sent to be copied into your Sent folder. The “Include message in reply” checkbox provides for the content of an email message to be included in any forwarded or replied to message. By default, this option is turned on. Finally, the “Play sound when new message arrives” checkbox causes a short sound to be echoed from the Email Console when you receive a new mail message.
Return receipts are defined in the Internet email standards to provide a method of acknowledging that an email message has been received (and possibly viewed) by its designated recipient. The mail option settings in this section relate to how mail receipts are requested and returned. The “Request return receipt for all sent messages” checkbox causes a return receipt request to be associated with every email that you send, for all messages. Once your recipients receive the email, they have the option of returning the return receipt, indicating that they have received the email message. The “Returning Receipts Requested By Others” radio button section allows you to specify the default action of the Email Console when receiving email messages from others who have requested a return receipt. You may designate to never send a return receipt, have the system notify you of any return receipt requests on an email per email basis, or always send a return receipt without asking.
You may designate the name that is displayed on your outgoing email as the sender name in the “Outgoing mail display name” input. You may also designate your signature line that automatically appears appended to the end of each email you compose.
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