CHAPTER 25 DIRECT MODULE DIRECT OVERVIEW 25.1 INSTALLATION AND SETUP Hardware Requirements

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1 25.0 DIRECT OVERVIEW CHAPTER 25 Direct Extended Service Option (ESO) allows you to send to clients and debtors from within Debt$Net, without exiting to another system. s can be sent to clients, prospects, and users within your agency. Reports can be ed in one of two ways, direct from the report option screen, or batched during routine operations. For example, you can generate a collector s daily activity report and it directly to the collector. Certain reports, such as the 12 month recovery report, can be ed directly to the clients who want them that way. When you run statements, you can flag clients to receive them by and batch them out all at one time. It will not be necessary to queue them up and send them one at a time. Another feature will allow you to design an , and send it to a list of recipients that you have created. This will help inform existing clients of operational issues (such as holiday closure hours) or let you send marketing information to prospective new clients. The s you send can be html or pdf formats INSTALLATION AND SETUP Hardware Requirements Installation The Direct Module is designed to run on any computer currently running Debt$Net, and connected directly to the Internet. The first step to install this ESO is to have all user s log out of the Debt$Net system. You must have exclusive access to Debt$Net so that the new menu options will install correctly. To install the Direct Module, select Install ESO s from the ESO s Menu ( ESO s ) (Figure 25-1). Debt$Net will then prompt you for the source directory for the Direct ESO install file (Figure 25-2). Copyright 2011 The Computer Manager, Inc. 25-1

2 EXTENDED SERVICE OPTIONS Figure Install Eso s Menu Option. Figure ESO Source Directory Prompt. The default source directory for installing Direct will be A:\. If this is incorrect (e.g., you have downloaded the install file to some other directory) right click to bring up the Select Directory Form. The default directory on this form is the directory where Debt$Net is currently installed. If the displayed location is still incorrect, specify a new location using the Drive drop down list at the bottom of the form. After selecting the correct drive, select the correct directory, then click the Select button to begin installation (Figure 25-3) Copyright 2011 The Computer Manager, Inc.

3 Figure Select Directory Form. After the ESO installs, Debt$Net displays a message confirming installation. After selecting OK, exit and re-enter Debt$Net to complete the installation process. The Module installation program enables a new to Address List Menu option on the Debt$Net ESO s Menu, adds new notice variables in Notice File Maintenance, changes the report format selection screen, and adds a new button to the Client Maintenance Screen CONFIGURING CONNECTION TO MAIL SERVER Sometimes you will need to make a configuration file to connect to your mail server. You would make a file called Mailserver.cfg. This file will need the following information and in the order of Table 25-1, see Figure 25-4 for example of a completed file. Table Mailserver.cfg fields FIELD EXPLANATION Remote Host Host name of IP address of the remote host. Copyright 2011 The Computer Manager, Inc. 25-3

4 EXTENDED SERVICE OPTIONS Table Mailserver.cfg fields FIELD EXPLANATION Remote Port Number to specify which port is used to connect to the remote host. User Name Password User name used for authentication. Password that goes with the user name for authentication. Timeout Number of seconds to wait for a response, if set to 0 then the wait is an indefinite amount of time. Options There are four options that specify different types of authentication to be used in the connection to the mail server. 0* - SMTP Option None no additional options specified with establishing a connection with the server, a standard, non-secure connection will be used. 1 - SMTPOptionExtended - This option enables features such as authentication and delivery status notification SMTPOptionSecure - This option specifies that the client should attempt to establish a secure connection with the server. The server must support secure connections using either the SSL, PCT or TLS protocols. This option is only available in the Secure Editions of SocketTools SMTPOptionSecureNoext - This option is used in addition to SMTPOptionSecure. It should be specified when the server expects an implicit SSL Connection * Default used if left blank Figure Mailserver.cfg file 25-4 Copyright 2011 The Computer Manager, Inc.

5 25.2 CLIENT MAINTENANCE Clients can be set up to receive certain reports via . To start the process, you will need the addresses of the intended recipient(s). A new button E Reports has been added to the button bar on the Client Inquire/Change Form. Hit this button to bring up the Client Addresses Form (Figure 25-5). Figure Client Addresses Form. Each of the reports listed (Acknowledgments, Statements, Status Report, Twelve Month Recovery, Batch Status, and Cancel and Return) can be created and sent via in a batch operation. To have the report automatically forwarded via , enter an address for the recipient of each report. An address must be entered into the Address field for the report to be sent. If left blank, reports will need to be printed and mailed. The address entered into the Custom Address Book field will be added to the address book. After entering a new address in this field, click on the button Eaddr Lst to update the address book. Then click on Save. Copyright 2011 The Computer Manager, Inc. 25-5

6 EXTENDED SERVICE OPTIONS Note: The Address field on the main client screen is used by the Direct ESO for notices. Next, you need to use the client Statement Code to create groups for printing. The Statement Code is located on the reporting tab of the client screen. Any single character can be used to group clients that will receive reports via . You can set up as many unique reporting groups as you need. For example, you may use a scheme of W, M, and Q for weekly, monthly, or quarterly reporting SENDING There are several ways to send using Direct, including batching client reports, sending individual reports, ing notices, or creating special messages and sending those to selected recipients Batch ing Client Reports Certain reports within Debt$Net (Acknowledgments, Statements, Status Report, Twelve Month Recovery, Batch Status, and Cancel and Return) can be created and sent via in a batch operation. For each of these, select the appropriate report from the menu as usual. When the report form selection criteria form appears, choose All Clients. For example, in Figure 25-6, the report form selection criteria for the 12 Month Recovery Report is displayed. In this case, leaving the first field blank will select all the clients. Figure Twelve Month Recovery Report Criteria Form Copyright 2011 The Computer Manager, Inc.

7 Enter the statement code you are using to group clients receiving this report via . Continue filling out the rest of the form to specify reporting period, format, etc. Then hit the Finish button. The Printer Selection form will display (Figure 25-7). Figure Printer Selection Form. To reports to clients, hit the button on the right side of the button bar. The header form will appear (Figure 25-8). Figure Header Form. Under Report Format select either PDF or HTML format for the ed report. PDF formats will attach a file to the . Recipients must have Adobe s Acrobat Reader to download these formats and view. Acrobat Reader is a free software package available at many sites online, including ours (debtnet5.com). Copyright 2011 The Computer Manager, Inc. 25-7

8 EXTENDED SERVICE OPTIONS Make sure the box Auto is checked. The field To: will be disabled, as Debt$Net will pull addresses from the appropriate field from the Client Inquire/Change area (see Section 25.2 above). Next, enter your name in the From: field. If you want recipients to respond to you via , use your real name. If you enter only a name, Debt$Net will append your domain name to whatever you enter in this field. For example, if your business address is RWSmith@collectionagency.com, enter RWSmith in the From: field. Debt$Net will append to your name when the is sent. Enter a subject for the . Remember that all clients receiving this report will see the same subject line, so keep it generic and appropriate. A sample subject line might be: Twelve Month Recovery Report. Then, enter any additional information in the box below as the body of the message. Again, keep in mind that when batching reports, this same message gets sent to ALL recipients. A sample message might be: Attached is a Twelve Month Recovery Report for the period ending September 30, The report is in PDF format, and requires Adobe s Acrobat Reader. If you have trouble opening this file, or have any other questions regarding this report, do not hesitate to contact me via , or my direct number (360) Sincerely, R.W. Smith Manager, Collection Agency When you have finished entering all the header information and the body of the message, hit the Finish button. Debt$Net will generate the reports and forward them via . At the end of the operation, Debt$Net will display the number of s that were generated and sent in the upper right hand of the main screen. If any errors in addresses were found, Debt$Net will display a message. Typically, this is because the address is missing, or is in an incorrect format. No attempt to 25-8 Copyright 2011 The Computer Manager, Inc.

9 send these will be made. Other s will fail because the address is wrong. In that case, you will receive an daemon error message returned to your business box Sending Individual Reports Another Direct option is to individual reports at the time they are generated. Any report that can be generated in Debt$Net can be sent to any internal or external recipient. For example, you can an individual collector a copy of their End of Day Call List report, the transaction report to your finance department, or send a copy the history report to a client. To send an individual report, select the appropriate criteria at the report screen, and then hit Finish. At the printer selection form (Figure 25-9), select . Figure Printer Selection Form. The header form will appear (Figure 25-10). Copyright 2011 The Computer Manager, Inc. 25-9

10 EXTENDED SERVICE OPTIONS Figure Header Form. Under Report Format select either PDF or HTML format for the ed report. PDF formats will attach a file to the . Recipients must have Adobe s Acrobat Reader to download these formats and view. Acrobat Reader is a free software package available at many sites online, including ours (debtnet5.com). HTML formatted reports will appear imbedded, in the body of the . Make sure the box Auto is checked. The field To: will be disabled, as Debt$Net will pull addresses from the appropriate field from the Client Inquire/Change area (see Section 25.2 above). Next, enter your name in the From: field. If you want recipients to respond to you via , use your real name. If you enter only a name, Debt$Net will append your domain name to whatever you enter in this field. For example, if your business address is RWSmith@collectionagency.com, enter RWSmith in the From: field. Debt$Net will append to your name when the is sent. Enter a subject for the . Unlike batch s, this will be sent to only one recipient. Thus, the message can be more personal and business specific. Hit Finish to send ing Notices To notices to clients, prospects, or debtors, you start by creating an notice in Notice File Maintenance. This can be done by either creating a new template, or loading an existing htm file. When creating Copyright 2011 The Computer Manager, Inc.

11 the template, you will need additional notice variables (Table 25-2) to direct the . At a minimum, you will need the variables <E_MAIL>, E_Subject, and E_FROM. The other variables are optional, depending on whether you want to attach a file in html or pdf format. A sample template is provided in Figure Table Notice Variables. FIELD <E_MAIL> E_SUBJECT E_FROM E_HTMFILE E_ATTACH E_BCC EXPLANATION This variable will be replaced by the recipient s address. Information that will be filled in the subject line of the . Your return address. Identifies an HTM file that will be substituted for the template. Identifies another file format (e.g., pdf) that will be attached to the . Blind Carbon Copy Address < > E_SUBJECT Payment Reminder Notice E_FROM Payyourbillsnow@quickly.com E_BCC Me@my .com Dear <DNAME>; This is a reminder that you have agreed to pay the amount of <TOTAL> by <DATE>. Please send your payment to P.O. Box 100, Anywhere, WA, Figure Notice Template. Copyright 2011 The Computer Manager, Inc

12 EXTENDED SERVICE OPTIONS If you wish to attach a file to the , such as an html or pdf file, use the variable (e.g., E_ATTACH), followed by the name of the file. It is recommended that files for attachment be in the Debt$Net root directory Sending Special Messages to Address List Recipients To a standard message to your address list, select the to Address List option from the ESO menu. An header form will appear (Figure 25-12). Figure Header Form. Place your cursor in the Address List field and hit the button Addr List. Debt$Net will display the folder where it is installed. If your address lists are stored in this same folder, select the correct one. Or, browse through to any folder where your address lists are stored. Next, enter your address (From:) and the topic of the (Subject:). In the field labeled File, hit the File button to display the main Debt$Net directory. All htm files will be displayed. Select the one that contains the correct message. Then, hit the Finish button to send the file Copyright 2011 The Computer Manager, Inc.

13 25.4 MAINTAINING ADDRESS LISTS Direct will create an address book. The address book is built from the addresses entered into the Custom Address Book field on the Client Addresses form (Figure 25-5). Only one address book is maintained by the Direct ESO. Additional address books can be created and used in one of two ways. Address books can be created in any other program and then exported. These files should be saved to the same directory as Debt$Net, for access when sending out . The other option is to create a comma-delimited text file in any word processing system, and save that in the Debt$Net directory. When saving the file, choose ASCII (DOS) Delimited Text from the save as file format options. Figure illustrates a sample text file formatted address book. Gary Wilkins, GWilkin68@yahoo.com Betty Ranglin, BettyR@bigcustomer.com Steve Wright, SSWright@newclient.com R Hamilton Wright, RHWright227@msn.com Figure Sample Text File Format for Address Book. Copyright 2011 The Computer Manager, Inc