ACTIVANT D2K XE-Mail User's Guide Version Q1 4.0
This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc. 7683 Southfront Road Livermore, CA 94551 Version Q1 Publication Date: 3.21.2006
Table of Contents Preface Overview to the User's Guide...1 Chapter 1 - Introduction Course Overview...1.1 Chapter Overview...1.2 What Is D2K E-mail?...1.3 D2K E-mail Features and Benefits...1.4 System Requirements, Guidelines, and Restrictions...1.5 The D2K E-mail Process...1.6 How to Enable D2K E-mail for New Users (SYS.USERS)...1.8 Summary...1.11 Chapter 2 - Using D2K E-mail Chapter Overview...2.1 Types of E-mails...2.2 Set Up Customer and Vendor E-mail Addresses...2.4 Use SP.ASSIGN to Change the Printer Form Queue...2.5 E-mail a D2K Report...2.9 E-mail a D2K Form...2.12 Summary...2.15 Chapter 3 - D2K E-mail Utilities Chapter Overview...3.1 The D2K E-mail Menu...3.3 The VIEW.EMAIL.LOG Function...3.5 The PURGE.EMAIL.LOGS Function...3.7 The EMAIL.CONTROL Function...3.9 The E-MAIL.CONSTANTS Function...3.11 Summary...3.12 D2K E-Mail User's Guide Table of Contents 1
Overview to the User s Guide Preface Introduction Your D2K system provides you with software designed to maximize your efficiency and solve everyday business issues. Purpose The purpose of this User's Guide is to introduce you to the D2K functions used to e-mail D2K reports and forms from within your D2K system. This User's Guide is both a training and reference manual. Audience This User's Guide is intended primarily for System Administrators and operators responsible for using this application. Learning Advice The illustrations shown throughout this guide are of standard D2K screens and menus. Since your account may have been customized, feel free to take notes on the last page of this guide to discuss with your System Administrator or D2K Customer Care Consultant. D2K E-mail User's Guide Preface 1
Preface 2 D2K E-mail User's Guide
Chapter 1 Introduction Course Overview Introduction The D2K E-mail feature uses industry standard e-mail communication protocols to send reports and forms generated in D2K to recipients both inside and outside of the D2K system. The documents are converted to the Adobe PDF file format and sent as attachments to e-mail transmissions. Purpose The purpose of this user guide is to document the concepts and procedures of the D2K E-mail feature. Objectives Upon completing this course, you will be able to define and describe the D2K E-mail feature use D2K E-mail to transmit reports and forms via e-mail identify the E-mail utility functions Contents The following table describes each chapter presented in this course. Chapter: Provides an understanding of: 1 - Introduction D2K E-mail, its features and benefits, and its requirements, guidelines and restrictions. 2 - Using D2K E-mail how to use D2K E-mail. 3 - D2K E-mail Utilities the utility functions of the D2K E- mail feature. D2K E-mail User's Guide Introduction 1.1
Chapter Overview Introduction The D2K E-mail feature allows you the ability to e-mail reports and forms from within the D2K print functions. As you will see, sending an e-mail is simple and the utility functions are easy to use. Before we learn about these subjects, let's look at what D2K E-mail is all about. Objectives Upon completing this chapter, you will be able to define D2K E-mail specify the features and benefits of D2K E-mail identify the requirements, guidelines, and restrictions of D2K E-mail describe the D2K E-mail process enable a new user to use the D2K E-mail feature Learning Advice This User Guide is for learning about D2K E-mail and for use as a reference. Retain this guide to use as a training tool for new system users. It can also be used as a troubleshooting tool to use before contacting your D2K Customer Care Consultant. Introduction 1.2 D2K E-mail User's Guide
What Is D2K E-mail? Background Prior to adding D2K E-mail to your system, there was limited capability for sending messages among D2K system users via the Office Automation module. Now you are able to e-mail reports and forms to recipients both inside and outside of the D2K system. Definition D2K E-mail is an additional feature of the D2K system, which allows you to e- mail a report or form from within the report/form print function. Example: E-mailing a report John Smith, an Order Entry operator for Rite-Away Distribution receives a phone call from a remote sales representative requesting a current Open Sales Order report. John goes into the OPEN.SO function and after entering selection criteria is prompted for a Form Queue. He specifies the form queue of EMAIL, and is then presented with the SEND.EMAIL.REPORT screen. After entering the sales rep's e-mail address and Subject and Message information as desired, the Open Sales Order report is e-mailed to the sales rep. D2K E-mail User's Guide Introduction 1.3
D2K E-mail Features and Benefits Introduction D2K E-mail provides you with many time saving benefits as you use the D2K system. Features and Benefits The following table describes the features and benefits of D2K E-mail. Feature Ability to send e-mails while in the D2K system Utilizes current file information stored in D2K Ability to add Subject and Message text Printed output is converted to PDF format and attached to e-mail transmission Benefit Provides a time-saving ability to send e-mails from within a D2K report or form print function. Saves time by using sender's, customer's, and vendor's e-mail addresses already stored in D2K. Eliminates the need to look up these fields manually. Allows for easy identification of e- mail transmissions. Easy-to-read Adobe PDF format. Introduction 1.4 D2K E-mail User's Guide
System Requirements, Guidelines, and Restrictions Introduction As with most additional features, there is consideration of system needs and configuration. Requirements The following are system requirements to consider when using D2K E-Mail. 9400 (Linux) platform Local area network with SMTP (E-mail) server JAVA run-time environment (included in D2K O/S) D2K form print programs require form overlays and must be customized to enable the E-mail feature Restrictions Initial release is limited to the e-mailing of reports (MT420 and MT430) and Laser forms. D2K E-mail User's Guide Introduction 1.5
The D2K E-Mail Process Background Your Implementation Specialist or Account Manager will perform the steps necessary to enable your D2K system to use E-mail. Once this is done, you are ready to use the feature to e-mail reports and forms. Stages and Descriptions The following table describes the process of e-mailing a report or form. Stage Description 1 User logs onto the system and accesses various functions, as he or she would do normally. 2 User encounters the need to e-mail a report or form. 3 User accesses the report or form function and enters selection criteria. 4 User is prompted for Form Queue and enters EMAIL. 5 User is brought to SEND.EMAIL.REPORT or SEND.EMAIL.FORM screen. 6 User enters TO E-mail address (s), subject, and e-mail message. 7 System transmits the e-mail to designated addresses. 8 User verifies successful transmissions using the VIEW.EMAIL.LOG function. Introduction 1.6 D2K E-mail User's Guide
Figure 1-1. The SYS.USERS - Synonym User ID Information Screen (D2K GS format) D2K E-mail User's Guide Introduction 1.7
How to Enable D2K E-mail for New Users (SYS.USERS) Introduction Once you are using D2K E-mail, it may be necessary to enable a new user to use the E-mail feature. Recommendation: This procedure assumes that you know how to use SYS.USERS. Access to this function should be secured for System Administrators only. SYS.USERS Screen Access the Synonym User ID Information screen to set up E-mail options. Illustration Figure 1-1 is an illustration of the SYS.USERS Synonym User ID Information screen in D2K GS format. Continued on next page Introduction 1.8 D2K E-mail User's Guide
How to Enable D2K E-mail for New Users (SYS.USERS), continued Setting up a user for E-Mail The following table describes how to enable a User ID to use D2K E-mail. It assumes you have accessed the SYS.USERS function and have entered a valid User ID. Step Action 1 Access the Synonym User ID Information screen in SYS.USERS. 2 Set the "Allow E-Mail?" field to Yes ( for D2K GS). 3 Enter the user's e-mail address. This address is used as a default on the SEND.EMAIL.REPORT and SEND.EMAIL.FORM screens. 4 Set the "Queue Prompt?" field to Yes ( for D2K GS) IF the user sends e-mails frequently and would like to be prompted for form queue each time a report or form print function is run. Note: You will probably want to set the "Queue Prompt?" field to "N" for users who do not e-mail frequently or who do not normally change form queues. To change a form queue when the field is set to "N", the SP.ASSIGN = 'formqueue' command must be entered at a menu command (character mode only) or at the TCL prompt prior to accessing the report/form print function. 5 File your changes. D2K E-mail User's Guide Introduction 1.9
Summary Description This concludes the "Introduction" chapter. Please refer to the objectives listed in the Chapter Overview. At this point you should have enough information to be able to complete the objectives. Learning Advice If you are not comfortable with the tasks described by the objectives, please review this chapter with your System Administrator or D2K Customer Care Consultant. Introduction 1.10 D2K E-mail User's Guide
Chapter 2 Using D2K E-mail Chapter Overview Introduction Now that D2K E-mail has been installed on your D2K system, you can use the software to e-mail D2K reports and forms to recipients both inside and outside of your D2K system. Purpose The purpose of this chapter is to familiarize you with the procedures for sending a D2K E-mail transmission. Objectives Upon completing this chapter, you will be able to identify the types of e-mails allowed set up customer and vendor e-mail addresses use SP.ASSIGN to change the printer Form Queue to EMAIL send a D2K report e-mail send a D2K form e-mail D2K E-mail User's Guide Using D2K E-mail 2.1
Types of E-mails Introduction D2K E-mail allows you to e-mail both D2K reports and laser forms. Types and Descriptions The following table describes both e-mail types. Type Report Laser Form Description Any MT420 or MT430 D2K report. After entry of record selection and sorting criteria and after the EMAIL Form Queue has been designated, the SEND.EMAIL.REPORT screen displays. Any Laser Form for which a form overlay is present on the system. After entry of record selection criteria and after the EMAIL Form Queue has been designated, the SEND.EMAIL.FORM screen displays. Note Laser Form print programs must be customized by D2K to enable the E-mail feature. Using D2K E-mail 2.2 D2K E-mail User's Guide
Figure 2-1. The MNT.CUSTOMER - General Information Screen (D2K GS format) Figure 2-2. The VENDORS - General Information Screen (D2K GS format) D2K E-mail User's Guide Using D2K E-mail 2.3
Set Up Customer and Vendor E-mail Addresses Introduction E-mail addresses can be set up in your Customer and Vendor Master files. Illustration Figure 2-1 is an illustration of the MNT.CUSTOMER - General Information Screen showing the E-mail field. Multiple e-mail addresses may be entered. Figure 2-2 is an illustration of the VENDORS - General Information Screen showing the E-mail field. Multiple e-mail addresses may be entered. How used by E-mail processing When e-mailing a D2K report, the option is available to automatically display a customer's or vendor's e-mail addresses. Note: Refer to the descriptions of the Destination Type and Destination ID fields in topic "E-mail a D2K Report". Using D2K E-mail 2.4 D2K E-mail User's Guide
Use SP.ASSIGN to Change the Printer Form Queue Introduction Prior to e-mailing a D2K report or form, the SP.ASSIGN function must be run to change the destination Form Queue to "EMAIL". There are a number of ways to accomplish this. Changing the Form Queue The SP.ASSIGN function works in different ways depending on the setup of the "Queue Prompt?" on the Synonym ID Information screen in SYS.USERS. Note: The "Queue Prompt?" field will most likely be set to "Y" for users who frequently use the E-mail feature. If the "Queue Prompt?" is set to "Y" in SYS.USERS In character mode, the Form Queue prompt "Enter Form Queue, (D)isplay, or press <Enter> for default" displays each time the SP.ASSIGN function is initiated. In D2K GS mode, the Form Queue dialog box displays as shown below each time the SP.ASSIGN function is initiated: If the "Queue Prompt?" is set to "N" in SYS.USERS the SP.ASSIGN function will not display the Form Queue prompt or dialog box. To send an e-mail the user must change the Form Queue to "EMAIL" by entering the " SP.ASSIGN = EMAIL" command from a menu command line (character mode only) or at the TCL prompt. Note: If SP.ASSIGN is not run prior to accessing a report or form print function, the Form Queue prompt/dialog box will display automatically within the print function after all selection and sorting criteria have been entered. Continued on next page D2K E-mail User's Guide Using D2K E-mail 2.5
Use SP.ASSIGN to Change the Printer Form Queue, continued Form Queue Prompt in Character Mode In character mode, the Form Queue Prompt reads "Enter Form Queue, (D)isplay, or press <Enter> for default". When the Form Queue prompt displays, the user has the following options for e-mail processing: Option Enter the Form Queue name of "EMAIL". Enter "D" to display a list of available Form Queues Result The Form Queue will be changed to EMAIL and you will be taken to the SEND.EMAIL.REPORT or SEND.EMAIL.FORM screen to enter your e-mail send to address information. The prompt "Enter Line Nbr, Form Queue Name, or press <Enter> for Default" displays. You may enter: the line number identifying the EMAIL Form Queue, or the Form Queue name of "EMAIL" Result: You will be taken to the SEND.EMAIL.REPORT or SEND.EMAIL.FORM screen to enter your e-mail send to address information. Continued on next page Using D2K E-mail 2.6 D2K E-mail User's Guide
Use SP.ASSIGN to Change the Printer Form Queue, continued Form Queue Prompt in D2K GS Mode In D2K GS mode, the Form Queue Prompt appears in a dialog box as shown below. When the Form Queue prompt displays, the user must select the EMAIL Form Queue for e-mail processing. Result: You will be taken to the SEND.EMAIL.REPORT or SEND.EMAIL.FORM screen to enter your e-mail send to address information. Important Note Once a report or form has been transmitted, the Form Queue will return to STANDARD. D2K E-mail User's Guide Using D2K E-mail 2.7
Figure 2-3. The SEND.EMAIL.REPORT Screen (D2K GS format) Using D2K E-mail 2.8 D2K E-mail User's Guide
E-mail a D2K Report Introduction If you are e-mailing a D2K report, your e-mail send to address information must be entered on the SEND.EMAIL.REPORT screen. This screen will automatically display after all record sorting and selection criteria have been entered and the Form Queue has been changed to EMAIL. Illustration: Fields and Descriptions Figure 2-3 is an illustration of the SEND.EMAIL.REPORT screen. The following table describes each field on the screen. Field From Destination Type Destination ID TO Address Description The sender's e-mail address as stored in SYS.USERS. CUSTOMER or VENDOR--entered only if you want to send your e-mail to the e-mail address(es) stored in a customer or vendor record. If a Destination Type was entered at the previous field, the ID of the customer or vendor record to which you want to send this e-mail. E-mail addresses on file for your entered customer or vendor will display in the TO Address field. The e-mail address(es) to which this e-mail should be sent. Subject Message Note: If you specified a Destination Type and ID, addresses stored in the customer or vendor record will display. These can be overridden/deleted. The subject of the e-mail. The message to be included with the e-mail. Continued on next page D2K E-mail User's Guide Using D2K E-mail 2.9
E-mail a D2K Report, continued Procedure The following table describes the steps required to fill out the SEND.EMAIL.REPORT screen. Step Action 1 The From e-mail address defaults from SYS.USERS. You are prompted to enter Destination Type. 2 Do you want to display default e-mail addresses from the customer or vendor file? If yes, select a Destination Type of CUSTOMER or VENDOR. Proceed to Step 3. If no, bypass this field and bypass the Destination ID field. Proceed to Step 4. 3 Enter the Customer or Vendor ID for which you want to display default e-mail addresses. 4 Are default e-mail addresses displaying at the TO Address field? If yes, verify/modify/add to the displayed addresses, as required. If no, enter your send to e-mail addresses. 5 Enter the subject of your e-mail. 6 Enter a message to be included with your report. 7 Click OK or enter END to send the e-mail. Using D2K E-mail 2.10 D2K E-mail User's Guide
Figure 2-4. The SEND.EMAIL.FORM Screen (D2K GS format) D2K E-mail User's Guide Using D2K E-mail 2.11
E-mail a D2K Form Introduction If you are e-mailing a D2K form, your e-mail send to address information must be entered on the SEND.EMAIL.FORM screen. This screen will automatically display after all record selection criteria have been entered and the Form Queue has been changed to EMAIL. Illustration: Fields and Descriptions Figure 2-4 is an illustration of the SEND.EMAIL.FORM screen. The following table describes each field on the screen. Field From Doc ID TO Address Subject Message Description The sender's e-mail address as stored in SYS.USERS. The Document IDs selected in the form print function. The e-mail address(es) on file for the customers/vendors associated with the Document IDs. The subject of the e-mail. The message to be included with the e-mail. Procedure The following table describes the steps required to fill out the SEND.EMAIL.FORM screen. Step Action 1 The From e-mail address defaults from SYS.USERS. The Document IDs that were selected in the form print function are listed along with the e-mail addresses on file for the customers/vendors associated with the Document IDs. Note: If more than one e-mail address is on file for a customer/vendor associated with a Document ID, the Document ID will be repeated for each address. 2 Do you want to delete a Document ID? If yes, access the Document ID field and delete the ID that you do not want to include in your e-mail transmission. If no, proceed directly to Step 3. Note: Document IDs cannot be added on this screen. They must be selected in the form print function. Continued on next page Using D2K E-mail 2.12 D2K E-mail User's Guide
E-mail a D2K Form, continued Procedure (continued) Step Action 3 Do you want to modify/enter an e-mail address? If yes, access the TO Address field and modify/enter the e-mail address as required. If no, proceed directly to Step 4. 4 Do you want to enter an e-mail Subject? If yes, access the Subject field and enter your desired text. If no, proceed directly to Step 5. 5 Do you want to enter an e-mail Message? If yes, access the Message field and enter your desired text. If no, proceed directly to Step 6. 6 Click OK or enter END to send the e-mail. D2K E-mail User's Guide Using D2K E-mail 2.13
Summary Description This concludes the "Using D2K E-mail" chapter. Refer to the objectives listed at the beginning of this chapter. At this point you should have enough information to be able to complete the objectives. Learning Advice If you are not comfortable with the tasks described by the objectives, please review this chapter with your System Administrator or D2K Customer Care Consultant. Using D2K E-mail 2.14 D2K E-mail User's Guide
Chapter 3 D2K E-mail Utilities Chapter Overview Introduction You've just learned how to e-mail D2K reports and forms. Now let's look at the utility functions available to control and maintain the D2K E-mail feature. Purpose The purpose of this chapter is to introduce you to the D2K E-mail menu and to examine the utility functions of D2K E-mail. Objectives Upon completing this chapter you will be able to describe the purpose of the VIEW.EMAIL.LOG function describe the purpose of the PURGE.EMAIL.LOGS function describe the purpose of the EMAIL.CONTROL function identify the fields and options of the EMAIL.CONSTANTS function D2K E-mail User's Guide D2K E-mail Utilities 3.1
Figure 3-1. The D2K E-mail Menu (in character mode format) D2K DISTRIBUTION SERVICES Wds 60110 15:05:18 29 DEC XXXX E-MAIL MENU NO...ITEM.NAME... TYPE...DESCRIPTION... 1 VIEW.EMAIL.LOG F Display E-mail Transmission Log 2 PURGE.EMAIL.LOGS F Purge E-mail Logs File 3 EMAIL.CONTROL F Start/Shut Down E-mail 4 EMAIL.CONSTANTS F Maintain E-mail Control Parameters Enter Your Selection... Previous Menu= DISTRIBUTION-2000 Current Menu = SYS D2K E-mail Utilities 3.2 D2K E-mail User's Guide
The D2K E-mail Menu Introduction The D2K E-mail Menu is where you will find the functions and utilities associated with the D2K E-mail feature. Menu Access Type SYS.EMAIL at any menu prompt in order to access the D2K E-mail Menu. Illustration: Functions and Descriptions Figure 3-1 is an illustration of the D2K E-mail Menu. The following table describes each function on the menu. Function VIEW.EMAIL.LOG PURGE.EMAIL.LOGS EMAIL.CONTROL EMAIL.CONSTANTS Description Allows the user to display a listing of successful e-mail transmissions for a specified date. Allows the user to purge e-mail transmission logs from the EMAIL.LOGS.FILE. Allows the user to Start Up, Shut Down, or Refresh the e-mail processor. The e-mail processor needs to be restarted after a system reboot. Allows the maintenance of system defaults and parameters that control the E-mail feature. D2K E-mail User's Guide D2K E-mail Utilities 3.3
Figure 3-2. The VIEW.EMAIL.LOG Screen (D2K GS format) D2K E-mail Utilities 3.4 D2K E-mail User's Guide
The VIEW.EMAIL.LOG Function Introduction The VIEW.EMAIL.LOG function allows you to display a listing of successful e-mail transmissions for a specified date. Illustration: Fields and Descriptons Figure 3-2 is an illustration of the VIEW.EMAIL.LOG screen. The following table describes each field on the screen. Field Log Date Description The date for which e-mail transmissions should be displayed. Time From E-mail To E-mail Subject Note: E-mail transmission data is stored in the EMAIL.LOGS.FILE. The time of the e-mail transmission. The originating e-mail address. The destination e-mail address. The subject of the transmitted e-mail, if present, followed by the message "sent successfully". D2K E-mail User's Guide D2K E-mail Utilities 3.5
Figure 3-3. The PURGE.EMAIL.LOGS Screen (D2K GS format) D2K E-mail Utilities 3.6 D2K E-mail User's Guide
The PURGE.EMAIL.LOGS Function Introduction The PURGE.EMAIL.LOGS function allows you to purge the records stored in the EMAIL.LOGS.FILE. Prior to purging, these records may be displayed using the VIEW.EMAIL.LOG function. Illustration: Fields and Descriptions Figure 3-3 is an illustration of the PURGE.EMAIL.LOGS screen. The following table describes each field on the screen. Field Beg Date End Date Description The starting date in the range of e-mail transmission dates for which records in the EMAIL.LOGS.FILE should be purged. The ending date in the range of e-mail transmission dates for which records in the EMAIL.LOGS.FILE should be purged. D2K E-mail User's Guide D2K E-mail Utilities 3.7
Figure 3-4. The EMAIL.CONTROL Screen (D2K GS format) XXX.XXX.XXX.XXX D2K E-mail Utilities 3.8 D2K E-mail User's Guide
The EMAIL.CONTROL Function Introduction The EMAIL.CONTROL function allows you to start, stop, or refresh the E- mail processor. Illustration: Fields and Descriptions Figure 3-4 is an illustration of the EMAIL.CONTROL screen. The following table describes each field on the screen. Field E-mail Processor Status SMTP Address Description Indicates the on/off status of the e-mail processor. If the processor is on, you will see the word "Running". If the processor is off, you will see the words "Not Running". Note: The E-mail processor will need to be restarted after a system reboot. The IP Address of the SMTP Server. D2K E-mail User's Guide D2K E-mail Utilities 3.9
Figure 3-5. The EMAIL.CONSTANTS Screen (D2K GS format) D2K E-mail Utilities 3.10 D2K E-mail User's Guide
The EMAIL.CONSTANTS Function Introduction When installing the E-mail feature, your D2K Customer Care Consultant will set up EMAIL.CONSTANTS, with input from your System Administrator. These constants contain defaults and parameters that control the E-mail process. Special Note The options on the E-MAIL.CONSTANTS screen are installer-controlled. Changes must be made by an D2K Customer Care Consultant. Illustration: Fields and Descriptions Figure 3-5 is an illustration of the EMAIL.CONSTANTS screen. The following table describes each field on the screen. Field Form Type Background Name Print Orientation Form Path Description The available E-mail form types. Standard types are STATEMENT, PO, INVOICE, ORDER, and QUOTE. The names of the COLD data files used to produce the background for the data being printed on a form. The print orientation of the form. Valid entries are: P - Portrait L - Landscape The path to the Unix file in which form images are stored on the D2K system. D2K E-mail User's Guide D2K E-mail Utilities 3.11
Summary Description This concludes the "D2K E-mail Utilities" chapter. Refer to the objectives listed at the beginning of this chapter. At this point you should have enough information to be able to complete the objectives. Learning Advice If you are not comfortable with the tasks described by the objectives, please review this chapter with your System Administrator or D2K Customer Care Consultant. D2K E-mail Utilities 3.12 D2K E-mail User's Guide
Notes D2K E-mail User's Guide D2K E-mail Utilities 3.13
D2K E-mail Utilities 3.14 D2K E-mail User's Guide