Application E-mail

Description

This function is part of the Construction Services subsystem of ECMS. It allows the user to send email within the application.

Send mail without attachment

1.	Click the "Create E-mail" selection. The E-mail screen will display.
2.	Click in one of the radio buttons to select and ECMS Group selection or an ECMS Individual selection. The "To" field will be unenterable until the selection of "Group" or "Individual" is made. After the selection type is chosen a listing of receipients will be displayed.
3.	To select a receipent: Place cursor on bar and use the scroll bar to find selection or place cursor on any entry, click once on that entry so that it is highlighted, then use the keyboard to select a letter that corresponds to the beginning letter of the last name of the entry that is to be located. The entry list will automatically scroll to the top of the entries that begin with the selected letter. Example: Highlight the first entry on list ,using the keyboard hit the letter "S", the list will display the first "S" entry.
4.	Click to highlight desired recipient then click the "To" check box and the recepient will be entered in the "To" field.
5.	To select more than one receipent: Hold down the "Ctrl" button on the keyboard and follow instructions for finding the receipent.
6.	After the "To" selection has been made, additional drop down lists of receipents will be displayed for the "CC" and the "BCC" entries and these function in the same manner as th e "To" selection process explained above.
7.	The only other required fields besides the "To" are "Subject" and "Message". These fields will error if left without an entry. The message box will allow unlimited text entry.
8.	The "Link" field will allow URL(s) addresse(s) for web page(s) to be entered. There is no validation for this entry.
9.	After entering the required fields hit the "Submit" button and a message will be displayed. This will also return automatically to the Home page.
10.	All E-Mails sent in this manner will be captured on a view that can be reviewed from the Home page by selecting the "View E-mail" link. Sent E-Mails can not be resent from the view but can be "Cut & Pasted" from the view image to a new e-mail body.

Send Mail with an attachment

 

1.	Select the "Browse" selection button located at the bottom of the screen.
2.	A window will open displaying a drive where documents are stored. This can be changed to the drive of choice by going to the top of the window and selecting from the drop-down list beside the words "Look In". Find and select the attachment document and highlight it by clicking once.
3.	After document has been highlighted, with the cursor of the mouse on the highlighted document, right click the mouse.
4.	This will bring up a list. Slide cursor to the "Send To" option. This will open another list and select from that the "Mail Reciepent" option. This will open a window and may take a second or two.
5.	If on the pc that is being used, the option may be given of a Profile box.(If on any given day the "profile" box does not appear, try again on another day this option comes and goes.) If this box is not displayed go to step 6. If so, there will be a drop-down option of either "PENNDOT Exchange (Microsoft Outlook) or "MS Exchange"(Lotus Notes, this does require a Lotus Notes password). Select the one of your choice. If both are not displayed, the Profile box has a button called "New". Click on this button, it will display all the options and select the one that is not listed on the original drop down list of options. This will add to the drop down list and then can be selected. The default is the "PennDot Exchange".
6.	The E-mail dialog box will be displayed with the selected attachment inserted below a dividing line.Above the line is where the e-mail message can be entered. From then on it is the normal Outlook format of sending E-mails. The attachment can be deleted and just the message sent, but the attachment must be selected in the beginning to continue with the e-mail process. This can be repeated an unlimited number of times but only one attachment and E-mail can be sent at a time.
7.	After sending the mail, it will return to the original dialog box, click the "Cancel" button and it will return to the previous screen. Where the E-mail function can be exited.
8.	E-Mails sent in this fashion will not be captured on the view that displays all the emails that have been generated.

Created by	Last Modified by
Joseph D Howe/PennDOT on 03/16/2005 at 10:47:58 AM	Wanda Taylor/PennDOT on 03/18/2005 at 12:22:09 PM