Queue Setup
Queue Properties
Select the queue to change by highlighting it. Update the queue settings in the Properties Bar on the right side of the FTSpooler Window.
SMTP and MAPI
Email tab sends email via SMTP or Outlook (MAPI).
SMTP (Simple Messaging Transfer Protocol) is a reliable and stable method for emails.
Email addresses must be in standard recipient@domain.com format as address books are not
available. You must configure your SMTP settings before using this option.
Our recommendation is SMTP for Email delivery.
Note: Several factors impact SMTP, particularly:
- Windows inconsistencies between operating system and software versions.
- Impact of anti-spam software, some of which does not work under load.
- SMTP protocol itself which is susceptible to user errors (for example, leaving out the @ in an email address)
If you have issues with SMTPPlease look at Archive, Errors and Archive, Log for additional
error messages (and send the log file to Support@FormTrap.com where you require assistance).
Known items are in a FormTrap Knowledge Base article which we maintain as new items present. Please read
this before proceeding further.
- www.formtrap.com and enter your User Id and Password
- Select Knowledge Base
- Use keyword anti and look at the single article that presents
How SMTP is handled by the Spooler
More information on SMTP and
Associated Files see Reserved Names.
MAPI is Microsoft Outlook's Messaging Interface which delivers e-mails, faxs and to other recipients
supported by MAPI.
MAPI is installed as a part of Microsoft Outlook with only e-mail enabled by default. Use of MAPI email
requires prior setup of the profile used to access MAPI. Configure your Mail Profile before using the Mail option.
Email is activated using Associated File entries with or without default options overridden by the
Associated File. Like any of the "special delivery" methods, Properties tab, Associated file entries
prompt must be set correctly.
More information on Outlook (MAPI) and Associated Files see Reserved Names.
To set the properties of emailing:
- Select the email option as SMTP or Outlook (MAPI)<.
- Enter the email attachment title in Title. You may use an associated file variable by quoting the associated file name in square brackets "[" and "]". For Example, quoting Your Order [PO Num] delivers “PO22344” from the associated file line PO Num=PO22344 to give Your Order PO22344. Take care that your data fields do NOT contain characters that are illegal for Windows file names (* \ . : and so on). These may cause the email to abort with an error message.
- More information on special characters filter
- Click the Define attachments button to specify the attachment filter(s).
- More information on Define Attachments
- Enter the Subject line (normally overridden by the Associated File name Subj) and Body (from the standard file quoted in the Associated File name EmailBody or the text entered in Body below).
- More information on Using Associated Files in FTSpooler Queues Properties
- If you are constructing the title yourself, you may use square bracketed (“[“ and “]”) associated file fields, as for Title.
- Enter valid email address(es) in the To, Cc, Bcc, and From fields.
- Click the Apply button to save the changes.
Email and FormTrap Server
The Associated File is produced during document formatting by the Spooler. If the form contains an Associated File entry for SMTP Email (SMTPTo=emailto@domain.com) or the Email tab within Queues contains a direct email to address, an email could be sent.
These additional conditions are required to send the email:
Queues, Process tab, Associated file entries: is NOT set to ignore
Email Address is properly formed in the SMTPTo Associated file entry:
- SMTOTo entries with blank email addresses are ignored (effectively do not exist.)
- Email addresses without an @ will cause SMTP to fail - they look like web sites - (see KB).
- Email addresses with multiple @ or . (full stop) symbols will fail but SMTP will be recovered after that transaction (from Version 7.4.004). See KB.
Smart ways to Email
These two suggestions are based on what is done at two FormTrap customers. The first is an approach that works when the objective is to email ALL invoices to customers and requires excellent personnel in the department responsible for handling exceptions, the second is great practise for an organization wanting to establish close relationships between their own and customer staff:
- Email all customers
All invoices include Associated File entry SMTPTo. Invoices without an email address are dropped (Associated File entries are suppressed where the "value" is blank, email address is the value). The Processing tab, Associated file entries: value is set to Overwrite (recipients of the same type). This response uses the Associated File SMTPTo entry unless there is none, in which case the default recipient in the Email tab is used instead. The default value is a function in Accounts who immediately make contact with the customer, find the email address and email the invoice AND enter the email address into the system (in this case as a substitution file). Similarly, all "bounced" emails are delivered to the same function for immediately follow-up (normally due to someone leaving the recipient company or a company name change or new standards for person names within the company). - Personalized Emails
All invoices include Associated File entry SMTFrom, based on substitution using the sales person initials. Any invoices without either sales person initials (virtually none, this would be an unusual occurrance) or without a substitution are directed as above to a function in the organization that handles exceptions.
Generally, the correct invoice is emailed to the client from a person in the organization, with a copy emailed to that person for information and follow-up. While not done in this instance, the system can cater for individual "body texts" for each sales person or even specific texts per pair of sales person and customer.
We are told the difference this made to the closer association and satisfaction of the customer, plus the responsibility felt by the staff responsible for the sale and their improved attitude to their customers resulted in a significant occurrance of repeat orders.