Emailing from Smart

Anything that may be printed from SMART may also be emailed. In some cases, the email may be sent automatically (see below).

To email from Smart a workstation must have a MAPI email client (e.g. Microsoft Outlook or Outlook Express) installed. All modern Windows PCs have such a client installed by default. The workstation must also have an internet connection.

To enable automated emailing from a PC, one PC on your network (usually the database server) must be running the Smart Communications Processor (see below).

Emails which have a report or invoice attached are sent in .pdf (Adobe Portable Document Format) form. Recipients can download a free reader from www.adobe.com

Configuration

To enable operator emailing from a PC, an email server must be specified for that PC (workstation).

The settings may be accessed at the following locations (administrator access required):

Select \File \Workstation Setup from the Main Menu, or
Select \Maintenance \Smart Setup \Workstation Setup from the Main Menu, or
Select \Maintenance \Smart Setup \Workstation Setup \Smart Communications from the Main Menu (this window may also be accessed from the Smart Communications Processor) and go to the AutoEmail tab.

Your email server name is something like mail.bigpond.com or smtp.ozemail.com.au. Check the settings in your email client or another Smart workstation, or ask your IT support staff for the correct settings.

You should also configure a sender's email address (the receiver will see this as a Reply To address), and optionally a CC (carbon copy) address. A copy of each email sent will be sent to the CC address. You can enter multiple CC addresses by separating them with a comma or semicolon, i.e. Bob@mycompany.com, Bill@mycompany.com

Operator Emailing

When you print a report you are presented with an option to email (this option is available even if your email system is configured incorrectly):

Email reports by checking the Email option before printing. Uncheck the Print option if a printed copy is not required. If you choose Show Preview you must press the Print button in the Preview window even if printing is not required.

If an email address for the recipient has not already been entered you will be asked for it before emailing commences and you will also have the opportunity to enter a brief message.

Automated emailing

Jobs can be automatically emailed on completion, or when the customer or alarm company has been advised. A record of the emailing (or a reason for the failure) appears in the Change History for the job. (The button near the Internal Notes field.)

Emailing on completion

The job will be emailed when the job has been completed and the Job Details window closed, if the Service Type setting Job Details/Auto Send is set to Yes. (If your system has Zetafax installed you may send the job via fax by changing the Service Type Setting Job Details/Auto Send via.)

The customer's email address (or fax number) is used. If no email address (or fax number) has been specified for the customer, no attempt will be made to send the job.

To specify what is included in the job details, press the Print button in the Job Details window, ensure Service Advice is selected, and change the settings on the Details to Include tab. Be sure to choose Save Settings and Close on the This Jobs tab.

Emailing on Advise

To turn on this feature set the Service Type setting Job Details/Auto email when advised to Yes. By default the job is emailed to the Alarm Company but the operator is prompted and has the option to send the email to the customer instead. If there is no email address for the Alarm Company the prompt window does not appear and no email is sent.

If the Service Type setting Job Details/Auto email cust if no alarmco is set to yes the prompt window will appear if there is a customer email address and no alarm company address.

The operator can modify the email address before sending the email.

The prompt window appears when the Advised time has been entered. The email will be sent when the job details window has been closed. Sending is done by the Smart Communications Processor (see below). The operator can check to see whether the send was successful by viewing the Change History for the job.

Smart Communications Processor

The Smart Communications Processor is a program that runs (usually on your database server) and handles communications via SmartNet, paging, SMS, and email. It must be running for automated emailing to occur. Depending on your Smart installation you may need to purchase an additional licence to run this program.