Emailing Providers About Client Changes

Notify providers about client changes independently of booking updates using the email feature.

Before you begin

The Service Shell must be configured to include the Email1 module. Under Tools > System Properties, on the System tab, the e-mail > SMTP Server property must contain the name of your mail server. For more information, contact your Trapeze representative.

Note for Customer Care: Common.components should be in the profile file (typically localhost.profile), and the following group must be added: <group name="Cmn_Email"> This provides access to the POP3 and IMAP email services found in Email1 code.

A change must have been made to a client record in Client Registration.

Procedure

  1. Click the Client Change Wizard button:
    Top hat with a wand.
  2. In the left pane, select the fields that were edited in the client record.
  3. Select Notify Trip Providers via Email.
  4. Optional: To include eligibility dates for all providers and funding sources listed in the client record, select Include Provider and Funding Source Information.
  5. Click Next.
    An email form appears listing the changes and any selected funding source and provider information.
  6. In the Choose the Providers to notify list, select the providers to be notified.
    Only providers defined in the Providers tab of the client's file appear in this list.
    Email addresses for selected providers are shown in the To field.
  7. In the CC field, type the email addresses of anyone else who should receive the message.
  8. In the From field, type your email address.
    If a single return address is used for all emails, it can be set as the default by a system administrator or an authorized under Tools > System Properties, on the System tab, the e-mail > Default E-Mail Address. property must contain the name of your mail server.
  9. Optional: Edit the Subject and Email Body to include any additional information.
  10. Click Send Emails.
    The Log frame shows a summary of the email activity and the number of emails sent.
  11. Click OK.
  12. Click Finish.