Email and Formletter Properties

You can apply additional context properties to email messages and Formletter.

To apply the following properties, click COM > Email and Formletter.

Table 1. Email and Formletter Properties
Property Description
COM > Email and Formletter > Complaint Email setting

Complaint Email Displays the template (ini file), which is set as the default, used for sending feedback by email. This template determines the subject message, common message, and all relevant COM fields, which are set as the default, to be included when forwarding a complaint. This is used when no other setting is in use (that is, from the Distribution List).
COM > Email and Formletter > Always Include Subject Attachments in Email

If selected, the attachment is attached to the email message. You are unable to change the setting in the Correspondence dialog, that is, select the Add Subject Attachments checkbox. This is applicable to both manual and automatic email messages.

If not selected, the setting in the Complaint Email Setting file is used as the default value unless you choose another template. You can choose to select the Add Subject Attachment checkbox in the Correspondence dialog to attach a file. This is applied to both Report e-mail and Form Letter type messages.

In the Email Settings dialog, you can also select the Add Subject Attachment checkbox when you want COM to automatically add attachments to email messages when using a specific template. This is helpful in managing the attachment of large files to automatically generated email messages.

If sending an email message with images, attach it as a Microsoft® Word file. If the message has no image, send it as plain text.
COM > Email and Formletter > Use Default Email Address

If selected, the email address set in the COM/Email and Formletter/Default Email Sender context property is used in the From field in the Correspondence dialog.
COM > Email and Formletter > Default Email Sender Sets the email address to be used as the default in the From address field in the Correspondence dialog if the Use Default Email Address context property has been selected. If the Use Default Email Address property is not selected, COM searches for the email address of the Investigator currently logged in. If the Investigator has no email address, the one set in the Core > Services > Email > SMTP > Default Sender property is used.
COM > Email and Formletter > Expiry Days Number of days within which the system attempts to send an email message. This applies to email messages that are sent manually.
COM > Email and Formletter > Send email when forwarding an action If selected, an email message is sent to the recipient of a forwarded action
COM > Email and Formletter > Include sender name in email If selected, your user name (user who is currently logged in) is included in the email message. The name is shown in the From field together with either the user’s email address or the default based on the properties set.

If not selected, your user name is not included in the email message and the email address set as the default is used.
COM > Email and Formletter > Allow user to modify Email If selected, you are allowed to edit the email content on the Preview pane.
COM > Email and Formletter > Allow user to modify Formletter If selected, you are allowed to edit the content of the letter on the Preview pane.
COM > Email and Formletter > Require Mandatory Fields in Emails If selected, the mandatory fields cannot be removed from email messages. If not selected, you can choose to omit mandatory fields from the email messages.
COM > Email and Formletter > Investigator Notifications > Enabled If selected, email notifications are set to investigators assigned in an action in the feedback.
COM > Email and Formletter > Investigator Notifications > Template Sets the file path to the template file used for the email notification.
COM > Email and Formletter > Investigator Notifications > Do not notify division-department pairs List of divisions and departments allows you to select those that do not have to receive notifications.
COM > Email and Formletter > Use HTML file as FormLetter Template If selected, users can choose the html template as the email template. To include data from the selected feedback in the html file, insert the following: {{ColumnName}} where Column Name is the name of the database column that you want to use from either the ComFeedback or ComSubject table.

Common Email Properties

The following Common Email properties also apply to email messages sent in COM:
Property Description
Cmn > Email > Address > Local Special Characters

Aside from the alphanumeric characters, these are the special characters that you can add to the local part (typically, the user name) before the @ symbol. Examples are: !#$%&.

If you allow the use of a period in email addresses, make sure to include it as a valid character.
Cmn > Email > Address > Domain Special Characters

Aside from the alphanumeric characters these are the special characters that you can add to the domain that appears after the @ symbol. Examples are: .-

If you allow the use of a period in email addresses, make sure to include it as a valid character.