Sending Form Letters by EMail

Fill in the appropriate fields in the Correspondence dialog box, if you selected Email? to send a form letter as an email message to a client regarding their feedback.

Open the Correspondence dialog box.
  1. Perform one of the following steps:
    • In the TO field, type the email addresses of the primary recipients.

    • If you have set up distribution lists or want to choose from a list of investigators, click the ellipsis button at the right of the TO field: Ellipsis button

  2. Optional: In the Cc (carbon copy) and/or Bcc (blind carbon copy) fields, type the email addresses of the secondary recipients.
  3. In the Subject field, type a brief description of the contents of the email.
  4. To select an email template, click Setting.
    The Email Setting - XXX.xml (with X being the name of the template file set in the Complaint Email Setting context property) dialog box appears.
  5. Click Open. Select the template file you want to use and click Open.
    The selected fields and the predefined subject and message are shown in the Email Setting dialog box..
  6. Click OK.
    The contents of the email message are shown in the Preview pane of the Correspondence dialog box.
  7. Add or edit the contents of the Preview screen, if necessary.
    If the Allow user to modify Email context property is On, you can add or edit the contents of the Preview pane.
  8. To add more content to the email message, perform any of the following options:

    • To add the content of the Subject fields in the COM Representative screen select the Add Subject Attachments check box.

    • To attach a file to the email message,
      1. Click Attachments
      2. The Open dialog box appears.
      3. Select the file you want and click OK.
    If the Always Include Subject Attachments in Email context property is On, all files attached to the feedback entry are automatically attached to the email message. If Off, you must perform either option to attach the files.
  9. Click Close.