Sending Email from documents
Sending Email from Any File
You can email any document from within ERPNext, including sales invoices, purchase orders, leave applications, and more.
The document will automatically be attached as a PDF to this email. You can also add other attachments if you need to.
To send an email, open the document you want to send, click on Menu in the top right corner, and then click Email.
Send an Email
You need to have outgoing email accounts set up for this.
This means that you need to set up an email account in ERPNext that lets you send messages. This could be a Gmail, Outlook, or custom SMTP server. ERPNext won't be able to send emails outside of the company without this setup. You can change this in:
Add Email Account under Settings → Email Account
ERPNext processes the email and puts it in the Email Queue when you click Send after setting up your email account.
Queue for Email
The Email Queue is a list that runs in the background and keeps track of all the emails that ERPNext sends. When you send an email, it goes into this queue to be processed and sent. To see it, go to:
Email Queue → Home
There will be a status for each email in the queue:
Not Sent: The email is saved, but it hasn't been sent yet. It is waiting for the ERPNext scheduler to pick it up.
Sending: The email has started to be sent by ERPNext. This is a temporary state that shows the system is working on sending the message.
Sent: The email was sent and received by the recipient's mail server.
Error: Something went wrong. This might be because the email address is wrong, the server can't connect, the SMTP settings are wrong, or the internet connection is bad. You can read the error message by opening the email entry in the queue and clicking Send Now to try sending it again.
When you send an email, you can choose from the following options:
TO:
This is the main field for the recipient. Please type in the email address(es) of the person(s) you want to send the document to. You can type in one or more addresses, with commas between them.
For instance:
jane@example.com, john@example.com
ERPNext will check the email addresses to make sure they are in the right format (like name@domain.com). Sending errors may happen if any address is wrong.
From:
This box shows the email address that will send the email. If there are more than one outgoing email accounts set up in ERPNext, the user can choose which one to use.
You can manage these email accounts from:
Settings > Email Account
To let users get to a certain "From" email, you need to:
1.Click on User and then choose User.
2.In the User Email section, choose the "From" address that is allowed.
For instance:
A sales rep can choose which of your outgoing accounts to send from if you have support@company.com and billing@company.com.
CC (Carbon Copy):
You use this when you want to send a copy of the email to more than just the main person.
For instance:
TO: customer@example.com
CC: manager@example.com
The manager will also get the email, and both the customer and the manager will be able to see that they got it.
BCC (Blind Carbon Copy):
This is for sending a copy without letting the main recipients know that someone else is also getting a copy.
For instance:
To: customer@example.com
BCC: admin@example.com
The customer won't know that the admin got the email. If you want to keep someone in the loop without them knowing, like for record-keeping or auditing, it's helpful.
Email Form:
You can make templates in ERPNext that you can use over and over again. These help you avoid typing the same thing over and over and make sure that your communication is always clear.
Some things that templates can have are:
• The subject line
• Body of the message
• Things that can change, like the customer's name or the invoice number
For example:
Subject: "Your Order {{ name }} has been sent"
Body: "Dear {{ customername }}, we sent your order {{ name }} on {{ postingdate }}."
You can set up templates under:
Settings → Email Template
There are also some built-in templates in ERPNext, such as
• Notification of Dispatch
• Notification of Leave Status
• Notification of Leave Approval
You can set up templates for certain types of documents so that they automatically load when you send that document.
Please send me a copy:
If you tick this box, the person who is sending the email will also get a copy. It serves as both a confirmation and a record for you.
When it's useful:
• You want to see what the message looks like in the inbox.
• You want proof that it got there.
• You want to send the email on or save it
Send a receipt for reading:
When this box is checked, ERPNext will tell the recipient's email client to send a confirmation when they open the email. This is useful for keeping track of whether the person got the email.
Limitations:
• Not all email services let you send read receipts
• Some people may block or turn off this feature.
If it's possible, you'll get a message saying that the email was read.
Attach Document Print:
This choice sends an email with a PDF printout of the current document, like a quote, invoice, or delivery note.
Unless you choose a specific print format (see below), ERPNext will use the default one.
For instance:
The file you send with an email about a Sales Invoice might be called:
SINV-0001.pdf for the sales invoice
Choose Attachments:
You can send more than one file with the email. These could be:
• Files sent to ERPNext, such as contracts, pictures, and reports
• Files on your computer
Clicking this opens the file browser, where you can choose attachments.
The print screen shows the following two fields:
These let you change the language and appearance of the attached PDF.
Choose Print Format:
You can set up different print layouts for documents in ERPNext. You can choose the one that fits the situation when you send an email.
For instance:
• Format that is standard
• Format with the company's name
• Format that is easier for customers
Your company logo, colour schemes, columns, footers, and other things can be in these formats. You can set them up under:
Settings → Format for Printing
Choose Languages:
If translations are set up, ERPNext can print documents in different languages.
If you pick a language here, the PDF that comes with the email will be translated into that language.
For instance:
• Invoice printed in French for clients who speak French
• Quote printed in Arabic for clients in the Middle East
In order for this to work, field labels and terms must be translated as follows:
Settings → Translation or choose "Customise Form."