Email Setup - Mulitple Accounts - Batch Printing & Emailing

[FMXSAL]

Hi Guys,

I'm not a programmer or developer. I work for a company that utilises Jiwa and apart of my job is to come up with ideas to improve processes for staff. I'm wanting to grab some info on what's possible so I can present it to our Jiwa IT Peoples/General IT Guy. Now onto my questions
We currently send out invoices and statements to debtors through Jiwa. When we do so its comes from the users email address, regardless of whether they put a different email address in the "from" field, and regardless of whether they change the email address in Staff Maintenance. Our staff have access to several shared email accounts, and want to be able to send from those addresses in addition to their own.

Our Jiwa has the plugin "Email - Configuration Outlook" enabled. I am aware that there are two other plug ins available relating to email, one for SMTP, and one for Office 365. I also know that Mike Sheen created a plug in to allow users to have different email settings. I am wondering if either the SMTP or Office 365 email plug ins would allow staff to send from any email account they have access to ? And if so, can/should it be used in conjunction with the plug in allowing staff separate email settings ?

Another issue we have is that invoices need to be sent manually rather than through Batch. When we attempt to email invoices through Batch Emailing, three emails are sent for every SOE. I believe the reason for this is because I have access to three email accounts. The three emails still send from the one email address. Would sorting out the email settings mentioned above also fix this issue? If not, does anyone know any work arounds?

Appreciate any help
Also let me know if more info is required

[SBarnes]

Our Jiwa has the plugin "Email - Configuration Outlook" enabled.

This your problem the settings being changed under staff are not going to have any effect because they are smtp settings. You should switch to smtp with something like https://www.smtp2go.com/ if you don't have access to an smtp server.

If you want to under certain circumstances not use the setting for the given user, and alias to something else this is indeed possible as I have done it in the past but would require a plugin and programming, likewise automatic emailing on the save of an order can happen too.

Jiwa can provide a quote https://jiwa.atlassian.net/servicedesk/ ... r/portal/1 if you want or your Jiwa Service Provider if they have programming skills should be able to help also.

[Mike.Sheen]

When we do so its comes from the users email address, regardless of whether they put a different email address in the "from" field, and regardless of whether they change the email address in Staff Maintenance. Our staff have access to several shared email accounts, and want to be able to send from those addresses in addition to their own.

Our Jiwa has the plugin "Email - Configuration Outlook" enabled.

I would have thought that would work ok - if the user has several accounts configured in their Outlook, the plugin does actually try to match the sender email address against one in the Outlook configuration - this is the code in the plugin where it takes the EmailFromAddress as defined in the Jiwa email and tries to match it to an Outlook account:

Code: Select all

Microsoft.Office.Interop.Outlook.Account senderAccount = null;

// Loop over the Accounts collection of the current Outlook session.
foreach (Microsoft.Office.Interop.Outlook.Account account in OutLookObject.Session.Accounts)
{
   // When the e-mail address matches, return the account.
   if ((account.SmtpAddress != null) && (EmailFromAddress != null) && account.SmtpAddress.ToLower() == EmailFromAddress.ToLower())
   {
      senderAccount = account;
   }
}

if ((senderAccount != null))
{
   MailMessage.SendUsingAccount = senderAccount;
   // Use this account to send the e-mail.
}

Can you confirm that Outlook has been configured with multiple accounts?

[Mike.Sheen]

Another issue we have is that invoices need to be sent manually rather than through Batch. When we attempt to email invoices through Batch Emailing, three emails are sent for every SOE. I believe the reason for this is because I have access to three email accounts. The three emails still send from the one email address. Would sorting out the email settings mentioned above also fix this issue? If not, does anyone know any work arounds?

Are you seeing 3 actions queued up for the same invoice? or just one?

Using demo data, a single invoice will queue up 5 emails per invoice by default if you don't limit which Document Type to email:

Even if you edit the Settings to email Document Type Invoices only, if you have multiple invoices defined, it will email all of those - so check your Sales Order printer setup to see how many invoice Document Types you have defined:

[FMXSAL]

Thanks Guys, appreciating the help!

Can you confirm that Outlook has been configured with multiple accounts?

I contacted our IT people this morning to confirm our Outlook settings as when i looked into the Outlook account settings only one account was listed. The reply i received was “Jiwa are correct, you should be able to send from other email accounts within your tenancy. These will not be setup as other accounts in your Outlook as you have pointed out in your screenshot. Instead you have been delegated access and should be able to send emails as these accounts” - so I am going to have a quick meeting this morning to run through exactly how our Outlook is setup. - The IT person misunderstood my query and didn't notice I was referring to emailing out of Jiwa. He needs to go back and look further into it. He mentioned that staff have access to the extra email accounts via "delegated access and permissions"

Are you seeing 3 actions queued up for the same invoice? or just one?

&

check your Sales Order printer setup to see how many invoice Document Types you have defined

Re the multiples, you’re a genius!!!! I had it right in the batch email section, so there was only one email queued per invoice, so that’s all good, but then as you suggested I look at the Printer Setup, and there is 3 reports with “Invoice” Type, and 3 reports for “delivery docket” type, which also explains why I got the same results when attempting do batch email delivery dockets!!!! I figured this has been set up this way as admin staff need to print multiple documents for each order they enter, so they choose a report type and everything they need pops up all at once.
Now I know why this occurs I can try and figure a workaround. Is there a way to create extra "types" or are only the default available? Never mind, figured a solution, I created a new Print Group and played around with the reports and their types. I can allocate the new Print Group to specific users within Staff Configuration-Staff Maintenance - User Settings :)

[Mike.Sheen]

figured a solution, I created a new Print Group and played around with the reports and their types. I can allocate the new Print Group to specific users within Staff Configuration-Staff Maintenance - User Settings

Excellent - glad to hear you've worked out a way, but to answer your question:

Is there a way to create extra "types" or are only the default available?

No, there are no other types that can be defined.

[FMXSAL]

No, there are no other types that can be defined.

cool, good to know for future reference

[FMXSAL]

Heya Everyone,

This is quite delayed, but I wanted to state that we got this all working. We are utilising the "Email - Configuration Microsoft Graph REST API" plugin. There were a few road bumps, but Danny from Attkey sorted them out.

Having this implemented has been great, especially for our accounts staff who can now send invoices and emails from our generical accounts email address, rather than her personal work one.

Just wanted to say thank you to everyone that posted and helped out with this. I really appreciate it.

Sal