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One of the best
features in Clients & Profits X is the innovative use
of internet-based electronic mail
It works with industry-standard SMTP-based mail
servers to automatically send e-mail from Clients & Profits
X to staff members. C&P e-mail is sent automatically (such
as when a job is opened or its status codes changes) or based
on scheduled entries added by users.
Two things make C&P e-mail work: a SMTP server and e-mail addresses
for each staff member. To start sending automatic e-mail, you’ll
first need to enter the name of your SMTP server into Clients & Profits
X. Check with your system administrator for the correct SMTP server
address for your mail server. Examples of SMTP server addresses might
be "smtp.domain.com", "smtp.mail.domain.com", "mail.domain.com", or "192.168.100.1"
Your mail server must be a standard SMTP-based mail server, and not a
proprietary server like ccMail, QuickMail, etc. (unless you’re using
a newer version that speaks SMTP). The mail server must be available
full-time because Clients & Profits sends mail throughout the day.
Every staffer must have an e-mail address (e.g., john@agency.com). For
security reasons, C&P e-mail is generally sent only to staff members
and not to people outside the shop. This prevents confidential information
from being to sent to clients, vendors, and possibly competitors. However, “cc’s” (i.e.,
carbon copies) and “bcc’s” (i.e., blind carbon copies)
have no such limitation. This means users who manually send e-mail from
Clients & Profits X can potentially send it to anyone.
| Updating e-mail addresses The Update Departments
window lets you easily update the department and e-mail address
settings for all staff members at one time. |
 E-mail
that is sent from the Help E-mail window to the C&P Helpdesk
is considered to be confidential and private. However, e-mail
send to the C&P User Group or the C&P Wish List is considered
public and can be read by anyone subscribing to those mailing
lists.
The Clients & Profits X e-mail system is based on a built-in calendar.
Stored mail is automatically checked each morning when the first user
opens the database. Any pending mail is then sent. E-mail is automatically
sent from these areas:
TimeCop
Staff members who haven’t accounted for
enough hours (i.e., actual vs. planned) on the previous day’s
time card/time sheet get a user-defined reminder via e-mail.
A copy is sent to their department manger.
Quick Check
The system manager is notified via e-mail if
daily Quick Check finds a problem with the database.
Media Calendar
Scheduled entries from the media calendar can
remind media department staffers of space closing dates, material
due dates, dates of special promotions, and meeting dates.
Cash Flash
A daily “cash flash” of the shop’s
current cash, A/R, and A/P balances can be e-mailed to agency
management. In addition, e-mail “ticklers” can be scheduled
to remind the accounting staff about unpaid invoices, tax deposits,
appointments, and other follow-up items.
Client Diary
When a user adds a diary entry, a copy can be
e-mailed to selected staff members. Entries can be scheduled
to be sent in the future to automate account follow-up.
Job Tickets
E-mail can be automatically sent to accounting,
production, or management when a new job is opened, its status
code is changed, or the job is closed. Production people are
notified of impending task deadlines several days ahead of time
via e-mail. A copy of a job diary entry can e-mailed when it
is added. E-mail is also sent whenever a new change order is
saved.
To start C&P e-mail:
1 Choose Setup > Preferences > C&P E-mail.
The C&P>Mail Preferences window opens.
2 Click the Automatically send e-mail checkbox, then simply close
the window and your changes will be saved automatically.
The
mail server is checked every time someone starts Clients & Profits
X. If for some reason the mail server doesn’t respond,
C&P mail is disabled. It will need to be enabled with
these steps once the mail server is available.
To stop C&P e-mail:
1 Choose Setup > Preferences > C&P E-mail.
2 Uncheck the Automatically send e-mail checkbox,
then simply close the window and your changes will be saved
automatically.
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