See also: Activities and tasks
Correspondences
Related topics
Lists in the Administration/Activities menu
Administration/Activities/... | Explanation, usage | Customizing |
|---|---|---|
Correspondence status | Management of the statuses for correspondences, for example in process, sent... At the same time, icons are assigned to the states. | Information only, changes not allowed |
Mail: delivery type | Management of the delivery types for a letter, e.g. new registered letter | Creating allowed |
Mail: mailing type | Management of the mailing types of a letter, e.g., package, consignment... | Creating allowed |
Mail: forwarding sticker | Management of the forwarding sticker of a letter, e.g., If undeliverable, send address correction card! | Creating allowed |
External mail system: field mapping | ||
External mail system: reports |
Managing the global signature
In the My company form, the administrator can edit via the Edit global signature function (in the function bar) a company signature in several languages for all outgoing emails of the users. The global signature is determined depending on the correspondence language.
By means of the PSA_CPD_USE_SIG variable, the administrator can specify whether the signature of the user should appear in the generated email or not. No causes only the global signature to appear.
In the email form, the users can find the Insert signature button they can use to insert their own signatures into the emails. Every user can manage their own signatures under My Data/Additional data in the Signatures tab.
Serial letter production
A separate document is generated with the help of a direct print function for every recipient. The printing progress is indicated in the recipient list (so that one can continue with the not yet printed letters after cancelling), and a sample is checked in for every recipient.
- You can select a printer under My data in the configuration of the correspondence templates.
- The single report flag of the templates is displayed in the letter/fax form as a standard flag. If the standard flag is set in the template and more than one recipient is selected, then a separate document is created for every recipient and a sample is automatically checked in.
- The Create function opens the individual documents in Word. A variable controls how many Word instances may be launched at most. The function is suitable for serial letters to few recipients or for tests. If required, the individual documents can be reworked in Word and be printed autonomously.
- The Create and print function sends the documents to the selected printer without opening them individually in Word.
Control and customizing
- The
PSA_CPD_XPL_MAX_APPvariable controls how many Word instances may be launched after executing the "Generate" function. The default is 10. - There is a new data object,
CORRESPONDENCE.OTHER_RECIPIENTS, in the loaderPSA_RPT_CPD_LETof the letter templates. Here, all serial letter recipients except the one of the currently printed are listed. This data object is required for the distribution list feature that can be activated by means of the DL flag in the letter/fax. The data object in the loader must be adjusted after customizations.
If necessary, client-specific serial letter templates also need to be adapted (loader, generation of the distribution list in templates).
Selected environment variables (Administration/Settings menu)
Variable name | Description | Default |
|---|---|---|
| Sets the “P.O. Box” designation in the envelope window to the respective national language of the contact’s address. The variable must be created for every language / country. |
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| Sets the value from the "confidential" checkbox of the address assistant in the envelope window to the respective national language of the contact’s address. The variable must be created for every language / country. |
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| City and country should be separated by an empty line in the envelope window. |
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| Sets the default value for the female salutation in the letterhead (envelope window) |
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| Sets the default value for the male salutation in the letterhead (envelope window) |
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| Sets the default value for the company salutation in the letterhead (envelope window) |
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| Sets the default value for the female salutation in a letter |
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| Sets the default value for the male salutation in the letter |
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| Sets the default value for the company salutation in the letter |
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| Update mode for correspondence fields when changes to the name or correspondence language are made (changing the envelope window) |
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| Automatic generation of the envelope window on every change of address or other data like the name, company, etc. |
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| If there are several recipients, confirm whether a sample copy should be checked in. |
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| Controls the behavior of the preview for letters and faxes. Value: |
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| Controls the behavior of the preview display for documents from Office 2007 or later; |
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| Controls how many word processor instances may be launched after executing the "Create" function for a letter. |
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| Specifies whether the signature of the user should appear when an email is created. |
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| Specifies whether personalized emails created in the Groupware are sent automatically or manually. |
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| Sets the size limit of attachments in kilobytes when emails are checked in automatically. |
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| Controls whether the email address should be checked. Umlauts are accepted because various systems accept them. |
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| Try to log in to the POP3 server using the password of the current user if emails are sent directly via SMTP. |
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| Controls whether the original text should be attached to the new message when replying or forwarding. |
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| Specifies the format to use (TXT or HTM) when replying or forwarding. |
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| Specifies the divider between the new and the original text when replying or forwarding. |
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| Standard correspondence template for email creation. The standard can be changed on a per-user basis. |
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| Standard correspondence template for serial emails. The standard can be changed on a per-user basis. |
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| Standard email template for service order and appointment confirmation |
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| Controls access to templates from the template selection dialog (... |
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| Forces external emails to be checked in if the system erroneously considers them to have been checked in already. |
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| Controls for emails that images located on external sources are fetched. |
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| Force emails to be checked in as MSG files, independently of the "My data - configuration - client Groupware" settings ( |
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| A hexadecimal RGB value used as the font color of the GID (equivalent to the background color of the email) in email texts formatted as HTML and RTF. | The default is |
| Standard report for letters. The standard can diverge on a per-user basis. |
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| Standard report for faxes. The standard can diverge on a per-user basis. |
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| Sets the default language of the application. If no country is specified in the address, the system uses the default language for the envelope window. |
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Please note that
- the default setting for correspondence templates under "My data" must be suitable for the respective language,
- the multi-language entries are maintained in the corresponding selector (selection), see the Administration/Documents/Languages menu.
PSA_DFV_LNG_NAM | Name of the default language. Attention: This is a multi-language variable. | German |
PSA_DFV_LNG_IDN | Identifier of the default language. If this variable is set per user then correspondences are automatically created in this language, independently of the user language. For correspondences, corresponding templates must exist. Correspondences that don’t have assignments on creation are automatically given this language. | GER |
Note: The defaults for the standard report, letters, faxes refer to the delivered templates for correspondences. If you have created your own templates, please specify a template ID according to the respective dispatch type as a variable value, so that this template is made available as the first selectable option. The user can specify their own standard templates for the correspondence types, diverging from the standard.
Admin: The default user language:
The identifier of the default language (PSA_DFV_LNG_IDN, user-specific) determines the default language of the logged-in user. This language is automatically used as the correspondence language when creating a new correspondence. It can, however, be set differently by the "For contact" assigned as the recipient, or by an assigned main project. Correspondences that do not have either of these two assignments when they are created (for example, correspondences created at a document that is assigned as an attachment) are automatically assigned this default language.