Automatic Emailing


Auto Emailing is a powerful and easy-to-use feature to automatically send out emails regularly based on some predefined rules. Auto Emailing job works in the background and can be used to send out emails daily, weekly or monthly when a specified email rule is satisfied. This is a great feature to send out reminder emails for expiring policies, contracts, payment reminders or for any other purpose that is time sensitive.
Auto Emailing allows you to:


- send out personalized emails to your customers for common reminders or information

- remind you about any time sensitive document activities that you would like to track


Auto Emailing makes use of index values defined on documents and folders in Docsvault to generate rules for automatic emailing. You can set email rules on a Date type index field in any document profile in combination with another profile value if desired. Imagine being able to send out personalized payment reminders to your clients, without the burden of having to remember and write individual emails every time.  


Auto Emailing provides you all the traditional email functions plus the ability to send out emails on schedule, attach relevant documents dynamically and personalize emails with specific names, dates, etc.


An Administrator user can create Auto Emailing jobs from the Docsvault Server Manager dialog.



Creating Auto Emailing Jobs


From the Server Manager dialog on the server side click on the 'Auto Emailing' node. Click on the 'New' button to start up the configuration wizard. Auto Emailing jobs can be setup in 2 simple steps.


Step 1: Set job name and email rules based on Date field of a profile like due date, expiry date, etc.

Step 2: Set email template by setting up email recipients, personalizing messages using dynamic fields and attaching related documents if needed.



Step1: Job Name & Rules Configuration


In Name, enter a relevant name for the job.

Scope & Rule:

oScope: Select the folders on which auto emailing job should be executed. You can specify more than one folder by clicking on the Add button. Note all subfolders of the selected folder are automatically included in the scope.

oApply to: Specify whether the job should be applied on files or folders or both.

oRule Profile: Select the profile that is to be used for this job. Only profiles with date field in them are listed since date field is a necessary criteria for setting up a rule.

oRule Base Date: Select the date type index to use for this rule. In the example below, a rule is created based on Due Date from the Billing Profile

Additional Criteria: You have an option to add additional rule criteria on any other Index in the same Document Profile. In the example below, a rule is created on Due Date and Paid indexes from the Billing profile.

oSend all emails that qualify: Set this criteria by setting the relevant drop-down options. e.g Up To 2 weeks before the due date.


warning Warning:

Using the option "Up To" will include all emails that satisfy the email rule on every day of the specified days range before or after the base index date. This means if you have a job that runs daily, it would email out the same reminder everyday as long as the email criteria is satisfied within the specified date range. If you intend to send out just single email say before x days of the rule base date, use the "Exactly" option.



oSet Schedule: Schedule the time to execute the email rule. e.g Daily at 12.00 pm

oUsername: Specify a Windows system username this job should run as in the background. By default the current user is selected.

oPassword: Specify a password for the username entered.

oClick on the Next button to set an email template for this job.



Auto Emailing : Step 1



Step2:  Email Configuration Templates


In the Email Configuration Template dialog, enter the appropriate details such as:


From Name: Enter the Name of the sender

From Email: Enter the email address of the sender. Note that some email servers now require that the domain name used in the from email address match the email account domain name that is being used to send out emails. By default Docsvault uses the 'From' address used in the outgoing SMTP server settings.

To: Enter the recipients email address. This can be static email addresses separated by a comma or a dynamic index field that contains email addresses

CC: Enter email addresses of recipients who should receive a copy of this email

BCC: Enter email addresses of recipients whose name and email address needs to be hidden from other recipients

Subject: Enter a subject of the message

Body: You can draft the email message using dynamic fields as shown in the screenshots below

Attachments: Select this option in-case you wish to attach the associated file (file that satisfied the email criteria set in step 1) with this email message. You can attach additional files by clicking on 'Attach Other ...'

Click Save to save this Auto Email job.



Auto Emailing : Step 2