Emailing Orders and Quotation requests has enormous benefits, not the least being the ability to transmit attached documents to the email, eliminating printing, copying, cut & pasting (the old type), packing and posting.
The filed to be attached are specified in Order Notes
By using the [Job] Special field, files in folders relating to jobs can be specified.
In the case above, if we emailed orders on Job 1234, then the following files would be attached:
f:\OrderDocs\General Conditions.doc
f:\OrderDocs\1234\plan.pdf
f:\OrderDocs\1234\elevation.pdf
This is well and good, but can lead to very large attachments, especially when sending plans and scanned documents.
This in turn can lead to emails being rejected due to the limited size of some recipient's mailboxes, and to significant transmission costs.
One solution is to create documents with hyperlinks pointing to an ftp site where the original filesdocuments are stored.
1 Create a Job RTF layout document, and insert the relevant hyperlinks.
The following documents relevant to Job [Code]
[Job Address]
can be viewed at {Hyperlink:ftpxxxxxxxx\OrderDocs\General Conditions.doc}
{Hyperlink:ftpxxxxxxxx\OrderDocs\1234\Plan.pdf}
{Hyperlink:ftpxxxxxxxx\OrderDocs\1234\Elevation.pdf}
2 From Jobs, select the required jobs, then run custom reports using this layout. This creates a document file similar to
The following documents relevant to Job 1234
85 Smith st Elwood
can be viewed at ftpxxxxxxxx\OrderDocs\General Conditions.doc
ftpxxxxxxxx\OrderDocs\1234\Plan.pdf
ftpxxxxxxxx\OrderDocs\1234\Elevation.pdf
3 Replace the Email attached files in Order Notes with this file, also using the [Job] Special Field
4 Institute housekeeping to ensure that the specified files are created and uploaded to an ftp site before the emails are sent.
The ftp site can be hosted internally on your server, but it is much more efficient to have it hosted externally by an Internet Service Provider (ISP). That way you only pay once for transmission of the data rather than 50 to 100 times on a typical job