Email transactions and reports

You can email PDF-formatted versions of completed transactions and reports directly from within the Manager program.

Note
Manager versions prior to 19.6.67 included an in-built SMTP server that required no setup. That option is no longer available. Email providers are employing various anti-spam detection mechanisms to tell legitimate emails from spam. To make sure emails sent from Manager were not considered spam, we used a reputable SMTP relay service. Unfortunately, as Manager’s user volume increased, the number of combined address errors grew to the point where we could not be distinguished from a spammer. Therefore, the in-built SMTP server had to be removed. All emails must now be sent using custom SMTP settings.

Set up your SMTP relay credentials

If you have an email address, you have an SMTP server you can use (e.g., Gmail). There are also many SMTP server providers who offer relay service. Many have generous limits. For example, Mailgun.com allows you to send up to 10,000 emails per month for free.

To enter email settings, go to the Settings tab and click Email settings:

Set up your server following instructions from your provider:

  • Enter your own Email address.
  • Check the box to Send a copy of every email to this address if you want copies of your outgoing emails.
  • Name will be used as the sender’s identity. Your business name is the default entry, but may be edited.
  • Paper size can be set to A4 or Letter, depending on which you expect recipients to use.
  • Email sending format can be set as Plain text or HTML.
  • Hostname is the SMTP name furnished by your email provider.
  • Port should normally be designated as 587, but Manager also supports port 25. (Manager will not support port 465 used as the default by many email providers and applications.)
  • Username is your login name with your provider.
  • Password is the one required for login with the Username above.

Click Update to save your settings. After settings have been updated, you can test them by clicking Test email settings. A test message will be sent to your email address. A notice also appears if the test is successful.

Notes
Your email application or provider may override content of the Name field, substituting whatever you have set up for your general email. Therefore, you may want to create a separate email account for sending documents from Manager.

Paper size set for emails also controls paper size for printed documents throughout the program.

HTML should be set as the sending format if you plan to use HTML elements in email templates.

Some email providers have special requirements, mostly related to security. See, for example, these tutorials:

Sending email

While viewing the document you want to send, click Email near the top of the window:

An email composing screen will appear:

  • To will be filled with any email address previously recorded for a customer, supplier, or employee if one is associated with the document. Otherwise, this field will be blank. Enter or edit the address as needed. If more than one email address is entered, only the first will be sent the document.
  • Subject will be pre-filled with the title of the transaction or report you are emailing.
  • A message may be entered in the text window.

Click Send. The document will be sent as a PDF attachment to an email.

Keeping track of emails

When you send your first email, Manager automatically activates the Emails tab in the left navigation pane:

In that tab, you can click View next to any email to display it. To delete an email, click Delete in the lower right corner of its window:

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