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Setting Up Tally-Up! for
Email
Tally-Up! has the ability to send reports via Email. It supports both
the MailTo and SMTP mail protocol. If your system supports both, the SMTP
protocol is preferred, because it allows automatic batch emails and
automatic report attachments. Further, it has come to my attention
that some recent mailer programs reject MailTo commands sent to them from
another program.
There are several settings and options you may choose to make the most of
the Tally-Up! email process:
Personal Option Settings
The type of email to use is selected under Housekeeping --> Program
Customization --> Personal Options. The available options are:
Double-click the Personal Option line to display this
dialog:
If you select "Use SMTP Email", the Test POP3 Settings button will be enabled. Click it to display this dialog:
Many SMTP Mail servers have an associated POP3 server used to receive
mail. Although Tally-Up! does not receive Email, some SMTP providers
refuse to send email unless your POP3 server has been used recently
(usually within one hour). This is to prevent others from sending
email using your account. This is the screen where you can specify
your POP3 settings. This may not be necessary, but if you provide
the information, and a SMTP mail fails because of a server time-out,
Tally-Up! will automatically "re-connect" using this
information, and attempt to send the mail again.
Enter the correct information for your SMTP/POP account. You may
click the Test Connect button to see if Tally-Up! can connect to your
POP server.
Finally, close the dialogs and save the options. If you selected
SMTP, you should see "Email (Direct)" on the report destination
box for many reports, like this:
Setting up Automatic CC and BCC Email Addresses
If a Tally-Up! report involves only a single employee (e.g., Print Memo,
Tax Calc Screen, Summary Tax Report or Print a Record), and if the
employee's email address is in the record, it will automatically be loaded
as the default email address. Further, you may define automatic CC
and/or BCC email addresses for each employee with a combination of
User-defined Fields and Company Options.
The first step is to create User-defined field(s) for the CC and/or BCC
addresses Select Housekeeping --> Program Customization -->
User-Defined fields. Then create a new character field, and name it
something like "CC Address". If you choose, you may create
another character field named something like "BCC
Address".
The second step is to set your Company Options to use the new User-defined
field(s) as automatic CC and/or BCC fields. Select Housekeeping -->
Program Customization --> Company Options. Near the end of the
list, you will see an Email CC Address and an Email BCC option.
Double-clicking on these option lines will display a list of your
User-defined fields, and allow you to select the appropriate ones.
Note that the User-defined CC and BCC User Fields can contain more than
one address by separating them with a comma, e.g.,
Jeff@hrscentral.com,Lisa@hrscentral.com,Support@hrscentral.com.
Using Tally-Up! Email
Once your email setup is complete, you will be able to
create and send reports by directing the output either to "Email
(Direct)" (SMTP only) or to the screen. If routed to the screen,
there will be an Email button on the report output window, which will
allow you to send the report.
The SMTP Email Process
This is the SMTP Email screen used for a single Summary Tax Report. Since
the STR involves only a single employee, the To-Email Address is
pre-loaded from the transferee's record. The CC and BCC address
fields are also pre-loaded if they have been defined and if the check
boxes are checked. The Subject line is also pre-loaded.
The Attach File line needs some explanation. If you want the STR to
be attached to the file, you must check the box and enter a file name. Any
file name will do, but file names ending with either .DOC or .RTF can be
read with Microsoft's Word. Note that the file does not exist at
this time. It will be created and attached when the email is sent.
It is for this reason that you can leave the file name the same for all
emails you send.
Type your email message in the Message Text field. Your message will
be saved when you close this screen and re-loaded the next time you email
a report of the same type.
Note the popup menu on the Message Text field. It appears when you
right-click on the field, and can be used to imbed field markers in your
text. These field markers will be replaced with the transferee's
record values when the email is sent. For example, in this case,
"Dear <<NameFirst>>:" will appear as "Dear
Albert:". You may see how the markers will look by clicking the
View button.
The Mail Settings button brings up the SMTP/POP settings discussed earlier.
The Subject Defaults button brings up this dialog:
Tally-Up! automatically pre-loads the email Subject field for
single-employee reports. You may change the default Subject lines that
Tally-Up! will use here by following the instructions on the screen.
Finally, there are two menu items at the top of the screen,
"Progress" and "Options". Checking the Track
Progress menu item will cause a small scrolling field to appear at the
bottom of the screen. This merely displays the messages sent and
received from your SMTP/POP provider. It can be used for
de-bugging. The only menu item under Options is "Close After
Sending". If checked, this screen will close after the email
has been successfully sent. If not checked, you will need to click
the Close button yourself.
This is the SMTP Email screen used for reports that are not associated
with a single employee. It is much the same as the previous screen,
except that no email addresses are pre-loaded. Tally-Up!
"remembers" each email address you have used. Those email
addresses can be selected from a drop-down list by clicking the down-arrow
button beside the fields.
In addition to emailing single reports one at a time, you can send a batch
of reports all at once. For example, you can mail Batch Summary Tax
Reports. This screen shows the SMTP Email screen for the first STR
of a batch. Tally-Up! always pauses on the first email of a batch, to
allow you to review and edit the message.
As soon as the first email has been sent, you will be asked whether to
process the next, automatically email all, or stop the process.
The MailTo Email Process
The MailTo process is much more restricted in its capabilities than
SMTP. Tally-Up! doesn't email the report directly when using MailTo;
instead it passes the email message to your MailTo program. To email
a report using MailTo, you must first route the report to the screen, and
then click the Email button.
This is the MailTo Screen for single employee reports. Like the SMTP
screen, the email addressed are pre-loaded if the report is for a single
employee and the transferee's record contains email addresses. Also
like the SMTP screen, the Attach file name and Message text will be saved.
However, unlike SMTP, the name of Attach File is important for you to
remember, because you will have to manually attach the file in your email
program. Most of you have a default upload/download folder defined
in your browser or Email client. We suggest that you use that
default folder.
If you use .RTF or .DOC as the file name extension, the file can be read
by MS-Word. However, some MailTo servers do not correctly handle
Tally-Up! .DOC files.
Note that the maximum text allowed is 150 characters.
This is the MailTo email screen used for reports that are not associated
with a single employee. It is much the same as the previous screen,
except that no email addresses are pre-loaded. Tally-Up!
"remembers" each email address you have used. Those email
addresses can be selected from a drop-down list by clicking the down-arrow
button beside the fields.
If you have defined a "default path" in Personal Options, the
"Default Path" checkbox will be visible, and if you check it,
Tally-Up! will use it as the path for your Attach File.
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