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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:

  • Use SMTP Protocol

  • Use "MailTo" Email Protocol

  • Don't use Email

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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